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RSQ Board Job Descriptions

Executive Board:

Committee Chairpersons:

Quilt show

Welcome to the Rising Star Quilters' Guild Board. You have graciously agreed to take a position on the Board because you want to contribute to the success of the guild. We thank you.

With this commitment, you realize that there are responsibilities. They have been outlined in this document, and the person who held the position can help you understand them. Time sensitive tasks need to be closely maintained. Feel free to be creative with your job, but discuss changes with the President. If during the course of the year, you find the job description in this document is not accurate and/or needs to be changed, please let the President know so the document can be edited for future Board members who will be responsible for your position.

You will be expected to attend monthly board meetings (first Tuesday of every month--September through June, except December). You will receive notification by e-mail during the week before the meeting, and are responsible for letting the President know if you have something you wish to discuss at the meeting. Some committees are not expected to attend all meetings.

Your attendance at the General Monthly Meetings is appreciated (every 4th Tuesday of each month--September through June, excluding November/December is combined on the first Tuesday after Thanksgiving).

Our annual quilt show is the celebration of our art and our fellowship. We want you to be part of the show by making quilts, boutique items and volunteering to be a part of the effort.

Some jobs require that you prepay expenses. Our policy is any expenditure over $50 must be approved by at least two members of the Executive Board (President, Vice President, Secretary, or Treasurer). To receive reimbursement for any amount, submit receipts to the treasurer with a description of the expense and she/he will issue you a check. (The treasurer has forms available for this purpose.)

If at any time during the year, you feel overwhelmed and cannot follow through with your commitment, please tell someone on the Executive Board. This is a volunteer organization, and we want you to have a positive and growing experience. No one has fun when under pressure, and we will help find someone to help you or find a replacement. You must be the one to let us know that things are not working for you.

If you love what you find at RSQ, we hope that you will continue to serve on the board. When you share yourself with others, you benefit.

GENERAL MEETING LOCATION

RSQ General meetings are held at the Follen Community Church, 755 Massachusetts Avenue, Lexington, MA 02420.

LEGAL PAPERS

President has copy of incorporation papers. We are a non-profit organization.

JOB DESCRIPTIONS, NOTES, AND FORMS

The job descriptions below have been compiled based on what was written by committee members, or decided at board meetings, and should be reviewed yearly. It would be appreciated if you could take the time to review your job description. If it is not in the format below, please edit it and send or give it to the president. Here is the format:

• Responsibilities
• Notes
• Deadlines/Timeframes
• Forms Used

Executive Board:

PRESIDENT

Responsibilities:

Primary function is to see to the smooth running of the entire guild. Organization is necessary, follow through a must. Having the time for this position is essential. There is a lot of phone and/or e-mail work involved. The President presides at all Board meetings, Executive Sessions, and Membership meetings.

The President is assisted by the Officers of the Executive Board. This Board consists of the: Vice President, Secretary, and Treasurer. In the case an Officer on the Executive Board resigns, an interim officer should be nominated or appointed.

Conducts a monthly board meeting with all committee heads. The President must have a working knowledge of all activities being done by all of the committees.

Before Board and Guild meetings prepare agenda to be discussed and review committees to see if they need to discuss anything. Check on committees and make sure they are sticking to their deadlines and offer help and advice, as needed.

As president, you are a member of all committees. You will monitor each committee, in particular, the committees which have the greatest effect on the guild, i.e., Membership, Programming, Treasury, Quilt Show, Raffle Quilt.

The President (and Secretary) need to introduce themselves to the Church Administrator, and make sure the church has the information to get in touch with someone from the Executive Board should the need come up.

The President and Vice-President have the keys to the Church and need to set the alarm on/off and open/lock the Church as needed. The directions for this, including the alarm password, will be kept by the President and Vice-President.

Takes suggestions from all members under advisement.

Opens hall before 6:45PM; leads business meeting starting at 7:30PM; begins meeting program at 8PM; is last to leave the church for lockup.

President nominates the Nominating committee, which presents a slate of officers to the Membership in April for the Membership to vote on in May.

President can appoint any committee chairpersons, but cannot appoint the executive board.

Writes Letter from the President section of the newsletter. Gets this to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position. You are also responsible for, or may designate someone to keep a historical binder of the major committees of the guild.

Notes:

Per a discussion with Ken Schulman in November 2001, the Guild does not need to pay taxes on the boutique or the raffle quilt sales. If, after the Quilt Show, you receive a letter from the Lottery Commission, we do not need to pay taxes or send this form in. This letter is generated as a result of the permit application for the Quilt Show.

Deadlines/Timeframes:

July

August

Quilt Registration forms due

September

Show and Tell

October

Quilt Show

November

Benefit Quilt night

December

no meeting

January

Choose Nominating Committee

February

Recruit raffle quilt coordinator as early as possible

Budget Analyst

March

Budget should be created

Job Description Review by committee members

April

Nominating Committee should publish slate of candidates in newsletter and announce at membership meeting

May

Budget should be presented to Guild

Nominees should be voted in for coming fiscal year

June

VICE-PRESIDENT

The Vice President attends and participates in all Board meetings, and presides in place of the president, as needed.

The President and Vice-President have the keys to the Church and need to set the alarm on/off and open/lock the Church as needed. The directions for this, including the alarm password, will be kept by the President and Vice-President.

Writes articles for the newsletter as needed. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

SECRETARY

Job Description: Secretary (Sept. 5, 2006)

Responsibilities: A member of the Executive Board, who is responsible for maintaining accurate and complete records of the minutes of the General and Executive Board meetings of Rising Star Quilters' Guild, Inc. Additionally, it is important that any time there is a vote of the general membership, such as when the bylaws are amended, that these votes also be recorded. If bylaws are amended, then the amendment should be included in an updated and notated version of the bylaws, referencing the specific meeting at which the change occurred.

The Secretary will locate an appropriate meeting location for the Board meetings. The Secretary will initiate and will maintain the correspondence securing any meetings.

The Secretary may also be asked to assist the President with other tasks and it would also be assumed that the Secretary would maintain any other correspondence of the Guild, should the need arise.

Notes: At the beginning of the "Minutes" state location of meeting, time meeting started, and attendees. At the conclusion state the closing time and your name.

Minutes of the Executive Board are mailed or e-mailed to the Board members.

Over the past year the board meetings have been held at the Robbins Library in Arlington in the Community and Conference Rooms. The present contact at the library for reserving these rooms is:

Patti Powers
Robbins Library
700 Massachusetts Avenue
Arlington, MA 02474
(781) 316-3206

Arlington Library does not accept bookings more than 3 months ahead.

Deadlines/Timeframes: Minutes should be typed in a timely manner, prior to the next subsequent General or Executive Board meeting and distributed to Board members by mail or e-mail. Minutes should be reviewed by all parties that attended the General or Executive Board meeting, for content review and corrected, if need be. Thus a vote of acceptance of the minutes can be made at the next meeting. (Notes should be mailed to those who do not have e-mail.)

