Board of Directors Position Descriptions

OFFICERS OF THE ASSOCIATION

The Board of Directors shall have the following elected officers:

The Immediate Past President, together with the above officers, constitute the Board of Directors of the Association.

In addition to general duties prescribed by these Bylaws, particular Officers shall have these specific rights and duties:

President

Provides leadership and vision to promote membership and to further the IPCA’s standing in the worldwide polymer clay community.

Sees that the responsibilities of the Association, as described in the Bylaws, happen in a timely and creditable manner.

In consultation with the Board members, draws up guidelines and a code of conduct to which all Board should adhere.

Nominates chairs for standing committees and serves as ex-officio member of all committees.

Liaises with and guides Board members and direct-reporting committee chairs and helps solve problems that arise.

Reports to IPCA Membership via a letter in the official IPCA publication(s).

Represents Association leadership at IPCA events.

Represents the IPCA at other International arts organizations’ events. If the President is unable to attend, another Board member or a Regional Vice President will attend in their stead.

Sets dates and times of Board meetings and compiles agenda.

Conducts Board meetings according to IPCA Bylaws.

Currently meetings take place by conference call, but video conferencing is an acceptable alternative.

Conducts Board business via e-mail between meetings.

Reviews draft budget provided by Treasurer.

Solicits reports from Board officers and committee chairs.

Responds to IPCA related e-mails on a daily basis.

May approve bills for payment and may authorize individual expenditures not already in the budget for up to $250.

Vice President of Global Outreach 

Serves as a resource to regional representatives, associations, and guilds to promote membership and to further the IPCA’s standing in the regional polymer clay community.

Communicates directly with the regional representatives, sharing IPCA news and information as approved by the Board.

Identifies, maintains, and develops the network of local representatives.

Maintains and shares up to date contact information for local guild/group leaders. 

Ensures the Active Guilds listing on the IPCA website contains current information.

Serves as the contact person for IPCA members and others seeking information on joining or forming a guild/group.

Assists newly formed guilds/groups in the areas of membership, marketing, virtual activities, communications, and publicity

Solicit reports, articles, or other content items from regional representatives, associations, and guilds on a monthly basis.

Shares information gathered from the regional representative, associations, and guilds with the Vice President of Communication and their committee.

Serves as a member of the Program Development Committee, working closely with the Vice President of Program Development to develop and implement the Association’s programs.

Provides a concise, written report to the IPCA Board each month.

Represents the IPCA at regional events.

Responds to IPCA related emails on a daily basis.

Vice President of Program Development

The Vice President of Program Development is responsible for overseeing existing, and developing new, programs and events created by or for the members of the IPCA for the exclusive use of its members in good standing. This includes any educational material presented at IPCA events, its website or publications.

To accomplish these tasks, the Vice President of Program Development shall work in partnership with all other Vice Presidents to manage any ongoing programs with an educational component, primarily with the Vice President of Global Outreach and Vice President of Communications but also, in conjunction with certain events or as needed, the Vice President of Communication and Vice President of Membership, and the President.

In consultation with the Board, and Vice President of Global Outreach and Vice President of Communications to 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.

Provides content to the IPCA website and digital publications as necessary.

Recruits members and artists to provide content for IPCA scheduled virtual or in person programs.

The Vice President of Program Development may request or seek additional support either directly or via the Board if special circumstances require it.

Coordinates with President and Treasurer in the initial planning of IPCA events.

Provides a concise, written report to the IPCA Board each month.

Represents the IPCA at regional events.

Responds to IPCA related emails on a daily basis.

Vice President of Membership Development

Prepares a monthly membership report for the Board from information available in the IPCA database.

Liaises with Regional Vice Presidents to define ways to increase the awareness of the IPCA and promote membership.

Keeps newsletter lists up to date, including researching bounced addresses. This includes keeping the IPCA database and MailChimp lists in synch.

Conducts the Membership Appreciation Program drawings.

  • Notifies the winning member
  • Notifies the organization or person providing the prize
  • Writes an article for the IPCA website about the winner for the previous quarter, including images of the member’s work and other details as deemed interesting.
Supervises the IPCA Facebook pages and groups with special focus on the Members Only group or the IPCA Member Community forums on the IPCA website.

