Position Descriptions

MISSOURI FIBER ARTISTS’ OFFICERS AND COMMITTEE CHAIRS
*(Please note: All positions may be shared. These descriptions are meant to be guidelines that should be reviewed on a regular basis)

PRESIDENT
General:
–Ensures the effective action of the board in governing and supporting the organization
–Oversees board affairs
–Acts as the representative of the board as a whole
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Meetings:
–Develops agendas for a meeting
–Presides at board meetings

Committees:
–Recommends to the board which committees are to be established such as a Parliamentarian, Nominating Chair, Membership Chair, Newsletter Editors, Scholarship Chair, Exhibitions Chair, Conference/Retreat Chairs, etc.
–Seeks volunteers for committees and coordinates individual board member assignments
–Makes sure each committee has a chair and stays in touch with chairs to be sure that their work is carried out
–Identifies committee recommendations that should be presented to the full board
–Determines whether Executive committee meetings are necessary and convenes the committee accordingly. The Executive committee consists of the President, Vice President, Secretary, and Treasurer, and at the discretion of the current president, sometimes the past president
–Writes Presidents Letter for the Missouri Fiber Artists’ quarterly newsletter
–Stays in touch with Regional Representatives
–Sends information to the Publicity Chair when appropriate
–Send updates to Facebook page and website

BOARD AFFAIRS:
–Ensures that board matters are handled properly including preparation of pre-meeting materials, committee functioning, recruitment and orientation of new board members
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Community:
–Speaking to the media and the community on behalf of the organization
–Represents the organization in the community


VICE PRESIDENT:

General:
–Acts as the president /chair in his or her absence
–Assists the president/chair on the above or other specified duties
–May act as parliamentarian at the discretion of the current president (acts as an advisor to the organization on all matters of organizational procedure based on Robert’s Rules of Order)
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Special Responsibilities:
–Will serve as Retreat or Conference Committee Chair

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community

IMMEDIATE PAST PRESIDENT:
General:
–Assist the Board of Directors in the maintenance of continuity from one administration to the next
–Has full voting rights at all meetings of the Board
–Term of office is two years

Special:
–Will appoint the chair(s) of the nominating committee for the elected Executive Board positions

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community


SECRETARY

General:
–Keeps an accurate account of the proceedings of all meetings
–Prepares and distributes minutes for all board and membership meetings
–Keeps all reports and documents on file (This includes minutes, treasurers’ reports, Missouri Fiber Artists’ constitution, a copy of the not-for-profit status and membership lists
–Carries on all necessary correspondence as directed by the Missouri Fiber Artists’ Board and assists respective officers with mailings. (This includes meeting notices, courtesy and condolence letters, contracts, invitations and answering any letters directed to the organization)
–Keeps a file of standard correspondence forms such as contracts, letters of request etc.
–Sends information to Publicity Chair when appropriate
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community


TREASURER
General:
–Acts as custodian of all funds of the organization and keep an accurate record of same
–Works directly with the Board in developing and implementing financial procedures, systems, and yearly budget
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Reports:
–Ensures that appropriate financial reports are made available to the board
–Keeps not for profit status up to date by contacting the Secretary of state
–Sends the no-tax postcard to the IRS
–Prepares an annual report to be reviewed by a committee of three Missouri Fiber Artists on a biennial. This internal review shall be conducted within three months prior to the expiration of the Treasurers’ two year Board term; this report shall then be presented to the membership at the annual meeting
–Regularly reports to the board on key financial events, trends, concerns, and assessment of the organization’s fiscal health

Cash Management and Investments:
–Disburses funds as authorized by the President with the approval of the Board
–Notifies the Executive Board of pending due dates regarding investment monies
–With the approval of the President, the Treasurer is authorized to negotiate for the best alternative in investments with regards to interest rates and length of commitment, as in the case of Certificates of Deposit

Community:
Speaks to the media and the community on behalf of the organization
–Represents the organization in the community


MEMBERSHIP CHAIR:

General:
–Receives all applications for membership–monitors online memberships and tracks/receives offline payments
–Reviews membership lists for accuracy
–Collects dues and sends to Treasurer. Collects offline payment and sends payments or deposit details to the treasurer
–Creates membership renewal reminders via the website. Follow up as appropriate
–Publishes change in membership information in each newsletter
–Sends information to the publicity chair when appropriate
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Special:
–Creates a membership list every year or more often if appropriate
–Updates membership brochure when necessary or appropriate
–Creates appropriate membership informational materials such as business cards or membership posters. May work with Newsletter editors and/or Publicity Chairs on this
–Orders and mails membership badges
–Works with publicity chair to organize membership campaign when necessary or appropriate
–Pulls member email lists as needed

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community

EXHIBITION COORDINATOR/COMMITTEE:
General:
–Organizes and facilitates exhibit requirements for those venues MoFA financially supports and/or as directed by the MoFA Board. These include the MoFA conference members’ exhibit (even-numbered years), the Retreat members exhibit (odd-numbered years) and the juried exhibit currently titled Speaking of Fibers held every other year (odd-numbered years).
–Facilitates MoFA’s response to RFPs (response for proposals) as requested by the Board
–Provides detailed exhibit and gallery requirements (including contract information to regional rep/on-site coordinators for their locally held exhibits
–Distributes Exhibit Committee generated calls and exhibit information via MoFA newsletters, Eblasts, Facebook, and website. Will work with Publicity chair to publicize exhibit and exhibit programming and activities
–Creates and submits a yearly budget (expense and income) for the Exhibition Committee work to the Treasurer (Fall of previous year i.e. submitted Fall of 2014 for the calendar year 2015)
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community

