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Chapter 130 of
AAW
 
   Find out how we run and how YOU can get involved
 
  • Contacts
  • Constitution
  • Executive Roles
  • Appointee/Volunteer Roles
  • Applications
  • Policies
PRESIDENT - Bill Fowle - email Bill
VICE PRESIDENT - Dan Breck  
SECRETARY - Des Wilson  
TREASURER - Barry Wilkinson  
PAST PRESIDENT - Ed Pretty  
MEMBERS AT LARGE - Tom Byrom,   Claudia Hayward,   Bob James
  Brian Lunt,    Cathy Nakagawa,   John Spitters
MEMBERSHIP COORDINATOR - Olaf Lepper  
NEWSLETTER EDITOR - Bruce Campbell - email Bruce  
NEWSLETTER PUBLISHER - Robert Carlson  
TURNING 101 - Barry Wilkinson  
LIBRARIAN - Gerry Vickers  
LIBRARY ADVISOR - The Wizard  
EDUCATION COORDINATORS - Larry Stevenson,  Bruce Campbell
FOCUS ON FUNDAMENTALS - Neva Hilliard  
Food Chief - V A C A N T  
PHOTOGRAPHY - Lin & Jay Mapson
VISITING DEMONSTRATOR LIAISON - Art Liestman
WEB MASTER - Steve Hansen -  email the web dude  

Greater Vancouver Woodturners Guild

Constitution and Bylaws - PDF

 


President:

1.Chair monthly Guild meetings;
a.Set agenda for meetings, with input from various other Guild members (ie. demonstrator coordinators);
b.Set President’s challenge;
2.Chair Executive meetings;
a.Set agenda for meetings with input from executive;
3.Volunteer for necessary tasks as part of the executive team, co-opt others into doing same;
4.Act as a principle contact person for non-Guild members;
5.Write President’s Column for newsletter.

Vice President:

1.Carry out the duties of the president during the president's absence;
2.Attend executive meetings as part of the decision making team;
3.Volunteer for necessary tasks as part of the executive team;
4.Be a member of the Educational Coordinators committee;
5.Maintain a database of all the monthly presenters and special guest presenters;
6.Liase with non-executive Guild volunteers (e.g. Library coordinator, Focus on Fundamentals coordinator, Guest demonstrator coordintor, Turning 101 coordinator) to keep the Executive informed;
7.Maintain the archives of the Guild.

Secretary:

1.Attend executive meetings as part of the decision making team;
2.Volunteer for necessary tasks as part of the executive team;
3.Conduct the correspondence of the society;
4.Issue notices of meetings of the society and directors;
5.Keep minutes of all meetings of the society and directors;
6.Have custody of all records and documents of the society except those required to be kept by the treasurer;
7.Have custody of the common seal of the society;
8.Be responsible for sending a copy of the minutes of all meetings of the society to the national office of the AAW;
9.File Societies Act requirements with provincial government (yearly);
10.Be comfortable using the computer to maintain the records and distribute information to other directors and members-at-large as necessary.

Treasurer:

1.Attend monthly meetings to collect and disperse funds;
2.Attend Seminars to collect and disperse funds;
3.Attend executive meeting as part of the decision making team;
4.Volunteer for necessary tasks as part of the executive team.
5.Keep records of income and expenditures;
6.Keep file of bills and receipts.
7.Liaise with the bank to arrange signing authority.
8.Make deposits at bank.

Members at Large:

1.Attend all executive meetings as an active part of the decision making team;
2.Volunteer for necessary tasks as part of the Guild and executive team.



Newsletter editor and publisher

Role:  produce a newsletter prior to each meeting to educate, entertain and inform the members.

Traditionally the newsletter has been published about one week prior to the meetings.