The secretary will inform the board members at each board meeting of the date of the next meeting. The date will also be written in the monthly minutes.

It is the responsibility of the secretary to keep a history/list of the Executive Boards, past and present. This is the only documentation requirement in regards to the report mentioned above. We do not need to notify the state when our bylaws change, but we do need to keep in our records a list of the Board of Directors (or, in our case, the Executive Board).

BUDGET: The budget amount is determined each year by the board and must be adhered to unless approved by the board.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position.

TREASURER

The Treasurer is the Chief Financial Officer of the Guild.

The Treasurer collects and deposits all monies received for the Guild into RSQ's checking account, currently at the Belmont Savings Bank, Cushing Sq., Belmont, MA. Note: The outgoing treasurer must notify the bank to remove his/her name and past officers from the account and submit a signature card with the incoming treasurer's name and address and the new officers. Also, a second signature must be another officer. The bank will mail future bank statements to the incoming treasurer's home, not the PO Box.

The Treasurer pays all expenses incurred by the guild and the quilt show committee.

The Treasurer has possession of the checkbook and is responsible for reconciling the bank statement each month.

The Treasurer must keep a complete record of all receipts and expenditures hand written in a 3-ring loose-leaf binder. If that person has access to a computer, they can also keep track of transactions on a spreadsheet. Reports for the board meeting can be generated from that.

All receipts and bank statements are to be kept in a neat file for easy access by future officers. For tax purposes, receipts should be saved for 3 years as advised by attorney Ken Schulman. Complete documentation must be recorded for each transaction. It would be best to keep Guild items separate from the Quilt Show items.

Regularly Occurring Expenses:

1. First Parish Unitarian Universalist (currently $140**) $100 church, $40 sexton
2. *If no sexton, pay church only
3. Fee for speakers for meetings/workshops
4. Newsletter expenses
5. Monthly raffle expenses

**These checks are to be placed in an envelope (1), and deposited in the Administration mail slot in the church office behind the kitchen.

Submit the M.G.L. Ch. 180 Corporation Annual Report to the Commonwealth of Massachusetts along with a $15.00 check. It is required that this be submitted before November 15.

Yearly Expenses:

1. Insurance bill -- due upon receipt. Note: Outgoing treasurer must give the incoming treasurer's name and address to the insurance company ASAP so that the insurance bill will be received and paid promptly. Scottie & Company, Inc., in Winchester, MA, is the current insurance agency representing "Travelers Property Casualty."
2. Annual reporting to the Commonwealth of Mass, $15.00, to be filed the 1st of November each year. A copy of the completed form shall be retained by the Guild.
3. The Guild's membership to the New England Quilt Museum Auxiliary, $15, to be mailed to NEQM, 18 Shattuck Street, Lowell, MA 01852 with a short note from the president of the Guild (see attached example).

The treasurer will have a supply of reimbursement forms and distribute them to committee chairpersons to be submitted for reimbursement of expenses incurred for the Guild or Quilt Show. The incoming treasurer will update that form to show their name and address.

The Treasurer must keep a complete record of all receipts and expenses and present a detailed statement to the executive board members at each board meeting.

The chairperson who coordinates the speakers for the meetings should give the treasurer the contracts for those speakers with the speaker's fees for budgeting purposes.

Special Events, e.g., Fall Getaway, Spring Flings, etc.: All deposits must be made payable to "Rising Star Quilters' Guild, Inc." and given to the chairperson in charge of the event. The chairperson must forward these checks to the treasurer before the Guild can pay a deposit to the place the event is to take place.

Writes articles for the newsletter as needed to keep guild informed. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position.

Example of letter to NEQM:

New England Quilt Museum
18 Shattuck Street
Lowell, MA 01852

May 19, 2001

Dear Sir or Madam:

Enclosed you will find our check # 168 in the amount of $15.00 for Guild membership in the NEQM Auxiliary, year 2001.

Respectively yours,

Rising Star Quilters' Guild
c/o Name of President
home address
e-mail address

Suggestions for organizing money for the quilt show. By Carol Brown, Treasurer 2002-2004

Special sections of the treasurers account notebook showld be set aside for each quilt show.  Usually you will have three shows running at once.  For example, leftovers of the 2002 show, current expenses for the 2003 show, and advance expenses for the 2004 show.  Keep each show separate.
The weekend of the show will be busy for you. You will have to give money out and take money in.  You have to record every penny.

Other people will do the actual collecting from customers, and will keep the money in cash boxes that you will give them.  Every few hours you collect the money and checks.

Seed money.  Take money out of the bank ahead of time  for the cash boxes.  Ask people to mark prices at either a flat dollar amount or in quarters.  Find out ahead of time who needs quarters and who can use just dollars.  Then get out of the bank maybe $350 altogether.  Probable amounts are

• $50 in quarters (less if bake table is the only one needing quarters)
• $100 in one dollar bills ( make sure they do not mistakenly give you pennies)
• $200 in five dollar bills.

Recording:  make up four pages, one for each cash box.  (More, obviously, if there are more than four cash boxes.)  Usually we need 1) admissions, 2)raffle quilt, 3) bake table, 4) boutique. 

Perhaps have another envelope or box for general expenses, such as paying for lunches, or scotch tape or something.  If so, make up a page for that.
Keep   record for each cash box separately.  This is important. Take money out   or put money in every two hours, without fail.  Record how much you put in or take out, keeping both the records and the cash separately.  This is also important.
Make sure and record seed money put in and taken out each day, so that it does not get recorded twice.  This gets confusing in the records, so keep it straight during the show.

Eventually you will be asked to tell the Guild how much was made at the bake table, how much was made by the boutique, et cetera.  This is why the money and records have to be taken separately.  Also be sure to note in the permanent register which money goes to which area of the quilt show.  In your records be specific:  not just "postage stamps" but "Postage stamps for advertisements."

The final tabulation of profit and loss usually is not made until the next Spring, because bills keep coming in.

Committee Chairpersons:

BENEFIT QUILTS

Revised May 13, 2004

Job Description: Benefit Quilt Committee\Chair

Responsibilities: Coordinate the efforts of members in making Benefit\Comfort Quilts & Critters. Organize the donated materials and maintain the collection for easy distribution. Hang the years completed projects in the quilt show. Coordinate a contact person for the charities to be receiving quilts & critters. Coordinate and run the benefit quilt production meetings. Submits articles for the monthly newsletter by the second Tuesday of each month, to keep the guild informed and to solicit participation of members.

Notes: Organization is key to getting a lot of quilts finished and keeping the stash manageable.

Deadlines/Timeframes:

July - September: Discuss with President and Program Coordinator what meetings should be dedicated, if any, to Benefit Quilts; however, sometimes this may have been determined in the prior year.

Throughout the summer & early fall finish up as many Benefit Quilts for the fall presentation to the charities at the quilt show.

