Volunteer Positions

Directors

President

Director and Executive Team

Last updated: 4/27/19

The President role is a director position.  As such you will be part of the executive team making ongoing decisions on behalf of Pastel Artists.CA.

The role of the President is to provide overall direction and coordination of the activities of PastelArtists.Ca, as well as leadership in terms of the growth and development of the society. They are also the Chair of the Executive Committee and a Director of the Corporation.

Specifically, the President performs the following corporate activities. They:

  • Represents PAC in public settings and communications, or at conferences;
  • Communicates with PAC executive committee members and the membership via email, PAC Updates, and face-to-face meetings as needed and/or on a regular basis to support connection, information sharing, inclusivity, and growth of the society;
  • Oversees executive functions including finances, record-keeping, exhibitions, workshops and other PAC activities;
  • When feasible, chairs at least one face-to-face executive committee meeting per year, utilizing digital attendance if needed to include as many executive members as possible;
  • Provides leadership in inviting, initiating, and supporting expanded and enhanced PAC activities, presence, and membership in ways that align with the PAC mission and goals;
  • Coordinates decision making through consultation with other executive committee members and the general membership as deemed necessary or appropriate, including exercising sole decision making authority in the case of an emergency or crisis;
  • Co-signs all PAC disbursement cheques upon reception of properly completed cheque requisitions supported by accurate and complete documentation, promptly mails out co-signed cheques to recipients and returns documentation to Treasurer for secure storage;
  • Submits yearly report and calling of annual (online) AGM;
  • Writes the President’s Easel editorial for the quarterly newsletters and regular postings to the President’s Blog on the website.
  • Attend pastel-related conferences including IAPS (bi-annually), receiving a subsidy for such travels
  • Undertake a variety of activities to support PAC sponsored events such as exhibitions and workshops, including coordinating PAC/MPAC signature and award certificate printing and mail out.

Vice President

Director and Executive Team

Last updated: 4/27/19

The Vice President role is a director position.  As such you will be part of the executive team making ongoing decisions on behalf of Pastel Artists.CA.

The ultimate role of the Vice President is to assume the President role when the current President steps down.  The duties of the Vice President will vary but consist of, in the absence of the president, to perform the duties of the president.  Other duties may be assigned from time to time, by the board of directors.

Secretary

Director and Executive Team

Last updated: 4/27/19

The secretary role is a director position.  As such you will be part of the executive team making ongoing decisions on behalf of Pastel Artists.CA.

Board meeting minutes

Record the minutes of all meetings by the board of directors or executive board.  Currently PAC does not have formal meetings but conducts business by email or telephone.

Managing the AGM

  • PAC’s AGM is conducted electronically (via email) due to the members being dispersed across Canada.
  • September: Distribute to the current directors a “Directors’ Resolutions” document approving the minutes of the last directors’ meeting and approving the financial statements for the just completed fiscal year end (July 31st). 
  • October: Distribute, by mail and email, the Annual General Meeting document to all members.  This document includes:
  •  President’s Report
  •  A resolution to approve the financial statements
  • A resolution to approve the previous year’s AGM minutes
  • A resolution to approve the next years Directors (which were recommended by the existing directors)
  • November: Compile received votes and communicate to new directors. 
  • Complete a formal AGM meeting minutes document.
  • Distribute a Director’s Resolutions to appoint the PAC officers (President, VP (if applicable), Secretary, Treasurer).
  • File the Annual return – this MUST be done between November 22 and January 21.
  • File the change of directors.
  • Upload copies of all documents to PAC Dropbox account.

Treasurer

Director and Executive Team

Last updated: 4/27/19

The treasurer role is a director position.  As such you will be part of the executive team making ongoing decisions on behalf of Pastel Artists. The Treasurer position is the only volunteer position where some background knowledge is required.

Banking

  • Manage a Small Business account at a local bank branch (currently TD Canada Trust).
  • Deposit incoming cheques in that account.
  • Write outgoing cheques on that account to pay Pastel Artists.Ca (PAC) expenses.
  • For payments to US payees, purchase bank draft from local TD branch.
  • PAC cheques and bank draft authorizations require original signatures by two signing officers, usually the Treasurer and President.
  • Reconcile bank’s monthly statement.

Paypal

  • Manage PAC’s PayPal account. 
  • Forward incoming notices of PayPal payments received to relevant PAC people, e.g. membership payments to Membership Chair, workshop fee payments to Workshop Coordinator, show fees to Show Coordinator.
  • Reconcile PayPal balance monthly.
  • When that balance reaches substantial level, instruct PayPal to transfer the funds to PAC’s bank account.

