GPFAA Art Guild

 

DUTIES OF THE OFFICERS

The duties of the Officers shall be as follows:

 

1. President (non-voting except as tie-breaker)

The President shall:

• Provide leadership and vision to the Organization

• Conduct all scheduled and special meetings of the Organization and the Executive Committee

• Recruit and nominate members to the Executive Committee

• Prepare the written agenda for Executive Committee and Organization Meetings,

• Maintain procedural order during all meetings

• Possess the authority to countersign checks (if not a district employee)

• Maintain permanent archive copies of the GPFAA Art Guild bylaws and shall make updates to the bylaws as recommended and voted on by the Executive Committee
  
  2. First Vice President:

The First Vice President shall:

• Act in the absence of the President

• Serve as the Communications Chairperson and as such shall be responsible for obtaining a list of names, addresses, and phone numbers of all art students; for selecting several members to serve on the Communications Committee; shall disseminate these names and telephone numbers to the Call-Captains, who shall, in turn, be responsible for recruiting workers where staffing is required; and shall be responsible for confirming the exact time and dates

• Serve on the Visual Arts Banquet Committee

• Manage social media, Remind, email account, and Guild website

• Oversee the Communications Committee

• Perform other duties as required

• Possess the authority to countersign checks
  
  3. Second Vice President:

The Second Vice President shall:

• Act in the absence of the President and the First Vice President

• Shall be responsible for arranging, with the approval of the Executive Committee, all Fundraiser Activities (except for the Concession Stands) undertaken by the GPFAA Art Guild

• Ensure fundraising goals and budget needs are aligned for success

• Oversee the Events Committee

• Perform other duties as required

• Possess the authority to countersign checks
  
  4. Secretary/Historian:

The Secretary/Historian shall:

• Record the minutes of all the Organization meetings and Executive Committee and Organization meetings

• Present the most recent Executive Committee Meeting Minutes at each Executive Committee meeting

• Read the most recent Organization Meeting Minutes at each Organization meeting

• Prepare a permanent record copy of all minutes including the monthly Treasurer's Report for delivery to the Parliamentarian on a monthly basis for archive purposes

• Be responsible for all Organization mailings and publicity notices

• Take photos to record art events and maintain a book that documents the year's events,; in the event that the secretary cannot attend an event, the Secretary shall find a proxy to attend

• Maintain permanent archive copies of all Executive Committee Meeting Minutes and Organization Meeting Minutes and monthly Treasurer's reports

• Perform other duties as required
  
  5.  Treasurer

The Treasurer shall:

• Keep the books for the Organization

• Account for all monies

• Present any unapproved bills or charges to the Organization at the next Organization meeting

• Pay all approved accounts and bills as they come due

• Keep a running list of all money appropriated but not yet paid out

• Deliver and pick up money for all fundraising activities

• Present a current Treasurer's Report at each regularly scheduled Executive Committee meeting

• Prepare a permanent record copy of each monthly Treasurer's Report for delivery to the Secretary

• Prepare the books for audit prior to the first day of August

• Perform other duties as required, but may not coordinate fundraising activities
  
  6.  Parliamentarian

• Advise the Executive Committee and members of the parliamentary procedure

• Parliamentary Authority: Roberts Rules of Order Newly Revised

• Maintains a copy of current bylaws and governing documents

• Provides guidance to Executive Committee and Organization members on issues outlined in governing documents.

• Maintains a position of impartiality and does not make motions, enter debate, or vote

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