Please fill in the form at the bottom of this page by April 8th to be included on the 2024/2025 election ballot. Voting will begin on April 11th. Thank you for your consideration! Please contact Jean Smith at jeanaes@aol.com with any questions you may have. Following is a description of duties taken from the bylaws.
- President: 1. Schedule and conduct all regular meetings of the Board. Itemize an agenda and forward it to the Secretary before the meeting. 2. Create agenda items for regular meetings including announcements, order of activities etc. Preside over monthly meetings and activities of the GVAL organization. 3. Guide and motivate the members of GVAL to accomplish the mission of GVAL in the community. 4. Act as liaison and promoter for GVAL with local organizations and town leaders. 5. Review the bank statements, which will be provided by the Treasurer monthly. 6. Ensure that information is forwarded to appropriate Coordinators. 7. If a Co-President exists: a) Share the duties as listed above between two people working as a team. b) When necessary, step in when the other co-president should become unable to serve.
- Vice-President: 1. Support the president(s) regarding all duties listed above. Step-in when or if the president(s) are unavailable to conduct meetings and take over all duties deemed necessary. 2. Shall preside over the monthly meeting art critiques and Artist of the Month. 3. Execute any other duties as assigned by the president(s). 4. Assist Board Coordinators as necessary in filling the sub-committee positions. 5. Oversee board nominations and voting. a) Notify the Website and Membership Coordinators of the date to create and send out the nomination forms. b) Work with the appropriate Coordinators to create (Website) and send out (Membership) the ballot used for board voting each April. c) Oversee the vote by paper ballot at the May member meeting or appoint someone to do so.
- Secretary: 1. Create the agenda for the Board meetings per Board members’ requests. a) Agenda items shall be submitted to the Secretary no later than 24 hours prior to the scheduled meeting. 2. Email the agenda to Board members prior to scheduled meetings. 3. Email the minutes to Board members within 72 hours following each board meeting. 4. Pick up mail from the Post Office as needed or arrange for another board member to do so.
- Treasurer: 1. Maintain an accounting of GVAL funds. a) Reconcile bank statements monthly. b) Work with the Board to set and maintain the budget. c) Keep sufficient checks available for monthly expenses. 2. Present a monthly treasure report at the Board meeting. 3. Pay all bills in a timely manner, including but not limited to: a) Monthly speaker’s fee. b) Any rental equipment. c) Meeting venue rental. d) Liability insurance. e) Send payment to the Corporation Commission, (including the report) in May. 4. Prepare and present an annual financial report. 5. Collect, verify, and deposit annual art show entries. 6. Deposit all membership payments if received by check and share the information with the Membership Coordinator. 7. Conduct 50/50 drawing at the monthly meetings. 8. Prepare a Financial Accounting Report as required with any grant application or other such entity. Ensure timely submission of any IRS forms. a) Distribute copies of the report as required, including the Board. 9. Manage the lease or arrangements for monthly meeting venue. 10. Manage member reimbursements to be paid within 30 days of receipt of approved expenditures.
- Art Show Coordinator: 1. Select and oversee a committee to organize GVAL art show(s). 2. Work with local government, businesses, and private organizations to promote and plan show(s). 3. Coordinate all parts of the show(s), including but not limited to location, judges, prospectus, jury, ribbons, prizes, set up, take down, and clean up. 4. Work with a committee to determine the budget. Propose fund-raising activities If necessary. Monitor and control expenses to stay within budget.
- Fundraising and Grants Coordinator: 1. Arrange and obtain funds and awards for Artist of the Month and Artist of the Year. 2. Purchase and secure awards for any juried art shows as required. 3. Write and submit grant applications to obtain funding for GVAL.
- Community Outreach Coordinator 1. Identify GVAL members’ art skills and inform GVAL members of community art services needs and plans. 2. Contact local nonprofits to access art needs for adults and children and discuss possible short-term or long-term service arrangements with organizations’ leaders. 3. Recruit volunteers to meet art service requests and schedule volunteer locations, dates, and times, sharing schedules with all involved. 4. Document art services and projects with permission and share documentation with the organizations served as well as GVAL’s Website, Newsletter, Public Relations, and Grant Writer Coordinators. 5. Inform GVAL members and others of community art material needs. Collect and deliver art material donations or appoint others to do so.
- Hospitality and Social Coordinator: 1. Work with the Board to organize winter and summer socials, holiday social, White elephant, and silent auction. 2. Arrange for Evites to members to be sent for the socials and monitor the results. 3. Meeting Refreshments: a) Set up and arrange for refreshments and bottled water for monthly meetings. b) See that the space is left clean. c) Coordinate refreshments for special events, i.e. Juried art show opening reception and closing reception.
- Meeting Coordinator: 1. Work with the Board to develop plans for all monthly GVAL meetings. a) Meeting activities and/or speakers should be planned several months in advance when possible and the information shared with the appropriate Coordinators. 2. Be the primary contact for presenters and speakers. 3. Confirm and remind presenters a couple days before the meeting and oversee that all their necessary support items are supplied, such as easels, tables, etc.
- Membership Coordinator: 1. Make membership forms available at all GVAL meetings and other GVAL events, including name tags and sign in lists. 2. Retain the data from membership forms and maintain these records. 3. Provide new members with welcome letters and information about GVAL. 4. Send a dues reminder to members from the previous season as needed and provide fee renewal information. 5. Maintain and update Board, Membership and Friends of GVAL email lists. These emails are used for GVAL news, announcements, and sponsored events.
- Newsletter Coordinator: 1. Create and publish a monthly newsletter to be sent out to Active Members and Friends of GVAL via email, approximately 10 days after the regular meeting. a) This should include the previous month’s speaker, next month’s speaker, and artist of the month, socials, art shows, any announcements, location information, images, and other relevant news. 2. Take photos when necessary, at meetings and events or arrange for someone else to do so. 3. Collect information from the board and regular members within one week after meetings, to make sure the newsletter gets out in a timely fashion. 4. Create and cultivate a positive image of GVAL with images and descriptions.
- Public Relations and Marketing Coordinator: 1. Write and send out news releases about GVAL events, Call for Artists, Art Show reception and judge’s results. 2. Post GVAL happenings to various online calendars, Facebook pages, and other social media sites.
- Special Events and Venue Coordinator: 1. Arrange extracurricular activities for members, i.e. art tours, etc. 2. Coordinate plein aire sessions. 3. Coordinate one day art sale events. 4. Seek opportunities to display the work of GVAL members in the community. 5. Schedule and coordinate displays and any receptions, if allowed. 6. Work with the location manager to determine dates and duration of displays. 7. Collect and maintain information regarding GVAL artists who are seeking opportunities to display work. Use the GVAL Art Release and Liability Forms. 8. Periodically (duration and location will be determined by venue coordinator) make arrangements with members to change out artwork whether it is to add or remove their pieces, from various display locations.
- Website Coordinator: 1. Maintain the GVAL website, updating monthly or when appropriate. 2. Act as gval.org administrator to create and maintain all online forms and direct notification emails to the appropriate board members. 3. Seek professional help as necessary to maintain the operation of the website. 4. Act as Google Workspace administrator to forward and create filters for all email as necessary and keep the GVAL Board group email list up to date.