THE VILLAGES ARTS AND CRAFTS ASSOCIATION
DUTIES OF OFFICERS AND COMMITTEE AND EVENT CHAIRS: JOB DESCRIPTION
2019 - 2025
After election, each Officer, Committee Chair and Event Chair serves a two year term.
Each officer, committee chair and event director on the Advisory Board is an official representative of our club. Each person will conduct events and meetings in a civil and professional manner as befits an officer, director or chair of this Association.
Each officer, committee chair and event director shall keep her/his binder and update with all written information, flyers, committees, reports, etc and when completed, return it to the Arts & Crafts binders shelf in the Art Room.
General Meetings and Advisory Board Meetings
1. At the general meeting the President will open the meeting, welcome guests and introduce new members, call for announcements, introduce the Program Chair who will introduce the speaker. At the end of the presentation, the President will close by thanking the speaker.
2. For each Advisory Board meeting, the President will email the agenda to the members at least a week before the meeting. Each officer or Event/Committee chair will e mail her/his report directly to each Board members at least one week before each Board meeting.
3. If an officer or committee/event chair cannot fulfill her/his duties, s/he shall get his/her own substitute.
4. In addition, all officers and event/committee chairs act as positive representatives of Arts & Crafts in the community, and they work to ensure a positive atmosphere in Arts and Crafts and to promote collaboration among officers and members.
CALENDAR: all responsible parties will request dates and rooms for the upcoming year to the President in July so that room reservations may be requested on the Master Calendar for the following year by the President to Community Activities.
PRESIDENT DUTIES
1. Oversees all the business and functions of the Association.
2. Chairs all meetings of the Advisory Board and Monthly Membership Meetings. Keeps the Advisory Board and the general membership up to date on plans and activities. Establishes the time and place for meetings.
3. Presides over the monthly general membership meetings by calling the meeting to order, calling on officers and member for reports or announcements, introduces the Programs Chair who introduces the Guest Artist. Thanks the artist at the end and dismissed the meeting.
4. Prepares an agenda for each meeting and calls upon Advisory Board members to report on their own projects.
5. Fills out our requests for meeting rooms and event dates for the Master Calendar from the Community Activities Office (usually August 1 for the upcoming year) or delegates someone to do this.
6. Appoints committee chairpersons and replaces officers and Advisory Board members as needed during the year or in between elections, with the advice and consent of the Advisory Board.
7. Supervises the election of 4 officers, according to Robert's Rules of Order, at the last general meeting of the year, at the November meeting. The Vice President, as head of the Nominating Committee, shall present the slate of officers and hold the election. The Secretary shall take the minutes of the Election General Meeting for the purposes of the President reporting election of 4 officers to Dominic Broadhead or the current director of Recreation, and to our bank in order to certify the election of a President and a Treasurer. By-Elections and appointments of vacancies shall also be recorded in official meeting minutes.
8. Co-signs the Association's account(s) at Wells Fargo Bank (or other).
9. Represents Arts & Crafts at all Villages management functions or delegates a representative.
10. Each Officer, Committee or Event Director
conducts his/her own job, reports to the Advisory Board and asks for assistance from others if necessary. The President does not subsume the duties of any officers or committee chairs.
2024 – 2025 Mandy Book
2023 - Interim President Michael Sunzeri
2022 - 2023 President Jan Alleman
2020 – 2022 President Michael Sunzeri
2017 – 2020 President Monita Bowman
2015 - 2016 President Shannah Cole
2007 - 2014 President Barbara Gottesman
VICE PRESIDENT DUTIES
1. Attends all general meetings and Advisory Board meetings.
2. Presides in the absence of the President at Advisory Board meetings and Monthly Membership Meetings.
3. Serves as Membership Chair and receives all membership applications, enrolls new members on the list and updates the membership roll at each month's Advisory Board meeting.
4. Reports new members in this format for the President's Agenda:
Date joined, Volunteer or not, last name, first name, address, phone, e mail, interests, skills, volunteers for
(1/27/06, V, Gottesman, Barbara, 5183 Cribari Knolls, 408-531-9402, , Coll, WC, Acry, leadership, organizing, webmaster, class scheduler)
5. Sends a welcoming e mail message to all new members as soon as they join. Sends names of new members to our volunteer Welcomer who writes a personal note of welcome to each.
