Members At Large

Board Advisor

Expectation of Duties

Core Duties:
Advises the Board

On the request of a director, provides insight on things to consider, risk assessment with new ventures, or personal experience from the role.

Temporarily assumes the role of the Board Chair during a planned absence or inability of the Board Chair (s) to perform duties at a board meeting or helps identify an appropriate substitute.

Assists the Board Chair(s) if needed.

Event/Meeting/Workshop Expectations:

Attend Board meetings if requested by the Chair (s) and scheduling permits. Show support for WCYR events by attending when possible. Be willing and able to assist in an emergency to temporarily help fill a need/void.

Availability/Time Commitments:

No pre-set amount of time will be devoted to attending to volunteer/WCYR business. Time will be limited to support requested by the Board. Any phone or email messages received will be acknowledged within 2-3 days of receipt with a time frame for further comments to follow. Maintain a certain agreed-upon level of communication with the current Board Chair(s). This will allow for a sense of unity and clarity of purpose.
NOTE: This position is held until the current Board Chair(s) step(s) down and automatically becomes the succeeding Board Advisor — approx. 2 years.

Privacy Officer

Expectation of Duties

Core/General Duties

The WCYR Privacy officer will be a conduit for any queries or complaints about website privacy from members or visitors to www.wcyork.ca .

At least quarterly, the Privacy Officer will review all WCYR activities to assure all are consistent with our established Privacy Statement and Terms & Conditions of Use. As necessary, the Privacy Officer will highlight any privacy concerns reported or discovered to the Board of Directors. As necessary, the Privacy Officer will propose to the board of directors any modifications necessary to make the Privacy Statement & Terms & Conditions on the website consistent with actual WCYR activities and assure necessary changes are made in a timely manner.

Event/Meeting/Workshop Expectations

Attend whenever possible to help support the WCYR initiative and to help in any way possible regarding meeting setup/take down, and make note of any upcoming events announced that might directly pertain to the Social Media Assistant’s position.

Availability/Time Commitments

Attends Board meetings as well as monthly meetings whenever possible, reporting and offering assistance as needed. Sets a personal schedule to be able to maintain a balance between productivity and personal life, making sure the Chair of the board is aware of schedule.

Publicity Representative

Expectation of Duties

Core/General Duties

Help spread the word about seminars/workshops and events.

Act as media liaison on behalf of WCYR, including answering any media requests for information via e-mail or phone or via referrals from other Board members in conjunction with the Events Coordinator(s).
Scouts out active media contacts, new publications for info placement, maintains updated media distribution list and submits upcoming seminar/workshop information to said resources.
Will be responsible, in cooperation with members of the WCYR team, to develop timely media releases for the WCYR special events via mail, e-resources, or e-mail to newspapers, libraries, radio outlets etc. on media distribution lists (as soon after the previous meeting as possible or at least two weeks in advance). Including but not limited to:
- Contests
- Grant Submissions
- The Bookshelf

Event/Meeting/Workshop Expectations

Availability/Time Commitments

Attends Board meetings as well as monthly meetings whenever necessary, reporting and offering assistance as needed. Sets a personal schedule to be able to maintain a balance between productivity and personal life, making sure the Team is aware of said schedule.

Social Media Leader

Expectation of Duties

Core/General Duties

Develop and Execute an ongoing Social Media campaign for approval by the board of directors to inform current members and attract new members.

Act as Social Media leader on behalf of WCYR, including creating and executing an annual plan for Facebook, Twitter, Instagram, and LinkedIn.
Coordinate with Public Relations Rep, Seminar-Workshop Coordinator, Blog coordinator, & Special Events Coordinator to assure events of interest to members are featured in timely messages to encourage optimum member participation.
Responsibility for creating posts or tools that attract attention to WCYR programs, individual members and benefits to WCYR membership including but not limited to:

New Book Releases
WCYR Featured Writer of the Week
Contests
The Bookshelf
WCYR Writers Conference

Event/Meeting/Workshop Expectations

Availability/Time Commitments

Social Media Assistant

Expectation of Duties

Core/General Duties

Create effective and impactful posts as part of a Social Media campaign to inform current members and attract new members.

Develop creative and effective memes to use in the annual plan for Facebook, Twitter, Instagram, and LinkedIn.
Collect information from members or other sources to create impactful memes according to an established schedule.
Submit memes in an agreed format to the Social Medial leader according to an agreed schedule to communicate effectively with individual members and potential new members. Specific programs might include such programs as:

New Book Releases
WCYR Featured Writer of the Week
Contests
The Bookshelf
WCYR Writers Conference

Event/Meeting/Workshop Expectations

Availability/Time Commitments

PROGRAM COORDINATOR’S ASSISTANT

Expectation of Duties

Core/General Duties

The role of the Programming Coordinator’s Assistant is to aid the main coordinator in finding and organizing guests to speak at the WCYR monthly seminars and organize the venues, run the member-led workshops, and organize the Farmers Market booth.

WCYR Monthly Seminars

Gather information about possible guest speakers through book events, conferences, referrals, and other writing groups.
Aid the Programming Coordinator as necessary.

Free Member Only Workshops

Collect proposals for workshops from WCYR members (or sisterships: WCDR/WCSC/WEN) for free workshops and present them to the board.
Create SurveyMonkey survey with all approved workshops proposals and tally results.
Book room at NewMakeIt for workshop and organize dates with presenters.
Aid in creating an event for each workshop on WCYR site using Event Espresso (or coordinate this with the Webmaster).
Aid in organizing payment for member presenters.

The week leading up to the seminar/workshop:

Coordinate the amount of food and beverages needed for the seminar in conjunction with the Hospitality Liaison.
Print Early-Bird tickets.
Make sure all supplies are ready for the meeting (name tag stickers, flyers, banner, member books sign, etc.)

At the meeting:

Arrive approx. 30 minutes prior to event to be sure the venue is set up properly, audio visual is working and refreshments are ready.
Greet guests at registration, take payment and give out name tags.

Newmarket Farmers’ Market

Organize schedule of WCYR Members to main the tent at the Farmers’ Market for each Saturday.
Arrange for payment by cheque for monthly fee to the Farmers’ Market.
Organize tent, table, banner and POP for each week.
Every week, contact WCYR members booked to man the tent, explaining the times and confirming their attendance.
Have a newsletter sign-up sheet ready each week and transfer all new sign up names to Newsletter Manager.
Arrange for flyers and posters for WCYR at the tent.

General Event/Meeting/Workshop Expectations

Attend whenever possible to help support the WCYR initiative and to aid in any way regarding meeting setup/take down.

Availability/Time Commitments

Attends meetings with the Programming Coordinator. Sets a personal schedule to be able to maintain a balance between productivity and personal life, making sure the Team is aware of said schedule.