Editor:

  • Set deadline for submissions in consultation with the publisher
  • Encourage members to submit articles
  • Follow up with regular contributors (e.g. president, tech talk, etc) to ensure submissions are received prior to deadline
  • Use discretion to determine whether submissions should be published
  • Edit articles for spelling and grammar to ensure readability
  • Forward edited submissions to publisher in a timely fashion, as agreed with the publisher
  • Proof-read formatted newsletter and provide feedback to editor re errors
  • Broadcast email to members to advise when newsletter is published
  • Use discretion to determine whether time-sensitive contributions will be email broadcasted to the members

Publisher:

  • Set deadline for receipt of submissions from the editor in consultation with the editor
  • Format submissions into newsletter
  • Correct errors found after proof-reading
  • Publish newsletter to the web
  • Mail out newsletter to members who do not have email
Membership Co-ordinator

Role: Maintain the register of members


Volunteer Job Co-ordinator

Role: Assists demonstrators and activity organizers; arrange volunteers to conduct Guild business and events.

Volunteer Roles:

  • Meeting set up and clean up (e.g. lathe, chairs, tables, AV equipment, floors, library, garbage, etcetera)
  • Coffee Chief
  • Library Co-ordinator
  • Focus on Fundamentals Coordinator
  • Educational Co-ordinator - organizes regular meeting guest speakers
Education Co-ordinator

Role: Plan, schedule and co-ordinate the line-up of presenters for all regular monthly meetings.

Overview:

The Educational Co-ordinators (EC) arrange up to 12 speakers/demonstrators per year. The scope of the presentations is anything that relates to woodturning. We make excellent use of our own talented and diverse members. We also bring in outsiders from other clubs, organisations or individuals that can address our interests. It is nice to have 2-3 outsiders per year. The EC should refer to prior topics covered in order to gain an idea of what could be planned and try to avoid repetition within a 2 year cycle, but there are no hard and fast rules. Try to keep a mix of topics that will cater to both novice and seasoned members. With this in mind, every speaker, regardless of expertise, disseminates something of value.

Your Resources:

  • GVWG Membership – includes past members
  • Counter-parts from other guilds including guilds in the Fraser Valley, the Sunshine Coast, on Vancouver Island and in Washington state.
  • Various related organisations, suppliers, and artisans.

Communications:

  • The EC communicates with the Executive though the Vice President. The Executive can be a useful source for new ideas and sometimes the executive might bring forth new goals for the EC agenda.
  • Keep in close contact with upcoming speakers and make sure they are ready to present. Assist/guide them in preparation if they need help. Assist in acquiring materials/props.
  • Briefly research your presenters. Introduce your presenter at the meeting and thank them before they leave.

Guidelines for presentations:

  • 60 minutes, but is negotiable.
  • For outsiders an honorarium & / or imburse for travel expenses - negotiated before hand.
  • It is a good idea to line-up at least one member presenter that could step in at the last minute in case of cancellation.
  • Calendar/speakers: Generally one per month, except July, August and December.

Visiting Demonstrator Co-coordinator

This is an appointment by the Board-it is not an elected position.

The outline of the position is describe as a Guild Member who, once advised as to who will be visiting on what potential dates,  is then responsible for the demonstration, and possible related hands-on class, being a success in meeting the needs of the demonstrator and of our guild members.

The process or work flow involved is as follows:

  1. Art Liestman notifies me of a potential demonstrator visit and I confirm the availability of the facilities at Sapperton Hall, and Island Woodcraft on the proposed dates, and will then confirm availability with Art.  As an old boy scout, I follow the motto of “Be Prepared!” and I am always on the lookout for possible alternate locations for a demo or class, in the event that the facilities may not be available on the date we need, or – that the facility may inadvertently, have been double booked.  (I now have Shirley’s email address and can confirm our bookings in writing as evidence to her that we have priority.)
  2. I research the background on the pending visitor to obtain details about them and photos of their work for material to be developed into a newsletter article, and to identify, if possible some special feature that can be promoted to be of possible special interest to our members or at least some of them.
  3. Merv Graham is notified so he has plenty of lead time to assemble material for creating his poster boards, and Steve Hansen is advised with a link or two so he can publish the announcement in the home page of the Guild website.
  4. I will contact the demonstrator, usually by email to request details of what topics will be covered in their presentation and in their class, if applicable, so that I have some information to promote both events.
  5. If I am fortunate (20% of the time), I will receive sufficient details and a couple web links that will assist me in preparing material for the  Look Who is Coming to Demonstrate piece for the Newsletter and for announcing to the membership at the next couple of monthly meetings.  I also try to get details as to what the demonstrator would like the students to bring to the class.
  6. The demonstrator is also contacted – usually with a couple of requests, that they advise me of their needs as to wood, equipment, computer connections, other power equipment – compressor, vacuum system, fluids that cannot be transported by air, or other special needs – i.e. a freezer etc. ( I tried a checklist, but that is generally ignored, along with most other requests.)  Once the needs are identified to me I then source the materials, with the objective of keeping the costs – for wood, etc. to a minimum so as not to challenge our finances.  This may require emails to other members, tel calls or a trip into various suppliers to find what is needed.  There may then be some prep work to cut the material to the dimensions specified by the demonstrator/instructor.      

