Policies and Procedures

BOARD OF DIRECTORS 

DUTIES AND DESCRIPTION

Chair Duties and Description
  • Term shall consist of twelve (12) months
  • Term begins August 15 of calendar year
  • Serves as Chair-elect for twelve (12) months and then assumes Chair position
  • Voting member of the Board of Directors
  • Must meet all membership requirements throughout term
  • Leads Board of Director meetings
  • Answers admin emails 
  • Approves purchases over $1000 
  • Makes official Storymaker announcements
  • Creates polls
  • Funnels emails to the appropriate board members 
  • Facilitates conference call Board of Director meetings
  • Represents the Board of Directors where needed
  • Maintains the Policies and Procedures manual and makes changes if necessary with proper approval from the Board of Directors
  • Signer on Storymaker bank accounts and has access to view and monitor all account information, such as Paypal
  • Has access to and maintains a list of all accounts, passwords associated with those accounts, and administrative rights to websites, email lists, and social media accounts, and grants access as needed to members of the Board of Directors. 
 
Chair-Elect Duties and Description
  • Term shall consist of twelve (12) months
  • Term begins August 15 of calendar year
  • Appointed by Board of Directors 
  • Voting member of the Board of Directors
  • Must meet all membership requirements throughout term
  • Assists Chair in any duties the Chair needs
  • Assumes Chair’s responsibilities and duties in the event the Chair cannot carry out his/her responsibilities or duties
  • Assists Communications Chair in monitoring of the website and social media groups.
  • Serves on committees and renders service to other members of the Board of Directors as needed
  • Attends monthly Board of Director meetings
  • Assists in setting up polls
  • Assists in maintaining the Policies and Procedures manual and makes changes at the request of the Chair
 
Finance Director Duties and Description
  • Term shall consist of twenty-four (24) months and can be extended yearly at the discretion of the board.
  • Term begins September 15 of calendar year
  • Appointed position via application
  • Must meet all membership requirements throughout term
  • Coordinates all matters of finance
  • Accepts payments for membership dues
  • Works closely with Membership Director to keep a list of current and owing members
  • Accepts payments for conference attendance
  • Accepts payments for Whitney Award Gala tickets
  • Accepts donations
  • Coordinates payments for any bills
  • Works closely with the conference committee to track all finances associated with the conference
  • Figures and arranges payment of quarterly taxes
  • Prepares financial reports as needed
  • Prepares tax documents
  • Appoints a Finance committee if needed
  • All payments made to any member of the board or any committee of the board for any reason including reimbursements and honorariums must be made using a physical check.
  • W-9s will be collected from all contractors pain honorariums and/or direct bookstore payments exceeding a combined total of $599 prior to being paid in accordance with IRS regulations
Communications Director Duties and Description
  • Term shall consist of twelve (12) months but may be renewed for a second period of twelve (12) months upon vote of the Board of Directors
  • Term begins September 15 of calendar year
  • Appointed position via application
  • Voting member of the Board of Directors
  • Must meet all membership requirements throughout term
  • Coordinates all public positioning including the Storymakers website, social networking, interactions with the press, etc., including posting for open positions on the board
  • Must have approval from the Board of Directors for any improvements, concerns, or changes necessary for publicity related matters
  • Appoints a Communications committee if needed
  • Director and committee moderate forums for group website as well as Facebook group or any other forums under the Director’s purview
  • Uses the following guidelines for highlighting book trailers and such on the Storymakers website: no graphic language, extreme violence, or highly sexual content. If the Communications director is unsure if the trailer meets these guidelines, it should be brought to the BOD for a vote.
  • Coordinates information for and distributes newsletter
  • Liaison between board and IT consultant.
  • Handles technical websites issues and consults with IT when necessary

 

Membership Director Duties and Description
  • Term shall consist of twelve (12) months but may be renewed for a second period of twelve (12) months upon vote of the Board of Directors
  • Term begins August 15 of calendar year
  • Appointed position via application
  • Voting member of the Board of Directors
  • Must meet all membership requirements throughout term
  • Reviews all membership applications and submits them to the Board of Directors for approval
  • Welcomes new members to the group when the invitations have been accepted
  • Tracks dues payments and reminds members to pay dues
  • Fields questions regarding memberships and dues
  • Removes any members whose dues are in arrears after one month of past dues.
  • Appoints a Membership committee if needed

 

