LOUISIANA LAGNIAPPE CHAPTER
EMBROIDERERS' GUILD OF AMERICA, INC.
SOUTH CENTRAL REGION
DUTIES OF OFFICERS AND COMMITTEES
August, 2009
PRESIDENT
DUTIES
1. Presides at all Board and Board/Business Meetings of the organization.
2. Serves as ex-officio member of all Standing Committees.
3. Organizes and leads the Chapter membership.
4. Implements policies established by the members.
5. Supervises and directs the business and affairs of the organization. Ensures all activities are in compliance with the approved budget.
6. Appoints all committee chairpersons as provided by the Bylaws
7. Sends each board member a copy of the Duties of Officers.
8. Executes all conveyances, notes, contracts, or other instruments authorized by the members.
9. Performs and discharges all duties evident of the office of the President and such other duties as may be assigned by the members.
10. Delegates tasks to appropriate personnel when necessary.
11. Ensures all board positions have been properly turned over.
12. Prepares Annual Report and submits to Region.
13. Prepares the agenda for the Board and Board/Business Meetings in advance.
14. Approves minutes of Board and Board/Business Meetings prior to next meeting.
15. Approves Newsletter prior to publication.
16. Submits an up-to-date list of Chapter Officers and Region Representative to the Region Director, Region Newsletter Editor and National Office immediately following election.
PROCEDURES
1. Holds Board of Directors Meeting prior to and/or in conjunction with Business Meetings.
2. Reviews committee assignments and progress on a regular basis.
3. Keeps a copy of all correspondence for the Chapter file.
4. Reviews progress on the achievement of goals and objectives of the organization.
5. Upon completion of term, presents President's pin to incoming President.
PRIOR TO BOARD AND BOARD/BUSINESS MEETINGS
1. Obtains a copy of the minutes of the last meeting and allows for additions, deletions, and corrections.
2. Utilizes the previous minutes to prepare a written agenda.
3. Asks Board Members for suggestions for agenda items and announcements.
SUGGESTED AGENDA FORMAT
I. Call To Order
II. Approval Of The Minutes
- Ask for any corrections, additions, and deletions
III. Treasurer's Report
- Ask Treasurer to provide members with a written copy of the financial statement
IV. Old Business
- Previous agenda will help to determine materials not completed at the last meeting
V. New Business
- Provide time for the members to speak
- Address concerns and issues
VI. Announcements
- Keep the members informed on National activities, correspondence, etc.
VII. Committee Reports
VIII. Adjournment
DURING THE BOARD AND BOARD/BUSINESS MEETING
1. Starts on time.
2. Observes Robert's Rules of Order, Revised Edition.
3. Conducts the meeting in a structured manner in order to cover the agenda items within a reasonable period of time.
4. Provides the opportunity for everyone to speak.
VICE PRESIDENT
DUTIES
1. Attends all Board and Board/Business Meetings.
2. Chairs the Planning Committee.
3. Acts as President in absence of President.
4. Assists President in delegated tasks.
5. For each year offered, responsible for overseeing the compilation of service points. Sends timely report to the Treasurer.
SECRETARY
DUTIES
1. Attends all Board and Board/Business Meetings.
2. Brings minutes of the prior and current year to Board and Board/Business Meetings for reference.
3. Maintains minutes of Board and Board/Business Meetings, past and present.
4. After approval by Chapter President, copies of Board and Board/Business minutes are to be sent to Chapter President.
5. Sends a reminder via email of regular Board and Board/Business Meetings, along with President approved minutes, to Board Members and Committee Chairpersons ten days prior to meeting.
6. After approval by Board, copies of approved Minutes are to be sent to the Chapter President, Region Director and Chapter Newsletter Editor.
7. Notifies Board Members, by email or mail if email is not available, of special Business Meetings and special Board Meetings as far in advance as possible.
