Executive Board:

President

Primary function is to oversee the smooth running of the guild.

Specific tasks include, but are not limited to:

• Setting agenda and presiding at monthly board meetings and at business portion of monthly guild meetings, and at executive board meetings if called
• Writing article for monthly newsletter
• Appointing nominating committee and any committee chairpersons but cannot appoint the executive board
• Keeping a binder of the Guild's history and passing it on to successor
• Maintaining a working knowledge of all committee activities

Vice-president

• Attend and participate in board meetings
• Assist president as needed
• Preside in place of president as needed
• Serve on executive board

Secretary

• maintain accurate and complete records of board and executive meetings and of votes taken at general membership
• schedule meetings if needed
• distribute minutes in a timely manner
• secure locations for monthly board meeting [currently meeting on Zoom 2021]
• Add the Board Meetings to the Google calendar on website

Treasurer

• Collect and promptly deposit funds received from various guild committees
• Receive requests for payments to vendors and reimbursements to guild members; issues checks in a timely manner
• Maintain financial records and categorizations of income/expense transactions via Excel spreadsheets
• Reconcile monthly checking account statement
• Prepare and present Treasurer's report at monthly board meetings
• Transfer funds as needed among various bank accounts
• Seek board's recommendation regarding CD renewal terms and handle subsequent notification to bank
• Collect and count funds from annual quilt show, categorize by area, prepare statement of financial results, calculate variances from prior years
• Prepare actual vs. budget spreadsheets and solicit projections from various guild committees for upcoming year
• Submit Annual Report (listing of guild's officers) and filing fee to Commonwealth of Massachusetts in advance of deadline
• Files and submits quarterly sales tax reports and payments to Commonwealth of Massachusetts

Assistant Treasurer

• Assist as needed with state filings.
• Serve as treasurer duties for quilt show.
• Assist treasurer as needed.

Committee Chairpersons:

Bee Keeper

• Keep a list of active bees
• Keep list of members who would like to be in a bee
• Keep list of bees looking for new members
• Help members join established bees and create new bees

Benefit quilts

The primary responsiblity of the Benefit Quilts Committee is to coordinate the creation and distribution of benefit quilts.

This task involves:

• Soliciting and accepting donations of fabric, and storing these fabrics in our offsite storage unit until distributed to guild members.
• Create kits with donated fabric to distribute to guild members.
• Offer at least one benefit quilts workshop in each program year.
• Make fabric and batting available to members at guild meetings, as well as try to provide fabrics as requested to enable completion of quilts.
• Store completed quilts until donated to designated charities.
• Coordinate with volunteer RSQ members to store completed quilts until donated to designated charities.
• Coordinate with volunteer RSQ members to work on quilts at monthly drop-in workshop at CQS.
• Deliver completed quilts for hanging at annual show.
• Maintain contact with charities to whom we donate our quilts.

Equipment manager

• Keep track of where screens, PA system, etc are stored
• Know how to set up and use equipment

Hospitality

• Provide refreshments for monthly meetings by preparing coffee and tea at meeting, and coordinating volunteers to bring goodies for everyone to share.
• Purchase and keep track of supplies. Store supplies at home and bring to each meeting.
• As needed, encourage people to sign up to bring refreshments to upcoming meetings. If you choose to have sign up sheets, remind people by telephone or e-mail a few days ahead of meeting that they have signed up.
• Arrive early before meeting starts to set up refreshments and make coffee and tea. Clean up after meeting, and take care of trash.
• Write articles for the newsletter as needed to keep guild informed of Hospitality happenings.
• Responsible for keeping a binder of the history of this committee, and passing it on to the next member in this position.

