Knoxville Writers' Guild - Standing Committee Descriptions

Board of Directors
The Board of Directors is responsible for the overall management of the Guild. Specifically, the Board:
-- Formulates policy
-- Develops a yearly plan and budget
-- Leads fundraising activities
-- Ensures fiscal management
-- Establishes categories and minimum contributions for each type of membership
-- Elects Board officers from among its own members
-- Establishes and direct standing committees, and
-- Maintains a written record of all votes and decisions made by the General Membership and by the Board of Directors
The Board meets quarterly to review the operations of the Guild, conduct business and ensure each project is meeting objectives.

Executive Committee
The Executive Committee is responsible for the day-to-day operations of the Guild. The Executive Committee consists of the officers of the Guild and the chairpersons of the standing committees. Specifically, the Executive Committee:
--Manages the affairs of the Guild in accordance with the Annual Plan and Annual Budget
--Meets at least monthly to conduct business
--Reports to the Board quarterly concerning operations of the Guild and its projects
--The Committee is chaired by the President or, in order, - the Vice-President, Treasurer, Secretary, or any member of the Executive Committee if the President is not present.

President
The President is the chief executive officer of the Guild. The Ppresident

-- Ensures all Guild bylaws and resolutions of the Board of Directors are carried into effect
-- Has the authority to sign all instruments, including all contracts and agreements and all tax returns and other instruments required to be filed with a government agency
-- Has authority to enter into such agreements as are required to conduct the business of the Guild, consistent with the Annual Plan and Annual Budget
-- Chairs all Board and Executive Committee meetings at which the President is present
-- Is an ex-officio member of all standing committees
-- Appoints committee chairpersons with approval from the Board
-- Calls and presides at meetings of the Executive Committee
-- Responds in a timely manner to all inquiries from members of the Board.

Vice President
The Vice-president cooperates with the President and the Executive Committee to coordinate and oversee the activities of the Guild and chair meetings in the absence of the President. Specific duties of the Vice-president will be determined with the President.

Treasurer
The Treasurer is responsible for maintaining accounting records in accordance with Generally Accepted Accounting Principles (U.S. GAAP). General accounting may be undertaken by a bookkeeper under oversight of the Treasurer. Due to legal, tax and informational requirements, the accounting records must be maintained using software such as QuickBooks®.

Monthly
-- Prepares financial statements and cCash flow projections for review at Board meetings.
--Makes timely bank deposits
--Issues checks as authorized by the Board
--Reconciles bank statements
--Forwards membership information to the Membership Chairperson.

Annually
--Prior to January 20, prepares and files Sales & Use Tax Report with the Tennessee Department of Revenue.
-- Prior to January 31, issues 1099 Miscellaneous Income Statements to recipients
-- Prior to February 28, files 1099 Miscellaneous Income Statements with the Internal Revenue Service and Tthe Tennessee Department of Revenue.
-- Before April 1, files Corporate Annual Report with the Tennessee Secretary of State.
-- Before May 15, files Form 990 (if required) with the Internal Revenue Service.
-- In July, files a City of Knoxville Business Tax return
-- At the October Board Meeting, reviews the proposed bBudget and cCash fFlow for subsequent year(s). The bBudget should be approved by the November Board meeting

Secretary
The Secretary is responsible for maintaining the records of the Guild. The Secretary:

-- Records and issues the minutes of each meeting of the Board and Executive Committee
-- Maintains the reports and records submitted by project coordinators
-- Records the votes of the meetings of the Board of Directors and the minutes of meetings of the General Membership
-- Attends to the giving and serving of all notices of the Guild
-- Is custodian of the corporate records
-- Is responsible for maintaining, safeguarding, and indexing all policy adoptions and standing rules made by the Board; and perform all the duties incidental to the office.

Standing Committees
The Chairperson of each standing committee is responsible for the projects which it is assigned. Specifically, the Chairpersons
-- Develops annual budget proposals for each project
-- Maintains fiscal management of each project
-- Meets regularly with project managers
-- Reports to the Board at least quarterly on the operations of the projects

Planning Committee formulates long-term goals for the Guild, coordinates activities relating to fundraising through gifts and grants, and develops the Annual Plan and Annual Budget.