8. Maintains correspondence with National Office and others as directed by the President.
9. Provides the President a copy of all Chapter correspondence.
10. Ensures community outreach information is published in the newsletter.
11. Makes arrangements for cards, flowers or library donations for members in accordance with Standing Rules.
TREASURER
DUTIES
1. Attends all Board and Board/Business Meetings.
2. Serves on the Planning Committee.
3. Maintains accurate records for receipts, disbursements, bank accounts, ledger, and submitted invoices.
4. Reconciles all accounts to the statements.
5. Prepares and submits Annual Financial Activity report to National Office and Region Director.
6. Provides regular financial activity reports to the Board and Chapter Membership.
7. Monitors financial activity of the Chapter with respect to the approved budget.
8. Presents the proposed budget at the Fourth Quarter Board/Business meeting for approval by the general membership.
9. Order Past President's pin in August as necessary.
10. Keeps all fiscal records for a period of at least seven years.
11. Prepares a written report at the conclusion of each Educational event indicating receipts and disbursements to be submitted to the Board.
12. Submits completed 1099 form to the National Office within 30 days of a teacher payment.
13. Schedules the Annual Audit.
14. For each year offered, compiles revenue points.
15. "Seed" funds for Satellites will be handled as follows:
a. "Seeds" each Satellite with $50.
b. The Satellite will use the money to reimburse teachers for kits and to purchase needed supplies.
c. When the "seed" fund is in excess of $75, the Satellite AIG Representative will send the Satellite Coordinator the moneys over $50. These moneys will be turned into the Treasurer in a timely manner.
16. Conducts one audit per year of each satellite "seed" fund.
PROCEDURES
1. Disbursements - The Chapter does not maintain petty cash. All disbursements are by check and must be substantiated by an invoice (paid or unpaid), receipt, or check request form. Satellites will use "seed" funds for all transactions. Checks should bear a notation to describe the transaction. Check stub should reflect the payee and a brief description of the transaction. All voided checks are to be returned to the Treasurer and not discarded.
2. Income - The Chapter prefers checks for payment.
A. A written record shall be kept for all monies taken in by the Chapter, i.e., dues, donations, sales, and fees.
B. A cash receipt that indicates the payee, a description of what it is for, and the amount of the payment (in figures and words) is available upon request.
2. Deposits to the checking account should correspond to the record. Deposits should be recorded in the ledger.
3. Invoices are kept in order by check number used to pay the invoices. If no receipt or invoice is available for purchase made (i.e., office supplies), a written record must be provided for reimbursement. A check request form is used for honorariums. Records are maintained by fiscal year.
4. The Treasurer's Report is a summary of receipts, disbursements and available funds. It is read at Board and Board/Business Meetings with an opportunity for discussion. A copy is attached to the minutes. The report is to be included in the newsletter.
5. Receipts for monies spent by individual members must be turned in to the Treasurer within 60 days of the event in order to receive reimbursement.
6. The Treasurer shall have automatic approval to pay bills incurred by members for operational expenses relative to activities approved by the Board.
7. During the month, process all monies received.
8. Prior to last day of month, deposit all monies received for the month.
9. By December 31, deposit all monies and write all checks necessary to close out books for the fiscal year.
10. Prepares Annual Finance Activity Report on form provided by the National Office within the time frame as established by the National Office. Duplicate report, keep original, send copy to the National Office, Region Director, Chapter President, and Newsletter Chairman.
11. Collects and records registration forms for classes, workshops, correspondence courses, etc. and coordinates with the Workshop and Education Chairmen on registration information.
12. When offered, the Treasurer will combine revenue and service points received from the Vice President.
13. When offered, the Treasurer will issue an earned education coupon to a member who has earned 10 combined service and revenue points.
