The President is the chief executive officer of the Corporation and presides at all meetings of Corporation and of the Board of Directors. She/he 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.

1. Conducts the affairs of the Association.
2. Ensures that orders and resolutions are put into effect
3. Supervises the Administrative Assistant.
4. Negotiates contracts with all contracted employees.
5. Handles the official correspondence.
6. Submits a report of activities prior to board meetings and for the AGM.
7. Calls meetings and sets agenda.
8. Conducts the Annual General Meeting.
9. Acts as a liaison between the members of the Board of Directors.
10. Writes message of greeting to the members for each issue of the Newsletter published during the term of office.
11. Writes the Activity of the Board Report for the Newsletter.
12. Prepares the annual report presented on behalf of the Board of Directors at the Annual General Meeting (AGM).
13. Acts as the signing officer on all CQA/ACC legal documents and contracts, and co-signs the Corporation’s cheques.
14. Sits as an ex-officio member of all CQA/ACC committees and is kept informed of all activities and arrangements.
15. Sends official welcome to all new Directors, Regional Representatives and appointed positions.
16. Ensures all documentation is kept up to date and ensures all Directors are informed of any revised documents.
17. Acts as the liaison between the Board of Directors and the Quilt Canada conference or Alternate Year event chair, to plan the event which will take place during the year she/he serves as Past President.
18. Speaks publicly on behalf of the Association when a request is received.
19. Ensures congratulatory or condolence letters are sent on behalf of the Association.
20. Solicits awards for the National Juried Show and confirms Sponsors for conference.
21. Selects National Juried Show Jury Co-ordinator, Jury members and Judges for the National Juried Show, in consultation with Board of Directors.
22. Oversees the process for the National Juried Show in consultation with the National Juried Show Coordinator.
23. In consultation with the Board of Directors, determines the award prizes for the NJS and Trend-Tex Challenge.
24. Arranges placement of notice of AGM in the Spring issue of the Newsletter.
25. Ensures that the By-laws are up-dated and posted in the Policy and Procedure Manual.
26. Arranges for preparation of certificates of appreciation and gifts to retiring Board members, Regional Representatives, Archivist, Translator and employees of the Association.
27. Co-ordinates expressions of appreciation for the Past President when she/he leaves the Board.
28. Delegates duties as necessary.

Qualifications:

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.

Term:

The term of office is one year and she/he moves to the Past President position the next year.

Hours:

A minimum of 40 hours per week.

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1. Works with the President and learns the duties of the President.
2. Conducts meeting and business of the Association in the absence of the President.
3. Serves as the Chair of the Teacher of the Year committee.
4. Serves as liaison between the Board and the Regional Representatives: corresponds with them on a regular basis; ensures they have enough stationery, membership forms, and other supplies; advises them of their duties; assists them with any questions they may have; ensures that their manuals are up-to-date; and advises them on expense reports.
5. Advises the Regional Representatives of Newsletter deadlines as set down by the Board.  Ensures that each Representative has filed their report with the Newsletter Editor, and if required, contacts any Representative who has not filed a report and assists them with their report, as needed.
6. Forwards the Regional Representative Report to the Director at Large for proof reading prior to sending to the Newsletter Editor.
7. Prepares a report for the Regional Representatives after each board meeting, advising them of any non-confidential decisions of the Board and giving them advance notice of any changes to policy or procedure.
8. Assists the Nomination Chair to fill Regional Representative Positions being vacated.
9. Co-ordinates fund-raising activities for CQA/ACC, specifically the annual CQA/ACC Trend-Tex Quilters' Challenge, as well as any other fund-raising activities as decided upon by the Board.
10. Attends and prepares a report of activities for each board meeting (3) and a yearly summary report for the Annual General Meeting (AGM).
11. 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 the Association.

Qualifications:

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.

Term:

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.

Hours:

A minimum of 25 hours per week.

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1. Acts as a consultant to the current officers of the Corporation.
2. 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.
3. Ensures publication of Call for Nominations in the Winter issue of the newsletter and on the website by October.
4. Ensures job descriptions are up-to-date and are available on the website, or in writing by request.
5. Maintains the Policy and Procedure Manual keeping it current based on Board of Directors decisions. Provides an updated Manual on CD to each Board Member by the Fall.
6. Ensures that members, who volunteer or are approached to serve, are given the complete job description of the intended position, and are fully informed of duties, skills, and time commitment required.
7. Reviews nominations or applications with the Nominating Committee. Committee consists of President and one other Board member.
8. Presents the recommendations of the Nominating Committee to the entire Board for approval.
9. Publishes the slate of officers in the Spring or Summer issue of the Newsletter. 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.
10. Conducts elections, if required, as outlined in By-Laws.
11. Ensures incoming Board members sign the Consent to Serve Form. Maintains records of Consent to Serve documents.
12. Ensures that official chatelaines are prepared for incoming Board members.
13. Orders official name badges for incoming (Board of) Directors, Regional Representatives, and appointed positions.
14. Continues to act as liaison between Board of Directors and organizers of the Conference or Alternate year event, which will take place during the year of the past presidency.
15. Ensures evaluation forms are created and distributed at event. Summarizes the evaluation forms (Conference and teacher) from event and sends copies to the Board of Directors.
16. Adds comments/suggestions to the Conference Reports.
17. Prepares a year-end report for the Annual General Meeting.
18. Co-ordinates the President’s Challenge, collecting fabric from each sitting Board member. Ensures that the box of previously donated fabrics is presented to the outgoing President at the AGM.
19. Performs other duties, as required and requested by the President.

