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Guild Officers

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GUILD OFFICERS

Your bylaws should specify who can be an officer of the guild. In order to gain membership into the MQG, your board must consist of three unrelated members on an annual basis.

Some things to think about when thinking about your guild officers are:

  • Who can be an officer? Do they need to reside in the same city or locale as your guild? Be a member of the guild for a specified period of time?
  • How are officer candidates chosen or nominated?
  • How long is an officer term? (Consider staggering term lengths so that your leadership team has some continuity.)
  • Can officers serve multiple terms? If so, is there a cap on how long they can serve?
  • As terms end, how are important documents transitioned to incoming officers?
  • When are officer elections held?
  • Must a quorum of general membership be present for voting? If so, what constitutes a quorum?
  • How are candidates elected/confirmed once they are nominated (voice vote, closed ballot, as a slate or individual voting)?
  • Are proxy votes permitted, do you have to be present, or do you allow online voting?
  • Can an officer be removed? If so, what is that process?
  • If an officer has to resign, what is the process to replace them?

We’ve compiled some ideas below for what each core position may require. These are different from guild to guild, so disperse responsibilities as you think will work best for your organization.

PRESIDENT

The President’s primary functions are overseeing the smooth running of the entire guild and making sure the guild’s mission and purpose are being followed. The President must feel comfortable speaking in front of a large group of people. Organization is necessary and follow-through is a must.

  • Actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership. Arranges for, schedules and facilitates general meetings, sew days and board meetings.
  • Assists with, coordinates and approves the planning of monthly meetings and sew days.
  • Prepares and posts the agenda for monthly guild meetings and board meetings.
  • Maintains (or delegates maintenance of) all social media such as the guild’s blog, Flickr, Pinterest, Facebook and Twitter accounts.
  • Attends monthly guild meetings, sew days, board meetings, and guild programs.
  • Acts as an approver of financial transactions, as a signatory on the guild’s bank account and/or to approve contracts
  • Takes suggestions from all members under advisement, and works with individuals as needed.
  • Typically, acts as the facilitator or “emcee” of the regular guild meeting.

VICE PRESIDENT

  • Performs the duties of the President if needed, including running the monthly meeting.
  • Plans and prepares recommendations for Board approval for regular meeting programs and demos. Actively recruits member and guest speakers for meeting demos and presentations on topics of interest especially as they relate to modern quilting style and techniques.
  • Assists (or helps delegate) in maintaining the guild’s social media accounts.
  • Attends monthly guild meetings, sew days, board meetings, and guild programs.
  • Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.

SECRETARY

  • Takes notes and photos at monthly meetings.
  • Posts monthly minutes to the guild’s blog including announcements, guild business, presentations, show and tell, etc.
  • Assists in maintaining the guild’s social media accounts.
  • Attends monthly guild meetings, sew days, board meetings, and guild programs.
  • Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
  • Corresponds as necessary with organizations who have dealings with the guild.
  • Maintains documentation of sign-in sheets, agendas, minutes, etc.

TREASURER

  • Maintains the guild’s bank account, including preparing reports for monthly meetings and board meetings.
  • Prepares budget for the board’s approval.
  • Pays any bills that may incur, including reimbursements to members.
  • Handles membership dues collection throughout the year.
  • Maintains membership records including new membership forms, up to date spreadsheet and or database of members, and membership directory.
  • Provides brief summary of financial and membership information monthly.
  • Attends monthly guild meetings, sew days, board meetings, and guild programs.
  • Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
  • Files all required official paperwork and tax returns in a timely manner.

OTHER POSITIONS TO CONSIDER

  • Programming coordinator to coordinate any speakers or workshops
  • Charity organizer to organize various philanthropic activities
  • Communications and/or social media coordinator to create content and manage the various guild accounts
  • Committee chairperson to oversee various committees if you utilize a committee structure
  • Membership coordinator to organize and maintain membership records

After some experience leading your local guild, you may consider volunteering for a leadership position on a worldwide level!

The MQG has a regional Board representatives, as well as Region 5 ambassadors, that provide a bridge between members and the larger organization,

and help guide the evolution and growth of the MQG. If you want to learn more, contact your regional representative and check out the webinar below.

 

Volunteering at the Worldwide Level?

Want to Be and MQG Board Member? Webinar

 

ADDITIONAL RESOURCES

 

Leading Your Local Guild Video with Karen Womack

Leading Your Local Guild Handout

Sample Guild Position Descriptions

 

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