LJAA ORGANIZATIONAL OVERSIGHT STRUCTURE
Board, Directors, Committees and Subcommittees
Use this as a guide when deciding which committees or activities you wish to volunteer for. The tasks listed below each committee are not meant to be all inclusive lists; rather, they are there to give you an idea about what the committee does.
PRESIDENTAL OVERSIGHT
EXHIBITIONS/GALLERY
- Exhibition Director schedules all exhibitions in the gallery.
- Has responsibility of exhibition guidelines, security & Gallery Rules.
- Delivers show schedules and information updates to the Webmaster.
- Assists with execution of the annual exhibition schedule.
- Support in scheduling & maintaining the exhibition calendar.
- Develops exhibition opportunities inside and outside of the gallery.
- Create & distribute all members, open to public and juried shows prospectus.
- Installs & take down member shows (with support staff).
- Make arrangements related to the exhibition, including, but not limited to reception, media coverage, staffing.
- Group show Organization: informing the group leader of guidelines and rules of exhibition in the LJAA Gallery.
- Children’s art committee develops and arranges art classes at the LJAA Gallery.
MAINTENANCE:
- Gallery Director oversees the general upkeep (supplies, cleaning and repair) of the gallery assisted by the daily gallery staffing volunteer.
SPECIAL EVENTS:
- Social Director oversees planning and the execution of LJAA Member social events.
- Initiate ideas for regular or non-regular, all-member social events and the annual membership meeting.
HISTORICAL
- Keeps all organizational, show, and event records, past and present.
- Updates the Webmaster.
VICE-PRESIDENT OVERSIGHT
MARKETING
FUND-RAISING
- Fundraising Director works with the board on planning and scheduling fundraising events, campaigns and related fundraising activities.
- Develops & supervises all LJAA-Sponsored fundraising events.
- Raises funds through grant identification/writing; corporate sponsorships; donor development and participation.
- Develop and maintains a list of proven and possible donors, individual and corporate.
- Research potential with outside financial resources.
PUBLICITY
- Promotes LJAA to the community, the greater southern California area, and across the US and northern Mexico.
- Coordinates marketing activities: develops & disseminates all materials promoting LJAA.
- Contacts community service organizations & other arts organizations to inform them of LJAA Activities.
- Promotes LJAA Events, shows, members, history through media.
- Publicity for any special events hosted by LJAA, including but not limited to the annual fundraising, annual all-county show, the all membership, classes, and workshops.
- Photographs the above listed events.
- Develops and distributes press releases, public announcements, brochures, and all other marketing activities.
OUTREACH EVENTS
- La Jolla Shores Merchants Association meeting. Community projects, Open shows, Creative interaction with other art associations.
WEBSITE
- he Webmaster maintains LJAA website; keeps all information, board minutes, treasurer’s reports, newsletters, exhibits, rosters, and images current.
- Assists members, encourages and processes member submission of images for the online gallery.
- Posts web links to supporters and business patrons.
SECRETARY/TREASURER OVERSIGHT
MEMBERSHIP
GALLERY STAFFING
- Ensures that the gallery or any other LJAA exhibition venue requiring the supervision of a sitter is opening at all scheduled times with a back-up availability.
- Maintains an “on call” list for emergency substations when scheduled sitter cannot keep a prior commitment or does not show.
NEW EXHIBITING MEMBER ORIENTATION
- New member’s orientation to the gallery, guidelines, security, and maintenance of the gallery.
FINANCIAL RECORDS
- Pay bills, keep financial records, work with an accountant for annual tax submittals.
- Provides annual income/expense statement at the annual meeting.
- Keeps gallery staffed with receipt books, bank payment envelopes, and petty cash box.
COMMUNICATION-WEB PAGE
- Constant Contact e-mail announcements: disseminates information from the board to the membership via e-mail using constant contact service. Creates and distributes member’s events and show announcement.
- Newsletter editors publish the monthly e-newsletter.
Collecting information for dissemination to the LJAA membership.
Write articles and take photographs for publication in the LJAA newsletter.
Acquire advertisements to defray service costs.
EDUCATION
- Education Director maintains, schedules, and develops strategies for implementing the “Share Your Art” series.
- Implement membership requests to provide workshops
- Schedule and keep records of attendance and related information for all outreach activities, work with marketing committee to maximize attendance.
- Make contact with local schools and other local groups to develop opportunities for the members to share their skills.
- Develops opportunities for members to grow professionally by arranging for demos, workshops, Etc.
- On such topics as technique, new materials salesmanship, growing a client list, tax management, etc.
GROUP LEADER:
• Oversee & facilitate the individual group member shows.
• Meet with the exhibition director for the group leader meeting.
• Hold at least one meeting with assigned group between 6 and 8 weeks prior to show date.
• Facilitate decisions including sitter schedule, reception, publicity, invitations, wall assignments, price lists, and labels.
• Receive and forward checks covering gallery fees.
• Retain security deposit checks until end of show.
• File report with exhibition director regarding performance of group show. |