Qualifications:

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.

Term:

The Term of office for the Past President is one year.

Hours:

A minimum of 30 hours per week.

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1. Records all minutes and votes at all Board meetings and at the Annual General Meeting. After approval of the President, sends copies of the minutes of the Board meetings to all Board of Directors. Provides a copy of the AGM minutes for inclusion in the Autumn issue of the Newsletter.
2. Maintains a list of inventory of CQA/ACC materials in the possession of all the Directors.
3. Handles correspondence, as requested by the President.
4. The Secretary/Publicity Director will prepare a power-point on a CD for the National Juried Show and Trend-Tex Challenge winners. Regional Representatives will be given a copy to use with guild presentation, for the purpose of publicizing the benefits of membership.
5. Maintains electronic records for CD’s of each NJS and CQA/ ACC Trend Tex Quilters' Challenge, in duplicate. These CD’s are available for loan to members for a period of 2 weeks (exclusive of shipping time) for the cost of $50.00 (2 $25.00 cheques).  One cheque is deposited to cover administrative and postal charges, the other cheque is destroyed upon the safe return of the slides to the Secretary/Publicity Director. The Secretary/Publicity Director may also keep a file of j-pegs/photographs.  These will be sent to the Newsletter Editor for publication in the Newsletter, as required. Other photos may be obtained for the archives, at the discretion of the Board. Photos are to be labelled and identified in catalogue form where possible.
6. Maintains accurate records of CD’s and other resources currently on loan to members.
7. Forwards materials to the Archivist, as requested by the Board of Directors or the President.
8. Sends copies of By-laws, duly stamped with the Seal, to members requesting a copy. By-laws are to be up-dated by the President.
9. Creates all Award Certificates, with Seal, including the NJS; the CQA/ACC Trend-Tex Quilters’ Challenges; Teacher of the Year; Dorothy McMurdie; Recognition Certificates for out-going Board Members and Regional Representatives; and Appreciation Certificates for volunteers, including Committee Chairs and Committee Members for both on and off-year conference events. 
10. Co-ordinates exhibits and displays, at the request of the Board of Directors.
11. Keeps a list of display properties, if any. Takes advantage of special opportunities to publicize CQA/ ACC but requests permission of the Board to do so, where necessary.
12. Distributes CQA/ACC publicity materials to craft councils, stores, quilt guilds, etc.
13. The Secretary/Publicist includes, with the Board Minutes, all Directors Activity Reports and E-mail motions.
14. Submits a report of activities prior to each board meetings and a summary of activity for the year to be documented for the AGM
15. Maintains a supply of stationery for the use of the Board of Directors and Regional Representatives.
16. Ensures that listing of CQA/ACC in all appropriate directories has information updated, as needed, i.e. names of new Directors, etc.
17. Supervises and maintains the upkeep of the CQA/ACC web page, in consultation with the Web Master, ensuring that all information is updated as required including a listing of resource materials available.
18. Works with both the Off-Year and On-Year Event organizers and the Board of Directors to publicize the AGM, NJS and any events scheduled in conjunction with the AGM.
19. Establishes a committee as Chairperson of other Board of Directors to review and recommend the winner of the Dorothy McMurdie Award. Prepares the pages to be added to the Dorothy McMurdie Award Book and announces the winner at the AGM.
20. Prior to a Conference, prepare and ship paper goods and rosettes required for the NJS and Trend-Tex Challenge.
21. One month prior to Board Meetings, forward activity items for each Board Member.

Qualifications:

Must be a member in good standing for two years previous to their nomination. Excellent organizational and time management skills are essential. A working knowledge of Microsoft Office programs and email is mandatory. Web experience is an asset.

Term:

The term of office of the Secretary/Publicity Director is two years, unless otherwise appointed by the Board of Directors.

Hours:

A minimum of 20 hours per week.