Accounting/Bookkeeping

  • Record all PAC revenues and expenses in an accounting spreadsheet on a timely basis (monthly).
  • If required by President and/or Directors, prepare current financial statements at any time during the fiscal year showing financial situation at that time.
  • File and maintain all original receipts and documentation

Year End Activities

  • Fiscal year end of July 31
  • Prepare annual financial statements (Balance Sheet, Income Statement) soon after July 31 fiscal year-end.
  • Complete and file T2 Short tax return with Canada Revenue Agency (must be filed 6 months after fiscal year end – January 31)
  • File copy of related year end reports on PAC dropbox account

Budgeting/Advisory

  • Help PAC event organizers to develop realistic budgets for their events.
  • Act as registrar for workshops and conferences

Financial Records

Store all financial records for a 7 year period

Preferred Qualifications

  • Training and experience in bookkeeping and accounting, including preparation and filing of federal tax returns.
  • Ability to use QuickBooks Pro software or advanced Excel spreadsheet.

Executive positions

Membership Coordinator

The membership director is part of the Executive Team

Last updated: 4/27/19

The membership coordinator maintains all membership related information. In this capacity they:

  • Maintain the full membership directory, currently in Excel format.
  • Maintains the current membership list which is distributed to the executive team from time to time as well as the PAC News Update volunteer
  • Add new members and removes members who do not renew their membership.
  • Maintains address and contact information for all members
  • Receives membership payment information that is made through PayPal and receives payments directly by regular mail.
  • Contacts members who have not renewed as of January 1. Members who do not pay by February 28 are removed from the membership roster.
  • Works with directors and executive to determine membership rates.
  • Maintains the records for PAC and MPAC signature status. Receives information from jury submission coordinator and president to determine who has received signature status as a part of each PAC exhibition.
  • Will either maintain or provide information to the website coordinator to update membership changes (either upgrades from Basic to Premium or to remove members who do not renew).
  • Places a copy of the full membership directory as of March 1 on the PAC DropBox account for safekeeping.

Exhibition Team

Last updated: 4/27/19

There are 2 exhibition teams, one based in Eastern Canada and the other in Western Canada.  While some work will be dependent on the region, the teams should be comprised of the following roles, some of which may be shared across both regions.

 

Exhibition Coordinators

  • The exhibition coordinators coordinate the activities of the team in the region. The exhibition coordinators will be part of PAC’s executive committee, reporting information in both directions. 
  • They will work with a small team to share the load of the position.
  • One person may hold multiple positions.
  • The exhibition coordinator will work with the President and/or Vice President for presentation of awards.
  • Work with executive team to secure a juror for the exhibition
  • Liaison with juror when necessary
  • Work with exhibition team to plan upcoming exhibitions one to two years in advance and communicate plans to executive team for approval
  • Work with the silent auction coordinator to assign donated merchandise to the awards

 

Venue Liaison/Team

  • The venue liaison/team will scout out and secure locations to host PAC exhibitions based on the criteria defined by the exhibition team.
  • They will work with the venue in terms of dates, commissions, contractual obligations, etc.
  • Any contracts must be approved and signed by a PAC director or executive team member as designated by the directors

 

Marketing & Promotion

  • Find low or no cost advertising opportunities
  • Work with venue for marketing
  • Establish social media promotion events

 

Submissions Coordinator

  • The submissions coordinator will work with the exhibition team to determine all required Call for Entry information such as submission deadline, jury fees, etc.
  • Collect and coordinate all incoming entries and compile them for juror’s review. This is presently done through a Dropbox account.
  • Communicate juror results to all applicants.
  • Communicate results to Membership director to review for PAC/MPAC candidates.
  • Receives information from the juror as to the award recipients
  • Communicates awards results to Membership director to review for PAC/MPAC candidates
  • Communicates awards results to President for creation of award certificates
  • Forwards artwork information and images to Catalogue editor
  • Forwards artwork information and images to Webmaster for website purposes
  • Forward award information and images to the Newsletter editor.

 

Hanging Committee & Shipping Agent

  • This role will work with the exhibition venue to determine how and where shipped works are to be received and returned, if necessary.
  • Assist with the receipt of shipped works and delivery of work to the exhibition venue
  • Assist with the hanging of the exhibition if not done by exhibition venue.
  • Assist with the return of unsold shipped works after exhibition close

 

Catalogue Editor

  • Receive artwork information and images from Submissions coordinator to create the exhibition catalogue created in Microsoft Publisher.
  • Receive statements from President and Juror to be included in catalogue
  • Receive listing of silent auction and award sponsor information for inclusion in catalogue.
  • Arrange for catalogue printing that’s within the printing budget.
  • Arrange for catalogues to be delivered to exhibition coordinator before the opening reception.