Membership

Duties include:

• Prepares and processes membership forms and collects dues.
• At monthly guild meetings mans membership check-in table.
• Prepares and distributes membership cards, member name tag kits.
• Publishes/distributes membership list with the help of the web committee via email. Prints some paper copies for members without email.
• Keeps the Web Bee informed about new members and changes of email address throughout the year
• Puts membership updates (address changes, new members) and other membership related info (renewal times and forms etc.) in the monthly RSQ newsletter.
• Provides (updated) mailing list and labels throughout the year as needed.
• Prints and distributes "New Member Info" sheets to new members joining throughout the year.
• Solicits members to act as sponsors for new members.
• Attends board meetings and reports on monthly attendance of guild meetings and other membership related issues.
• Supplies membership forms to the admittance table at the annual quilt show in case visitors would like to join the guild.

Monthly raffle coordinator

• Purchase the quilt-related prizes according to the budget.
• Keep track of the money spent and prizes bought in a notebook.
• Sell raffle tickets during the time before the business portion of the meeting (usually between 7-7:30).
• Report raffle income to the president and/or at the next board meeting.
• Collect the losing tickets for the special end-of-year drawing at the June meeting.

Monthly meeting vendors

• As soon as possible after monthly vendor candidate is elected (in May or June) send emails to as many quilt shops as possible (best chance of success is within a one hour radius of our meeting site) 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.) A vendor is not scheduled for January's Benefit Quilt Night, nor for the June social meeting.
• During May, June, and July, (or whenever willing vendors are discovered) schedule monthly vendors from responses to our email letter plus calls to previous years' vendors. Send a link to the RSQ website and contact numbers to the vendor. Agree to meet at 6:30 before the meeting to help set up the vendor table(s).
• September through June of the chairing year, about three weeks before each meeting, send the vendor a reminder about the meeting and make sure they have all of the information needed for them to get to the meeting and set up.
• No fee is charged to the vendor. The vendor may wish to contribute sample merchandise to our raffle table as a prize, but this is optional.
• Send thank you note/email to vendor after meeting.
• Write articles for the newsletter as needed to keep guild informed of Monthly Vendor happenings. Send 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.
• Keep records (electronic or paper) of your committee activities and pass it on to the next member in your position.

Name tag raffle coordinator

• To encourage members to wear their name tags at monthly meetings, the coordinator collects the names of everyone wearing an official RSQ sewn name tag in a container. A name is chosen and the winner selects a quilting pin of their choice.
• The budget is to be kept to unless approved by the board.
• The coordinator writes articles for the newsletter as needed to keep guild informed of Name Tag Raffle happenings.
• Note: Raffle is for those wearing RSQ sewn name tags.

NEQM Liaison

• Attend two luncheons each year at the New England Quilt Museum for guild reps.
• Announce upcoming NEQM events and exhibits at guild meetings
• Write a monthly column in the RSQ newsletter about events at the Museum
• Organize annual tour of the Museum for RSQ
• Receive emails from the NEQM and distribute relevant announcements to RSQ members via email or the newsletter

Newsletter

Newsletter Editor:

• Collect, layout and edit articles for the newsletter
• Convert final to Adobe PDF
• Keeps electronic copies
• Sends to web bee to publish on website.

Nominating committee

Programming

The role of the Programming Committee is an important one for the Guild because it is through their work that members have access to the lectures and workshops that inspire us. Though the work is important, it is not challenging and it requires only about 5 hours per month. Tasks include:

• Select approximately 6 teachers per year from a contact list of hundreds
• Email prospective teachers about availability, fee, and contract requirements
• Fill out contracts and return to teachers to finalize the booking
• Write a monthly column for the newsletter to inform the Guild of programming events.
• Send info to the Web Bee to put into the website calendar
• In advance, inform the equipment team of the speaker's needs, and let the meeting place know of any special setup needs (extra tables, etc.)
• Make hotel and transportation arrangements (only if necessary)
• Confirm with the teacher before the meeting and coordinate payment with the Treasurer
• Prepare a brief speaker intro and greet and introduce the Speaker
• Keep a record to pass on to the next Programming team.