September - October: Quilt Show Presentation: Contact the Charity representative and coordinate a presentation time on the Sunday Afternoon of the Quilt show.  Benefit Quilts will be on display at the Quilt Show.

At the General Membership meeting the month prior to the Benefit Quilt meeting, have a signup sheet or ask that people contact the chair if they are able to bring the following items to the meeting:  sewing machines, rotary mats, rotary cutters, rotary rulers, irons, ironing boards, etc.

November (month subject to schedule) Benefit Quilt Workshop Meetings:  Typically there is at least one Benefit Quilt meeting per year and sometimes two.  In the past years the November/December Meeting, which takes place the first Tuesday after Thanksgiving, is dedicated to making Benefit Quilts.

Send an email or call people who brought these items to the past meetings, two or three weeks prior to the meeting.

Also, request help of the board members, at the board meeting prior to the meeting.

Send out or call with a reminder message the weekend before the meeting.

In the weeks prior to a Benefit Quilt workshop coordinate the projects into various stages so that individuals can get straight to work when they arrive at the meeting or after the business meeting has concluded i.e.:  strips, block creation, block & sashing combinations, sandwiching, tying and or binding. (These would be dependent upon whatever project(s) are being tackled.)

January(or month following Benefit Workshop): Write follow-up newsletter article recounting the activities from the workshop meeting.

Forms Used:  RSQ Reimbursement form.

BUDGET: The budget amount is determined each year by the board and must be adhered to unless approved by the board.

EQUIPMENT MANAGER

Arrive at meeting early. Open supply cabinet. Assist setting up if custodian hasn't. Align podium to front for use. Turn on the audio system. Adjust lavaliere and hand mike due for varying speaker and business meeting preferences. Give mike to President in time to start meeting.

Have appropriate equipment to meet the needs of the speaker, i.e., projection device, screen, quilt racks, tables, extension cords, mikes, etc.

Shut down all systems and return all equipment to its rightful place.

Get equipment information from program chairperson.

The budget is to be kept to unless approved by the board.

Writes articles for the newsletter as needed to keep guild informed of Equipment happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

Equipment List - RSQ

In Cabinet at Church:

• 1 Slide Projector
• 2 Empty Carousels
• 2 Heavy Duty Extension Cords
• 2 Extension Cord Reels
• 1 Amplifier and Speaker
• 2 Microphones
• 1 Lavaliere (throat mike)

Not in Church:

• 4 Quilt Stands, Vertical (B. Donaghey)
• 5 Horizontal Bars for Quilt Stand

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position. These binders (unless they include confidential information) should be brought each year to the September Show & Tell meeting for the membership to view our history.

HOSPITALITY Reviewed 4/03

Provides refreshments at monthly meetings. Enlists volunteers for refreshments and purchases supplies. Arrives early (6:30-7:00) to do this.

Sets up refreshments, makes coffee, does clean up. Transports paper goods and supplies from meeting to meeting in container (currently blue plastic bin provided by guild).

Needs to have sign up sheet for refreshments. Call to remind people about the refreshments in reasonable time to prepare them. (Ask someone to bring ice, who can come early.)

Takes care of trash.

The budget is to be kept to unless approved by the board.

Writes articles for the newsletter as needed to keep guild informed of Hospitality happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position.

MEMBERSHIP

The Membership year runs from July 1^st through June 30 of the following year.

JOB DESCRIPTION - A. Mega, 04/03

The Membership Chair Person(s) manages the membership list, collects dues and other membership related fees, provides guild information to members, and provides member information for guild related activities. This is a Board Position and you should attend the Board meetings.

DUTIES INCLUDE

1. Prepares and processes membership forms and collects dues.
2. Greets members, takes attendance and collects guest fees at meetings.
3. Prepares member name tag kits.
4. Distributes membership card and discount cards to members.
5. Solicits members to act as sponsors for new members.
6. Publishes membership list.
7. Contacts stores for membership discounts.
8. Provides mailing list and labels.

DETAILED DESCRIPTION OF DUTIES

1. Prepares and processes membership forms.

It is good to start the membership drive in April or May for the following year. Encourage members to renew by June. Provide a membership renewal form for the April newsletter. Write a short article for the newsletter about renewing. You may need to design a renewal form. You can see if there are any renewal forms from previous years that you can adapt.

Verify that a fee had been collected with the membership form, and then give the money to the Treasurer. If cash has been paid, submit a list of names from whom the cash was collected. If a third party check was collected, include a note for whom it was submitted in payment.

2. Greets members, takes attendance and collects guest fees at meetings.

Keep a count of members attending meetings and report on at Board Meetings. Some Membership Chairs have counted the number of people in the room after the meeting has begun as a means to take attendance. I print a member roster for the members to check off their name at the door as they enter.

There is a $5.00 fee for a guest to attend a guild meeting The guest should sign-in either at the bottom of the membership check-in roster or on a separate sheet.

3. Prepares member name tag kits.

A kit is given to each new member. Members should wear their sewn name tag at Guild Meetings. Members wearing their sewn name tag are eligible for the Name tag Raffle. Replacement kits cost $2.00

4. Distributes membership card and discount cards to members.

The President needs to sign the membership cards and the membership year needs to be written on it. Currently we hand out both the membership cards and discount cards at Guild Meetings when the members check-in. We rely on the member to fill in their name on the cards. I do not keep a record of who has received their card or not. A Membership Card can be sent to a member on request.

5. Solicits members for sponsors to new members.

It is good to have an experienced member available at meetings to show the ropes to a new member, at least for their first meeting. Ask a few members to volunteer to be ready to buddy up with a new member if someone new attends a meeting without a current member. Things that may need to be explained are The Monthly Raffle, The Name tag Raffle, where the refreshments are, how the Raffle Quilt works.

6. Publishes membership list.

Printed once at the beginning of the year for distribution to the guild members. In order to give members time to renew, the list is usually prepared for distribution at the October meeting. Updates are listed in the newsletter so members can make changes or additions to their list and we don't need to print new ones each time there is a change. I have supplied a new list to the board when there are changes. This can be done electronically or by hard copy. Have a few copies of the most current list on hand at each meeting, for new members or if needed by any other member that requests one.

7. Contacts stores for membership discounts.

The only discount card that we have been giving out is one from the Fabric Place. I obtained the cards by writing a letter requesting them. I did not give The Fabric Place a copy of our membership list. People do not want their names and address distributed so they end up on a mailing list. This is a very touchy subject with our guild. If The Fabric Place insists on a membership list, you should get an OK from the Board.

Other Quilt Stores may give a discount on the basis of a Guild Membership Card. Cambridge Quilt Shop is the only one that I know of first hand that does this. If you become aware of any shops that offer a discount, it would be good to publish it in the newsletter.

8. Provides mailing list and labels.

This task depends on who is maintaining the membership database and can be coordinated with the NEWSLETTER person.