6. Provides an accurate, updated membership list to all Board members by e mail one week in advance of each Board meeting.
7. Checks the mailbox weekly for applications. Adds each one's info into the membership list and on sheet 2, lists the check number or cash of their dues payment. Sends the Treasurer all membership checks and cash.
8. Puts a notice in The Villager by November 15 that all members wishing to cancel, notify VP. Turns in an edited membership roll to Accounting by December 15 of all current members by ascending membership number and last name (not our alphabetical list) so that they can all be billed in January so we can receive a check for dues.
9. Co-signs the Association's account(s) at Wells Fargo Bank if necessary.
10. Chairs the Nominating Committee along with a Past President and one member at large to seek officers, chairpersons and event directors.
11. Presents the slate of officers to the Advisory Board for approval at its October meeting. Presents the approved slate of officers to the general membership at the November meeting and conducts the election, according to Roberts' Rules of Order.
2024 – 2025 Claudia Welch
2023 - Interim Vice President Barbara Gottesman
2022 – 2023 Prema Anand
2022 - 2022 Jan Alleman
2021 – 2022 Barbara Gottesman
2020 – 2021 Vice President Diane Finley
2017 – 2020 Vice President Michael Sunzeri
SECRETARY DUTIES
1. Takes the minutes of Advisory Board meetings and sends them to each Board member at least one week before each Board meeting. A signed original of each meeting's minutes goes in the Association Secretary's binder for the archives.
2. Records each official motion in full and prints it in bold to remind members of official actions.
3. Sends a draft of the minutes to the President and Board within one week of the meeting for editing.
4. Places in the Association Secretary's binder after each meeting: the agenda, the minutes, the Treasurer's Financial report and any other reports.
5. Takes minutes at the November General Meeting of the November elections and sends a copy of the new officers elected to Dominic Broadhead or whoever is in charge of Community Activities / Recreation so that we may meet the criteria for Villages Board recognized organizations. One copy goes to our bank for official transfer of signatures of President and Treasurer. Files these minutes with official minutes in her binder.
6. Makes corrections and additions to the Advisory Board minutes at the next meeting after each Board member has printed and read his/her own e mail copy and made edits.
7. Sends the final version to the President and the Board.
8. Reads important correspondence to the group and replies as directed by the Advisory Board.
9. Maintains files of appropriate Association documents.
10. Gets her/his own substitute if unable to take minutes.
2022 – 2025 Secretary Stephanie Torres
2020 - 2022 Secretary Judy Rickard
2019 – 2020 Secretary Deborah Edwards
2017 – 2018 Secretary Claudia Welch
TREASURER DUTIES
1. Keeps accounts current and accurate.
2. Writes checks to cover expenses and receives requests for reimbursement which have Board or President's approval.
3. Keeps a record of all money received with the proper form for Income.
4. Sends the monthly line item Financial Report to all Board members by e mail at least one week before each Board meeting. In addition, provides a standard summary for the Secretary's minutes each month.
5. Summarizes each month the income and expenditures and places a signed original in the Treasurer's binder for the archives. At the end of the fiscal year, summarizes by categories the yearly finances with an End of The Year Report by Categories to the President and the Advisory Board by January 15. To facilitate this, the treasurer's term will end on January 31, instead of December 31 each year. A signed original will be placed in the Treasurer's binder for the archives.
6. Works with the President to ensure the proper filing of tax reports to IRS and State of California and to renew our 501c3 tax exempt status with the Attorney General's Office of Charitable Trusts each January for $25. All require President's and/or the Treasurer's signature..
7. Co-signs the Association's account(s) at Wells Fargo bank.
8. The Treasurer shall check the mailbox weekly for financial statements, reimbursement requests, IRS notices, The Hartford bills for insurance and other. S/he deposits membership checks in a timely fashion.
2025 - Suzanne Ferris
2020 – 2024 Treasurer Kathy Warren
2018 – 2020 Treasurer Ruth Branch
2017 Treasurer Linda Planting
NOMINATING COMMITTEE – Convened every 2 years 2 months before November election of new officers
Procedures for the Nominating Committee (as outlined in the VACA By-Laws and Mission Statement):
1. Out of courtesy, ask each of the 4 officers if s/he wishes to serve another 2-year term in his/her position.
a. If yes, then that person stays in the position.
b. If no, the Nominating Committee seeks another person to nominate.
