CFWS Board Positions and Volunteer Opportunites
Volunteer opportunities are not limited to CFWS Board Positions. Assistance during meetings, special events, exhibit openings, etc. is always appreciated. Contact your board member if you have a interest in helping out.
|Accounting/Bookkeeping:||Your spreadsheet skills could be used by Membership or Treasurer or other special projects|
|Public Relations:||Your skill could be by PR chair to develop strategies and writing communications.|
|Instruction/Plein aire:||Your teaching skills to perform demos or workshops.|
|Writing/Communication:||Your writing skills to author articles for the newsletter, website , grants or special projects.|
|News/Photography:||Your skill used at meetings, special events, for publication in newsletter and website. Work with members digitizing photos for art shows.|
|Technical/Web Design:||Your skills with WordPress administration could be used by our webmaster to define web strategy, create additional content and special projects.|
We have listed “job descriptions” of the various board positions. We welcome your interest in any position. Most board appointments are for one season unless specified or should you choose to give more time. Contact the CFWS president with your interest.
- Sets the agenda and conducts the board meetings. (The VP or secretary can assist in his/her absence). (Presently we are using ZOOM) Occasionally we meet face to face.
- Serves a two season term (August-Mayx2)
- Maintains the calendar of events and secures location for meetings.
- Writes a brief President’s Message for the newsletter. (Past messages are archived)
- Provides leadership for all facets of the society and coordinates with the other board members to keep the society running smoothly.
- Is able to write checks and use the CFWS debit card for board approved purchases.
- Can have a co-president if he/she chooses.
- Reviews board minutes and instructs the secretary to send them to the full board.
- Reviews financial statements of the treasurer.
1. Assist the President
2. Perform the duties of the President when the President is not available.
3. Attend the board meetings
4. Chair the nominating committee*
5. Plan programs at monthly meetings except when a guest artist is doing a demo prior to the workshop.
Oversee Holiday party and Committee:
- Gather prizes for the holiday party;
- Organize the Holiday raffle;
- Organize the voting of members’ choice painting at the Holiday party.
* Ideally the First Vice-President should be the president-elect whose term shall succeed the term of the President.
Interest to author posts to the CFWS website is helpful.
- Attends board meetings and takes notes.
- Sends minutes to the president for a quick review, then sends them out to the entire board. (maintaining a CFWS Board contact makes this quick and easy.)
- Be sure that the minutes (and treasurer’s report) from each prior month is motioned and seconded at the present meeting.
- Log the minutes into the computer record.
- Keeps an up-to-date list of board members, their positions, email, phone numbers, addresses. Maintains them in his/her phone and computer contacts.
- Stays up to date on the calendar—workshops, events, meetings, etc.
- Writes up the board minutes in a timely manner. (Hopefully within a week.)
- Write a very brief summary of the minutes for the newsletter. (New feature as of 1/20/22)
- (Optional: When alerted to a board member or founding member being hospitalized or suffering from an illness, etc. send a card on behalf of the board.)
- (Optional) Send a note and card of condolence to the family if a member of the society passes.
The primary responsibility of the treasurer is to assure the financial health of the organization is maintained by processing all banking transactions in an accurate and timely manner, reporting financial information to the Board, and arranging for any other reports to outside agencies to be made in a timely manner.
- Prepare the Balance Sheets and Profit & Loss Statements and presents them to the board.
- Balances the CFWS checkbook.
- Prepare (or arrange to have prepared) and file annual reports:
o Form 990 to the IRS
o 1099s to anyone paid over $600 and 1099 reports to IRS
o Florida State Annual Corporation Report and pay fee (Sunbiz.org)
o Renew when needed the Florida Tax Exempt Certificate (check expiration date)
- Make payments as necessary. (Debit card provided.)
- PayPal-from account to bank
- Financial signature (Chase)
- Knowledge of Quicken highly desired.
1. Enjoy your job!
2. Purchase supplies needed for monthly meetings:
- Coffee Cups (8 oz) 80 per month on average
- Cold Cups (7 oz) 65 per month on average
- 6” paper plates 85 per month on average
- Coffee (Laura Lee donates) Regular
- Tea: reg, decaf & herbal
- Spoons & stirrers
Treasurer reimburses quickly.
Receipts & Reimbursement Form Required
Prepare drinks 1 hour before scheduled meeting – Hot Water Pot for tea
- Plastic cloths on tables for food & drink (1 table-drinks; 2 tables-food)
- Create table decor each month
- Secure volunteers to help each month (3 or 4)
- Receive food & arrange on tables
- Clean up: wipe down table cloths, fold & reuse again
- Wash coffee pot and drink dispensers belonging to the club.
- Leave kitchen in good order
- Storage Unit can hold coffee pot & dispensers (or store at home).
- Two plastic storage bins hold all supplies.
- Other than December covered-dish, refreshments are finger foods.*
- 55 Cup Coffee Pot – 35/40 cups is plenty each month except Dec.
