The President is the chief executive officer of the Corporation and presides at all meetings of the Corporation and of the Board of Directors. The President will have the general and active management of the affairs of the Corporation and shall see that all orders and resolutions of the Board of Directors are carried into effect.
- As Chief Executive Officer, chairs all meetings whether virtual or in person.
- Chairs the Board of Directors, and works with them in their assigned duties, to develop the strategic direction for the organization.
- Puts into effect the decisions of the Board, including motions or other resolutions.
- Negotiates the contract for, manages and works with the Executive Director (ED) to develop an operation plan and budget based on the Board’s strategic direction.
- Provides Board input on all contracts.
- Submits a report of activities prior to Board meetings, sets agenda and calls the meeting.
- Prepares and presents the annual report presented on behalf of the Board at the Annual General Meeting (AGM) and conducts the AGM.
- Acts as a liaison between the members of the Board.
- Writes the “President’s Message” for each issue of “Canadian Quilter” during the term of office.
- Acts as a signing officer when necessary and reviews all electronic transactions prepared by the Board Treasurer.
- With the ED, shares the responsibility of handling official correspondence.
- Sits as an ex-officio member of all CQA/ACC committees and is kept informed of all activities and arrangements.
- With the ED sends official welcome to all new Directors, Regional Representatives (RR’S), employees and contractors.
- With the ED and Secretary, keeps documentation up to date and informs Directors of any revised documents.
- With the Board and ED, develops the vision for the annual Quilt Canada conference.
- Speaks publicly on behalf of the Association when requested.
- Arranges congratulatory or condolence letters that are sent on behalf of the CQA/ACC.
- With the ED, develops a plan and confirms sponsors for the awards at the National Juried Show (NJS).
- With the NJS consultants and ED, selects the NJS Jury Coordinator, Jury members and Judges for the annual show.
- With the ED and Board, determines the award prizes for the NJS and Board challenges.
- With the ED, arranges for certificates of appreciation for retiring Board members, RR’s, volunteers, contractors and employees of the Association.
- Assigns duties for vacant positions according to the instructions set out in the By-laws.
- Accepts and delegates duties as necessary.
Must be a member in good standing for two years previous to their nomination. Excellent leadership, organizational and time management skills are essential. A working knowledge of Microsoft Office programs and email is mandatory.
The term of office is one year and she/he moves to the Past President position the next year.
CQA/ACC Vice President
Duties of the CQA/ACC Vice President
- Co-ordinates the TrendTex Quilt Challenge
- Secures Key Note Speaker(s), teachers and lecturers for the next year’s Quilt Canada Conference.
- Secures Concurrent Shows for the next year’s Quilt Canada Conference.
- Attends online and in-person Board meetings, Quilt Canada and other related Conferences, such as Creativ Festival or local Quilt Guild shows in the Quilt Canada hosting city.
- Participates in the National Juried Show judging process (Judging Room observer)
- Moves on to President and then Past President roles (one year term for each)
- All activities have the support of all the Board Members
Candidate must be a member in good standing previous to their nomination. Excellent leadership, organizational and time management skills are essential. A working knowledge of Microsoft Office programs, email communication and social media is mandatory.
The term of office for the Vice President is one year. The Vice President moves onto the Presidency in the second year and Past President in the third year.▲ Top
Duties of the CQA/ACC Past President
- Acts as a consultant to the current Board.
- Acts as the chair of the Nominating Committee, to fill Board and Regional Representative (RR) vacancies as their term of office expires.
- Ensures that all prospective volunteers to the Board, or RR’s, are informed of the position duties and responsibilities when communicating with them and prior to presenting their names to the Board for acceptance.
- Upon acceptance, ensures that all new volunteers sign the Consent to Serve document.
- Is responsible for the NJS at Quilt Canada and answers all questions related to this. Responsibilities include NJS floor plan, working with the NJS hanging/takedown chair, overseeing the NJS judging room, and is the contact person for all NJS Team Leads.
- Prepares an NJS final report of activities with 30 days of the completion of Quilt Canada.
- Prepares a year end report for the Annual General Meeting.
- Coordinates the President’s Challenge, collects fabric donations from the current Board members and presents the same at the AGM.
- Performs other duties as required.
Completion of a term as President
The Term of office for the Past President is one year. ▲ Top
Duties of the CQA/ACC Secretary
- Records and posts all Minutes, Action Items, Motions and Votes at all online or in-person Board meetings and the Annual General Meeting
- Ensures all above documentation is filed in the appropriate folder on the G:drive
- Has an active role in the Annual Quilt Canada Conference
- Is responsible for the CQA office at Quilt Canada
- Attends online and in-person Board meetings and the Quilt Canada Conference
Must be a member in good standing previous to their nomination. Excellent organizational and time management skills are essential. A working knowledge of Microsoft Office programs and email is mandatory.