Leads a team of community administrators and moderators from all regions, giving advice on netiquette and how to upload photos and create albums etc.

Manages the Member Benefits program.

  • Actively seeks out discounts, special programs, etc. for the program
  • Solicits input from members on the program
  • Ensures that any coupon codes, etc. are current and removed or replaced as needed.
  • Coordinates dissemination of member benefits information with the Vice President of Communications
  • Ensures that the Membership Welcome and Renewal letters are up to date with accurate member benefit information.
Helps to raise interest in joining the IPCA by posting ‘teasers’ on the main IPCA Facebook page, and on other areas of social media where potential members may be found.

Provides a concise, written report to the IPCA Board each month.

Represents the IPCA at regional events.

Responds to IPCA related emails on a daily basis.

Vice President for Communications

Has editorial control over the digital magazine and digital newsletters.

Coordinates article subjects for each issue, organizes Sections, gathers information, composes articles or provides editorial services for the submitted articles.

Schedules virtual events for IPCA members and the polymer clay community. Works with a committee of volunteers to host these events on the online platform of choice.

Accepts content and information from the other Vice Presidents and their representatives.

Determines what information goes into IPCA publications, social media, or on the IPCA website.

Coordinates advertising sales for website and newsletters.

Maintains up to date information on the website and works with a committee of volunteers to make frequent updates to the website to expand content.

Works closely with the Secretary and the Vice Presidents to communicate interesting and important information to all members using the website, newsletter and/or IPCA social media tools.

Supervises the volunteer(s) assigned to manage the IPCA Pinterest boards, Twitter, and Instagram accounts, and creates links between all social media.

Creates PR material for members to download.

Provides a concise, written report to the IPCA Board each month.

Represents the IPCA at regional events.

Responds to IPCA related emails on a daily basis.

Treasurer

Must be a US resident.

Works with the Board to ensure that the organization is operating within the fiscal regulations established by the IPCA and local fiscal laws. Establishes best IPCA fiscal practices. When requested, assists during Event registration periods or Events.

Establishes policies and structure to ensure the safekeeping of the IPCA's financial resources, within the framework of GASB non-profit accounting.

Advises the Board and Event Committees regarding with IRS and GASB regulations related to Non-Profits, conferring with the Association’s auditors or the IRS or local regulators when necessary

Negotiates and executes banking agreements and banking relationships, including obtaining a debit/credit 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 spread sheets. Prepares consolidated monthly, quarterly and annual reports for the IPCA.

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 maintain the approved budget. Assists Officers and committee chairs in establishing their annual budgets.

Prepares monthly reports of revenues and expenditures for the Board.

Prepares necessary files and forwards them 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).

Negotiates and executes liability Insurance for the Board (annually). Maintains relationship with the Association’s Registered Business Agent.

Participates in regular meetings of Board (usually by conference call) and makes reports as requested (schedule to be determined, no less than quarterly)

Participates in monthly meetings of Event Committees as requested, acting as a financial/regulatory sounding board and providing historical financial data of previous events.

Maintains historical financial data bank in pdf and spreadsheet formats.

The Treasurer should be ready to act as a resource to Officers and committee Chairs, offering guidance, advice and assistance when requested.

Provides a concise, written report to the IPCA Board each month.

Represents the IPCA at regional events.

Responds to IPCA related emails on a daily basis.

Secretary

Maintains copies of IPCA Bylaws Board Minutes and Board roster in electronic format, including a backup.

Participates in board meetings and decision making conducted by phone, electronic media, including video conferencing and in person.

Takes Minutes at monthly Board meetings.

Takes steps to ensure the use of parliamentary procedure. Refer to Article XII.

Sends draft Minutes to President for approval and subsequent distribution to Board Members.

Helps monitor status of Board business conducted by e-mail to ensure the completion of ongoing business and members are aware of votes in progress and required actions.

Reports business conducted by e-mail in standard Minutes format.

Proofreads outgoing communication, including but not limited to digital magazines, digital newsletters, advertisements and promotions.

Serves as a member of the Communications committee.

IPCA2016 Horiz

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