June meeting /rencontre de juin

We will be discussing the following topics at our June meeting. Take the time to read it and put your comments on paper before the meeting.Your guild will be better for it.

Nous aurons à discuter ces sujets à l'ordre du jour de notre rencontre de juin. Prenez des notes, commentez  et/ou offrez vos services . Votre guilde ne s'en portera que mieux.  P. S. :Je ne traduirai pas ce message concocté par Vickie.

Si vous avez des questions contactez-moi directement ou sur le blog.

Suggestions for formalizing Guild structure 

Potential Structuring of the Montreal Polymer Clay Guild and the Monthly Meetings

Meeting Format:

• Call to order (President)
• Welcome (President)
• Reading of minutes from past meeting (Secretary)
• Treasurer's report (Treasurer)
• Old Business (President): issues brought up at previous meetings that need additional discussion or resolution or progressive updating, for example, if we have an annual exhibition, any business details that need decisions by the group (eg. venue, how much of the guild's funds we will allocate to this, dates and times, etc.)
• New Business (President): any issues brought to the attention of the Executive committee during the previous month that need to be brought to the attention of the guild members. This may be an appropriate time to list shows being held by various members, opportunities for the members to exhibit or sell, etc.
• Committee Reports: Each committee chairperson would report on the current status in their area, for example, the member responsible for new members joining could here introduce any new members in attendance.
• Adjourn the meeting, announcing date and time (and place, if appropriate) of the next meeting.
• Chair of the Demo Committee introduces the artist giving the demo.
• Demonstration - members are welcome to bring supplies (listed ahead of time on the Guild Blog at www.clayguildmtl.canalblog.com ) so they can work alongside the demo artist should they so choose
• Chair of the Demo Committee thanks the artist who gave the demo in behalf of the members.

 

Guild Structure Suggestions:

President:

Responsibilities: oversight, delegation, representation of the Guild in any outside communications, arrangement for meeting room

• chairs the meetings
• reviews the minutes before approving their inclusion in the Guild's webpage
• receives information from members for inclusion in meeting discussions
• co-ordinates the activities of the various committees

Vice-President:

Responsibilities: backs up the President

• Steps in for the President when unable to fulfill responsibilities.
• Acts at the behest of the President.
• Assumes the Presidency at the end of the President's term unless an election is held

2^nd. Vice-President: (optional)

Responsibilities: backs up the Vice-president

Secretary:

Responsibilities: records the minutes of the meetings

• prepares the minutes, sends then to the President for review and then sends them to the member in charge of the website for inclusion in the webpage
• reads the previous month's minutes at the following meeting

Treasurer:

Responsibilities: financials

• receives and records memberships fees, workshop fees and other incoming amounts
• disburses and records payments
• co-ordinates with the signing members for deposits into the bank
• gives a report to the Guild during the meeting

The above members are considered to form the Executive. They are voted into office by a quorum of Guild members and are charged with setting the agenda for the meetings, including input from any Committee members required.

Committees are established by the Executive to address the needs of the Guild. These are appointments and are not voted on by Guild members.

Suggested Committees:

Demos: approaching members and arranging demos to be given after the business part of the meeting is completed

Workshops: Getting input from the members regarding workshops that would appeal to the members, researching artists to give the workshop, communicating with that artist, assessing costs to establish per member workshop fee, locating appropriate venue, co-ordinating workshop date.

Shows and Exhibitions, Sales and Fundraising: Working out the logistics of and arranging for one annual Show/Exhibition/Sale for the guild members.

Webpage Updates: maintain the Guild Website blog at www.clayguildmtl.canalblog.com so information regarding meeting minutes, announcements, accomplishments, etc. can be accessed by our members, thus minimizing the work required for a volunteer to email or telephone information.

Advertising and Promotion: approaching various public media (internet, newspapers, etc.) to take advantage of free community announcement possibilities to promote our guild and our meetings

Group Purchasing: using the power of volume buying of art supplies by the group on a pre-determined, scheduled basis

Membership and E-mail List: self-explanatory

Library: self-explanatory

Sunshine: helps keep the guild a close-knit fellowship by informing the membership of health or well-being issues and sending appropriate cards signed by the members.

The Committee list will be in flux depending on the ongoing needs of the Guild. Certain functions may be unnecessary at certain times. Some functions may be combined.