The term of office of the Secretary Director is two years, unless otherwise appointed by the Board of Directors. ▲ Top
Duties of the CQA/ACC Treasurer
- Reviews all financial transactions using Not for Profit accounting standards in QuickBooks Online.
- Approves bi-monthly payroll using Ceridian Powerpay and reconciles year-end tax reports for the Association.
- Reviews all general ledger account reconciliations on a monthly basis.
- Manages banking relationship and investments of the Association.
- Prepares the annual budget in co-operation with members of the Board of Directors, Executive Director.
- Prepares income statement, balance sheet, activity report for each Board meeting and a yearly summary report for the Annual General Meeting (AGM).
- Prepares special event financial reports or other financial statements, as requested by members of the Board of Directors.
- Oversees all invoicing as required and collection of outstanding receivables as necessary.
- Approves/oversees payments to vendors, contractors and expense reimbursements as required.
- With the bookkeeper provides appropriate financial records to the Auditor for preparation of the annual audited financial statements.
- Presents the audited financial statements at the Annual General Meeting and provides copies to members who request one.
- Oversees the bookkeeper’s activities
- Performs other duties as required and/or requested by other Board members and Executive Director.
Must be a member in good standing previous to their nomination. Extensive knowledge of standard bookkeeping and financial practices, computer accounting programs and electronic banking practices are mandatory. Knowledge of Quickbooks Online, Ceridian Powerpay and Microsoft Office software is essential.
Preferred candidate would hold a professional accounting designation.
The term of office of Treasurer is for two years. At the end of the initial two-year and on approval of the Board of Directors, the Treasurer shall have the option of up to an additional two years. ▲ Top
Duties of the CQA/ACC Membership Director
- Actively promotes the CQA/ACC with a view to constantly increasing membership as well as retaining current membership. Liaises with the Board and Executive Director on membership issues that may arise.
- Develops a membership recruitment and retention strategy for CQA/ACC, using available information and best practices from other membership-based organizations. Communicates with current members on issues as they are presented.
- Monitors social media platforms for member programs that have been established to promote membership in the organization. (example: Annual Mystery Quilt)
- Gives suggestions to update the membership section of the website.
- Submits an activity report prior to each Board Meeting and a one-year summary report of activities prior to the AGM.
- Organizes a CQA/ACC booth including setup and staffing for the duration of the annual Quilt Canada event.
- Participates in the general operation of the Association with the other Directors.and Liaises with Regional Representatives to promote CQA/ACC membership
- Prepares and publishes an online general monthly newsletter to promote CQA/ACC and membership.
- Prepares monthly advertising copy for member guilds to utilize in their local guild newsletters.
Must be a CQA/ACC member in good standing for two years previous to nomination. Excellent organizational and time management skills are essential. A working knowledge of Microsoft Office programs, in particular Word and Excel, and email are mandatory. Experience in communications and marketing would be an asset.
Term of office for Membership Director is 2 years with a 2-year renewal option.
Duties of the CQA/ACC Communications Director
1. Work closely with the Board, Executive Director, staff team, volunteers and consultants in the planning and implementation of the communications and social media programs that meet the strategic objectives of the organization.
2. Works collaboratively with the Executive Director and President and other directors and plays a lead role in ensuring work is coordinated across all the CQA/ACC communications channels.
3. Manages and implements the CQA/ACC year-round communications plan, working with the staff, members of the Board and volunteers.
4. Manages the social media strategy, including creating and publishing content and analyzing and responding to posts across all platforms, including Facebook groups and page, Instagram, Twitter and Pinterest.
5. Acts as a resource and provides leadership on communications to meet the strategic objectives of CQA/ACC.
6. Attends and leads discussion on communications at all on-line and in-person Board of Directors meetings.
Must be a member in good standing prior to their nomination. Must have a good understanding of communications with experience in digital and social media. Must have proficiency with a variety of social media platforms with ability to work in a fast-paced environment with short timelines. Effective writing and editing skills are essential. Ability to work both independently and with a team is important for this position. Experience working with volunteers and not-for-profits is an asset.
Term of office for the communications Director is 2 years with a 2-year renewal option.
Director at Large
Duties of Director at Large
- Reports to the President
- Participates in the general operation of the Association with the other Directors
- Participates in policy and protocol discussions/decisions related to day-to-day operations of the Association and yearly conferences.
- Facilitates regular reviews and evaluations of various facets of CQA/ACC to ensure the continued success of the organization.
