Duties of the CQA/ACC President
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.
- 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 (ExD) to develop an operation plan 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 ExD, 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 ExD sends official welcome to all new Directors, Regional Representatives (RR’S), employees and contractors.
- With the ExD and Secretary, keeps documentation up to date and informs Directors of any revised documents.
- With the Board and ExD, 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 ExD, develops a plan and confirms sponsors for the awards at the National Juried Show (NJS).
- With the NJS consultants and ExD, selects the NJS Jury Coordinator, Jury members and Judges for the annual show.
- With the ExD and Board, determines the award prizes for the NJS and Board challenges.
- With the ExD, 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, moving to the Past President position the next year.
A minimum of 40 hours per week.
Duties of the CQA/ACC Vice President
- Works with the President and learns the duties of the President.
- Conducts meeting and business of the Association in the absence of the President.
- Coordinates fund-raising activities for current year’s CQA/ACC including the handling
and depositing of monies, as required
- Leads a committee for securing Key Note Speaker(s), teachers and lecturers for
the next year’s Quilt Canada Conference.
- Puts out call for and securing Concurrent Shows for the next year’s Quilt Canada Conference.
- Attend other related Conferences, such as Creativ Festival, to promote the Association.
- Attends and prepares a report of activities for each board meeting and a yearly summary
report for the Annual General Meeting (AGM).
- Performs any other duties as required and/or requested by the President.
- Assists other board members with Association business, which may include revisions of
documents, procedures, event planning, decisions on policy or the day to day running of
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.
A minimum of 25 hours per week.
Updated: January 2020
Duties of the CQA/ACC Past President
- Acts as a consultant to the current officers of the Corporation.
- Acts as Chair of the Nominating Committee, working with the other members of the Board to fill positions on the Board of Directors, Regional Representatives, and appointed positions as terms of office are completed. Committee consists of the President and one other Board member. Presents the recommendations of the Nominating Committee to the entire Board for approval.
- Supervises distribution of the complete job description of the intended position to members who volunteer or are approached to serve, and ensures they are fully informed of duties, skills, and time commitment required.
- Presents the slate of officers for the coming year at the Annual General Meeting, (AGM), for approval by the membership present, along with her/his report.
- Conducts elections, if required, as outlined in By-Laws.
- Arranges for signing of the Consent to Serve Form by incoming Board members. Files records of Consent to Serve documents with Executive Director.
- Is responsible for the National Jury Show at Quilt Canada and answers all questions related to the NJS. The responsibilities include; planning the floorplan, arrangement of quilts by category for hanging the show, overseeing the NJS judging room, and is the CQA/ACC contact for the NJS Team Lead, Concurrent Team Lead, and the Hanging Team Lead.
- Prepares a final report of all NJS activities within 30 days of Quilt Canada.
- Prepares a year-end report for the Annual General Meeting.
- Co-ordinates the President’s Challenge, collecting fabric from each sitting Board member. Arranges the presentation of the previously donated fabrics to the outgoing President at the AGM.
- Performs other duties, as required and requested by the President.
Completion of a term as President.
The Term of office for the Past President is one year.
A minimum of 15 hours per week.
Duties of the CQA/ACC Secretary
- Records all minutes and votes at all Online or in-person Board meetings and at the Annual General Meeting.
- Documents and records results of all email motions.
- Documents and records all action items arising from the meetings
- One month prior to the in-person Board Meetings, forwards action items to each Board Member and Executive Director.
- Submits a report of action items prior to in person Board Meeting and a summary of activity for the year to be documented for the AGM
- After approval by the President and Executive Director, sends copies of the minutes of the in-person Board meetings to all Board members, includes, the Minutes, all Directors activity reports, contract position reports and email motions.
- Provides a copy of the AGM minutes for inclusion in the Autumn issue of the Canadian Quilter magazine.
- Orders and maintains a supply of CQA/ACC Rosettes, ribbons and labels for the NJS and Guild shows.
- Creates all Award Letters, Award Envelopes and Award Certificates with Seal, including the NJS and challenges.
- Prepares Recognition Certificates for out-going Board Members and Regional Representatives; and Appreciation Certificates for volunteers when instructed by Executive Director.
- Prior to a Conference, prepares and ships paper goods, office supplies, rosettes and ribbons required for the NJS and any concurrent shows to the Conference site.
- Provides quarterly updates to the Magazine Editor for posting on the Canadian Quilter Notice Board.
- Participates with other Board members on Association business
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.
A minimum of 15 hours per week.
Updated: April 2020
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 Powerplay 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 Powerplay 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.
A minimum of 5 hours per week.
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. Including monthly follow up on late renewals and communicating with current members on issues as they are presented.
- Request membership pins from Administrative Assistant, as required.
- 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.
- Monitors attendance of members at Annual General Meeting.
- Organizes a CQA/ACC booth including setup and staffing for the duration of the annual Quilt Canada event.
- Develops fundraising and marketing activities and works with other Directors, contractors and staff to implement and track.
- Promotes the use of our website to share guild information and to order a guild rosette for their show.
- Participates in the general operation of the Association with the other Directors.Liaises with Regional Representatives to promote CQA/ACC membership
- 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.
A minimum of 10 to 20 hours per week.
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.
A minimum of 15-20 hours per week.
Updated: January 2020
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 Vice President.
- 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 guilds and shops in their province or territory and forwards this information to the Vice President and Administrative assistant annually at the request of the Vice President.