 

Silent Auction Coordinator

  • Contact previous and new vendors to secure donations for both awards and for the silent auction.
  • Maintain listing of donations, along with company contact information (contact name, phone, email, website) and value of donation
  • Obtain logos from vendors to be used on PAC website. Provide the logos to the website volunteer and catalogue editor.
  • Create poster/banner with vendor name listing for display during the silent auction.
  • Create bid sheets for each auction item
  • Set up and monitor the silent auction during the opening reception
  • Distribute and collect funds at end of auction
  • Forward listing and funds to PAC Treasurer
  • Work with President to send out Thank you emails to donors.
  • Update master listing of donors for next exhibition and share with other exhibition team.

Workshop Team

Workshop Coordinators are part of the Executive Team

Last updated: 4/27/19

There are 2 workshop teams, one based in Eastern Canada and the other in Western Canada.  While some work will be dependent on the region, the teams should be comprised of the following roles, some of which may be shared across both regions.

Workshop Coordinators

  • The workshop coordinators coordinate the activities of the team in the region.  The workshop coordinators will be part of PAC’s executive committee, reporting information in both directions. 
  • They will work with a small team to share the load of the position.  
  • One person may hold multiple positions.
  • The workshop coordinator will work with the President and Treasurer to create a budget for the workshop.
  • Work with Website coordinator to create the online registration form as well as provide instructor information and images for the website.
  • Work with Treasurer to arrange instructor payments.
  • Work with workshop team to secure an instructor and be the main point of contact, along with the Instructor Liaison, for that instructor.
  • Work with workshop team to plan upcoming workshops one to two years in advance and communicate plans to executive team for approval.

Venue Liaison/Team

  • The venue liaison/team will scout out and secure locations to host PAC workshops based on the criteria defined by the workshop team.
  • They will work with the venue in terms of dates andtractual obligations, etc. 
  • Any contracts must be approved and signed by a PAC director or executive team member as designated by the directors.

Marketing & Promotion

  • Creates marketing and promotional material to advertise the workshop
  • Find low or no cost advertising opportunities
  • Work with venue for marketing
  • Establish social media promotion events

Instructor Liaison

  • Works with the coordinator to arrange lodging and transportation for instructor.
  • Provides instructor transportation to and from venue if applicable (costs to be reimbursed by PAC)

Website Coordinator

The website coordinator is part of the Executive Team

Last updated: 4/27/19

The website is an important component of PAC’s success and presence in the art world.  As the coordinator of the website you will coordinate a team that will:

WordPress Administrator

  • Update the website on a regular basis
  • Create or update pages and posts in the WordPress back end as needed
  • Have an understanding of the various plugins being used for the creation of image galleries, page builders, events, membership and forms.
  • Work with exhibition teams to publish Calls for Entry, online submission forms and exhibition image galleries
  • Work with workshop teams to publish workshop information and registration forms.
  • Work with ICAN coordinator to create registration forms, etc.
  • Work with members and the membership coordinator for any issues that may arise with user profiles and registration.

Technical Support

  • Become the contact person with our HostPapa web hosting service.
  • Monitor plugins and themes for updates
  • Have an understanding of various plugins being used to secure and maintain the WordPress and web hosting environments.
  • Have an understanding of search engine optimization.
  • Have some technical knowledge of web hosting activities such as using cPanel, creating email addresses, maintaining domains, etc.
  • Monitor backend activities such as backups, security issues, SEO performance

Newsletter Editor

The newsletter editor is part of the Executive Team

Last updated: 4/27/19

The newsletter editor is responsible for all facets of the quarterly newsletter. The newsletter is published in February, May, August and November. In this role they:

  • Work with the president and executive team to determine a theme for the newsletter
  • Receive information from members for inclusion in the newsletter, either as a contribution to the newsletter’s theme, as member related news or featured article.
  • Receives president’s message for inclusion in the newsletter
  • Includes award images from recent exhibition if applicable
  • Updates the contacts information section if applicable
  • Works with the featured artist to obtain applicable information
  • Compiles the newsletter information and images in a pleasing and creative manner to create the newsletter
  • Forwards the near completed newsletter to the president and proof reader for review and makes any necessary corrections.
  • Forwards the newsletter to a printer for printing XXX number of copies.
  • Receives an up to date copy of all members from membership director to create mailing labels
  • Mails a copy to all members including multiple copies to the president for distribution and retention.
  • Submits expense report for all associated printing and mailing costs to Treasurer for reimbursement.
  • Forwards an electronic copy of the newsletter to the president and the website editor.