DATES TO REMEMBER

(These have been listed in the description of the duties above.)

April - Start membership renewal drive.

October - Distribute Membership List at Guild Meeting.

MISCELLANEOUS

• THE MEMBERSHIP LIST IS NOR FOR COMMERCIAL USE
• DO NOT GIVE MEMBERSHIP LIST OUT TO ANYONE WHO IS NOT A MEMBER OF THE GUILD.
• DO NOT GIVE PERMISSION TO A MEMBER TO DO A MASS MAILING FROM THE MEMEBERSHIP LIST ON SOMETHING OTHER THAN GUILD BUSINESS.

Background Information on membership check-in

Some people don't like having to check off their name. I don't think it is unreasonable to ask members to do this; I have been to two other guilds, as a guest, and this is how they take attendance. Without a checklist, it is really hard to know if someone coming to the meeting is a member. One woman came to guild meetings for a whole year and had overlooked renewing. She was a familiar face and she thought that the newsletter was just distributed through the web site, so there was no way to catch this error. There certainly is more work to do when you use a checklist. You need to update it monthly if new members join. And even with a checklist there are some people who are going to forget to stop at the membership desk to check-in. I try to scan the list during the meeting and see if I notice who is at there that needs to be checked off.

Membership Packet

We are in the process of creating a Membership Packet to distribute to new members. This will include an explanation of guild activities.

September through June, process memberships, new and renewals. Works with Newsletter Chairperson to update and publish membership lists. Prepares and supplies mailing lists and labels as needed by the Guild.

Greets members, collects dues, responds to inquiries, and checks in new members. Produces membership cards and discount cards for members. Takes attendance at meetings. Collects guest fees.

Contacts stores for member discount cards.

Solicits members to be new member greeters, and matches new members with new member greeters.

Prepares name tag kits given to each new member.

Prepares membership forms.

Start membership drive in April or May for following year. Encourage members to pay before June, if possible, and definitely by the September meeting. [Note: Only paid members may exhibit quilts or sell items in boutique at quilt show.]

Must get membership monies into the Treasurer in a timely manner.

Keep a count of number of members attending meetings and report on at Board meeting.

The budget is to be kept to unless approved by the board.

Writes articles for the newsletter as needed to keep guild informed of Membership happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position. These binders (unless they include confidential information) should be brought each year to the September Show & Tell meeting for the membership to view our history.

MONTHLY RAFFLE COORDINATOR(S)

Responsibilities:

The monthly raffle occurs at our meetings. Tickets are sold by the coordinator before the business portion of the meeting (usually between 7-7:30) and are 3 for $1. It is the job of the coordinator to purchase the prizes. The number of prizes is up to the coordinator and their budget. Prizes are quilt related items like fabric, books, and tools. This is not a profit making activity; it is a fun break-even one. In Sept. you will get small amount of start up money from the treasurer and any left over from last year. The money collected selling tickets will be used to buy the prizes. A small amount of money is held out each month to help create a "Loser prize" for the June meeting. Each month the members who do not win are invited to put their name on the back of a losing ticket. These are collected and put in a box for a drawing at the June meeting. A notebook is kept that helps to keep track of the money spent and prizes bought. Some donations are made to the raffle from vendors and mention of this should be made at the meeting and/or in the monthly newsletter.

At the end of the year, update this job description, if needed. You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position.

MONTHLY MEETING VENDORS

As soon as possible after monthly vendor candidate is voted on in the previous year to the year they will be "officially" serving, i.e., May or June, send letters to as many quilt shops as possible requesting interest in vending at our meetings. Remind the vendors that quilters like to buy fabric. Check with Programming Chairperson to see if any of the speakers for the coming year will be bringing wares to sell as this would be a conflict and there should be only one vendor at meetings. (Include sample of letter and list of quilt shops we have collected.)

During May, June, and July, schedule monthly vendors from call backs based on our letter plus calls to previous years' vendors. Send directions and contact numbers to the vendor.

September through June of the chairing year, about three weeks before each meeting, call the vendor to remind them about the meeting and make sure they have all of the information needed for them to get to the meeting and set up.

A $25 fee is charged to the vendor. This must be received by check or cash; not in goods equivalent to $25.

Send thank you note to vendor after meeting.

The budget is to be kept to unless approved by the board.

Writes articles for the newsletter as needed to keep guild informed of Monthly Vendor happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position.

NAME TAG RAFFLE COORDINATOR Reviewed 4/03

Each member of RSQ is encouraged to wear a name tag. At monthly meetings a raffle will be held for those members who are wearing their sewn RSQ name tags. The coordinator will gather on separate slips of paper the names of everyone wearing a name tag and put the slips of paper into a "hat" and draw out a winning name. The winner will receive a RSQ pin or other small prize.

The budget is to be kept to unless approved by the board.

Writes articles for the newsletter as needed to keep guild informed of Name Tag Raffle happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

Note: Raffle is for those wearing RSQ sewn name tags.

At the end of the year, update this job description and budget if needed.

NEQM LIAISON

Make sure membership dues of $15 are paid each year. The year runs Jan-Dec. For this membership, we receive:

• a. Directory of Guilds (goes to Quilt Show chairperson for publicity)
• b. Directory of New England Teachers (goes to Programming chairperson)
• c. Two passes for the museum (these can be given to the Monthly Raffle chairpersons to raffle during a meeting)
• d. Membership in the on-line newsletter for the Guild

The NEQM Liaison gives pertinent museum information to the newsletter and programming chairpersons for publicity; and brings/displays same at guild meetings.

E-Mail Newsletter from NEQM:

The NEQM Liaison gives Museum our newsletter chairperson's name and email address so she can receive the NEQM newsletter (Quilt Fun) and send it electronically to those members requesting it.

At the end of the year, update this job description, if needed.

NEQM Liaison is responsible for keeping a binder of the history of her committee and passing it on to the next member in this position.

NEWSLETTER (09/04/06)

The Newsletter Chairperson is responsible for compiling 9 issues of Stars 'n Strips and distributing this newsletter to the general membership via e-mail and US mail. The Chairperson solicits information from the executive officers, committee chairs, and members and seeks timely information that is of interest to the general community. Keeps track of associated expenses such as photocopying and postage, and submits to the Treasurer for reimbursement, as well as to aid in the development of the annual budget and a mid-year expense projection if requested. Chairperson works closely with the Membership Chairperson(s) to keep current e-mail list and addresses. Publishes updates of new members and corrections to the membership list in the monthly newsletter.

The deadline for members to give their articles to the Newsletter chairperson for that month's newsletter is the second Tuesday of the month. This should give the chairperson enough time to send the newsletter before that month's Membership meeting. Draft of newsletter should go to President or designated person prior to distribution for review.

• Layout, type, and edit articles for the newsletter
• Email copy to member and newsletter assistant
• Maintains a notebook of past newsletters and adds the current editions for posterity.

