Officer Responsibilities

The following is a list of tasks that should be performed in order for our club to be a successful organization. The tasks are listed under the Officer or Chairman that has traditionally been responsible for seeing that the task has been completed. REMEMBER, just because the task falls under an office or chair, doesn’t mean that person as to “do it all”. Remember job sharing is the key to success.

HOW TO CHAIR A PROJECT

Sample project: Children’s Art Fair

RESEARCH

Study the community and identify the most crucial needs. Newspapers and magazines are a good source for ideas.

THE NEED: From Community Update, Issue No 54 Arts Education Partnership Helps Strengthen Schools and Education Standards “A renewed interest in arts education has been stimulated by public concern over the quality of American schools and the performance of our students, as well as research that shows that the arts help children build both basic and advanced thinking skills, and instruct children in diverse modes of thinking and learning.”

THE IDEA: From GFWC Program Bulletin, January 1998 The America Reads Challenge. Conduct an Art Fair. Children can read about various artists and then select one to imitate. Display their work with a short paragraph telling about the artist of their choice and how their work compares. Invite other classes to see the display and let the children explain their work and serve treats to their friends.

EVALUATE YOUR MEMBERSHIP: Our current membership is very interested in help to the schools. The project should only require 1 or 2 members to make contact with the schools. Supplies and paperwork can be done in the evening and on weekends in order to include our working members.

PROJECT VALUE: It is recommended that $50.00 should cover costs of printing, party supplies and a prize.
 

ACTION PLAN:

Step 1: Ask your Dean (1st VP) if the project has been done before. If so, request the use of the project booklet for review. Remember the booklet is just a guide. Use it as a reference and design the project to your wishes. The Art Fair is a new idea for our club.

Step 2: Keep in mind the size, talent and resources within our club. Review our personal profiles.

What members would be able to attend a daytime art fair?

What members have a contact at a school?

What members have artistic talents?
What members like to read/visit libraries?

Step 3: Can this project be done at one time? How can this project be broken down into stages?

Stage 1: Contact schools for interest

Stage 2: Organize art fair

Stage 3: Organize party

Step 4: Motivate and Involve: Consult the following for their help.

Business and professional people

Press
Churches
Public Officials
City Councils
Other Service Organizations
Schools/libraries

Ask how they can help and get names and phone numbers of volunteers.

Step 5: How will you measure the outcome of this project?
 

“SELL YOUR IDEA TO THE CLUB”

Bring your idea to the Executive Committee. If it is a service project, talk to your Dean. If it is a fund raiser, talk to your ways/means officer. If you have answered all the above questions you should have no problem selling your idea to the club.

The project will then be brought to the club in a form of a motion. You may be asked to state the motion to the club at the General Business Meeting.

Steps in a motion:

Rise and address the chair “Madam President”

Wait for recognition “Mrs. Jones”

Make a motion “I move that CWONC plan an Art’s Fair at a cost not to exceed $50.00”

Another member seconds it “I second the motion” Note: if the motion comes from a committee, it does not need a second.)

The Chair (our President) repeats the motion: “It has been moved and seconded that CWONC plan an Art’s Fair at a cost not to exceed $50.00)

The Chair (our President) asks for discussion (if it is debatable). “Is there any discussion?”

The Chair (our President) Takes the vote. “All in favor, say aye, All opposed say no”.

The Chair (our President) announces the result.

If the vote is yes, you are ready to follow your project booklet. Ask your Dean for a new booklet and fill in the blanks. Remember to be as complete as possible. You will be helping future chairmen. The booklet will become part of our club’s history. You are free to design this project to your own wishes. Your only requirement is to follow the specifics of the motion: Art and $50.00 to spend
 

HOW DO I USE THE PROJECT BOOKLET? (for Project Chairwomen)

Review the monthly checklist. Contact your dean with monthly progress reports. Attending a board meeting is a plus, but not mandatory.

School
Grade
Date of art fair Party?
Prize?
Donations?
What kind of press?
What should press release say?
Time line for activities
Use a sign up sheet for workers (per assignment).
Letter to school
Books on artists
Supplies to schools
Request donations (art supplies, party supplies, books on artists, prizes, other)
Purchase supplies
Workers at art fair
Make sure you get an article in our monthly newsletter. Contact Press Chair

Contact President to make sure your project is on the agenda to give the club an update on your project. Have sign up sheets, if needed.

See your Treasurer for funds. Complete a “request for disbursement” form for any expenses. Don’t forget to attach receipts. Since the budget for the art fair is $50.00 it is a good idea to check out prices before delegating different people to purchase items.

Write up a budget for: (Copies to teachers)

Instructions for art fair
Histories of artists, including copies of their style of art
Art supplies to students
Party supplies
Prizes

Write up a report of project: Include a description of what you did and how you did it. For future reference note what ideas worked well and what you would change.