For workshops:

• Decide whether to hold workshops and choose the date(s)
• Select the teacher(s) (generally also booked as lecturer)
• Book workshop space
• Share info on workshop, collect signups, and send payments to Treasurer
• Inform facility manager of setup requirements
• Arrange for the speaker to get to the workshop

Special events

The Special Events chairperson organizes the Spring Fling, a weekend getaway for 20 members to Geneva Point Center (GPC) in Moultonborough, NH. The duties include:

• Schedule and book GPC for the weekend (Thursday-Sunday)
• Write article for newsletter pertaining to weekend announcement and sign-up
• Manage sign-up and waitlist
• Organize food/groceries and catering
• Figure expenses for accommodation and meals
• Collect monies from attendees
• Pay bills
• Work together with Treasurer

Sunshine

The Sunshine person sends cards and letters of congratulations or condolence to members as appropriate. Whether there is any work depends on other members telling you when you are needed.

Website

The Website Committee (also known as the Web Bee) maintains the RSQ site.

This task includes:

• Staying current on fees associated with the site: web hosting and domain name registration.
• Updating the site with RSQ news, meeting times and topics, show information, and quilt events.
• Uploading monthly newsletters to the site.
• Maintaining mailing lists.
• Tasks associated with quilt registration for the annual show.
• Informing the board about the state of the website

Quilt show

Ads for Catalog

• Coordinates advertising recruitment for the Quilt Show catalog (includes booster announcements, paid advertising and complimentary notices).
• Works with Catalog designer to confirm advertising sizes and passes on digital versions of advertisements.
• Forwards advertising funds to Guild treasurer.

Bake Table

• Request baked goods donations from all members for the quilt show bake table.
• Purchase coffee grounds, tea bags, tablecloths and any other items for decoration.
• Make sure coffee is ready and goods are packaged as required by the Town of Lexington.

Boutique Committee:

• Promote boutique participation at monthly guild meetings and in the newsletter.
• Provide specific ideas for items that would be appropriate or particularly good sellers.
• Prepare and assist with distribution of boutique registration materials.
• Set up boutique Friday night before show, receive and verify inventory with each member who brings items.
• Take down boutique at end of show, return unsold goods to owners and verify sold/returned inventory totals.
• Attend show committee meetings.

Catalog and Poster Design

• Design bookmarks, get prices, oversee printing (January - February)
• Design raffle tickets, get prices, and oversee printing (January - February)
• Design two sizes of posters, get prices, and oversee printing (April)
• Design catalog - get text from others; get ads from others; send completed catalog out for proofreading; make corrections; get prices; and oversee printing (September)

Challenge Quilt

• Coordinates the Challenge topic/theme for the annual quilt show
• Attends the Quilt Show Committee Meetings
• Makes announcements at the monthly guild meeting regarding the Challenge Quilt theme
• Writes articles for the newsletter regarding the Challenge Quilt theme
• Coordinates hanging the Challenge Quilts at the show

Check-In, Check-Out

• Talk to a person who has done the job before to get ideas
• Prepare three sets of identical information on labels (ask the registrar to do this)
• Put a label on 2 index cards, one white and one colored, and save the third to be pinned to the quilt
• Ask for 3 helpers-one to help with Check In and 2 to bring quilts to the collection area to be ready for hanging
• On the night of Check In, keep the white card and give the colored on to the quilter which must be presented to Check Out, pin the label on the bottom right of the quilt
• Ask for 3 helpers for Check Out-one to help you at the table to remove white card from file and 2 to find the quilt in the collection area and it to the quilter/pick up person. Remember no quilts are given out until all quilts are down and accounted for.

Demonstrations

• Find members who are willing to demonstrate quilting techniques at the show
• Create schedule and send reminders to volunteers
• Provide signs and lights as necessary
• Note: most of this happens close to the quilt show

Featured Exhibit Coordinator

• Coordinates choice of featured quilter with input from quilt show committee.
• Writes description of featured quilter exhibit for show catalogue.
• Assists featured quilter with selecting quilts for exhibit and/or topics for daily talk if desired.
• Assists at show set up/knock down with hanging/taking down featured quilter exhibit.