14. Earned education coupons will expire one year from the date of issue.
COMMITTEE CHAIRMEN
DUTIES
1. Attend all Board and Board/Business Meetings.
2. Select a committee as needed to accomplish the duties of the committee.
3. Present a written committee report at all regularly scheduled Board and Board/Business Meetings.
4. Keep a notebook containing records pertinent to the Committee. Suggested contents are:
A. A copy of this page.
B. A copy of the committee duties.
C. A list of current committee members.
D. An inventory of Chapter items held by the committee.
E. Copies of committee reports.
F. A log to keep track of what is done by the committee including expenditures.
G. A list of past Committee Chairmen
H. A list of website addresses of interest to members.
I. Give an updated copy of 4.C. and 4.D. to the President upon request.
5. Operate within approved budgetary guidelines. The Chairman shall do a survey of costs and contact the Treasurer for verification of availability of funds before charging or purchasing with their own funds and applying for reimbursement.
6. Maintain supplies as needed.
REGION REPRESENTATIVE
DUTIES
1. Performs duties as outlined under Committee Chairmen.
2. Attends January and June South Central Region Meetings and serves as an active participant in Region activities. If unable to attend, an alternate Chapter Delegate may be selected.
3. Submits Chapter news and scheduled teachers to the Region Review.
4. Ensures Annual Report, Annual Finance Activity Report and periodic Community Outreach Reports are submitted in a timely matter to Region and National Offices as appropriate.
5. Keeps the local President and Board informed of Region business and activities. Gives President a copy of all correspondence.
6. Is responsible for disseminating Region Program Exchange Packet.
EDUCATION CHAIRMAN
DUTIES
1. Performs duties as outlined under Committee Chairmen.
2. Serves on the Workshop and Planning Committees.
3. Oversees the general educational programs of the Chapter.
4. Disseminates all information from National Office and Region to local Chapter for all educational programs, materials, and services of EGA.
5. Is responsible for coordinating each group correspondence course for Chapter members by:
A. Submitting article and registration form to be published in the newsletter.
B. Selects Coordinator for course from registrants.
C. Registering the class with the National Office.
D. Orders texts from the Correspondence Course teachers.
E. Passes all information on to the Correspondence Course Coordinator.
F. Submits to Treasurer 1099 tax id information within 15 days of class registration as directed by the National office.
G. Informs Treasurer of Group Correspondence Course Coordinator(s) for purpose of registration fee reimbursement.
6. Is responsible for requesting and returning any EGA study box, films, slide programs, etc., and making these educational materials available for member use.
7. Plans and implements programs for the Board/Business Annual Meeting as directed by the board.
8. Reviews expenditures periodically in relation to budgetary guidelines. Proposes budget for upcoming year for educational needs.
9. Implements Technique Basics courses.
GROUP CORRESPONDENCE COURSE COORDINATOR
DUTIES
1. Acts as an intermediary between teacher and students.
2. Coordinates the Group Correspondence course for the students. The coordinator does not teach the course.
A. Finalizes the dates and places for meetings.
B. Evaluates the course and determines if the materials are available locally.
C. Collects and sends in the completed pieces to the teachers and receives them back.
D. Sets up an evaluation session that shall be open to all members.
3. Coordinator is responsible for her own booklet fee and supplies. The Chapter reimburses registration fee.
4. Sends a copy of class list, meeting dates, and location to all participants.
5. Coordinator is reimbursed for normal expenses incurred (i.e., phone calls, postage, etc.) Must submit a completed Request for Reimbursement form with receipts attached to the treasurer.
AREA INTEREST GROUP REPRESENTATIVE
DUTIES
1. Performs duties as outlined under Committee Chairmen.
2. Serves on the Planning Committee.
3. Plans programs in advance for monthly meetings, assisting speaker and/or teacher where needed with kit preparation and handouts.
4. Helps the Program Teacher determine the number and cost of kits. Informs the Program Teacher to keep all receipts for purchases (including printing costs), as LALAG will reimburse the teacher for the cost.
A. In determining the cost of kits, round up to the nearest half dollar.
B. If there are kits remaining, make an announcement that extra kits are available for sale.
C. For kit fees over $7.50 each, notice must be put in the newsletter.
D. When feasible, additional kits should be available for guests.
5. Is responsible for sending a thank you note in the name of LALAG to non-member teachers or speakers at Area Interest Group Meetings.
