SOS CHAPTER RESOURCES

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* Elected for a 2-year term as prescribed in the bylaws.
* Chairs meetings, and provides a report on the affairs of the chapter and any communication from the Federation.
* Provides leadership for the Chapter and makes sure that the mandate of the organization is followed.
* Keeps the membership informed with events, plans and opportunities with the Chapter and the Federation.
* Sees that the duties for the functioning of the chapter are covered or delegated.
* Is available as much as possible for the Chapter functions, such as Openings and special meetings.
* One of the two or three signing officers for the Chapter bank account.
* Represents the Chapter membership with the Federation.
* Keeps the Chapter Resource Handbook and other manuals available to members and pass them on to the next Chairperson.
* Prepares the Agenda for both Executive and General Meetings.

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~ 1st VICE-CHAIR

* Elected for a term of one year to work closely with the Chair. It is assumed that the 1st Vice Chair will become the Chair in the following year.
* Attends all Executive meetings if possible and is prepared to serve as chairperson in the absence of or by the request of the Chairperson.
* Responsible to the Chairperson and works in a direct and supportive role.
* Communicates and assists other members of the Executive to carry out duties related to the operational requirements of the Chapter.
* Participates in and manages projects as agreed by the membership or requested by the Chairperson.
* Provides reports, verbal or written as requested, to the membership.
* Can be one of the three signing officers for the Chapter bank account.
* The 1st Vice Chair heads up the Nomination Committee prior to the AGM.

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* Elected for a term of one year to work closely with the Chair and 1st Vice Chair.
* Attends all Executive meetings if possible and is prepared to serve as chairperson in the absence of or by the request of the Chairperson.
* Responsible to the Chairperson and works in a direct and supportive role.
* Communicates and assists other members of the Executive to carry out duties related to the operational requirements of the Chapter.
* Participates in and manages projects as agreed by the membership or requested by the Chairperson.
* Provides reports, verbal or written as requested, to the membership.
* Can be one of the three signing officers for the Chapter bank account.
* The 2nd Vice Chair will keep all the job descriptions updated and assist the 1st Vice Chair on the Nomination committee before each AGM.

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* Attend Executive AND General Meetings.
* Record minutes.
* Circulate the Sign-In book both at the Executive meeting and the General meeting.
* Bring FCA-SOS member nametags to General Meetings.
* Photocopy minutes and bring to the next monthly meeting.
* FCA has a black and white copying account at UPS, which is prepaid.
* Fill in the Copy Counter form at UPS - if it is busy, you can just pass it over the counter and leave.
* If you are not able to attend a meeting, find someone who will take minutes and pass the sign-in book over to them.
* Write correspondence on behalf of the FCA. Keep Vancouver correspondence organized, we often refer to it.
* Maintain books with minutes, agendas, correspondence, budgets, etc.
* Send changes to Chapter Executive to the FCA Chapter Liaison and Art Avenue.
* Send information for publication in Art Avenue. Chapter Events, Shows, show winners etc. - see FCA Art Avenue submission guidelines for more information and deadlines. (Deadlines vary every year.)
* Our return address is at the mailbox at UPS, 113-437 Martin Street, Box 154. Penticton, BC, V2A 5L1
* If you need to purchase supplies, keep the receipt and pass on to the Treasurer and you will be reimbursed promptly.
* Email Membership Prime for an up to date list of the membership. This list has emails as well as mailing addresses.

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* Is an officer of the organization.
* Sits on the Board for a 2 year term.
* Can vote.
* Keeps full and accurate accounts of all receipts and disbursements.
* Ensures all receipts are deposited in such bank accounts as determined by the Board.
* Writes receipts where requested.
* Coordinates with and advises committee members of payments which relate to their committee.
* Advises committee members on how they stand in relation to the budget.
* Prepares monthly financial statements.
* Prepares Annual Statement of Revenue & Expenses.
* Prepares an Annual Budget with input from executive and committee heads.
* Writes grants requests for the 4 local Arts Councils (Penticton, Oliver, Summerland and Osoyoos).
* Ensures that any term deposits are renewed when necessary.

One of the most important responsibilities of the Treasurer is to monitor the budget. Keeping track of income and expenditures is one thing; keeping track of the budget is another. The Treasurer needs to inform the Board on a regular basis as to whether income and expense projections are turning out as predicted. If not, the Board needs to make the appropriate adjustments.

The Treasurer also takes a lead role in the preparation of the budget for the upcoming year. By developing a balance sheet to assess the financial health of the association, and by analyzing the current budget and comparing it to the last budget, the Treasurer should be able to develop a budget that can satisfy the needs of the association.

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* Purpose - to maintain an up to date membership list. *

* T0 keep a list of members and contact information: Email, mailing address, telephone number, membership status and make copies of list available to all members.
* Provide an up to date list to Newsletter person and Fan-Out person.
* Ensure members have paid FCA Vancouver dues.
* Have copies of Chapter and FCA membership application brochures available at meetings and art shows.
* Ensure new members receive a new member information file.
* Update as needed - name tags for members.
* Provide new members with Chapter Membership cards.

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* The chapter newsletter is sent out as needed. The information is requested about a week before the deadline from the various committee heads:

· Report from the Chair
· Exhibition
· Workshops
· Programs

* The Secretary forwards the minutes of meetings to the Editor so that items of interest may be included in the Newsletter.
* The Editor may include miscellaneous items of interest in the newsletter that they consider interesting to the membership.
* The Membership chair keeps the list of members updated and forwards it to the Newsletter person. New members are typed in italics.
* The Newsletter is emailed to everyone who has an email address. The balance are photocopied and mailed to those individuals (very few).

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* Job description is being rewritten. It will be posted when completed.

* Job description is being rewritten. It will be posted when completed.

* Two or Three Co-chairs:
* Forward "Exhibition" info to Newsletter person well in advance.
* Find locations for new shows.
* Search out galleries for one or two juried shows per year - booked at least one year ahead.
* Info regarding Juried shows in Juried Shows folder.
* Set up details of show - use planning form for initial meeting - leave a photocopy of the completed form at the location.
* Co-ordinate "opening reception" if needed. Entry fee usually covers part of this cost.
* Oversee FCA standard of frames and mats. Poor quality/damaged frames should be rejected.
* Assign a person to collect entry fee for show - All cash to Treasurer.
* Prepare a list of artists exhibiting on the computer. Can be completed at the initial hanging, then retyped.
* Keep track of show Income and expenses on the reverse side of the planning form - This is usually delegated to a volunteer.
* Each show needs to have an accounting of income/expenses.
* Delegate a person to be responsible for Bio Book, Guest Book, receipt books and cash box, FCA banner, 2 sandwich board signs, 2 stick in the grass signs, and one metal roadside sign.
* Co-ordinate publicity - giving them the correct information, dates times etc.
* Co-ordinate hanging committee.

~ PUBLICITY (Subcomittee of Exhibition Committee)

* Organize advertising, local newspapers, interview with Alanna Matthews, Western Advertiser, CBC Radio, TV interview, Arts Councils. Create invitations and posters for each show·

~ HANGING COMMITTEE (Subcomittee of Exhibition Committee)

* Transport screens, ladders, and assist with hanging show.

* Job description is being rewritten. It will be posted when completed.

* Job description is being rewritten. It will be posted when completed.

* Provide refreshments for Chapter meetings.

* Job description is being rewritten. It will be posted when completed.

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