Nominating Committee nominates Board members from the General Membership, and conducts Board elections following established procedures.

Membership Committee promotes Guild membership, maintains the member database, provides publicity for Guild activities, publishes the Guild newsletter, maintains the Guild web-site, and participates in community events and other outreach programs.

Database Manager is responsible for maintaining an electronic record of the general membership, sending dues reminders, providing mailing labels when requested and issuing welcome packets to new members.

Publicity Coordinator works with each project to ensure announcements are sent to members and the community through the newsletter, website, bulletin boards, news media and other informational outlets, maintains a contact lists, and develops a budget for advertising.

Newsletter Editor is responsible for content and overall appearance of the Guild’s newsletter, The East Tennessee Writer, developing a budget based on the annual plan and works with other Guild projects to ensure timely submission of materials.

Web Manager is responsible for administering the domain name, updating the website with current information, developing and maintaining elements of the Guild’s electronic communication, discussion boards, listserv, website affiliations, developing a budget conforming to the annual plan, and works with each project to ensure accurate transmission of information through our electronic media.

Contests Committee is responsible for all Guild writing contests. Specifically, this includes developing a budget based on the annual plan, arranging for contest judges, ensuring information about the competitions are prepared and submitted to the Publicity Coordinator in a timely fashion, preparing a database of information on the entrants and entrees, notifying the contest winners when the judging is complete, and coordinating with the Board and the Program Director such that the contest winners are provided opportunity for public acknowledgment of their success.

Education Committee plans and coordinates regular monthly meeting programs, organizes workshops and study groups, coordinates the formation and function of the writing groups, and plans , for any special publications of the Guild. The Knoxville Writers’ Guild promotes writing and creativity in East Tennessee and the surrounding region through a variety of activities and events. Key to that promotion is the publication of an anthology of prose and poetry in the fall of even-numbered years. The Guild is currently at the beginning of the two-year anthology cycle and, therefore, is seeking a volunteer to edit the next anthologybook.

Anthology Editor must have established organizational skills, be well versed in grammar and style, experienced in completing large projects, able to delegate and inspire others, and capable of meeting deadlines and planning ahead. Additionally, the editor should be a good communicator, able to work with diverse groups, and have passion for the art of writing.

Specifically, the Editor will:
• Provide the overall artistic vision for the project
• Select and secure cover art and book design
• Select the book title
• Promote the Call for Submissions
• Organize the incoming manuscripts
• Read and select manuscripts for publication
• Work with authors on revisions, and
• Edit selections based on a widely accepted style manual
Further, the Editor works with the Anthology Committee to operate within an approved budget plan, support the fundraising campaign, select an assistant editor (if desired), and participate in the sales and marketing campaign.

Program Director is responsible for the monthly programs conducted by the Guild and iIdeally creates an event schedule 6 – 12 months in advance. The Program Director:
-- Communicates with the publicity coordinator to ensure accurate information about events
-- Establishes programs that meet the goals and mission of the Guild
-- Develops an annual budget proposal,
-- Works with other Guild projects to establish promotional events,
-- Greets the guest speaker(s) and insures arrangements are made for equipment and materials
-- Introduces or arranges a proper introduction for the speaker(s)
-- Coordinates the refreshment and clean-up activities

Workshop Director is responsible for planning and conducting of workshops, special seminars and retreats for conducted by the Guild as directed by the Board. The Workshop Director:
-- Develops an annual budget proposal

--Establishes criteria for content, topics and presenters
--Recruits and conducts interviews prospective of presenters
--Secures the services of appropriate presenters
--Communicates with the publicity coordinator to ensure accurate information about events
--Develops necessary resources and facilities

Advisory Committee assists the organization to ensure the Board and committees follow operational procedures, adhere to legal responsibilities and guarantee institutional transfer of organizational procedures and continuity.