Volunteer Positions

Directors

President

Director and Executive Team

Last updated: 10/31/23

  • Provides overall direction for growing, developing, coordinating and leading the PastelArtists.CA (PAC) activities.
  • Is a Director and Chair of the Executive Team making decisions on behalf of PAC.
  • Represents PAC in public settings and conferences, and oversees all aspects of communications.
  • Oversees executive functions including finances, documentation, exhibitions, workshops and other PAC activities.

Vice President

Director and Executive Team

Last updated: 10/31/23

  • Assists the President, and in the absence of the President, assumes those duties.
  • Is a Director and a member of the Executive Team.
  • Will assume the President’s role when the current President steps down.

Secretary

Director and Executive Team

Last updated: 10/31/23

  • Records and distributes the minutes of all Board of Directors and Executive Team meetings.
  • Is a Director and a member of the Executive Team.
  • Prepares (along with the President) and distributes all documents required for the Annual General Meeting, and files required documents after the meeting.

Treasurer

Director and Executive Team

Last updated: 10/31/23

  • Records all PAC revenues and expenses in an accounting spreadsheet*.
  • Is a Director and a member of the Executive Team.
  • Prepares ongoing financial statements as needed and at the end of each fiscal year.**
  • Manages a Small Business account at local bank branch, including making deposits and issuing cheques.
  • Manages PAC’s PayPal account.

* Should have training and experience in accounting, including preparation and filing of federal tax returns.  Should have ability to use QuickBooks Pro software or advanced Excel spreadsheet.

**The PAC fiscal year end is July 30th.

On average, Directors meet a few times per year

Executive positions

Membership Coordinator

The membership director is part of the Executive Team

Last updated: 10/31/23

  • Maintains the full membership directory (currently in Excel format).
  • Is a member of the Executive Team.
  • Processes new memberships as they are received.
  • Initiates the annual renewal process, records renewals as they are received, and removes non renewing members,
  • Updates, adds and deletes member information on the website.
  • Maintains the records for PAC, MPAC and MPAC-EP signature status. For each juried exhibition, determines who has earned new signature status.

Exhibition Team

Last updated: 10/31/23

There are two exhibition teams, one based in Eastern Canada and one in Western Canada.  Each team plans and manages the exhibitions held in their region.

Exhibition Coordinator

  • Coordinates the activities of their team to plan and host exhibitions in their region.
  • Is a member of the Executive Team.

Volunteer Team: (note individuals can take on multiple roles )

  • Venue Lead– finds and secures suitable locations for exhibitions
  • Marketing and Promotion Lead – for upcoming exhibitions
  • Submissions Lead – collects and compiles incoming entries; communicates with jurors and other volunteers as needed regarding entries and awards
  • Hanging Committee and Shipping Lead – assists with delivery of works to the venue, hanging the exhibition (if not done by the venue), and return of unsold works after the exhibition.
  • Catalogue Editor – creates the exhibition catalogue and arranges for its printing.
  • Silent Auction Lead – secures donations from vendors; sets up and manages the silent auction

Workshop Team

Workshop Coordinators are part of the Executive Team

Last updated: 10/31/23

There are two workshop teams, one based in Eastern Canada and one in Western Canada.  Each team plans and manages the workshops held in their region.

Workshop Coordinator

  • Coordinates the activities of their team to plan and host workshops in their region.
  • Is a member of the Executive Team.

Volunteer Team: (note volunteers can take on multiple roles)

  • Venue Lead – finds and secures suitable locations for workshops
  • Marketing and Promotion Lead – for upcoming workshops
  • Instructor Liaison – arranges lodging and transportation for the instructor.

Website Coordinator

The website coordinator is part of the Executive Team

Last updated: 10/31/23

  • Manages all aspects of the PAC website, including day to day maintenance and administration of PAC website content that helps increase awareness of PAC and informs the organization.
  • Is a member of the Executive Team.
  • May be the liaison for a technical support person (paid or volunteer) who will provide the expertise necessary to maintain the website.
  • Between the website coordinator and the technical support, tasks include IT and website development, updating and adding plugins as needed, updating and removing content and resolving technical issues.*

*Should have a working knowledge of the technical aspects of website design and editing

 

Newsletter Editor

The newsletter editor is part of the Executive Team

Last updated: 10/31/23

  • Compiles the information and images required to create a quarterly newsletter (Feb, May, Aug, Nov)
  • Is a member of the Executive Team.

Other Positions

PAC News Update Editor

Last updated: 10/31/23

  • Receives information from PAC members, compiles and sends to all members via email.

Social Media Coordinator

Last updated: 10/31/23

  • Monitors all PAC social media accounts (currently a Facebook Group, Facebook Page, Instagram).
  • Assists in promoting PAC events and activities such as exhibitions, workshops, and ICAN.

DVD Librarian

Last updated: 10/31/23

  • Stores and maintains the DVD library.
  • Sends requested DVDs by mail and follows up on any past due returns.

ICAn Conference team

Last updated: 10/31/23

ICAN Coordinator

  • Leads a team of volunteers to plan and execute the ICAN conference (a biannual event), including budgeting, securing session instructors, event scheduling, and participant registration.

On-site Coordinator

  • Works with the ICAN Coordinator and assumes their role when they are not available.
  • Is present at the ICAN conference to ensure event is running smoothly and resolves issues as required.
  • Coordinates other on-site volunteers.

Other volunteer positions required for each ICAN conference, such as venue liaison, registration assistant, session monitors, special events, conference guide editor, and trade show liaison.  (

On average, Executive Team members also meet a few times per year.  The meetings are hosted online for one hour and agendas are prepared by the President to provide an update by each member