Worcester County Poetry Association
Established 1971
Worcester County Poetry Association / PO Box 804, Worcester, MA 01613 / 508-797-4770 / wcpaboard@yahoo.com

WCPA Board & Committee Descriptions
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1.   Board members and officers are voluntary (unpaid) positions.

2.   Board members are elected for one-year terms; there are no term limits.

3.   Board members are WCPA members in good standing. (Dues up-to-date.)

4.   WCPA board is a ‘working board’ in that it governs as well as executes WCPA activities.

5.   Office holders have the flexibility to share, trade, or renegotiate some responsibilities in accordance with their talents and resources but are ultimately responsible for the completion of their appointed tasks.

6.   All board members are expected to assist with data collection for the purposes of the PEW data base by keeping a record of their volunteer hours.

7.   Program development may be proposed by any member for discussion and support.

8.   Board members not serving elected office should commit to one or more of the following:
  • Chair a committee and/or serve on a committee;
  • Facilitate/chair a program on behalf of the organization;
  • Volunteer in some helping capacity at an event;
  • Assist with grant writing;
  • Assist with fund-raising, membership drives, etc.;
  • Attend monthly meetings; and,
  • Attend WCPA events.

9.   Position descriptions related to The Worcester Review are not included in this document.

10. The positions of Data Manager and Web Manager are not specifically board positions but are included here as essential organizational positions.

11. Some position descriptions related to ad hoc committees are not included. These would include positions such as contest chairpersons, chairpersons for recurrent programming, or special programming efforts.



President
1.  Presides over monthly board meetings:
a.  Prepares and distributes agenda;
b.  Solicits agenda items from board and committee chairpersons; and,
c.  Maintains awareness of annual programming lead times and deadlines.

2.  Prepares in cooperation with the Treasurer and others funding submissions and reports, particularly Mass Cultural Council and PEW reports.

3.  In the absence of a corresponding secretary, is generally responsible for correspondence such as thank you notes or condolences on behalf of the organization, or ensures the appropriate committee chairperson completes this task.

4.  Represents the organization in most formal situations.

5.  The president presides over the annual membership meeting and is responsible for inviting the featured poet.

6.  Countersigns checks on behalf of the organization.

7.  Meets with the treasurer and the fiscal advisor as required.



Treasurer
1.  Maintains physical control over funds and financial records.

2.  Conducts monthly banking chores such as deposits and statement reconciliation.

3.  Conducts business as required with Greater Worcester Community Foundation on behalf of WCPA endowment funds.

4.  Writes checks as approved by the board and countersigns checks on behalf of the organization.

5.  Ensures monthly expenses are paid, such as rent and utilities.

6.  Ensures annual fees and assessments are paid, such as state corporate fees, post office bulk user fees, and Worcester Cultural Council fees.

7.  Maintains accurate and up-to-date bookkeeping records, reporting to the board monthly and to the general membership annually.

8.  Provides membership and renewal information to the data manager.

9.  Provides financial data for MCC reports, grant proposals, and other funding documents as needed.



Programming Vice-President
1.  Maintains the programming calendar for the organization.
a.  Provides up-to-date programming information to the publicity vice-president and the web manager.
b.  Coordinates programming in an effort to avoid conflicts and maximize available resources.
c.  Reports to the board monthly:
i.   Overview of previous month’s programming
ii.  Summary of upcoming programs and events.

2.  Maintains awareness of annual programming lead times and deadlines.

3.  Tracks attendance data and other metrics necessary for the PEW report.

4.  Assists program chairs and facilitators as needed.

5.  Initiates programming and institutional collaborations as approved or directed.

6.  Represents the organization in the absence of the president.

7.  Presides over monthly board meetings in the absence of the president.



Publicity Vice-President
1.  Coordinates and maintains the programming calendar in cooperation with the programming vice-president and the web manager.

2.  Maintains the Social Web calendar listings.

3.  Prepares and distributes press releases in collaboration with program chairpersons and board officers.

4.  Maintains the annual clippings book containing press releases, clippings, mailers, broadsides, calendars, and event ephemera.

5.  Provides an overview of publicity activities monthly to the board.

6.  Acts as press liaison when requested by the president.



Recording Secretary
1.  Records the minutes of the monthly board meetings.
a.  Prepares minutes and distributes to board members for review and correction prior to the next meeting.
b.  Presents the minutes at the monthly meeting, makes corrections as required and files a corrected copy with necessary attachments.

2.  Maintains a current board list with contact information.

3.  Records the minutes of the annual membership meeting.



Corresponding Secretary
1.  Prepares and maintains records of correspondence on behalf of the organization at the request of the president, treasurer, or program facilitators as necessary.

2.  Ensures a supply of letterhead, envelopes, and similar materials are available and informs the board when additional supplies are needed.

3.  Coordinates accurate membership and contact information with data manager and others.

4.  Coordinates accurate board contact information with the recording secretary.



Data Manager
1.  The data manager is not an elected board position, is not required to be a board member nor required to attend monthly meetings but should be willing to meet with the board if necessary.

2.  Maintains the membership database in cooperation with the treasurer.

3.  Provides membership data reports and/or mailing labels as required, including:
a.  Monthly updated member list provided to necessary board members;
b.  June membership renewal list provided to the membership drive chair; and,
c.  November WR mailing.

4.  Provides membership data for the PEW report.



Web Manager
1.  The web manager is not an elected board position, is not required to be a board member nor required to attend monthly meetings but should be willing to meet with the board if necessary.

2.  Maintains the organization’s website, including the online calendar.

3.  Coordinates calendar entries with the programming and publicity vice-presidents.

4.  Designs web content to support programming and educational efforts.

5.  Solicits web content from program facilitators and other sources.

6.  Posts and archives event announcements, summaries, photos, and other information.

7.  Coordinates web content with board members and program facilitators.

8.  Provides web activity data for the PEW report.



Annual Poetry Contest: The Frank O'Hara Prize - Chair
This is an overview of the responsibilities. Additional details are available.
1.  The contest chair is not an elected board position, is not required to be a board member nor required to attend monthly meetings but should be willing to meet with the board if necessary.

2.  Select contest judge in consultation with the board.

3.  Act as liaison with the contest judge, solicit biographical information and poem for contest broadside.

4.  Ensure contest announcement is updated and distributed.

5.  Log contest entries and send to contest judge.

6.  Notify contest winners, The Worcester Review editor and board members of results.

7.  Arrange and host contest winners' reading, in cooperation with board.



College Poetry Contest - Chair
This is an overview of the responsibilities. Additional details are available.
1.  The contest chair is not an elected board position, is not required to be a board member nor required to attend monthly meetings but should be willing to meet with the board if necessary.

2.  Select contest judges in consultation with the board.

3.  Notify college factulty contacts of rules and deadlines.

4.  Arrange and host contest winners' reading, in cooperation with board.

  • This is a general overview of job descriptions for WCPA board members, officers, and some committee chairs.
  • Additional information about committees and event planning will be added over time.
  • Board members are voted into office for one-year terms by the general membership at the annual meeting.
  • Officers are voted into office for one-year terms by the board.
  • The WCPA board meets on the first Wednesday of each month, with the exceptions of July and August.

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