2. The 3-person Nominating Committee meets and lists possible candidates.
3. The Nominating Committee contacts each nominee and asks if s/her will stand for election and serve a 2-year term. If the reply is affirmative, a copy of the relevant job description is sent to each for review.
4. The Nominating Committee brings each of the 4 nominees to the October Advisory Board Meeting so that the Advisory Board can meet them and ask questions.
5. The nominees leave the meeting and the Advisory Board votes by secret ballot whether to accept this slate of officers or not.
6. The Nominating Committee presents the slate of officers for 2026-2027 to the general membership at its November meeting. And asks for each office, if there are nominees from the floor. If there are nominations from the floor, the 2 or 3 candidates are asked to leave the room while a show of hands count is done for that particular office.
7. Election is held by show of hands or by a motion by a member to elect by acclimation.
By Laws,ARTICLE III – NOMINATIONS: The Vice President and a Past President shall serve as the Nominating Committee for the following year with one other Board member, appointed by the President from the general membership. Nominations from the floor will also be accepted at the November election.
ADVISORY BOARD MEMBERS, (VOLUNTEERS) APPOINTED BY THE PRESIDENT and the NOMINATING COMMITTEE
ART CLASS COORDINATOR for Workshops and Classes DUTIES
This chair is responsible for scheduling and managing all classes and workshops sponsored by Arts & Crafts. S/he attends all Advisory Board meetings and notifies the President and the Board of upcoming Classes and Workshops at the monthly meeting. The Scheduler also notifies the current “What's Happening” columnist and the Webmaster of upcoming classes.
HOW TO SCHEDULE CLASSES AND WORKSHOPS
1.Seeks new and interesting teachers from our demonstrators, from among artistic Villagers, from other art clubs and from the community.
1. Confers with instructor to set desired days, dates and times.
2. Reviews the Lesson Plan for Art Instruction with the instructor and let her/him know what is expected for art classes. Make sure the instructor keeps a copy of the suggested Lesson Plan. If possible, view the proposed instructor doing a demonstration or teaching a class.
3. Send a “Room Reservation Request” to the Office of Community Activities Assistant Director LeAnn Carillo (lcarillo@the-villages.com)the Community Activities Office to reserve the Art Room for those dates and times, if we don't already have the Art Room reserved for those dates on the Master Calendar.
4. Put the class or workshop info on the Arts & Crafts Master Calendar by notifying the Webmaster ( and on the Advisory Board agenda by notifying the president. Also send the notice to the “What's Happening” columnist.
5. Revise the standard contract for instructors to fit this particular instructor and the class or workshop. Have the instructor sign or send by e mail for the instructor to sign. Must be done at least one week before the class/workshop begins. File the contract in the Contracts binder, which is on the south bookshelf in the Art Room.
6. Go over the Art Classes Lesson Plan with the instructor and make sure s/he understands that s/he can lecture, demonstrate, give individual help and critique impersonally in this class.
7. Have the instructor sign the new “Waiver and Release of Liability” form required by LeAnn Carillo, Assistant Director of Recreation. (in white folder in the Art Room.)
8. Send an article describing the class/workshop to Kory Tran () with a separate photo as a .jpg of the instructor at least 4 weeks before the class/workshop. Kory will publish a second article if you ask. He will publish the notice in The Villager in print and in the on line edition.
9. Make a flyer with all the information and a photo. Post the flyer on the Art Room bulletin board and the bulletin board in Cribari Center. Send one to Parthenia Hicks () for the Historian's binder.
10. Send a materials list by e mail to each participant who registers.
11. Keep a running list of all who are interested in the class. Tell them to come to the first class 10 minutes early with a check already made out to the instructor and give it to you. Give one copy of the final list to the instructor and file one copy in the Classes and Workshops binder for Arts & Crafts records.
12. Send an e mail reminder to all participants that they class begins on …(date) ….several days ahead of the class/workshop.
13. Make sure the outside instructor has a map to the Art Room and directions as well as a copy of the Student Information List.
14. Send the map and directions as needed to non-resident participants. (Non-residents must pay an additional fee with a second check to VACA for $10. They must also complete the 2 insurance ROLs one week before class.
15. Make a Sign in Sheet with all the names (including the instructor) with columns for each date of the class. Put it on a clip board for participants to sign in on each date. Required for insurance purposes. Both the instructor and all participants must sign with initials each date (no check marks.)