If there is evidence of a lack of interest in the demo in general or the class in particular, then a decision must be made, in consultation with the President, that the class component will be cancelled due to lack of interest.   That news must be delivered to the demonstrator and to Art.  It has been decided, with discussion with Art and with the Past President, that for a class to proceed we must have 4 paid up students.  If we have not received enough information or material to promote the class, (because the demonstrator has not responded), then we cannot do the impossible to fill the seats for him or her.
(In the past I have contacted other clubs, and through our Associate Membership category have expanded the potential audience in an effort to fill the seats.)

  1. I am often in contact with the other clubs who are hosting the same demonstrator, in hopes that they have been advised already as to the individual’s needs or wants.

  (It appears there should be more communication between the clubs so that it is clearly understood as to the cost sharing arrangement that allows any one club to bring in a visitor from a long distance away.   Art Liestman explained to me that in the past, the cost was divided between the number of clubs the demonstrator was visiting, regardless of the number of days, or half days spent at any club by the demonstrator. To me this makes sense, because no one club could justify the cost by itself so bring someone from say South Carolina to do just a one day demo, or evening presentation.  However this formula has recently been altered by one of the clubs south of Seattle who decided that they will only pay a share of the travel costs if divided by the number of days presented at each club.)  There was also a threat of last minute cancellation by that club– without thought to the fact that the demonstrator had already booked the flight.

  1. A ”Border Letter” is prepared for each out of country demonstrator to assist them in declaring to Canada Customs that they are coming to Canada on a business trip and the letter is their invitation to come speak to our guild members. (This is a standard letter originally prepared by Art that is personalized and addressed to the home of each visiting demonstrator.  I include my name and telephone number in the event that Canada Customs Service needs to contact someone from the Guild when the demonstrator is waiting at the border. In some situations I have provided driving directions from the border, or have assisted by meeting the demonstrator at the airport to deliver them to the host – generally Art’s place.
  2. If necessary I will notify the Guild’s Communications person to request a broadcast reminder of the event in the week leading up to the demo date.  The current NL Editor / Publisher looks after this now without prompting – thank you (or argument!) Thank You Michelle.
  3. I am asked for a budget, but I have no say as to the costs, and can only insure that the cost so of materials is minimized, usually by my providing crap wood to the demonstrator to use.  I do maintain a spreadsheet of the costs incurred by the Guild for each demonstrator and note the number of students in each class and the related revenue generated from the class.  I do not have any numbers as to the revenue collected at the demo, this is a treasury matter, and I suggest any “Budget” needs be directed to that department.
  4. Often there are little things that are needed for the demonstrator, and these have been borrowed from my shop.  On the day of the demo I make sure that I have a couple bottles of water for the demonstrator and that they have tables for tools or product display as required.

One last thing, in this position, you get to write your own job description! You also get to have dinner with the visitors-a reward in itself!

 


EVENT REQUEST is for use by Guilds in the BC Crafter's Association for notice of an Event that needs Executive approval to be a Guild Sanctioned Event for Liability Insurance. The following is the process and criteria for a member to become approved.

. Event Request Application

DEMONSTRATING - members of the GVWG who demonstrate at Guild sponsored events need to be approved by the Guild. The following is the process and criteria for a member to become approved. The need for assessment is strictly one of safety - to operate a lathe in such a manner as to not endanger any spectators.

. Guild Member Safety Review / Evaluation

. Certified Demonstrators

. Certified Assessors

. Checklist for public demonstration

Please contact the President if you wish to apply.