- Juice Dispensers: Fill water from faucet, add ice from kitchen
- Make Lemonade
- Use 6” paper plates each month for finger food
- Use Styrofoam Cups for coffee (Costco or GFS); Plastic Cold Cups/juice
- December Christmas Party: 10” strong Paper Plates for main food
- 6” paper plates for dessert. Soup Bowls(Styro) for soup/sauces
- Special table decor for 10 tables of 8 place settings each.
- Place Serving spoons, cake cutters, soup ladles on table as needed.
- Plastic utensils
- *Normally designated by ABC order.
1. Receive applications for all new members.
2. Keep current database of each member’s names, address, phone number and email address and member status.
3. Notify all members when it is time to renew membership dues in May for the coming season.
4. Verify membership to ensure continuation by regular members. Compare from previous year and contact laggers.
5. Send checks to the treasurer to deposit for membership dues.
6. Keep email address in internet mail format current and up-to-date. Coordinate with Treasurer, Newsletter & Web chairpersons.
7. Mass email news and information as required.
8. Sit at the Greeter table to answer membership questions, distribute membership directories, make up new or lost nametags and collect dues and demo fees.
9. The current chairman also prepares the membership book.
- Attend board meetings to gather information on upcoming events, to coordinate between Newsletter, Facebook, Web, and Public Relations.
- Post recaps of general meetings, demonstrations, plein air events and any other activities the society is involved in.
- Create and edit posts which might include copy, photos and links to other websites. So a working knowledge of WordPress is helpful.
- Manage brand strategy across all platforms.
- Work with the Web Advisor to coordinate web content and design.
1. Work with the CONTENT MANAGER to publish information of interest to membership such as: announcements from monthly meetings, workshop and gallery opportunities, local art shows and honors to members.
2. Write articles or edit material submitted by members.
3. Prepare digital document and broadcast a newsletter on-line each month from August through May.
The deadline for copy being submitted is the 10th of each month. Finished composition should be proofed, saved as a PDF and sent out to reach members soon after to be time sensitive – no later than 10 days before the next monthly meeting.
4. Send out extra mailings and e-mail notices to members as required.
5. Coordinate with membership chairman to maintain a current list of member’s addresses and e-mail addresses.
6. If possible, create and publish workshop flyers, and other collateral for the society.
- Work with the CONTENT MANAGER to write press releases for media outlets for coverage of CFWS activities.
- Send information to the various press outlets to advertise CFWS events and activities using the [email protected] email account;
- Monitor the [email protected] email account regularly to keep communication and information with press outlets active with current updates.
- Cultivate relationships with major Arts and Media Outlets in order to promote community interest, awareness, and membership in the CFWS.
The WEBADVISOR works closely with the CONTENT MANAGER to publish provided content to the centralfloridawatercolor.org website. The CFWS site is WordPress format hosted by GoDaddy.
- A knowledge of WordPress is helpful, a desire to learn WordPress is necessary. A proficiency in html/php web design/programing is helpful.
- Upload and downloading of files via a ftp client is required.
- An understanding of domain registration, web hosting and email account management using GoDaddy interface is required, using photoshop (or equivalent) to create and edit images.
CFWS GoDaddy Account or current hosting service:
- Monitor domain renewals when due;
- Monitor hosting service fees when due: Plesk & WordPress hosting;
- Monitor email accounts associated with the centralfloridawatercolor.org domain.
- Work with the Content Manager to coordinate the posting of content;
- Maintain Website with current news and information about upcoming events submitted by the Content Manager;
- Insure the event calendar is current and provides accurate information;
- Market CFWS exhibitions and events that are open to the public;
- Provide a seamless online method to join and pay for membership dues & show entry fees;
- Promote CFWS sponsored workshops to the public and provide online registration and payment options;
- Monitor site content (policies and procedures) for accuracy and edit content when necessary;
- Post member work when available: Annual Show, Special Exhibits, etc.;
- Create any necessary graphic elements that new content requires, photo editing skills a plus.
1. Arrive early. The Greeter/Membership table should be set up by 12:20.
2. Sit at entrance and greet members and guests.
3. Pass out nametags to members. After meeting, collect and sort name tags for the next meeting.
4. Provide information on CFWS. Place brochures, fliers, and Change of Address Forms on table.
5. Prepare sign-in sheets for members and guests in notebooks for each meeting.
6. Replenish supplies as needed.
PLEIN AIR COORDINATOR
- Coordinate places for the artists to paint outdoors during the months of January, February, March, April, May, October, November.
- Observe schedule: Plein Air outings normally take place on the 3rd Saturday of each month starting at 10 a.m. Occasionally due to holidays or special events the date may change.
- Inform the members of upcoming events through the newsletter, website and announcement at meetings.
- Occasionally recruit and promote a volunteer artist to do a demonstration of plein air at an event.
- Greet the artists, take photos and do a short write up of each event and send to the newsletter editor and webmaster.