Newsletter assitant:

• Print final copy
• Bring to printers to duplicate
• Purchase stamps/seals, etc.
• Collate, staple, label, stamp, seal, and e-mail and/or send newsletters before the monthly meeting.

The budget is to be kept to unless approved by the board.

At the end of the year, update this job description, if needed.

NOMINATING COMMITTEE (06/03)

Nominating Committee is comprised generally of three people who are willing to recruit people for the guild's positions. The President may recruit the committee members, and/or volunteers may step up to serve on this short-term committee. Recruits nominees for all committees including Raffle Quilt Coordinator, but not subcommittees of the quilt show.

Committee should ideally be in place by January meeting. Slate of nominees should be published in April newsletter and read at April meeting. Election is held at May meeting. [April and May timeline per bylaws.]

Writes articles for the newsletter as needed (February - April) to keep guild informed of Nominating Committee happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

Notes:

• Raffle Quilt Coordinator should be recruited as early as possible.
• Several people may run for an office. Election will determine winner or confirmation of position.

At the end of the year, update this job description, if needed.

PROGRAMMING

Description: This is a 2 year job since developing the programming must be done the year before the meetings in order to assure the availability of speakers. The goal of this job is to provide a varied and interesting content to the meetings during the year and offer workshops for the members. When someone takes on this job they should work with the current person doing programming to understand how to contact potential speakers, set up workshops and other related duties.

Responsibilities:

• Reviewing surveys completed by guild members on the types of meetings and speakers they would like.
• Contacting potential speakers and checking their availability
• Once a decision is made to hire a speaker, you must create the contract and get a signed copy from the speaker. You will send two signed copies and request that the speaker returns one signed copy. (If a workshop is planned, include a cancellation clause in the event that not enough people sign up by a certain date.)
• Send copy of contract to treasurer for guild file.
• Make sure that the cost of the speakers, including travel and hotel are within the programming budget for the year. If the speaker is flying check airfare costs and come up with a not to exceed with the speaker (you may have to pay a little more than this if prices go up in a year but this is to protect the guild from having someone wait until the last minute and/or fly first class).
• If a speaker is from out of town, arrange to pick up the speaker at the airport or have someone pick the speaker up.
• Take the speaker out to dinner. This should be part of the programming budget also (Nice to invite board members to join for dinner, if feasible.)
• Introduce the speaker at the meeting or ask someone else to do this.
• Make sure the equipment team knows at least a week in advance what equipment the speaker will need.
• Write up a section for the newsletter and update it each month.
• Notify treasurer ahead of meeting regarding speaker/workshop payments.
• The budget is to be kept to unless approved by the board.
• Writes articles for the newsletter as needed to keep guild informed of Programming happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

Notes:

This is a great job if you want to meet people

Deadlines/Timeframes:

Set up speakers about 12 - 16 months in advance if possible. The closer to the meeting the harder it will be to get speakers because some people book 1 to 2 years in advance.

Show up for all meetings with a speaker by 7 p.m. or earlier if speaker is also the vendor. This way you will be there to greet the speaker and make sure the equipment is available.

Make sure that you touch base with the speaker about one month prior to the meeting that they are to speak at. Ask them if they have any equipment changes (Tell them what you are planning on having available for them). Confirm the time they will be at the church. Make sure that they have an emergency number (cell phone etc.) and make sure you have their cell number if available in case of an emergency.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position.

Forms Used:

Contract (below)

RISING STAR QUILTERS' Guild

November 7, 2001
Speaker Name and address goes here

Re: Date of lecture for the Rising Star Quilt Guild

Dear June:
I am so pleased that you will be able to do a lecture for our guild in next year. I know that the guild members are going to enjoy hearing you talk about TITLE OF LECTURE.

Enclosed is the contract for the lecture. If you have no comments or changes you can sign one and return it to me. If you would like to make some changes, please email or call me at XXXXXXX and I will make the revisions and get a new copy of the contract out to you.

Please enclose a list of equipment (mike, quilt racks, slide projector) that you will need with the returned contract.

If you have any questions or comments please feel free to email me at Kparece@rcn.com or call 781-648-4346.

Please sign and return one copy of the contract to me at:

Kathy Parece
16 Puritan Road
Arlington, Ma. 02476

I look forward to seeing you next year.

Kathy Parece

Programming Chair '01-02

RISING STAR QUILT GUILD

Contract with Rising Star Quilters' Guild

Rising Star Quilters' Guild confirms lecture engagement with SPEAKERS NAME who will provide the following:

A lecture entitled "XXXXXXXXXXXXXXX" to be delivered on DATE OF LECTURE.

A workshop titled "XXXXXXXXXXXXXX" to be held on XXXXXXX

The lecture and workshop will take place at the First Parish Church in Arlington on the corner of Mass. Ave and Pleasant Street (Route 60) in Arlington, MA.

Rising Star Quilter's Guild agrees to pay SPEAKER"S NAME by check as follows:

• $XXX for the lecture at the end of the event.
• Mileage to and from the event will be paid at $.32 per mile
• the guild will provide appropriate meals during the event.
• $XXX for a workshop for up to XX participants. Additional participants will cost $XX up to a maximum of XX participants

Rising Star Quilters' Guild agrees to provide audio/visual equipment, upon request, requirements should be specified and attached to the return copy of this contract.

Please enclose a supply list for your workshop and a list of equipment you will need the day of the workshop (extension cords, microphone, etc.)

I agree to the terms and conditions as outlined above.

___________________________ ____________________
Speaker's Name Date

___________________________ ____________________
Kathy Parece for RSQ Date

Things I think we should include:

Some statement about weather cancellation, some statement about overnight accommodations (which should state this must be arranged in advance with the guild) and also a statement about travel other than by car- which should say the guild will cover coach air fare and that it needs to be approved prior to purchasing and should be done 30 days in advance of travel (in many case the rate goes up if done less than 2 weeks) or that we will purchase the ticket (I am not sure if this is better. A few years ago the guild got burnt because someone waited till the last minute to purchase their ticket and since we had nothing in the contract we paid it).

I also think we have to be reasonable about the air fare, one year I did it we put a not to exceed without prior approval of $350 for the air fare on a contract and 12 months later the 30 day fare was $375 and the board did not want to pay it. I had checked the fares when I did the contract but like everything things change in 1 yr.

RAFFLE QUILT COORDINATOR

DEFINITIONS

Raffle Quilt - Each year, guild members work together to create a quilt to be raffled off at our annual Quilt Show. The Raffle Quilt brings in a significant amount of money that helps defray the operating costs of our guild.

Members Quilt - A quilt top only. It is the same design as the Raffle Quilt. It is raffled among the members who took part in the completion of the Raffle Quilt and Members Quilt.