Other Positions

PAC News Update Editor

Last updated: 4/27/19

As the PAC News Update coordinator, this position:

  • Receives information from PAC members to be distributed to other PAC members on an ad hoc basis.
  • Receives updated email contact information of all members from the membership coordinator
  • Sends emails to all members from their email address. (Note: in the future, this may be moved to an email services such as Mail Chimp or through a PAC specific email address)

Social Media Coordinator

Last updated: 4/27/19

As the social media coordinator you will:

  • Monitor all PAC social media accounts which currently is comprised of a Facebook Group and Page.
  • Determine whether PAC should have an Instagram and Twitter account.
  • Work with exhibition coordinator to promote exhibitions and sponsors
  • Work with workshop coordinator to promote workshops
  • Work with ICAN coordinator to promote ICAN activities.
  • Share photos and news from events on all platforms.

DVD Librarian

Last updated: 4/27/19

PAC has an extensive DVD lending library for our members. Members and borrow up to 3 dvds for  one month period at no cost. As the DVD librarian you will:

  • Maintain the DVD library to ensure all dvd’s have in working order and their lending status.
  • Make recommendations for additions to the library
  • Receive requests from members on the website lending page. Notify members of availability if necessary
  • Send the requested dvds by email, along with return envelop
  • If necessary, follow up on past due returns
  • Work with the website coordinator for additions or deletions to the library list

ICAn Conference team

Last updated: 5/7/19

ICAN is a biennial event based in Eastern Canada. A team of volunteers is needed to share the workload involved in hosting this event. Some of these roles may be assumed by one person but at a minimum there should be 3 people involved.

ICAN Coordinator

The ICAN coordinator leads a team of volunteers to make sure all aspects are covered.

  • Works with executive team to determine budget
  • Solicits artists/instructors for session proposals.
  • Reviews and selects proposals and makes recommendations to the president and/or executive team.
  • Creates a  schedule of all sessions ensuring all room time slots are utilized
  • Works with Treasurer and Webmaster to get the registration up and running on the website.
  • Works with Treasurer to maintain list of all registrations
  • Works with Treasurer for payments to instructors and final accounting.

Venue Liaison

  • Works with the East Exhibition team to coordinate a venue that can handle both events preferably.
  • Works with ICAN coordinator, treasurer and executive team regarding venue contracts and budget
  • Is the contact person with the venue for all questions/issues that may arise
  • Scouts local hotels and arranges for a discounted room rate if possible
  • Scouts local restaurants to hold the banquet.

Registration Assistant

  • Works with the ICAN coordinator at the conference to process registrations, answer questions, etc
  • Assists with new registrations at the desk, including processing payments.
  • Helps put together the participants packages, including conference guide, lanyards, personal schedules, etc.
  • Helps coordinate session moderators.

Session Moderators

  • Attends, but does not participate in sessions.
  • Receives a list of paid registrants from registration desk
  • Helps with the set up and take down of session rooms.
  • Greets the artist and assists them as required.
  • Greets attendees and ensures they are registered for the session.
  • Introduces the instructor at beginning of session and thanks them at the end
  • Monitors the time for breaks, lunch, end of session
  • Helps the artist clean up if requested and ensures room is ready for the next session or is put away at the end of the day.
  • Returns fully completed registration list to the registration desk.

Special Events

  • Contacts  4 artists *who are presenting sessions) to participate in the Paint Around
  • Works with a vendor for donation of pastel paper for event
  • Arranges the room, easels, tables, etc for the event
  •  Acts as the time official for each round.
  •  Works with venue to accommodate other free events such as Exhibition Walkabouts or Free Plenary sessions.
  •  Works with the presenters (president, juror, MPACs) as needed.
  •  Works with the Venue Liaison to secure a venue for the banquet
  •  Works with the venue to determine menu, costs, etc.

Conference Guide

  • Work with jury coordinator for Catalogue cover competition
  • Work with ICAN Coordinator for session information.
  • Arrange for the guide to be printed locally. Work with ICAN coordinator to determine the number of copies to be printed.
  • Arrange for the guides to be given to the ICAN coordinator on or before the opening of the conference.

Trade Show Liaison

  • Arrange for one or more art supply vendors to attend the conference for up to 3 days
  • Arrange the donation of “sponsor bags” to be given to attendees to hold all their conference documents.
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