Specific Committee Duties include:
–Facilitating designated exhibitions (see above) which includes: securing a venue, arranging for a juror, creating appropriate contracts, prospectus and catalog, sending out a Call for Entry, receiving all entries, installing and de-installing the exhibition and generating publicity
–Providing MoFA standard exhibit and gallery requirement (including contract information) to on-site coordinators, regional reps or anyone who wishes to organize a MoFA exhibit. This includes support materials/templates
–Answering questions, i.e. Assist on-site /regional coordinators with budget development. Each regional exhibit is to secure their own printing costs and any other local cost associated with the exhibit

On-Site Coordinators Responsibilities include:
–Developing an exhibit schedule
–Developing an exhibit budget
–Receiving images, preparing and submitting to the juror
–Receiving all artwork
–Installing and de-installing exhibition
–Facilitating either an opening or closing reception
–Keeping the Exhibition Committee updated on all exhibition information on a regular basis
–When MoFA has sanctioned a show, based on the written budget and description, sending all details to the Exhibitions Committee. Exhibitions will develop the Call for Entry, to be applied to the online art show entry service, and for publication in the MoFA Newsletter, etc. (voted on and passed by the 2016-2018 MoFA Board)
–Sending all information to the Exhibitions Committee for Graphic Design of all items to be used in conjunction with the show, i.e. postcards, letter designs, posters, etc., when allowable by the gallery

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community

NEWSLETTER EDITOR(S):
General:
–Produces a newsletter on a quarterly basis such as January, April, July, and October
–Delivers newsletters electronically to all members, guilds and interested institutions
–Sees that an abbreviated version of the newsletter is posted on public part of the website and full newsletter is posted in the members’ only section of the website
–Appoints a committee to collect information and articles, assist in disseminating and distributing the newsletter
–Establishes publication deadlines
–Establishes submission guidelines
–Works with and sends information to the publicity, web editor and social media coordinator.

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community


PUBLICITY CHAIR:

General:
–Produces a master list of publications with submission deadlines and contacts
–Keeps this master list up to date
–Generates and distributes press releases when appropriate
–Publicizes organizational events in appropriate publications, online news sites, networking sites, radio, TV, print and digital advisement
–Keeps other fiber organization informed of MoFA events
–Works with web editor/ social media coordinator, newsletter editor, exhibition committee and Eblast communicator

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community

WEB CONTENT EDITOR/SOCIAL MEDIA COORDINATOR:
General:
–Knows and is fluent in WordPress
–Works with Web Developer
–Creates submission guidelines for web content including images
–Keeps the public web content current and up to date
–Keeps the members-only section of the website current and up to date
–Works with Exhibition committee to keep images current and up to date on the website and Facebook page
–Expands Missouri Fiber Artists social media presence (Instagram, twitter etc.)

ANNOUNCEMENT COORDINATOR:
–Keeps an update email list of members
–Sends time-sensitive reminders, updates, and announcements from various members of the Board or membership to the whole membership
–Posts these announcements on Facebook

SCHOLARSHIP CHAIR:
General:
–Designs scholarship application
–Responds to scholarship inquiries
–Collects, organizes and presents scholarship applications to the board of directors for their approval
–Publicizes scholarship opportunities in the Missouri Fiber Artists’ newsletter and other newsletters
–Sends information to the publicity chair, newsletter editor, web content editor/social media coordinator and announcement coordinator
–A budget is to be submitted annually
–Balance submitted budgets, expenses, and income after events

Special:
–Organizes scholarship fundraising activities at scheduled MoFA events, such as the conference or the retreat

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community


STUDENT REPRESENTATIVE:
General:
–Serves as a liaison between fiber students around the state (or beyond) and the board of Missouri Fiber Artists
–Functions as an active member of the board
–Promotes student fiber art and artists through MoFA newsletter articles, Facebook and website updates about student members and student events
–Sends timely student information to publicity chair, newsletter editor, web content editor and announcement coordinator

Special:
–Recruits student members
–Recruits student participation in various MoFA events

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community

REGIONAL REPRESENTATIVE:
General:
–Promotes Missouri Fiber Artists and fibers locally through MoFA newsletter articles about local members and events
–Functions as an active member of the Board
–Actively recruits new members
–Sends information to the publicity chair when appropriate

Special:
–Makes contact and welcomes new members
–Organizes meetings and activities with local members (a budget line will be included in the MoFA yearly budget line for promotion and activities)
–Can spearhead fundraising activities for the region

Community:
–Speaks to the media and the community on behalf of the organization
–Represents the organization in the community

WEB DEVELOPER (paid position, currently held by James Wilson)
General:
–Maintains the website
–Updates the website
–Works with web content editor

©2020 Missouri Fiber Artist

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