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Regional Board Position Descriptions

 

President
  • Provides leadership and vision to the Regional Board to promote membership and to further the IPCA’s standing in the regional polymer clay community.
  • Sees that the responsibilities of the Association, as described in the Bylaws, are carried out in a timely and creditable manner.
  • Adheres to and instructs the Regional Board about the guidelines and code of conduct determined by the Executive Board.
  • Maintains close contact with the Executive President and is able to ask for advice or direction.
  • Liaises with and guides Regional Board members and Committee Chairs and helps solve problems that arise.
  • Nominates Chairs for standing committees and serves as ex-officio member of all committees.
  • Represents the IPCA at regional events.
  • Sets dates and times of Regional Board meetings and compiles agenda.
  • Conducts Regional Board meetings in English, according to IPCA Bylaws. Currently meetings are held by conference call, but video-conferencing may be used at times.
  • Conducts Regional Board business by e-mail between meetings.
  • Reviews draft budget provided by Regional Treasurer.
  • Solicits reports from Regional Board members and Committee Chairs.
  • Attends the Executive Board monthly meeting as a full voting member and presents a regional report.
  • Responds to IPCA related emails on a daily basis.
  • Skills and equipment required: personal computer, word processing software and daily email access. Other computer capabilities are helpful. Approximate time requirement: 10 hours per week, 40 hours per month.

Vice President for Education

  • Assists the Regional President in accomplishing their duties. Assumes the President’s responsibilities in their absence.
  • In consultation with the Executive VP and the fellow Regional VP for Education, promotes public awareness of polymer clay as a fine art and craft medium. Works with outside publications, museums and galleries to educate the public about polymer clay.
  • Develops an educational programme, suiting all levels of ability, in consultation with the Executive VP and fellow Regional VP for Education.
  • Organises and plans regional IPCA events such as conferences, retreats and juried shows. Liaises with Executive VP and fellow VP for Education to ensure that events aren’t duplicated or are too close together. (Events for 2016 in Europe and the US are already in the planning stages and VPs for Education will shadow the Chairs).
  • Seeks locations, prepares budget for the event in consultation with the Regional Treasurer and presents the information to the Regional Board for voting.
  • Recruits team members to plan, publicise and staff events.
  • Oversees production of events, holds regular team conference calls, exchanges e-mails and ensures progress of plans and adherence to the budget.
  • Liaises with the event staff at the hotel/location.
  • Identifies regional advertising opportunities, both in print and online, and agrees an advertising budget with the Regional Treasurer. Presents the information to the Regional Board for voting
  • Co-ordinates with Executive VPs for Education and the Website and Social Media in the preparation of graphic work to ensure that the correct IPCA branding is used.
  • Skills and equipment required: Must know how to create a Word document and an Excel spreadsheet. Volunteer will supply their own hardware, software and internet access. Other helpful skills include knowledge of Adobe Photoshop or similar photo formatting and a background in WordPress web programming. Approximate time required: 8 hours per week, 32 hours per month and more during event planning.