JOB DESCRIPTION

The Raffle Quilt Coordinator is responsible for coordinating the completion of the Raffle Quilt and the Members Quilt. It is important to stress that the Raffle Quilt Coordinator is not charged with executing the work, but managing the process to completion. This is a Board Position and you should attend the Board meetings.

DUTIES INCLUDE

1. Selecting the design of the quilt.

A star must be some place on the quilt. It can be a part of the block pattern or part of the quilting. You need to present the design to the board.

2. Purchasing the fabric.

You should find out what has been budgeted for the quilt and try to stay within that amount. After you purchase the fabric, fill out a reimbursement form and submit it, along with the receipts, to the Treasurer.

3. Directing members on how to make the blocks.

This task can be planned as a group meeting or as a take home task. Be aware that if you hand out fabric to take home, you run the risk of not getting it back.

4. Planning any group meetings that may be needed to work on the quilt.

In the past we have been allowed to reserve space a Cambridge Quilt Shop for any group meetings. The space available will only accommodate a small number. You should probably keep the size of the group no larger than 10 people. Contact the shop directly to schedule a date.

5. Keeping track of the hours of the helper members in order to fill out chances for the members' raffle.

For each hour a member works on the Raffle Quilt, they get one chance submitted in the Members Quilt drawing.

Suggestion: If you have blank "members raffle tickets" ready at the start of the project, you won't have to keep a list of the hours. The tickets can be filled out as the tasks get done. When a member turns in their completed blocks, comes to a group meeting or quilts at home, they can fill the appropriate amount of tickets for those hours.

6. Provide Instructions for the quilting.

Members take turns taking the quilt home to quilt it on their own. Detailed instructions for quilting need to be provided, preferably written down so members have something to refer to.

TIME LINE

The quilting needs to begin by January in order to have the quilt ready for the Quilt Show, which is in October.

Keep in mind that the guild does not meet in July, August and December. You can, however, plan a meeting at Cambridge Quilt Shop during those months.

Suggestion: If the time frame for the quilt can be moved up so that it is being quilted by September or October, then it will be completed enough to show and sell tickets at "The Gathering" in November. In order to do this, work on the quilt will probably have to begin in the spring. The quilt being raffled off, at the Quilt Show in October, will have been completed in the previous year.

MISCELLANEOUS

It is a good idea to write articles for the newsletter to keep the members involved and updated on the progress of the quilt. The newsletter is also a good way to inform the members what tasks need to be done so they will be ready to volunteer.

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Raffle Quilt - Ticket Coordinator

Responsibilities: Composes letter regarding current raffle quilt which outlines purpose of this fundraiser, gives size of quilt, information about its design and maker, etc. Letter also includes instruction of number of tickets to sell, and how to qualify for members' quilt. Prepares envelopes with letter, photo of quilt, and tickets for each guild member for distribution by April guild meeting if possible. Receives and logs in sold tickets and money from guild members to give credit to individual member. Turns money over to treasurer on an ongoing basis. Should be available Friday night of show to receive money from additional sold tickets. After show, draws up list of members with number of chances earned towards members' quilt. (This is coordinated with raffle quilt maker.) Participates in phone-a-thon during summer if needed to remind guild members to sell tickets. Submits article to newsletter or works with co-chair. Attend show committee meetings during year to participate in team decisions.

Notes: Should be available at all guild meetings after envelopes with tickets are distributed to receive sold tickets and money. If not able to attend meeting, must designate someone to cover duty. Get up-to-date members list from membership person to develop spreadsheet for logging information. Get labels for envelopes from newsletter coordinator.

Deadline/Timeframes: Six months prior to show distribute envelopes with letter, photo, and tickets. Log in sales monthly and turn money over to treasurer. One month prior to show (?) make a reminder call to those who have not sold their tickets.

At the end of the year, update this job description, if needed.

Forms used: spreadsheet to log in sales and member credit.

Raffle Quilt - Quilting Coordinator

Responsibilities: Ensure that raffle quilt is being quilted on and completed by time of show. Once quilt is ready for quilting, announce at each month's guild meeting that volunteers are needed. Maintain a calendar and call quilters on the membership list to keep quilt moving. Present quilt to the guild at every meeting if possible, and lobby for ticket sales. Call person who has quilt and the next person so they can coordinate the delivery. Find a person to do the binding. This should be lined up as early as possible. Attend show committee meetings during year to participate in team decisions.

Notes: Quilt should be sandwiched and quilting lines placed or instructions written before being given to quilting coordinator. To facilitate pick-up and delivery between guild members, Cambridge Quilt is usually willing to be the holder of the quilt but must be contacted first to confirm.

Deadline/Timeframes: Once quilt is ready, line up quilting volunteers right away. Members without animals quilt first. After several months, those with animals may sign up to quilt. Two weeks prior to show give quilt to person who will do the binding.

At the end of the year, update this job description, if needed.

Forms used: Calendar for signing up for quilting.

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QUILT SHOW (Quilt Show Committee Job Descriptions can be found at the end of this document.)

SPECIAL EVENTS

The Guild sometimes runs special events for the members. These events need to pay for themselves. If not enough members sign up for the trip to make it self-sufficient, it will be cancelled.

Spring Getaway -- Trip to Geneva Point in Moultonboro, NH. Secure the point for the weekend. Collect down payments. Figure expenses (meals, etc.). Make all arrangements. Collect final monies. Pay bills. Need at least 20 to go. Overpayment of $10 or less per person will be retained by guild.

The budget is to be kept to unless approved by the board.

Writes articles for the newsletter as needed to keep guild informed of Special Event happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position.

SUNSHINE

Sends encouraging notes to members who are sick, struggling, or who are in need. People contact the Sunshine chairperson in person, by phone, mail, or e-mail to let them know if there are members in the guild who need help. Send cards or flowers (as the Executive Board determines) for special occasions of RSQ members. Submit reimbursement to treasurer.

Congratulations for particular events, i.e., birth, etc.

Sympathy cards for deaths of family members--flowers or donations of monies or quilts in memory of loved one, if spouse or child, or special situations.

Get well cards for illnesses.

Special occasions--friendship, thinking of you.

The budget is to be kept to unless approved by the board.

At the end of the year, update this job description, if needed.

WEBSITE

Writes articles for the newsletter as needed to keep guild informed of Website happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

At the end of the year, update this job description, if needed.

You are responsible for keeping a binder of the history of your committee and passing it on to the next member in your position. These binders (unless they include confidential information) should be brought each year to the September Show & Tell meeting for the membership to view our history.

QUILT SHOW

This position ideally requires a two year commitment and involves a large amount of time and effort throughout that period. The first year will be served as a "novice," learning from a more experienced co-chair. The second year will be served as the experienced partner, helping a new co-chair to learn the job.

The job involves organizing all aspects of the annual quilt show, assembling and overseeing a committee to handle the following areas: Location, publicity, advertising, vendors, catalog, volunteer coordination, hanging, setup, take-down, and all other tasks.