16. Make name tents and set out for participants to pick up as class or workshop begins.
17. Open the Art Room about 30 minutes before and help the instructor set up. Set out the name tag and the sign up sheet.
18. Come to the first class 10 minutes early and take up all the checks. This is so money-collecting will not take up the instructor's teaching time. Note the check number on the student information list.
19. Put student checks into an envelope and give to the instructor as class begins.
20. Check the class frequently to see if things are going well.
21. Hand out the Evaluation Form at the end of the last class or the end of the workshop.
22. Send a thank you note to the instructor for providing the class/workshop for The Villages Arts & Crafts Association.
IMPORTANT NOTE: Le Ann Carillo, assistant director of Recreation, now requires that all outside instructors have insurance and fill out the new form re: REQUIREMENT FOR THEIR OWN PROFESSIONAL INSURANCE.
Under consideration at this time is whether to admit outside students to art classes. Ceramics does not admit outside students.
Available resident teachers: Doug Canepa, Swati Mohari, Michael Sunzeri, Amanda Book, Ciel Duke. L
ist of approved outside instructors who have approved insurance: Sandra Jones, Nicole Alexander, Jenna Hobbs
2012 – 2025 Coordinator for Classes and Workshops: Barbara Gottesman
ART FILMS CHAIR DUTIES
1. Currently our 8 Art Films are scheduled on the second Tuesday of each month except January, July, August and December. 2:00 pm, Cribari Conference Room.
2. Makes a list of topics or artists for the upcoming months and select an Art Film of the Month from the collection of 70 discs owned by Arts & Crafts (or Barb Gottesman's 6 discs.) or request to purchase new discs.
3. Revises the list as necessary and informs the Advisory Board.
4. Publicizes each art film by one or two articles in The Villager, describing the date and time and contents of each upcoming film.
5. Posts flyers on the 2 Cribari bulletin boards of each month's Art Film.
6. Notifies the webmaster and the “What's Happening” columnist of the year's film dates for films and the topic, as determined.
7. Has an Attendance Sign Up sheet ready for attendees to sign in. Keeps the Sign In sheets in the Art Films Chair binder as a record of attendance.
8. Introduces and hosts the art film on the scheduled dates in Cribari Conference room (or current place and times.)
9. Reports attendance numbers to Advisory Board and announces the upcoming film.
10. Ensures a positive atmosphere about Arts and Crafts promotes collaboration among officers and members.
To find a substitute if necessary or to notify the president or mentor that a sub is needed.
Reference:
2024 – 2025: Marion Rose
2022 - 2023 Art Films Chair Roz Zinns
2018 – 2021 Art Films Chair Pam Oliver-Lyons and Mentor Barbara Gottesman
2007 – 2017 Adine Paradis
ARTIST OF THE MONTH (discontinued, may be revived)
1. Prepares easels, voting slips, ballot box and numbers for “Artist of the Month” exhibit at each General Membership monthly meeting and the New Members Reception in September.
2. Registers each art work at 1:15 pm as members bring in their art for exhibit and voting.
3. Greets members and hands them each a voting ballot.
4. Counts the ballots and makes out the certificate.
5. Announces the winner and asks her/him to describe his/her art work.
6. Interviews and photographs the winner and writes an article for The Villager, extolling the artist.
7. Keeps a binder of the artists and the published interviews.
2020 Chair: Michael Sunzeri
2018 – 2020 Chair: Ruth Keiser
CERAMICS DIRECTOR DUTIES
1. Acts as liaison between ceramics participants and the Arts and Crafts Association and the Community Activities Office and to represent Ceramics at Arts & Crafts Advisory Board meetings.
2. Seeks Arts & Crafts Advisory Board pre-purchase approval for ALL equipment, tools, supplies and furniture to be purchased for the Ceramics Room.
3. Assigns monitors and schedules hours for all Open Studio days and times.
4. Works with the Arts & Crafts Class Scheduler to arrange for all classes and workshops.
5. Makes sure that all Ceramics Room users are trained in procedures and to use equipment and sign the proper liability forms.