GVWG Policies

This is a list of policies agreed upon by the executive, as of May 2011, with revisions as noted.
Membership and fees:
1.       Membership fees are due in September of each year. Membership is set at $45.00 per year for all returning and new members. New members fees will be discounted at the following schedule: September to January $45.00, Feb to April $35.00, May to September $25.00  (New member shall be those new to the guild or those returning after at least one calendar years absence).  Revised 05/2010.
2.       Associate memberships are available for anybody living outside the Metro Vancouver area or, with board approval, those living within the metro area.    The annual fee is $12 and entitles the Associate Member to email notification of the newsletter and registration in classes at the regular member’s rates and times.  08/2010.
3.       For Guild members, One day class fee is $145, Two day class fee is $285, Half day class fee is $85.. Classes will be opened to non guild members sixty days before the event and will require non-members to pay a $30.00 registration fee in addition to the class fees. All fees must be paid before registration is confirmed and are not refundable. 06/2013
4.       Classes are filled on a first paid, first secured basis.  Payment must be made to the treasurer to secure a place.  2010
5.       Demonstration event fees are $30.00 for any member of any woodturning guild. otherwise the fee is $45. 05/2010
6.       Turning 101 fees are $25 per session.  06/2013

Reimbursement and payments:
6.       Members shall be reimbursed for extraordinary costs incurred in operating any event or in performing duties for the guild.  2005
7.       Members will be reimbursed for any tool or equipment loaned to the Guild which is lost, stolen or broken during any event.  2005
8.       Guest speakers from outside the guild will receive an honorarium of $100.00 CDN for making a presentation; excluding commercial presentations.  2006 (revised 2011)
9.       The host of the special weekend demonstrators will be given an honorarium of $100.00 to help cover expenses of hosting the speaker.  2008

Library and newsletter:
10.     The annual library budget is set at $400, with a focus on material of interest to new turners.  03/2010
11.     Library materials may be borrowed for personal use. Fees for the use of the library materials are per month, payable at time of borrowing. Magazines, $1.00, Books $2.00, Videos/DVDs $3.00. Use is for a one month period. If borrowed material is not returned at the next meeting, an additional monthly fee will be charged. Library fees provide for replacement of damaged materials and purchase of new items.  Replacement costs are as follows:  magazines $5, DVD’s and VHS $40, books $40.   The library will only be open at regular monthly meetings. All library material must be returned in June.  Failure to return material will result in the replacement cost of the borrowed item being levied against the member.  Return of material at any other time will be by special arrangement with the librarian.  Revised 02/2009
12.     Members must present their membership card to borrow material from the library.  08/2009
13.     No Commercial advertising will be allowed in the newsletter.  05/2009
14.     Advertisements of items of interest or benefit to the guild members by members or private citizens will be permitted in the news letter.  05/2009
15.     The newsletter editor may, in his/her discretion, use the Guild email list to disseminate time sensitive information or advertisements by members or private citizens.  05/2009

Guild sponsored events:
16.     The executive shall determine whether a public event is a Guild sponsored event.  07/2010.
17.     All demonstrators at Guild sponsored events who use a lathe in front of members of the general public shall be accredited demonstrators.  03/2010.
18.     The Guild officers shall appoint members as assessors to accredit demonstrators.  07/2010.
19.     When demonstrating/displaying at a venue where other participants are paying for their space but the Guild is not, members may not sell their work at the show.  If the venue specifically requests that no sales be made, members may not supply contact information about the artist.  Otherwise, if requested, members may give out their business card for contact at a later time.  05/2011.
20. When participating in an event sanctioned by the Guild, members must wear Guild name tags, hand out Guild business cards, use safety screens and write a follow up article (including pictures) for the newsletter. 05/2011

General:
21.     The guild’s membership list will not be provided to anyone outside the board of directors and committee heads. 03/2010
22.     All elected members of the board of directors shall be members of the American Association of Woodturners (AAW).  03/2010
23.     Since the executive meeting is held at dinner time, food will be supplied for the executive meeting. 08/2008
24.     Members will be permitted to use the guild’s masthead for personal use, including on their personal woodturner’s business card, turnings and turning smocks.  02/2009
25.     The executive is expected to attend executive meetings in person.  No teleconferencing.  01/2011