Helpful attributes: highly organized, good attention to details, good communication and interpersonal skills.

For more specific details, see the Quilt Show Handbook. (?)

Jobs included in the Quilt Show Coordinator responsibility:

• Challenge Quilts
• Volunteer Coordinator

Miscellaneous Note: Quilt show committee works closely with membership committee. Only current paid-up members may exhibit quilts in show and sell items in boutique.

The budget is to be kept to unless approved by the board.

At the end of the year, update this job description, if needed.

Writes articles for the newsletter as needed to keep guild informed of Quilt Show happenings. Gets these to Newsletter chairperson by the Board meeting or the second Tuesday of the month.

Volunteer Coordinator for Show

Responsibilities: Signs-up volunteers for show weekend, from Friday night hanging of show through Sunday night taking down of show. Should be available throughout the weekend. Assigns people as needed to make sure there is ongoing coverage for various posts i.e. admissions, raffle, boutique, white glove, bake table. Works closely with bake table coordinator. Orders sandwiches for vendors and guild volunteers (who pay). Prepares list of guild members who get free admittance to be used by admissions table. Attend show committee meetings during year to participate in team decisions.

Notes: Coordinator must be willing to make phone calls to recruit and to remind people where & when they signed up. Free admission is given for volunteers who sign up for three hours; people who have sold an ad; show team; executive board. More detailed job description available.

Deadlines/Timeframes: Announce need for volunteers during April, May, June, & September guild meetings. Have sign-up sheets available by May meeting. Put notice in May newsletter. Few weeks before show check that each person who has submitted a quilt is volunteering. Prepare free admittance list (info comes from co-chairs). Week before show order sandwiches.

At the end of the year, update this job description, if needed.

Forms Used: sign-up sheets

Boutique Coordinators

Responsibilities: Attend show committee meetings during year to participate in team decisions. Promote boutique participation at monthly guild meetings and in the newsletter to keep members aware of and prepared for the need to participate in making items for the boutique. Provide specific ideas for items that would be appropriate or particularly good sellers. Prepare and assist with distribution of boutique registration materials. Determine physical requirements of boutique and request appropriate assistance with tables, props, and volunteer schedule. Set up boutique Friday night before show, receive and verify inventory with each member who brings item(s). Take down boutique at end of show, return unsold goods to owners and verify sold/returned inventory totals. Create sales reconciliation report indicating gross amount sold by each person and amount due to participant after acknowledging items offered as donation; forward to guild treasurer for checks.

Notes: It is helpful to have two people share this job. Should be available throughout the weekend, including Friday and Sunday nights. Remind guild members of request for one donated item to boutique. More detailed job description available.

Misc. notes: Only members may sell items in boutique. If a non-member would like to sell items, the person must pay the membership fee in order to participate.

Deadlines/Timeframes: In spring, promote need for membership to make items. Distribute information and inventory sheets at guild meeting by May meeting, latest. Submit several articles to newsletter.

At the end of the year, update this job description, if needed.

Forms Used: Inventory sheets.

Publicity

Responsibilities: One-year time commitment. Attend show committee meetings during year to participate in team decisions. Prepare all press releases and send to magazines, newspapers, electronic media, television, radio stations, etc. Produce flyers and other promotional materials and coordinate distribution to quilt shows, other guilds, businesses, etc. Produce and place newspaper advertising.

Notes: Necessary skills for this position are: Writing ability, word processing skills, some graphic design experience would be helpful. Must be highly organized and able to coordinate distribution efforts.

It is helpful to have an assistant; not needed full time. The decision whether to use paid advertising is decided on a year-by-year basis.

Deadlines/Timeframes:

Six months ahead: Quilt and Craft magazines

4-6 months ahead: Begin distributing flyers to quilt shops, shows, etc.

Late spring: Send notices to new England Quilt Guilds

Summer: Send notices to electronic media

4 weeks ahead: Send notices to Boston Glove for Calendar, NW Weekly, and At Home sections

3 weeks ahead: Send notices to local papers

2 weeks ahead: Send notices to TV and radio stations

Forms Used: N/A. Coordinator can use/modify existing letters and database as needed from previous year. More detailed information available in publicity book.

At the end of the year, update this job description, if needed.

Bake Table

Responsibilities: Sets up bake table, prices and cuts goods for individual sale. Makes coffee, has cold drinks/bottled water for sale. Must be available Friday night to receive items brought by guild members and store overnight. Provides supply of cups, plates, and utensils. Should be available throughout show weekend. Works with volunteer coordinator to ask guild members to bring donations of baked goods as well as cold drinks/water. Attend show committee meetings during year to participate in team decisions.

Notes: Need large coffee pot, and empty half gallon water jugs to fill pot. Get extension cord from equipment manager prior to show. Other supplies and notes available in expanded job description.

Deadlines/Timeframes: At June and September guild meeting, ask members to donate baked items or drinks. Week prior to show, calls those who have signed up to bring items. Submit reminder in newsletter or work with volunteer coordinator on this.

At the end of the year, update this job description, if needed.

Forms used: Sign-up sheets

Vendor Coordinator

Responsibilities: Invite New England quilt shops and quilt-related businesses to vend at quilt show. Compose letter, mail out application/letter/ad form. Variety of vendors desirable (i.e. scissors sharpener, bead vendor, antique quilt dealer, buttons & embellishments, sewing machines, etc.). Send confirmation letter and show flyers as applications are received. Record payments and forward checks to treasurer. Send additional confirmation letter closer to show with pertinent details. Draws up floor plan for locations of vendor booths. Must be available Friday night as vendors arrive to set up, during weekend to assist as needed, and Sunday night during take-down of show. Attend show committee meetings during year to participate in team decisions.

Notes: Coordinator orders tables for vendors, contacts volunteer coordinator with number of sandwiches needed, which are free for vendors. Helpful to contact ad person to get any additional contacts and include copies of "ad letter" in mailing. Contact vendors as early as possible as avoid their booking with another guild at the same time. Determine with co-chairs how many spaces are available for vendors. More detailed information available (prior letters used, guild lists, etc.)

Deadlines/Timeframes: (For October Show)

Ten months before show: Jan: Compile updated list of NE quilt shops and quilt-related businesses.

9 mo. before show: Feb: Mail out applications/letter/ad forms to businesses. Start with those who vended year before, or who wanted to and could not for particular reason. Give a deadline that spot will be held (one month?)

7 to 8 mo. before show: Mar-Apr: Send applications/letters/ad forms to additional businesses.

6 mo. etc: Make phone calls if responses are slow.

1 mo. prior to show: Rent tables for vendors and show. Check with show co-chairs what additional tables are needed for other committees.

Week ahead: Contact volunteer coordinator regarding lunch order for vendors. Draw up floor plan, confirm table rental. Get extra extension cords from equipment manager.

At the end of the year, update this job description, if needed.