6. Maintains the organization and cleanliness of the Ceramics Room.
7. Makes sure that all Villages and Arts & Crafts rules for the Ceramics Room are followed and OSHA reports are updated.
2018 - …….. Ceramics Director Diane Finley
2017 Ceramics Room Directors Valerie Smith & Gary Knudson
2015 – 2016 Ceramics Room Director: Barb Gottesman
1997 – 2015 Ceramics Room Director: Jim Paradis
EXHIBITS CO-ORDINATOR DUTIES
1. This person supervises all Arts & Crafts exhibits in the Conference Room in order to ensure that each has publicity, updated contracts and firm hanging dates. This person ensures that all exhibits follow all the procedures of Arts & Crafts and the rules of The Villages. The Exhibits Chair oversees all exhibits, but may choose a team for various tasks, such as Conference room exhibits, Juried Show, and/or contracts and/or logistics, and publicity. Makes hard copies of the contracts for the Arts & Crafts Assoc. mailbox.
Conference Room Exhibits
1. Plans, advertises, updates contracts for, and hangs the scheduled art exhibits in Cribari Conference Room.
2. The Exhibits Coordinator supervises all these duties and may delegate publicity, hanging, list making, check in and check out, making placards, etc. as s/he wishes.
3. Makes hard copies for the Arts & Crafts Assoc. mailbox.
4. Makes placards for each painting or delegates someone to do this.
5. Makes a list of all paintings hung, with column for artist to initial to check in and pick up her/his paintings.
6. Hangs paintings on each scheduled date set with assistants or may delegate the hanging.
8. Hangs paintings and posts list for the Juried Show.
9. Calls artists who forget to pick up their paintings or stores them in the Art Room.
OC OCTOBER ANNUAL MEMBERS' ART SHOW AND RECEPTION
1. This is the premier Art Event of the Club and can be a stand alone committee or part of the Exhibits Coordinator's duties.
2. Reads all the processes and procedures in the Annual Show binder and follows the rules.
3. Prepares a budget for the Annual Show and submits to the Board 2 months in advance of the event, at the Advisory Board's October meeting.
4. Makes hard copies for the Arts & Crafts Assoc. mailbox.
5. Selects he committee members needed, especially new members: In Take (4), Contracts, Hanging, Publicity and Reception.
6. Finds a reputable outside artist to serve as Juror and set up times and dates. We offer $200 for jurying a show. (Barb has a list of reputable jurors in the Bay Area.)
7. Orders the appropriate number of ribbons from Centaur Awards (or other) in Blaine, Washington two months before the event.
8. Arranges for in-take, jurying, hanging, picking up current paintings, and picking up hangings from the show.
9. Arranges a Reception following the hanging of paintings.
10. Prepares a Final Report to the Advisory Board on the Juried Show expenditures, income, entries and attendees.
11. Updates contracts, forms and lists for next year's show and places them in the Juried Show binder. Places binder in the Art Room on the binders shelf.
2021 - Director Michael Sunzeri
2020 on line Juried Show: Barb Gottesman
2017 – 2019 Director Michael Sunzeri
2016 Directors Jane Hink and Barbara Gottesman
HISTORIAN DUTIES
1. Keeps a scrapbook of all art-related notices and articles which appear in The Villager during each year
2. Keeps copies of color flyers made for classes, programs and events. Available from Class Scheduler or Event Chair. It is not necessary to copy notices on Fast Lane.
3. Dates each article according to the issue of The Villager in which it appeared.
4. Attends Advisory Board meetings as scheduled.
3. Purchases new binders, sheet protectors and papers as needed. Submits reimbursement requests to President for approval and then she will send them to Treasurer to write a check.
4. Presents the scrapbook to the Advisory Board at the end of the year and makes it available at General Membership Meetings or Board meetings.
2024 - 2025 Partthenia Hicks
2022 – 2023 Historian: Karin Bogliolo
2020 – 2021 Historian: Christine Zinn
2020 Historian: Barb Gottesman (assumed between Mary and Christine as historians, made new 2020-21 binder)
2018 – 2020 Historian: Mary Goodnough
PROGRAMS CHAIR DUTIES
This person reads the Programs binder and updates it with the list (or flyers) from each program during the current year. This person sends LeAnn Carillo, Assistant Director of Recreation) a diagram of the room set up in January (usually Standard Set-Up #4) to be used at every meeting during the year.