Regional Treasurer for The Americas

  • Must be a US resident.
  • Works with the IPCA Executive Treasurer to ensure that the IPCA Americas is operating within the regulations established by the Executive IPCA and local laws.
  • Follows established policies and structure to ensure the safekeeping of the IPCA Americas’ financial resources, within the framework of GASB non-profit accounting.
  • Advises Executive and Americas’ Boards and Event Committees regarding with IRS and GASB regulations related to Non-Profits, conferring with the Association’s auditors or the IRS when necessary
  • Enters into banking agreements and relationships, including obtaining a credit card for use during events and a debit card for normal monthly charges.
  • Follows system of fund flow within the IPCA to support approved programs
  • Receives checks, cash, and money orders payable to IPCA; enters monies received into the bookkeeping records and deposits funds into IPCA account. Maintains PDF copies of checks in financial historical data bank. This includes detailed daily revenue breakout from Paypal spreadsheets during event registration.
  • Pays vendors and reimburses IPCA officers and committee chairs for approved expenditures
  • Maintains detailed accounting records in QuickBooks Pro for Non-profits software (by Intuit) supplied by IPCA, with supporting documents in PDF format in historical financial data bank.
  • Monitors spending to help ensure that funds are being spent according to approved budget
  • Prepares monthly reports of revenues and expenditures for the Executive Board, and presents a monthly reimbursement to the Executive Board of their share of revenue received during the previous month by the 10th of each month.
  • Prepares necessary files to be forwarded to the independent accountant who does the yearly IPCA audit, prepares IRS form 990 (February) from Quickbooks for auditor review, and completes on-line annual Virginia Corporate Annual Report filing (March), and annually pays Virginia Annual Fee (January).
  • Obtains Association’s liability Insurance for the Americas Board (annually) and Events
  • Maintains relationship with the Association’s Registered Business Agent.
  • Participates in regular meetings of Executive Board (usually by conference call) and makes reports as requested (schedule to be determined, no less than quarterly)
  • Participates in monthly meetings of Americas Board (usually by conference call) and makes monthly written reports
  • Participates in meetings of Retreat and Conference Committees (usually by conference call) as requested, acting as a financial/regulatory sounding board and providing historical financial data of previous events.
  • Maintains a computer interface for on-the-spot payments at Events for registration, galleries and auctions. Maintains a database for multiple-payment registrations, billing registrants monthly as designed (usually2-4 times), dunning delinquents, and manually updating the registration software database for payments received or providing registrar with a listing of payments.
  • Maintains historical financial data bank in pdf and spreadsheet formats.
  • Skills and equipment required: knowledge of non-profit bookkeeping procedures; home computer capable of running the QuickBooks Pro for Non-Profits 2013 accounting software; word-processing and spreadsheet software and knowledge; knowledge of Paypal billing system; daily secure access to e-mail and Paypal (except when traveling) Approximate time requirement: 6 hours/week (24 hours/month) during non-event months; 9-12 hours/week during heavy event registration periods.
The Executive Treasurer is ready to act as a resource to the Regional Treasurers, offering guidance, advice and assistance when requested. The ET can be used as a sounding board for the RTs.

Regional Treasurer for The Rest of the World

  • Must be an EU resident.
  • Works with the IPCA Executive Treasurer to ensure that the IPCA “Rest of the World” is operating within the regulations established by the Executive IPCA and local laws.
  • Establishes policies and structure to ensure the safekeeping of the IPCA's financial resources, within the framework of GASB non-profit accounting and IAASB International Accounting Standards.
  • Advises Executive and “Rest of the World” Boards and Event Committees regarding with VAT and EU Corporate tax regulations as they relate to the IPCA ”Rest of the World”, conferring with the Association’s auditors or tax authorities when necessary
  • Enters into banking agreements and relationships, including obtaining a credit card for use during events and a debit card for normal monthly charges.
  • Establishes system of fund flow within the IPCA to support approved programs
  • Receives checks, cash, and money orders payable to IPCA; enters monies received into the bookkeeping records and deposits funds into IPCA account. Maintains PDF copies of checks in financial historical data bank. This includes detailed daily revenue breakout from Paypal spreadsheets during event registration.
  • Pays vendors and reimburses IPCA officers and committee chairs for approved expenditures
  • Maintains detailed accounting records in QuickBooks Pro for Non-profits software (by Intuit) supplied by IPCA, with supporting documents in PDF format in historical financial data bank. This includes the use of “fund accounting”, utilizing Quickbooks Programs to track revenue and expenses for various events types, such as Retreat, Conference, Juried Event, ETC.
  • Monitors spending to help ensure that funds are being spent according to approved budget
  • Prepares monthly reports of revenues and expenditures for the Executive Board, and presents a monthly reimbursement to the Executive Board of their share of revenue received during the previous month by the 10th of each month.
  • Prepares necessary files to be forwarded to the independent accountant who does the yearly IPCA audit, prepares IRS form 990 (February) plus any European tax returns from Quickbooks for auditor review, completes fields and pays tax related to any base country annual report and sales taxes as required.
  • Obtains Association’s liability Insurance for the ‘Rest of the World’ Board (annually) and Events
  • Maintains relationship with the Association’s Registered Business Agent in the base country.
  • Participates in regular meetings of Executive Board (usually by conference call) and makes reports as requested (schedule to be determined, no less than quarterly)
  • Participates in monthly meetings of the Rest of the World Board (usually by conference call) and makes reports as requested.
  • Participates in meetings of Retreat and Conference Committees (usually by conference call) as requested, acting as a financial/regulatory sounding board and providing historical financial data of previous events.
  • Maintains a computer interface for on-the-spot payments at Events for registration, galleries and auctions. Maintains a database for multiple-payment registrations, billing registrants monthly as designed (usually2-4 times), dunning delinquents, and manually updating the registration software database for payments received or providing registrar with a listing of payments.
  • Maintains historical financial data bank in pdf and spreadsheet formats.
  • Skills and equipment required: knowledge of non-profit bookkeeping procedures; home computer capable of running the QuickBooks Pro for Non-Profits 2013 accounting software; word-processing and spreadsheet software and knowledge; knowledge of Paypal billing system; daily secure access to e-mail and Paypal (except when traveling) Approximate time requirement: 6 hours/week (24 hours/month) during non-event months; 9-12 hours/week during heavy event registration periods.

