Position Descriptions of Board Members

President

Function

Assure that the Board fulfills its responsibilities to the organization.

Responsibilities

  • Achieve the mission of the organization and make sure board resolutions are carried out.
  • Serve as the official spokesperson of The Boise Modern Quilt Guild.
  • Communicate with our affiliate, the Modern Quilt Guild Inc., as the primary liaison.
  • Chair board meetings.
  • Prepare the agenda for board meetings. Request and accommodate agenda items received from each board member.
  • Call special meetings as necessary.
  • Appoint all committee chairs and recommend who will serve on committees.
  • Serve as ex officio member of all committees.
  • Work with the Board to recruit board members and other needed volunteers.
  • Conduct new board member orientations.
  • Annually focus the Board’s attention and assessment of its own structure and role.
  • Provide written approval to the Treasurer for any disbursements greater than $100.
  • Annually review the Guild’s finances along with one other board member, to be organized by the Treasurer.
  • Oversee delivery of Guild Message/Brand through website, blog, email, newsletters, press, advertising and social media.

Vice President

Function

Stand in for the President if he/she is unavailable.

Responsibilities

  • Serve as assistant to the President in all matters. Carry out special assignments as requested by the President.
  • Understand the responsibilities of the President and be able to perform these duties in the President’s absence.
  • Attend board meetings.
  • Chair board meetings in the absence of the President.
  • Ensure bylaws are being followed.
  • Provide written approval to the Treasurer for any disbursements greater than $100.
  • Lead annual review of the bylaws at the Strategic Planning board meeting.

Secretary

Function

Maintain all board records and ensure their accuracy and safety.

Responsibilities

  • Attend board meetings.
  • Prepare board meeting minutes. Submit to each board member for approval and file final copy. Post publicly each month.
  • Maintain all board records in accordance with the Document Retention Policy.
  • Provide notice of board meetings and committee meetings when such notice is required.
  • Coordinate general correspondence.
  • Assume responsibilities of the President in the absence of the President and Vice President.

Treasurer

Function

Serve as financial officer of the organization.

Responsibilities

  • Attend board meetings.
  • Prepare a brief financial report at each board meeting, and upon request. Bring the current month’s bank statement for all board members to review.
  • Chair board meetings in the absence of both the President, Vice President and Secretary.
  • Assure that the organization is following appropriate financial policies and that qualified staff or consultants perform financial functions.
  • Understand regulatory and legal requirements for financial accounting and standards of practice for nonprofit organizations.
  • Assure that accurate financial records for the organization are kept.
  • Subject to the direction of the Board, endorse for deposit notes, checks, and drafts received by the organization.
  • As ordered by the Board, disburse organizational funds and issue checks and drafts in the name of the organization. Obtain written approval from the President or Vice President for any disbursements greater than $100.
  • Manage the Board’s review of and action related to the Board’s financial responsibilities.
  • Prepare the annual budget and present the budget to the Board for approval.
  • Organize a yearly review of the Guild’s finances to be conducted by the President and one other board member. Review the results and answer board members’ questions about the financials.
  • Serve as chair of the Membership Committee. Responsible for maintaining membership records and collecting annual dues.
  • File tax returns.
  • File annual Idaho Secretary of State inquiry.