1. This job has five major aspects or can be divided into 5 smaller jobs, with a Chair or Coordinator who attends Advisory Board meetings and General Meetings, calls the others 2 weeks before the Guest Artist's appearance to make sure everything is on track, and convenes the whole committee once or twice a year to garner suggestions for Guest Artists. Makes list of possible guest artists and dates to call or consults the Programs Binder or the list of suggestions from Barbara Gottesman.
2. We have a Guest Artist demonstrator 7 times a year: February, March, April, May, June, October and November.
3. If the Programs Chair is out of town or ill, s/he can call on the President or another member of the Advisory Board to sub.
4. The Programs Coordinator keeps a record of all presenters and possible presenters and their contact information in a binder for the next Programs Chair.
5. Caller: calls artists and arranges for a Guest Artist or speaker to follow each of 7 monthly General Business Meeting on the first Monday of each month, except for January, July, August, September, and December. The Caller gives directions and arranges for the Guest artist to send her/him an artistic biography and photo for publicity and the introduction. Contacts the guest artist or speaker well in advance of the selected date by phone and then with written confirmation by letter and/or e mail, to remind him/her of the upcoming date.
6. Publicity: Requests background material from Caller or the Guest Artist at least a month in advance and writes an article or two for The Villager, publicizing the event. Both the written article and the Channel 26 or Fast Lane announcement should be completed by the 1
1. Room Set Up and Videographing dates: Sends diagram to Mary Tatum in January for Facilities Supervisor to set up Cribari Conference Room for the year. Engages Ed Knott to do videographing for each demonstration for the year if necessary. Reminds Ed a week before each date his services are necessary. These two tasks are done in January for the whole year. Checks to see if room is set up on the morning of the Program.
2. Financial: Arranges with the Treasurer to write advance check for $200 in a thank you note to be presented to the Guest Artist by the Introducer at the conclusion of the 45 to 60 minute presentation. Also an advance check for video projector's fee of $100 for Ed Knott for those programs where projection is needed.
3. Get Key, Greet Guest Artist and Introduce Guest Artist.: gets key from Community Activities Office and opens Cribari Conference Room at 1 pm. Welcomes guest artist and videographer. Checks to be sure room is set up. Assists guest artist with water & bathroom locations. Introduces the Guest Artist or speaker at the conclusion of the brief monthly Business Meeting conducted by the President. Bio, if needed, can be requested from the Caller and/or the Publicity person. Locks up at conclusion of program and returns key to Building B.
4. The Programs Chair performs all these duties and asks for assistance when needed. This Chair's duties shall not be assumed by the President.
5. Keep a binder of all programs with flyers, Artist of the Month, and newspaper articles. Updates at the end of each year.
2023 - Programs Chair Michael Sunzeri
2020 Programs Chair: Marcy Boyles
2018 – 2020 Programs Chair: Monita Bowman
2008 – 2018 Programs Chair: Barbara Gottesman
WEBMASTER DUTIES
1. This person creates and updates the Arts & Crafts website as necessary.
2. This person makes sure the annual June fees from Go.Daddy.com for domain name and Ever Web for web hosting are paid.
2007 - 2025 Barbara Gottesman
WELCOMER OF NEW MEMBERS DUTIES
1. Membership Chair notifies this person of new members and their contact information.
2. This person sends each new member a VACA note of welcome and a brochure, a list of activities, an invitation to volunteer and answers any questions.
3. This person is in charge of at the New Members Reception and sets up a committee to assist. S/he makes sure new members are recognized, stand up and speak and answers any questions they have.
4. This person attends all New Residents Orientations and brings our brochures and flyers.
5.
2020 - 2025 Volunteer Welcomer: Colleen Mirassou
WHAT'S HAPPENING” COLUMNIST DUTIES
1.Gathers dates of upcoming events and classes from the master calendar on the website, Board members, event chairs, program chair and the Scheduler for Classes and Workshops and updates the column weekly each Wednesday with e mailing the article to Kory Tran.
2. Asks for upcoming dates to be e mailed to him before each Wednesday so our column is timely.
2021 – 2025 Columnist Barbara Gottesman
2018 – 2020 Columnist Michael Sunzeri
EVENTS
APRIL ART IN THE PARK DUTIES OF DIRECTOR OR CO-DIRECTORS
Director or Co-Directors
1. Reads and follows directions, procedures and suggestions in the Art in the Park binder and consults with previous directors.
2. Consults with the Board and keeps members advised of the time line and help needed. (Date is set by the President each July for the next year or on Villages Community Day for Art in the Park.)