Conference Chair/Co-Chair Duties and Description
  • Term shall consist of 24 months. 12 months as co-chair. 12 months as chair. If Chair or Co-Chair cannot remain in their position, the replacement will be presented to the BOD for approval.
  • Term begins at completion of previous year’s conference.
  • Appointed position by Board of Directors: Current co-chairs choose the incoming co-chair and present the name to the Board of Directors for approval. New co-chairs are chosen on a rotating basis with a new co-chair coming in each year to train and work with the previous year’s chosen co-chair 
  • Voting member of the Board of Directors
  • Must meet all membership requirements throughout term  
  • Oversees all aspects of the annual Storymakers Writers Conference
  • Chooses the venue and negotiates all contracts for the meeting space.
  • Chooses and arranges for the food at the conference.
  • Ensures A/V and any other presenter needs are provided.
  • Chooses and invites committee members.
  • With co-chair and/or committee, chooses guests, such as agents, editors, and keynote and contacts them.
  • Creates conference budget, submits to BOD for approval, and sets registration prices to cover expenses.
  • Guides committee members on their separate responsibilities, checks to make sure committee is following through with tasks, and gives assistance as needed.
  • With committee, chooses classes and presenters. 
  • Contacts all presenters, and gathers class information for conference materials.
  • Sets conference schedule.
  • Answers questions about the conference, with help from the committee.
  • Oversees all marketing efforts for the conference.
  • Coordinates with the Whitney Awards chair for the Whitney Awards Gala.
  • Updates the Storymakers BOD during monthly BOD meetings.
  • Creates CONFERENCE REPORT within 60 days of completion of the Storymakers Conference
  • For all satellite conferences (held outside of Utah) the conference chair will report directly to the chair of the Board of Directors before the monthly meeting. 

 

Secretary Duties and Description
  • Term shall consist of twelve (12) months but may be renewed for a second period of twelve (12) months upon vote of the Board of Directors
  • Term begins January 15 of calendar year
  • Elected by the general membership
  • Voting member of the Board of Directors
  • Must meet all membership requirements throughout term
  • Creates and posts agendas with pertinent discussion items
  • Keeps and posts minutes for all Board of Director meetings
  • Retrieves information from previous meetings as needed
  • Ensures that all Board business is kept within Storymakers bylaws and Roberts’ Rules
  • Serves on committees and renders service to other members of the Board of Directors as needed

 

At-Large Duties and Description (Two Positions)
  • Term shall consist of twelve (12) months. If Chair cannot remain in their position, the replacement will be presented to the BOD for approval.
  • Term begins at completion of previous year’s conference.
  • Appointed position by Board of Directors: Current chair chooses the incoming chair and presents the name to the Board of Directors for approval. 
  • Voting member of the Board of Directors.
  • Must meet all membership requirements throughout term.
  • Oversees all aspects of the annual Midwest Storymakers Writers Conference.
  • Chooses the venue and negotiates all contracts for the meeting space.
  • Chooses and arranges for the food at the conference.
  • Ensures A/V and any other presenter needs are provided.
  • Chooses and invites committee members.
  • With co-chair and/or committee, chooses and contacts guests, such as agents, editors, and keynote.
  • Creates conference budget, submits to BOD for approval, and sets registration prices to cover expenses.
  • Guides committee members on their separate responsibilities, checks to make sure committee is following through with tasks, and gives assistance as needed.
  • With committee, chooses classes and presenters. 
  • Contacts all presenters, and gathers class information for conference materials.
  • Sets conference schedule.
  • Answers questions about the conference, with help from the committee.
  • Oversees all marketing efforts for the conference.
  • Updates the Storymakers BOD during monthly BOD meetings.
  • Creates CONFERENCE REPORT within 60 days of completion of the Midwest Storymakers Conference.
 
Whitney President Duties and Description
  • Term shall consist of twelve (12) or twenty-four (24) months per the President’s wishes at the time he/she accepts the position.
  • Term begins June 15 of calendar year.
  • New President appointed by outgoing President prior to Whitney Gala.
  • Voting member of Board of Directors, unless President is a non-Storymaker. In that event, there must be two Storymakers on the committee, one of whom will be appointed by the BOD to be the Whitney representative and a voting member of the board. 
  • Manages Whitney Awards Committee, up to 9 persons, charged with the execution of the Whitney Awards from year to year
  • Manages the Whitney finances under the supervision of the Finance Director.
  • Not eligible for a Whitney Award while serving as Whitney President.