- Encourages 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 Vice President.
- When requesting compensation for mileage reimbursement, submits a request to the Vice President outlining guilds, shops to be visited.
- Responds to communications from Board Members, guilds and shops in a timely manner. Shares suggestions for advertising/promotional opportunities in their area with the Vice President to receive approval before proceeding.
- Reports, by email, on activities undertaken on behalf of the CQA/ACC. The Vice President summarizes and reports on this information at Executive meetings.
- 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.
Approximately 5 – 15 hours per month. ▲ Top
Tâches d’une représentante régionale de la CQA/ACC
- Travaillant sous la direction de la vice-présidente, la représentante régionale sert de liaison entre les membres de la CQA/ACC de sa province ou territoire, les groupes de courtepointe ou les groupes éducatifs, et le conseil d’administration. Un CD contenant les courtepointes gagnantes de l’ENJ et du défi Trend-Tex sera fourni à la représentante régionale. Celui-ci pourra être utilisé à des fins publicitaires, comme une présentation à une guilde.
- Distribue au mieux de ses capacités la documentation de la CQA/ACC aux guildes et boutiques de sa province ou territoire. Mets en valeur et encourage l’adhésion à l’association.
- Mets à jour les listes des guildes et magasins de sa province ou territoire et fait suivre l’information à la vice-présidente et l’assistante-administrative deux fois par année les 1er octobre et 30 mars.
- Pour chaque sortie de la revue, prépare un rapport sur les activités des guildes de sa province ou territoire en suivant les directives en cours pour les soumissions. Les rapports doivent être remis le premier septembre, décembre, mars et juin pour le numéro d’hiver, de printemps, d’été et d’automne du The Canadian Quilter.
- Soumets ses dépenses reliées au travail fait pour la CQA/ACC directement à la vice-présidente, sur un formulaire de dépenses approuvé. Veuillez vous référer au Expense Guideline For CQA/ACC Regional Representatives (mars 2011) pour les dépenses admissibles et les procédures pour remplir le formulaire des dépenses.
- Réponds aux courriels de l’administration de la CQA/ACC et des guildes dans les meilleurs délais.
- Partage avec le conseil d’administration ses idées pour faire de la publicité/promotion dans sa région ou province. L’approbation de la vice-présidente doit être reçue avant de mettre l’idée à exécution.
- Écrit et soumet à la vice-présidente deux rapports d’activités par année. Ce rapport résume les activités qu’elle a accomplies ou auxquelles elle a participé au nom de la CQA/ACC. La vice-présidente communiquera les dates (pour des réunions du conseil d’administration).
- De concert avec la présidente-sortante, recrute au besoin des membres pour remplir les tâches de directrice ou de représentante régionale.
- Lorsque son terme se termine, transmets à la nouvelle représentante régionale les manuels, dossiers et autres informations reliées au poste et ce à l’intérieur d’un mois après la date de l’Assemblée générale annuelle ou lors de la remise du rapport d’automne à la rédactrice en chef de la revue.
Doit avoir été membre en bonne et due forme deux ans avant sa nomination. Une facilité à parler au public et des aptitudes en relations publiques sont des qualités essentielles. Une bonne connaissance de Microsoft Office, particulièrement Word, et des programmes pour courriels est obligatoire.
Le terme d’une représentante régionale dure deux ans. Il débute à la nomination lors de l’AGA et se termine avec la remise du rapport final pour le numéro d’automne du The Canadian Quilter. Le conseil d’administration peut allonger le terme.
Un minimum de 10 à 15 heures par mois.
P.S : La forme féminine utilisée dans ce document désigne, s’il y a lieu, aussi bien les hommes que les femmes. ▲ 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.
Variable ▲ Top
Duties of the CQA/ACC Youth Program Volunteer
The role is to develop and implement programs for youth, both long and short term, within the CQA/ACC and on behalf of the CQA/ACC.
- Research and find stories/articles and volunteers to write for “The Next Generation” in The Canadian Quilter. Work with the editor to develop this section of the magazine. The editor will always have the final say on what is published in the Magazine.
- Research and find stories/postings and volunteers to write for The CQA/ACC blog. The postings will go through the Director At Large. The Director At Large will always have final say on what is posted to the blog.
- Prepare a theme, and the Guidelines, for the annual CQA/ACC Cantik Batiks Youth Challenge. Mail the challenge fabric, answer enquiries about the challenge and look for ways to expand entries in the challenge.
- All CQA/ACC communication regarding youth will be cc’d to the Youth Program Volunteer so they can maintain an archive of youth programs and related activity.
- Maintain and build an archive of youth programs and related activity. This can be electronic files. All paper files and information received will be scanned and maintained on electronic files. The electronic files will also be kept on DVD/USB flash, as back up. All the electronic files and backup will be passed to the next person who takes on the position of Youth Program Volunteer.
- Work towards long term goals:
- Develop a relationship with shops, guilds and regional reps, to aid in developing opportunities to expand youth programs.
- Develop and work with a group of volunteers who will work within their provinces to help find opportunities to develop youth programs.
- Work towards a social media program geared towards youth. This might include a separate youth blog, Twitter and/or Instagram. All social media will go through the Director At Large. The Director At Large will always have final say on all social media postings.
- Work towards a separate youth membership within the CQA/ACC.
- Research school programs, government grants/programs and youth organizations that might offer opportunities to expand quilting opportunities with youth.