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1. Keeps an accurate financial record using standard accounting practices.
2. Manages the income, disbursements and investments of the Association.
3. Prepares, in co-operation with other members of the Board of Directors, an annual budget. 
4. Prepares a financial report for each Board meeting (3), including a current income statement and balance sheet.
5. Prepares special event financial reports or other financial statements, as requested by the members of the Board of Directors.
6. Prepares and monitors advertising billing for the newsletter, with the approval of the Board of Directors.
7. Issues receipts for monies not acknowledged by other officers.
8. Pays accounts with approval of the Board of Directors.
9. Provides expense account claim forms to Regional Representatives, Board of Directors and appointed positions.
10. Reimburses Regional Representatives, Board of Directors and Appointees for allowable expenses.
11. Provides advances/floats for Directors for designated purposes.
12. Provides appropriate financial records to the Auditor so that an audited statement can be prepared.
13. Presents the audited financial report to the Annual General Meeting and provides copies to members who have requested one.
14. Performs any other duties as required and/or requested by the President.
15. 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 the Association.
16. Attends and prepares a report of activities for each board meeting (3) and a yearly summary report for the Annual General Meeting (AGM).

Qualifications:

Must be a member in good standing for two years previous to their nomination. Extensive knowledge of standard bookkeeping and financial practices is mandatory. Familiarity with computer accounting programs an asset.  Knowledge of Microsoft Office software and email programs is essential.

Term:

The term of office of Treasurer is for two years, with possible extension of two years.

Hours:

A minimum of 20 hours per week.

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1. Actively promotes the CQA/ACC with a view to constantly increasing membership as well as retaining current membership. Liaises with Administrative Assistant and Board, if necessary, on membership issues that may arise.
2. Works with Administrative Assistant to prepare printing estimates for Editor & President prior to printing of Newsletter..
3. Orders membership pins, as necessary.
4. Gives suggestions to keep current the membership section of website.
5. Submits an activity report prior to each Board Meeting and a one year summary report of activities prior to the AGM.
6. Works with other board members on Association business which may include revisions of documents, procedures, and event planning, decisions on policy or day to day running of the Association.
7. Oversees Agnes Boal Bursary qualification and selection.
8. Monitors attendance of members at Annual General Meeting.
9. Oversees fundraising and marketing activities for the Association.
10. Canvasses and ensures all quilting events are published in the current issue of the Canadian Quilter Newsletter and posted on the CQA/ACC Web site.
11. Publicizes the process for ordering rosettes on the bulletin Board section of the Newsletter..
12. Receives requests for Rosettes, sends them to applicants and keeps records documenting who has received them. If applicants do not send in slides and/or photos of their Rosette winners within a pre-determined time, contacts the applicants and requests they do so. Forwards photos/slides and information sheets of Rosette winners to the Newsletter Editor for inclusion in the Newsletter, as space permits.
13. Posts the winners of the Rosettes on the CQA/ACC Web site.
14. Contacts the Secretary for supply of appropriate Rosettes and maintains a record of the Rosettes forwarded to guilds.

Qualifications:

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. MS Access database knowledge would be an asset for understanding Administrative Assistant’s procedures. 
Experience in marketing would be an asset

Term:

Term of office for Membership Director is 2 years with a 2-year renewal option.

Hours:

A minimum of 10 to 20 hours per week.

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1. Facilitates the publication of all Association’s documents including modifications to existing documents and creation of new documents.
   1. Gathers information from the appropriate Director(s) for the document production.
      
   2. Forwards information and content to a paid professional graphic artist to produce samples of the Association’s documents.
   3. Reviews the draft documents to ensure accuracy of content and desired layout.
   4. Obtains quotes for the cost of printing documents.
   5. Determines the quantity of the document that is printed, in consultation with the Board.
   6. Orders and oversees the printing process to ensure that a quality product is produced.
      
   7. Arranges, in consultation with the Board of Directors, for the translation of documents into French, as required.
   8. Ensures that documents are formatted and placed on the web site as required.
   9. Gathers regional reports from the Regional Representatives, each quarter, proofreads and reviews format to ensure accuracy prior to forwarding to the Newsletter Editor.
   10. Consults with the Vice President with regard to Regional Representatives about their regional reports timeliness and accuracy.
       
2. Acts as the liaison between the Board of Directors and the Newsletter Editor.
   1. Informs Newsletter Editor of decisions made by the Board of Directors that affect the content or production of The Canadian Quilter.
      
   2. Keeps the Board of Directors informed of any questions, concerns or suggestions from the Newsletter Editor.
      
   3. Collects information from other directors for the newsletter, proofreads articles, and forwards these to the newsletter editor and to the translator (as required), in particular for the Notice Board.
      