3. Solicit volunteers, especially new members, for the 9 needed jobs: Banner and Signs, Commissions, Contracts, Flyers, Jury, Music, Name Tents, Publicity, Registrar, Clean Up. Banner approval must be requested in writing 30 days in advance. Publicity person should write 6 or so articles before the event and one follow-up. Take photographs.
4. Prepares a budget and presents to the Advisory Board for approval 2 months before the event at the Board's February meeting.
5. Conducts at least one planning meeting for with the committee chairs. One last meeting the week of the event has been deemed essential by past directors.
6. Oversees the preparations, assignment of duties, paperwork, and publicity for the event. Gives each Planning Committee member a hard copy of the duties for each job.
7. In addition to Villages publicity, send an e mail to all previous non-resident vendors about this year's Faire and invite them to come.
8. Makes sure the Grounds person turns off the sprinklers on Friday and Saturday at Gazebo Park.
9. The Director(s) thanks everyone in writing. It is not necessary to buy gifts for helpers.
10. Prepares a report for the Advisory Board. Send the final report to the Board by e mail one week before the May meeting.
11. Prepares or updates the binder for next year's Director. Into the binder should go the Final Report and a flyer under the dates. Any change in forms should be put in “Contracts” or “Music” or whatever. Binder shall be replaced on the binders shelf in the Art Room after the event.
2022 - 2025: Team Leader: Diane Finley
2018 Team Leaders: Diane Finley, Laurie Truman, Claudia Welch
2019 Team Leaders: Diane Finley, Mary Goodnough
SIDEWALK ART SALE IN JUNE (discontinued, may be revived)
AUGUST HOME STUDIO ART TOUR: DUTIES OF DIRECTOR(S)
1. Sends suggested date to President for Master Calendar.
2. Reads the Home Studio Art Tour binder for procedures and rules.
3. Prepares a budget, presents to Advisory Board at its May meeting, gets approval at least two months before the event.
4. Selects 4 committee members, especially new members, for: Contracts, Maps, Publicity and Signs.
5. Makes sure all publicity and contracts are completed at least one month before the event.
6. Prepares a report for the Advisory Board, emails it to them and files a copy in the Home Studio Art Tour binder.
7. Prepares or updates the binder for next year's Director and replaces it on the binders shelf in the Art Room.
2022 - 2025: Team Leader Diane Finley
2019 Directors: Diane Finley and Mary Goodnough
2018 Directors: Diane Finley and Barb Gottesman
SEPTEMBER NEW MEMBERS RECEPTION
DIRECTOR(S) DUTIES
1. The purpose of this event is to welcome new members, display members' art in some way, and to explain Arts & Crafts to new members. Honors new members with gift, asks why each joined, asks each to talk about art work s/he brought for display, takes a group photo and presents a small gift or VACA shopping bag. It is held the first Monday in September after Labor Day at 5:30 pm in the Art Room.
2. In 2025, we set a Summer Art Project, asking all members to take a 5 by 5 canvas, create a work of art and bring it to the NMR to be displayed flat on the tables. This is in an effort to get more to attend the NMR.
3. The Director(s) reads all the information in the NMR binder and refers to last year's chair(s) for guidance.
4. Solicits and appoints Team Members for: Publicity, Decorator, Paper Goods, Key Holder, Paperwork Lists and Sign In Sheets, special name badges for new members and Designated Person to Explain workings of Arts & Crafts to New Members, Clean up Crew. Gets someone to write publicity articles for The Villager as needed and print flyers and get the event on the website, Ch. 26, Fast Lane and in the “What's Happening” column at least a month before the event.
5. Holds at least one meeting with her/his Team Members during the summer.
6. Makes sure that the Alcohol Action form is signed by the President and turned in to Recreation Office 30 days before the event.
7. Selects theme and solicits members to contribute refreshments or plans to buy them all within the approved budget.
8. Prepares a budget and presents it to the Advisory Board for approval in May or at least by the August Advisory Board meetings. Keeps all approved budgeted receipts to give to Treasurer for reimbursement.
9. Prepares a Final Report to the Advisory Board for the September Board meeting.
10. Hold this in the Art Room with refreshments and invite all to display one art work on easels or tables or display the “Tiny Treasures” from the summer of 2025 flat on the 2 tables in the Center of the Room to swap at the end of the Reception or keep their own.
