WGRI Vice President Role and Responsibilities
Approved WGRI Executive Board on September 7, 2019
Responsibilities from the WGRI By-Laws:
The officers of the corporation shall be the President, Vice-President, Secretary and Treasurer.
b. Each officer shall be elected for a one-year term, except for the Treasurer who shall serve for a two-year term. No officer shall hold his/her office for more than two consecutive terms.
c. The officers of the corporation and the immediate past President shall constitute the Executive Board together with such other members of the corporation as are deemed necessary.
d. Vacancies occurring before the end of a term shall be filled by a vote of the Executive Board with the exception of the office of President which shall be filled by the Vice-President.
e. The President shall preside at all meetings and shall be an ex – officio member of all committees except the Nominating Committee.
f. The Vice-President shall perform the duties of the President in his/her absence and may succeed to the office of President if vacated.
Role of the WGRI Vice-President:
Meetings
· Coordinate the WGRI annual calendar of meetings, usually the first Saturday of the month, with exceptions for holiday weekends. Present the schedule to the president for approval prior to scheduling rooms and speakers for the year.
· Schedule Main Level Meeting Room at the North Kingstown Free Library via the library’s online meeting room scheduling program: https:nklibrary.libcal.com/. The reservations may be made up to 90 days in advance. It is highly recommended that the room be reserved immediately when the advance 90 days arrives. The library allows us to reserve from 9:00am to 1:00pm.
· Complete set up and take down of room for meeting.
· Set up and manage audio system during the meeting.
· Review with speaker all audio-visual, table set up, and other needs for the meeting.
· Set up audio-visuals for meeting, computer, screen, microphone, and projector. Bring a long extension cord to meeting.
Speakers
· Review all notebooks from past years to analyze speakers and topics.
· Request topics and speaker choices from membership at a meeting or online.
· Review speakers and topics from other New England guild meetings and NEWS.
· Plan a year of meetings from September through May. Annual meeting does not have a speaker.
· Try to get a local speaker for January (if a meeting is to be held) and February, due to potential cancellation because of weather.
· Be cognizant of travel mileage payment for non-members when scheduling the whole year. Review with WGRI Board if you have a speaker that will be expensive due to travel.
· Contact speaker by email with request to speak. Email a letter of agreement with request for topic title, description of presentation, and speaker bio for annual summary of programs for web site and annual yearbook.
· Write an email confirming receipt of signed letter of agreement from speaker.
· Complete and send program summary to WGRI President for the following year by May, prior to the annual meeting.
· Once approved, email to Webmaster for website and to Treasurer/Membership for the annual yearbook.
· Arrange lodging at a member’s home if speaker is from out of area.
· Confirm speaker at least 3 weeks prior to presentation by email. Give them your contact information for any last minute emergencies. Make sure they have library address.
· Greet speaker at library. Set up their audiovisual presentation on guild computer and projector. Make sure they have water during the presentation.
· WGRI President introduces speaker. Make sure they have a bio to use for introduction.
· At the end of presentation, make sure speaker receives check from treasurer for speaking and travel if they are a non-member. Notify the treasurer a week ahead for the amount of the check to bring to the meeting.
· Assist the speaker in packing equipment and displays after presentation.
· Write a letter using WGRI logo on stationary to speaker with thanks and specific comments from members regarding presentation.