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General Duties of a Guild and the Guild Executive Director

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General Duties of a Guild and the Guild Executive Director General Duties of a Guild and the Guild Executive Director *The content of this document has been drawn from several Guild ED job descriptions and is intended as a resource, not an authority.* General Description: State brewers guilds and associations play an instrumental part in promoting and protecting the interests of their members and in unifying the larger community of brewers. General duties that guilds must perform include routine bookkeeping, answering phone calls/e-mails, public relations and writing press releases, monthly/quarterly meetings with multiple groups, planning events, publishing monthly and quarterly newsletters, working with committees to handle programs and projects such as events, membership recruitment, and watching the state legislature for bills affecting membership. No one person will be a pro at everything here, but should instead be able to do a few things well and delegate the rest to competent capable support (ie professionals, committees, etc). To be a Guild Executive Director, it helps to: Be able to take and apply directions from the Board of Directors and be highly self-motivated. Have a good grasp of the rules and regulations governing all types of alcohol permits in the state in order to provide guidance on the alcohol rules and regulations. Have experience partnering with legal counsel. Have a clear understanding of what it means to work in a non-profit association and work with a board. A clear comprehension of anti-trust violations is important. Guild/association members are likely to be competitors with one another, and agreements among competitors of these types could lead to serious antitrust liability. Be comfortable networking with local leaders and then be able to make the culture shift to working with brewers and craft beer fans. Be creative and enterprising for fundraising efforts. May need to convince local tourism departments to partner with breweries for promoting craft beer as a reason to visit the state and cities. Be comfortable applying for state funding for advertising budget money. Be persistent, compelling, and successful at convincing individuals or organizations to offer the Guild resources for free or at a reduced cost. Previous experience might include: Event planning. The ED is the liaison for brewers and festival hosts, communicating to promoters what they need to do to get maximum brewer participation. The ED needs to understand the needs of the members and often must work with festival planners to execute a smooth event. Working for a brewery or brewpub, Lobbying, Working with a beer distributor, Public relations, Writing/publishing, Web site maintenance A Guild ED should be proficient in Social Media/Networking, Microsoft Outlook, Word, Publisher, Excel, Quickbooks and should be able to use Adobe Acrobat and Photoshop Elements. Depending on the website for the guild, they may be required to do website updates in HTML. 736 PEARL STREET BOULDER COLORADO 80302 USA T: +1.303.447.0816 F: +1.303.447.2825 B REWERSASSOCIATION.OR G Timeline of Duties of the Guild and/or the Guild ED, not limited to but including: I. Daily & Weekly: a. Maintain full working Guild office, phone, fax, email, PO Box to maintain professional presence of the Guild. b. Check mail, e-mail, and phone messages for Guild merchandise orders, Enthusiast Membership registrations/renewals, payments, and bills. Promptly reply, providing any necessary/existing Guild material (brochure, fact list, brewery info, etc.) and fill/ship orders. c. Log and deposit checks in Quickbooks, take checks to the bank. d. Answer phone, determine if response can be made by executive director or board must be consulted. e. Update the website AND Acacia at the Brewers Association with new events/meetings/ info as needed. f. Give President an update of week’s activities + other duties as assigned. II. Monthly: a. Ensure finances are reconciled and faxed to the Treasurer. b. Attend to any old invoices and invoice Enthusiast memberships that are up for renewal. c. Attend any and all meetings of festival promotion, State Liquor Control Commission, State Restaurant Associations, and other state associations. d. Coordinate Guild charitable initiatives. e. Plan and send out notification of enthusiast member gatherings including new releases, date of next gathering, and any info worthy of the Enthusiast Membership newsletter. f. Distribute any press releases of note during the month. g. Stay up to date with basic tracking of State legislative calendar / movement on beer related topics. III. Quarterly: a. Send e-mail, faxes, phone calls, mail reminders, and newsletter to members of upcoming meeting. b. Generate meeting agendas based on outlines given by President, Board, or Committee Chairs. c. Plan, organize, and attend quarterly meeting of the Board of Directors and general meeting. d. Take meeting minutes and promptly distribute. e. Compile and send out Treasurers report and consent agenda of upcoming meeting. f. Send large brewery members’ dues invoices. IV. Annually: a. Send out press release for the state’s beer production and economic impact on the state brewing industry, updating website with this info as well. b. Mail annual dues notices to Guild members: Brewery, Associate, Enthusiast, and any other forms of memberships. c. Prepare for Annual Meeting and Officer Elections. Verbally review antitrust regulations, guild policies, etc with the Board at the annual meeting. d. Do annual year end accounting for C.P.A. Send out I.R.S. forms by due date. Do financial report for the board of directors by required date. e. Set and maintain the annual Guild calendar. f. Send out news release of Guild member accomplishments at annual national or international beer festivals such as World Beer Cup, Great American Beer Festival, Brewers Industry Awards, as well as semi-annual and annual production for state brewers. 736 PEARL STREET BOULDER COLORADO 80302 USA T: +1.303.447.0816 F: +1.303.447.2825 B REWERSASSOCIATION.OR G V. Biannually: a. Provide basic orientation & assistance to the incoming Guild President / Leadership. b. Coordinate and administer board elections. c. Plan and attend legislative gatherings of state breweries and legislators in the Capitol, distribute fact sheets for Legislators and prepare for testimony on behalf of state brewers at the Capitol. In exchange, Contracting Guild Organizations may agree to the following: Provide direction to the Guild Executive Director/ Coordinator Provide all requested organizational materials / requests to ED in a timely manner Grant ED check-writing /vendor payment /organizational signing authority for items/contracts equaling less than $1,000 – if above this amount President or Treasurer signature required Have Guild elected Treasurer oversee master Guild financials and financial oversight of ED Be responsible for any president or leadership approved office expenses above currently established office set-up Be responsible for all President or leadership approved ED travel, accommodation, meal, and major transportation costs (over 30 miles from office area) relating to Guild deemed initiatives subject to the IRS guidelines Remain open to paying for Guild related educational training & travel opportunities for ED Reimburse ED for any approved purchases ED makes on the Guild’s behalf Work with ED to renegotiate the annual agreement or put ED on notice of cancellation of next year agreement by the last day of the month listed in the Annual Contract Renegotiation or Cancellation date specified. http://www.brewersassociation.org/pages/government-affairs/guilds/structure 736 PEARL STREET BOULDER COLORADO 80302 USA T: +1.303.447.0816 F: +1.303.447.2825 B REWERSASSOCIATION.OR G .
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