Forms used:  Application to be show vendor form. Form letters for confirmation of application and details prior to show

Challenge Quilt

Responsibilities: Person who accepts this job works with Show Committee to select the Challenge topic/theme. She may select several fat quarters for the Challenge and writes a statement on the Challenge regarding use of additional colors, minimum and maximum dimensions of finished quilt for monthly newsletters. In addition, she presents idea (and fabric) at guild meetings, by February if possible. Follows up with monthly article in newsletter and presentation at monthly meetings.

Notes:

Deadline/Timeframes: 9 months before show distribute challenge quilt guidelines. Keep idea in the forefront until the show. Announce challenge during the year and newsletters.

At the end of the year, update this job description, if needed.

Forms used: Quilt registration forms (paper or Internet). These quilts, if finished, are registered in the quilt show under the Challenge category.

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Ads for Catalog

Responsibilities:This person is responsible for the sale of ads from quilt-related and local businesses to use in the show catalog. This involves direct mailings, and asking guild members to recruit ads from local businesses as well. Letters are sent to those who have advertised previously as well as new contacts, as it takes approximately 30 ads for the catalog to break even. Record incoming ads and money. Turn checks over to guild treasurer on a regular basis. Speak at guild meetings about importance of ads. Write articles for newsletter or coordinate with co-chairs. Attend show committee meetings during year to participate in team decisions.

Notes: There is a comprehensive job description available with timelines which offers a step-by-step guide for this job. There are canned letters available to revise, and nothing has to be done from scratch. Must be able to work with existing spreadsheet created in Excel.

Deadline/Timeframes:Much greater detail available in expanded job description

All year:

Collect potential new advertisers

5 mo. prior

Update all letters and spreadsheet with with specific info. for this year's show.

Have material for members at May meeting.

4 mo. prior

Send out first round of letters

2-3 mo. prior

Track incoming ads and money

Send reminder letters

1-2 mo. prior

Remind membership of need to sell ads

1-2 wks after

Send out catalogs to those who requested them.

Update Excel spreadsheet, submit final list of advertisers, total income, total expenses to show chairs.

At the end of the year, update this job description, if needed.

Forms used: Canned letters, mailing labels, Excel spreadsheet

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Catalog

Responsibilities: This person collects quilt registration information via Internet and person assisting with mail-in registration. Acknowledges receipt of registrations. Gets ads from Ad coordinator and items written by show chairs. Contacts Data Print for price information and meets with printer to determine proper format for submitting catalog in camera-ready format. Puts catalog together, has it proof-read by show chairs or designates, and delivers to printer by predetermined deadline. Picks up catalogs and delivers copy to check-in people prior to Friday night set-up. Computerized system also allows quilt labels to be printed, the check-in sheets, vote tally sheets and list of For Sale quilts for boutique. Attends show committee meetings during year to participate in team decisions.

Notes: Computer experience needed, but system is very user-friendly. Expanded job description available.

Deadlines/Timeframes:

June 'til 6 wks prior: Collect quilt registration information. Make acknowledgments upon receipt of registration.

Contact Data Print for cost estimate regarding no. of copies & no. of pages in catalog.

-- wks prior: Collect ads from Ad Coordinator and assemble catalog.

3 wks prior: Deliver catalog to printer.

Print quilt description labels, check-in sheets & perforate, vote tally sheets, list of quilts for sale for boutique.

Few days prior: Pick up catalog, deliver a copy to check-in people, volunteer coordinator, and to show-chairs. Catalogs go to show on Friday night via show-chair or designate.

At the end of the year, update this job description, if needed.

Forms used: Internet quilt registration, paper registration form

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Check-In, Check-Out

Responsibilities: Check-in quilts on Friday night of show. Check-out quilts Sunday night.

Notes:

Deadlines/Timeframes: At the end of the year, update this job description, if needed.

Forms used:catalog and sheets generated by catalog coordinator.

Quilt Show Chair

Responsibilities: This position ideally requires a two-year commitment and involves a large amount of time and effort throughout that period. The first year will be served as a "novice", learning from a more experienced co-chair. The second year will be served as the experienced partner, helping a new co-chair learn the job.

The job involves organizing all aspects of the annual quilt show, assembling and overseeing a committee to handle the following areas: Location, publicity, advertising, vendors, catalog, boutique, bake table, raffle quilt (including ticket sales & quilting), challenge quilt, volunteer coordination, hanging, set-up, take-down, and all other tasks.

Helpful attributes: Highly organized, good attention to details and follow-through, good communication and interpersonal skills. The chair must be able to run a meeting, prepare a budget, coordinate a disparate group of individuals and be able to supervise all subcommittees. Ideally the chairpersons will have the month prior to the show free to deal with last-minute details.

Notes: Monthly show meeting agendas & notes from previous year are a good source of information to see if deadlines/timeframes are being met, or if revision is needed.

Deadlines/Timeframes: (For an October Show)

Ongoing: Submit monthly articles to newsletter, attend board meetings, hold monthly committee meetings.

January:	Book location for show Order racks for show Co-chairs meet Majority of show committee jobs should be filled. Book Arlington Library for show meetings as far ahead as they permit (approx. 6 mo)
February:	Hold first committee meeting. Decide on color for catalog, raffle tickets, price for show admission, charity to which portion of show profits will go. Decide on contact information for flyers Work on flyers and raffle tickets First vendor letters should go out. Decide on Featured Exhibit Challenge Quilt coordinator presents the challenge information and packet at Jan or Feb guild meeting.
March:	Print raffle tickets, show flyers. Have list ready of upcoming shows for year for flyer distribution. Organize photo for raffle quilt if necessary. Check that publicity has gone out to quilt magazines (6 mo. ahead)
April:	Submit budget to board. Have raffle ticket envelopes, boutique envelopes, ad forms, ready for distribution at guild meetings (April, May, June). Book Arlington Library for additional show meetings. Also helpful to have meeting few wks prior to show.
May:	Volunteer coordinator should start her activity Mail flyers to guilds? (April?) Be clear on number of ads needed to break even, no of vendors needed for show. Publicity photos taken with Raffle Quilt, by towns
June	Speak with benefit quilt coordinator re: display at show; publicity, and giving of quilts at show. Start asking for show props.
July, Aug	Organize telethon if needed to remind people to sell raffle tickets, register quilts. Send reminder postcards Send sheets for show to laundry Check with publicity re: Globe and major papers
September:	Write blurbs for catalog, proofread catalog. Check admission table supplies, make ballot box, signs for show. Get police and raffle permits for show. Decide on layout of show. Go to craft shows and leave flyers.
October	Right after the show, recruit for next year's committee. If you already know someone is not signing on again, recruit someone before the show so they can observe the job during show weekend.
November	(or Oct. if show is early), list winners of quilts in newsletters. Write thank-yous. Give budget summary. Follow-up with Board that donation will be made to charity.

At the end of the year, update this job description, if needed.