Mini Quilt Raffle

• Create awareness of the Mini-Quilt Auction during the year at regular meetings and encourage members to make 12" x 12" quilts for the October show.
• Collect quilts during the year.
• Set up the display at the show and provide tickets & receptacles.
• With help from volunteers, staff the booth during show hours.
• Draw winning tickets at end of each day, notify winners.
• Dismantle booth, turn in money to treasurer.

Publicity

Community Publicity Coordinator

• Place flyers and bookmarks in local town halls, public libraries, senior citizen centers, quilt shops, fabric stores, craft stores and any retailer with steady traffic flow. This is done in September.
• Contact and deliver the slide show presentation to your local TV station to be placed on their calendar. Contact in July for September delivery.
• Contact local newspaper and advertiser editors to negotiate various submissions including articles, calendar and letters to the editor. July through September activity.
• Attend a planning session in July.

Note: Coordinators are provided with the slide show, press releases, calendar listings and sample letters to the editor.

Newspaper Publicity Coordinator

• Forward the approved show press release to local newspapers, Boston Globe, Shopper Magazine "Good Stuff To Do" section.
• Email approximately 4-5 weeks prior to the show date unless earlier deadline noted.

Quilt Show Coordinator

Overview: Coordinates all activities necessary to hold an annual quilt show.

• Maintains and follows the checklist for quilt show planning.
• Holds meetings to coordinate events leading up to the show.
• Oversees the various committee members as they prepare for the show.
• Initiates and ensures all necessary contracts are placed and bills are paid.
• Prepares a budget and maintains a record of expenses.
• Coordinates with the Raffle Quilt Coordinator or Committee to show the quilt at various times during the year and to prepare publicity materials.
• Maintains a notebook with all materials related to the quilt show.
• Prepares materials for the show catalog.
• Coordinates events at the quilt show such as hanging the show, timing of events, collection of ballots, awarding of ribbons, show breakdown etc.

Raffle Quilt Coordinator

Coming soon!

Raffle Quilt Ticket Coordinator

• Creates letter regarding current raffle quilt with description of quilt and purpose of the fundraiser. Letter also includes instruction of number of tickets to sell and how to qualify for members' quilt.
• Get up-to-date members list and mailing labels from membership person to develop spreadsheet for logging information.
• With help from the Quilt Committee, 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 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.
• Participates in phone-a-thon during summer if needed to remind guild members to sell tickets.
• After show, draws up list of members with number of chances earned towards members' quilt. (This is coordinated with raffle quilt maker.)
• Attend quilt show committee meetings during year to participate in team decisions.

Town Liason

Act as contact person for the town of Lexington where the show will be held. This includes:

• Book hall
• Check on building logistics
• Follow through with police
• Update raffle ticket permit
• Make payments as necessary for building use etc

Vendor Coordinator

• Determine number and size of booths available
• Contact potential vendors in early spring
• Organize applications and booth/table fees-submit to treasurer
• Assign booths to vendors
• Assist in setting up vendors at the show
• Take lunch orders from vendors
• Attend quilt show committee meetings

Volunteer Coordinator for Show

Coordinate volunteers for annual quilt show

• Work with quilt registration volunteer to collect names and volunteer times of show participants
• Maintain list of volunteers and identify specific manpower needs as show date approaches
• Recruit additional volunteers through the guild newsletter, at fall guild meetings, and via email
• Ensure coverage for various areas during show setup, show days, and take-down
• Confirm times, dates and duties with volunteers, and try to match volunteer needs with specific jobs
• Be available during show hours to direct volunteers
• Print schedules so members can find assignments upon arrival at the show
• Maintain supply of gloves for white gloving
• Attend show meetings as necessary