- Liaises with other Directors and the President to ensure the smooth function and promotion of the Association
- Supports and participates in special events and activities organized by the Board of Directors and its sub-committees.
- Attends and prepares a report of activities for each of the all board meetings.
- Prepares an annual summary report for the Annual General Meeting (AGM).
- Performs any other duties as required and/or requested by the President.
Candidate must be a member in good standing prior to their nomination. Ability to work both as a member of a team and independently with excellent communication skills and expertise in written language. A working knowledge of Microsoft Office programs, email communication and social media is mandatory.
The term of office for the Director at Large is two years. ▲ Top
Youth Program Director
Duties of the CQA/ACC Youth Program Director
- Develop and implement youth programs.
- Work with the magazine editor to develop youth-oriented content for Canadian Quilter magazine, website, and blogpost.
- Working with the CQA/ACC Board of Directors develop a theme and guidelines for the annual CQA/ACC Youth Challenge.
- Enlist the support of the Board of Directors and Regional Representatives expand the number of entries in the Youth Challenge.
- Working with the Executive Director develops and maintain an archive of youth programs and related G-drive.
- Research and develop a youth membership category.
- Develop youth-oriented classes at Quilt Canada conferences.
- Work towards a social media program geared toward youth
- Network and develop youth quilting activities with other national youth organization, i.e. 4-H, Girl Guides of Canada
- Attends and leads discussions on youth related items at all online and in-person Board of Directors’ meetings.
Be a member in good standing prior to their nomination.
Must have the following:
A good understanding of the CQA/ACC goals related to engaging and developing young quilters.
Knowledge of and ability to communicate using social media platforms
Effective writing and editing skills
Ability to work independently and in a team.
Term of office for the Youth Program Director is two years with an option of a two year renewal.
Duties of the CQA/ACC Regional Representatives
- Serves as liaison between the CQA/ACC members in their province or territory, quilting groups or educational groups and quilt shops, and the Board of Directors, working under the direction of the CQA/ACC Executive Director.
- Promotes CQA/ACC and Quilt Canada and encourages membership in the association, dispenses CQA/ACC literature to guilds and shops in their area and sends updated information to as many guilds as possible for inclusion in guild newsletters or on guild websites/blogs.
- Updates the list of member and non-member guilds and shops in their province or territory twice a year (September and March). Forwards this information to the CQA/ACC Executive Director by September 30 and March 31.
- Encourages CQA/ACC member guilds to: submit reports of current activities, shows, community outreach, etc. that will be published on the CQA/ACC website; apply for a CQA/ACC rosette for presentation as “Best of Show” or “Viewer’s Choice” at the guild’s show. Directions/reminders for doing this will be provided annually by the CQA/ACC Executive Director.
- Touches base with member guilds and shops, via electronic communications if possible, on a frequent basis.
- When requesting compensation for mileage reimbursement must have prior approval by CQA/ACC Executive Director. Submits a proposal to the CQA/ACC Executive Director which should include the following information: dates of travel/trip; guilds and/or shops to be visited and their location; purpose of visit (lecture/presentation on CQA/ACC, trunk show, workshop, etc.); any compensation by guild or shop (i.e. are they cost sharing the visit?); and approximate mileage to be covered by the request.
- Responds to communications from Board Members, guilds and shops in a timely manner. Shares suggestions for advertising/promotional opportunities in their area with the CQA/ACC Executive Director to receive approval before proceeding.
- Reports, twice a year by email, on activities undertaken on behalf of the CQA/ACC. Submits the reports to the CQA/ACC Executive Director on January 15th and June 15th.
- Works with the Past President when asked to recruit members to serve on the Board of Directors or as Regional Representatives.
- Forwards inventory, files and other related materials to the incoming Regional Representatives within one month of the new representative’s appointment by the Board of Directors
- Be a member in good standing for two years prior to their nomination.
- Good public speaking and public relations skills.
- Good working knowledge of Microsoft Office and email programs.
The term of a Regional Representative is two years following appointment by the Board of Directors. The Board of Directors may extend this term. ▲ Top
Duties of the CQA/ACC Official English/French Translator
- Translate several articles for each of the four issues of The Canadian Quilter including the President’s Message and the Notice Board.
- Translate other documents for the Association, as required by the President.
- Reports to the Director at Large.
Member in good standing for 2 years prior to appointment. Working knowledge of Microsoft Word and email is essential.
Fluency in spoken and written English and French.
This volunteer position is made by appointment of the CQA/ACC Board of Directors, and is a two-year position that may be extended by the Board of Directors. ▲ Top