6. When offered, two weeks prior to each Business/Board meeting, informs Vice President of number of service points earned by a member.
7. Submits a report on group activities and planned programs to the Newsletter Chairman.
8. Collects kit fees, Chapter sale item money, etc.
9. Supplies Request for Reimbursement Form to the teacher. The teacher should submit completed form (with receipts attached) to the Treasurer for reimbursement. Teachers will be paid for the kits by a check issued by the Chapter.
10. Arrives 15 minutes early to arrange meeting room.
11. Provides nametags for visitors, guests, and members who do not have nametags.
12. Reports names, addresses, email addresses and phone numbers of visitors to Newsletter Chairman.
13. Keeps an inventory of any LALAG Chapter sale items.
14. Arranges for refreshments as needed.
SATELLITE AREA INTEREST GROUP REPRESENTATIVE
DUTIES
1. The Satellite Area Interest Group (AIG) Representative has all the duties and responsibilities of the AIG Representative as described in the Duties of Officers document. Changes and additions to the responsibilities are described in this section. Where there is a conflict between this section and the AIG Representative section, the Satellite AIG Representative section will prevail.
2. Maintains "seed" fund of $50 from LALAG.
A. Receives moneys for kits, sales, donations, fees, fines, etc.
B. Disburses money for kits, copies, postage, nametags, etc. as needed.
C. Keeps a Ledger of Income and Disbursements, as well as a running balance of the "seed" fund.
D. When the amount in the "seed" fund exceeds $75, submits the excess money over $50 to the Treasurer.
3. Makes "seed" fund books available for annual audit.
4. Maintains a supply of Chapter Sale items.
5. Sends written monthly reports to the Treasurer including, but not limited to, the program taught, by whom, the monies collected and disbursed. This report shall be sent no later than one week after the meeting.
6. Submits a written bi-monthly report on group activities and planned programs to the newsletter editor for publication in the newsletter.
7. Maintains copies of Board and Board/Business Meeting Minutes in the Satellite Notebook.
8. Distributes newsletters to prospective members and visitors and submits their names and addresses to the Newsletter Editor.
9. Distributes pertinent information including By-laws, Standing Rules and Duties of Officers revisions to Satellite members.
10. Shares Region Review information with Satellite members.
WORKSHOP CHAIRMAN
DUTIES
1. Performs duties as outlined under Committee Chairman.
2. Serves on the Planning Committee.
3. Determines the number of national teacher-taught and local taught workshops by:
A. Surveying membership for teachers, techniques, and class levels desired.
B. Requesting proposals and dates of availability from all teachers being considered.
C. Recommending teachers to Board of Directors for selection and approval.
4. Helps determine the costs of the workshop and sets fees to cover those costs in conjunction with the Board of Directors.
A. Recommends the amount for the reservation fee.
B. Recommends the amount for the final fee and kit fee costs.
C. All fees are to be paid to the Treasurer.
5. Makes arrangements for the time and place of each workshop.
6. Sets up teacher contracts and workshop location contracts (if required) in conjunction with the President. Confirms location of workshop.
7. Obtains Board approval for teacher sale items during workshops in accordance with Standing Rules.
8. Writes article for the newsletter to let members know about an upcoming workshop. A registration form shall be provided in the newsletter with a deadline for members sign up.
9. Provides scheduled teacher information to Region Representative.
10. Arranges hospitality for visiting teachers.
11. Arrange for refreshments at workshop.
12. Sends thank you notes to all teachers in the name of LALAG. Provides nametags as needed at workshops.
13. Turns over to the Treasurer, with AIG Attendance form, all monies received for kits used at workshops. This includes extra kits sold by LALAG but does not include additional sales of kits or materials made by contracted teachers. This written record will consist of the name of the person paying, the date, the item and/or purpose of the payment, and the amount. Teachers will be paid for kits and services by a Chapter check.