Secretary

  • Maintains copies of the Regional Board’s Minutes and Board roster in both electronic and hard copy formats.
  • Participates in Regional Board meetings and decision making conducted by phone and electronic media, including video conferencing.
  • Takes Minutes at monthly meetings.
  • Reports business conducted by e-mail in standard Minutes format. Helps monitor status of Board business conducted by e-mail to ensure that ongoing business is completed and members are kept aware of votes in progress and required actions.
  • Maintains a copy of the drafted, and then approved by the Regional President, Minutes.
  • Distributes approved Minutes to the Regional Board members and the Executive President.
  • Has access to the IPCA Bylaws, past and present Executive Board Minutes and fellow Regional Board’s Minutes.
  • Skills and equipment requirements: personal computer, word-processing software and daily access to e-mail. Knowledge of Roberts Rules of Order (robertsrules.org), or willingness to learn is essential.
  • Time required: 5 hours per week, 20 hours per month.

Vice President for Membership and Social Media

  • Corresponds with current and prospective members. Provides information and answers questions on membership.
  • Prepares a monthly membership report for the Regional Board and sends a copy to the Executive Board VP for Membership.
  • Works with the Regional VP for Education to increase awareness of the IPCA and the use of polymer clay as an art form.
  • Helps Executive Board VP for Membership and Social Media with the organisation of administrators and moderators for the IPCA Facebook pages.
  • Skills and equipment required: personal computer, word processing and database management skills or willingness to learn. Daily e-mail access, knowledge of Facebook and experience of managing FB groups (not essential as training will be given). Volunteer provides hardware and internet access. IPCA supplies Access and Excel software. Experience with Access is preferred, but training will be provided as needed. Approximate time requirement, 10 hours per week, 40 hours per month.

Vice President for Newsletter and Social Media

  • Gathers news from the region regarding members, events, workshops etc.
  • Submits Regional Member roster to Executive Board VP Newsletter.
  • Gathers information on members for interviews, with photos.
  • Co-ordinates weekly with Executive Board VP Newsletter for next issue.
  • Post information on Facebook about events happening in the region.
  • Sources roving reporters in other parts of the region for news gathering for possible publication.
  • Skills and equipment requirements: e-mail access is essential via personal computer plus scanning ability, other computer skills, particularly photo editing would be useful.
  • Approximate time required: 10 hours per week, 40 hours per month.

Vice President for Guild and Group Liaison

  • Establish and co-moderate all IPCA Facebook pages as a communication tool between guilds, groups and other organisations.
  • Maintain and share up to date contact information for local guild/group leaders
  • Serve as the contact person for IPCA members and others seeking information on joining or forming a guild/group.
  • Assist newly formed guilds/groups in the areas of membership, marketing, insurance and publicity.
  • Develop a method for multi-language communications (translation tools) between guilds/groups as needed.
  • Provide information about Regional guilds/groups, their history and events to the Regional VP Newsletter and Social Media.
  • Attend monthly Regional Board meetings.
  • Skills and equipment required: personal computer and e-mail access, other computer skills useful.
  • Approximate time required: 5 hours per week, 20 hours per month.

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