2023 -2025 Colleen Mirassou and Stephanie Torres
2022: Barbara Gottesman and Colleen Mirassou
2021: Michael Sunzeri
2019: Mary Goodnough and Monita Bowman
2018 Monita Bowman, Mary Goodnough, Michael Sunzeri
NOVEMBER HOLIDAY FAIRE : DIRECTOR OR CO-DIRECTORS DUTIES
1. To prepare a budget for the event, based on the previous year, for approval by the Board at its September meeting and to consult with the Board and keep members advised of the time line and help needed.
2. To check the dates and reservations for all rooms for Holiday Faire to make sure we have them. The date is set on the master calendar on July of the previous year.
3. To read carefully the Holiday Faire binder and consult with last year's Director(s).
4. To solicit a team of leaders for each of the 12 committees necessary: Bake Sale, Banner, Coffee, Commissions, Contracts and Tables, Decorations, Door Prizes, Flyers, Jurying, Name Tents, Publicity, Signs. Assign them the task of recruiting their own committee members, especially new members, from the 250 Arts and Crafts members. At least two planning meetings will be held for committee chairs and directors.
5. To oversee the preparations, assignment of duties, paperwork, and publicity for the event. It is expected that every member will contribute instead of the director being entirely responsible. See binder for checklist of duties for each committee chair. Keep one copy in the binder. Give one copy to each chair.
6. To send in the Banner Request to the Community Activities Offices 30 days ahead of the day it should be put up (which is on the Monday before the Saturday Holiday Faire.)
7. In addition to Villages publicity, send an e mail to all previous non-resident vendors about this year's Faire and invite them to come.
8. Get keys to all rooms from the Community Activities Office on Friday afternoon and unlock rooms for Bake Sale and putting name tents on table. Re-Lock by 5 pm. Unlock all rooms at 8 am Saturday morning and check and re-lock by 3 pm Saturday. Return keys to Community Activities Office on Monday.
9. The Director(s) will also thank each committee chair after the event, as the committee chairs will thank their members, in writing.
10. Prepare a Final Report for the Advisory Board and send it by e mail to each Board member and file a copy in the Holiday Faire binder.
10. Prepare or update the binder for next year's Director.
11. To ensure a positive atmosphere about Arts and Crafts and to promote collaboration among officers and members.
2023 – 2025: Diane Finley and Team
2022: Jan Alleman and Prema Anand (with mentors Diane Finley and Michael Sunzeri
2021: Diane Finley and Michael Sunzeri
2019: Deborah Edwards, Barb Gottesman, Monita Bowman
2018 Team Leaders: Barb Gottesman, Diane Finley, Monita Bowman, Linda Planting, Kathy Tanaka
2017 Co-Directors Monita Bowman and Barb Gottesman
EVENTS COORDINATOR TEAM
This person or Team coordinates each Arts & Crafts Events
Duties:
1. Helps recruit Team Leader or Director for each of our Events.
2. Meets with volunteer Team Leader two months before the specific event to review detailed binder and materials box (stored in the Art Room). Invites former Event Chairs to this meeting to answer specific questions.
3. Makes sure that Team Leader presents a budget request to the Advisory Board 2 months before event so that expenditures are approved or modified.
4. Helps Team Leader recruit Team Members for the Event, as specified in the Event Binder.
5. Makes sure that approved uniformed contracts are used for each Event.
6. Is available for assistance to Team Leaders and seeks answers and clarification from former Event Directors.
7. Keeps Advisory Board informed of progress.
8. Makes sure that Team Leader completes Final Report to the Advisory Board, using the blank format in each Event binder.
9. Makes sure that the Team Leader updates the Event binder and stores it in the Art Room along with the materials box.
10. Thanks everyone involved.
2019 - 2023 Events Coordinator: Diane Finley
2016 – 2018 Events Coordinator Barbara Gottesman
2008 – 2016 Events Coordinator Barbara Gottesman
IMPORTANT: Articles and photographs of Villagers having fun in Arts and Crafts events, workshops and classes is vital to the lifeblood of the Arts and Crafts Association. Publicity and numbers attending events are important to keep us in the eye of the Villages management.
Possible New Committees Needing Chairs:
1. Coordinator of Volunteers
2. Person or Committee to digitalize all VACA records