14. Submits proposed workshop budget to the Board.
15. Presents a written report to the board at the conclusion of each workshop.
MEMBERSHIP CHAIRMAN
DUTIES
1. Performs duties as outlined under Committee Chairman.
2. Contacts new members to welcome them to LALAG.
3. Maintains an up-to-date list of current and new members.
4. Compiles and maintains new member packets which are to be sent to new members.
5. New member packets are to consist of:
A. Welcome Letter
B. Chapter and EGA history
C. Standing Rules
D. Duties of Officers and Committees
E. Bylaws
F. Current Newsletter
G. Current Membership list
H. Alphabet Graphs for Chapter Nametag
I. Coupon for Chapter sale items as offered.
J. List of usual stitching supplies
6. Sends new member packets to all new members, no later than 30 days after receipt of dues.
7. Sends membership renewals and new member dues to the National Office and Region Treasurer in a timely manner.
8. Gives list of renewals, non-renewals, new members, and any changes to Newsletter Editor.
9. Submits list of members whose National dues renewal date occurs in the current quarter to the Newsletter Editor for publication.
10. Distributes updated membership list quarterly to Board members.
11. Responsible for ensuring publicity brochures are updated and printed when needed.
NEWSLETTER EDITOR
DUTIES
1. Performs duties as outlined under Committee Chairman.
2. Edits and publishes the Chapter newsletter, La Broderie, at least bi-monthly.
3. Presents Request for Reimbursement form (with receipts attached) for expenses incurred to the Treasurer on a regular basis.
4. Sets publication deadlines for information, reports, and calendar items.
5. Submits copy of newsletter to President for review prior to publication.
6. Sends newsletters to exchange Chapters, Region Director and National Newsletter Reviewer.
7. Provides mailing labels for newsletter and to Board Members for special mailings as requested.
8. Makes exchange newsletters available upon request.
9. Strictly observes all copyright laws, rules, regulations, and courtesies.
10. Maintains file of previously published Chapter newsletters for future reference.
11. Mails newsletters to guests and potential members as requested by AIG Representatives, or others.
12. Every attempt will be made to email La Broderie to members and guests.
NOMINATING COMMITTEE
This four-member committee shall be chaired by a member of the Executive Board of Directors.
DUTIES
1. Presents a slate of one candidate for each elected office to be filled at annual elections. Consents to serve must be obtained from each nominee prior to the presentation.
2. Submits the slate of candidates to the Newsletter Chairman by the September/October newsletter deadline for publication in the October issue of the newsletter.
3. Presents to the President a list of Chapter members willing to serve in the appointed Standing Committees.
PLANNING COMMITTEE
This Committee shall be chaired by the Vice President.
DUTIES
1. Schedules planning committee meetings.
2. Proposes an Annual Calendar of Events for the coming year to be presented to the Board prior to the Fourth Quarter Meeting for their approval.
a. Recommends and schedules workshop teachers, topics, and course levels.
b. Schedules Educational events; i.e., correspondence courses, Technique Basics, and study boxes.
c. Schedules Chapter demonstrations and exhibits, fund raising, and social events.
d. Schedules Board and Board/Business Meetings.
e. Schedules Area Interest Group Meetings.
f. Schedules Newsletter deadlines.
g. Notes Region and National Seminar dates.
h. Schedules community service projects.
i. Schedules local workshops.
3. Members of this committee shall include:
a. President
b. Vice President
c. Treasurer
d. Education Chairman
e. Workshop Chairman
f. Area Interest Group Representatives
AUDIT COMMITTEE
DUTIES
1. The President appoints an audit committee consisting of three Chapter members in good standing.
A. The Chairman of the Audit Committee shall be a member of the board.
B. The Treasurer of the year being audited shall not serve on the audit committee.
C. Audits the financial affairs of the chapter prior to the treasurer preparing the annual financial activity report.
D. Reports results of audit to the Board.