   4. Works with both the Off-Year and On-Year Event organizers and the Board of Directors to publicize the AGM, NJS and any events scheduled in conjunction with the AGM.
3. Participates in the general operation of the Association with the other Directors
   1. Participates in policy and protocol discussions/decisions related to day-to-day operations of the Association and yearly conferences.
      
   2. Attends and prepares a report of activities for each of the three yearly board meetings.
      
   3. Prepares an annual summary report for the Annual General Meeting (AGM).
      
   4. Facilitates the printing of the Agenda and Board of Directors Annual Reports for members.
      
   5. Performs any other duties as required and/or requested by the President.
      
   6. Promotes the Annual Quilt Month.
4. Facilitates regular reviews and evaluations of various facets of CQA/ACC to ensure the continued success of the organization.
   1. In consultation with Board of Directors, determines the focus of the review and evaluation
      
   2. Determines time frame for evaluation/review based on focus
      
   3. Oversees review and evaluation
      
   4. Complies and distributes results in timely fashion

Qualifications:

Must have the ability to work both as a member of a team and independently with excellent communication skills and expertise in written language. Working knowledge of Microsoft Office and e-mail is essential. Knowledge of printing and publishing industry is an asset. Must be a member in good standing for two years previous to their nomination.

Term:

The term of office of the Publications Director is for two years with the option of an additional two years when she/he is approved by the Board of Directors.

Hours:

A minimum of 15 to 20 hours per week.

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1. Serves as liaison between the CQA/ACC members in their province or territory, quilting groups or educational groups and the Board of Directors, working under the direction of the Vice President. A CD containing the NJS and Trend-Tex winning quilts will be provided to the Regional Representative. This may be used for publicity purposes, such as guild presentations.
2. Dispenses CQA/ACC literature to guilds and shops in their province or territory as able, promotes CQA/ACC and encourages membership in the association. Updates the list of guilds and shops in their province or territory and forwards this information to the Vice President and Administrative Assistant twice annually, October 1 and March 30.
3. Prepares a report for each issue of the newsletter concerning quilting activities in their province or territory following the current submission guidelines. The first report is due September 21 for the Winter issue of The Canadian Quilter. 
4. Submits directly to the Vice President, on an approved expense form, expenses relating to work performed on behalf of CQA/ACC. Please refer to the Expense Guideline For CQA/ACC Regional Representatives (December 2006) for allowable expenditures and procedure for filing your expense forms.
5. Shares suggestions for advertising/ promotional opportunities in their region or province with the Board of Directors. Approval must be received from the Vice President before proceeding.
6. Writes and submits two Activity Reports annually to the Vice President. This report summarizes activities attended or performed on behalf of CQA/ACC. The first report is due December 15, the second due June 20.
7. Works with the Past President, if required, to recruit members to serve as Directors or Regional Representatives.
8. Forwards manuals, files and other related materials to the incoming Regional Representative within one month from date of the Annual General Meeting or upon submission of the Fall Report to the Newsletter Editor upon completion of their term.

Qualifications:

Must be a member in good standing for two years previous to their nomination. Excellent public speaking and public relation skills are essential. A working knowledge of Microsoft Office, particularly Word, and email programs is mandatory.

Term:

The term of a Regional Representative is two years following appointment at the AGM and ending with the submission of their final report for the Autumn issue of The Canadian Quilter.  The Board of Directors may extend this term.

Hours:

A minimum of 10 - 15 hours per month.

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1. Organize and maintain all documents and materials as received from the Board of Directors.
   
2. Provide a yearly up-to-date inventory, due annually by the end of August.
3. Forward files or copies of, upon request from any Board member.
4. Maintain a record of activities. Activity reports to be submitted to the President prior to each Board Meeting.
5. Receive and file quarterly indexes of the newsletter received from the Newsletter Editor.
   
6. Receive and file, from any Board member, pictures of promotional items, advertising, etc.
   
7. Receive and file copies of the minutes of Board of Directors meetings of the previous fiscal year (January – December) following the AGM as received from the Secretary/Publicity Director.
   
8. Receive and file the minutes of the Annual General Meeting as received from the Secretary/Publicity Director.
   
9. Receive and file NJS and Trend-Tex Challenge pictures.

Qualifications:

Must be a member in good standing for 2 years prior to nomination. Must be able to provide safe storage in a smoke-free environment for the Association’s archives. Should have working knowledge of Microsoft Office software including email.

Term:

This 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.

Hours:

A minimum of 5 hours per month.

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1. Translate several articles for each of the four issues of The Canadian Quilter including the President’s Message and the Notice Board.
   

2. Translate other documents for the Association, as required by the President.
   

3. Reports to the Director at Large.

Qualifications:

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.

Term:

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.

Hours:

Variable

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