Performance Requirements of Executive Director (ED)

1. General Management and of Buenaventura Art Association
   1. The ED appreciates the BAA is a not for profit organization and employs management techniques and style that reflects BAA’s mission statement: artists in all stages of development united to exhibit and sell art.  This can be accomplished by: standards for new venues, equal opportunities for all artists and understanding that while sales are important to BAA, it is not a totally a sales-driven organization.
   2. Since BAA as a cooperative of artists and is supported by its members the ED delegates many operational tasks to member volunteers and monitors their accomplishment. If inadequate support is forthcoming then the ED requests help from the Executive Committee and/or the Board.
   3. New initiatives, and modification of existing procedures, must be presented by the ED to the Executive Committee and/or full Board for consideration and approval. Once an initiative is approved the ED communicates to the membership in a way to insure acceptance and appropriate participation by the members.
   4. The ED reports to the Board of Directors and attends bi-weekly Executive Committee meetings as well as monthly board meetings.  A written report is expected to be available prior to the beginning of the board meeting.
   5. Requests by the Board of Directors must be completed when desired.  If ED foresees a problem completing the task, the Board of Directors must be informed in a timely manner.
   6. Many of the functions identified below are the core functions of the BAA.  The ED prioritizes effort to these functions so they will receive adequate attention.  New initiatives are not implemented at the expense of the core functions.

Effectiveness of this element will be measured by feedback from Members, Executive Committee and Board of Directors.

2. Fundraising Plan, donor data base and grant participation: The ED:

1. Beginning in October, requests two names from each Board Member for the donor data base and contacts these individuals by the end of November each year to ascertain their willingness to participate as a donor.
2. Assures the accuracy of the donor data base in November of each year.
3. Writes and mails an end- of- the year appeal to all identified donors by Dec. 15.
4. Applies for two to three grants annually with receipt of at grants totaling at least $10,000.
5. Apply for sponsorship for all events planned each year.
6. Plan and prepare for one major fundraiser each fiscal year and set fundraising goals.
7. Cultivate new donors by planning a “donor” event yearly.

3. Budget Preparation and Execution:
   1. In concert with Finance Committee participates in preparation of the annual Budget plan by August for presentation and approval by the September Board meeting.
   2. Operates within budget plan and requests deviation in a timely manner from the Treasurer and whole Board if necessary.
   3. Recommends quarterly changes in the budget as circumstances warrant.
   4. Provides accountant with adequate information to meet tax filings in a timely manner, without unnecessary data searching by the accountant.

4. Performance of Staff (2), Gallery Hosts and Consultants.
   1. Conducts annual performance reviews of Gallery Assistants in June of each year and continually monitors their performance of their assigned duties. Discusses these reviews with each gallery assistant.
   2. Assures Gallery Hosts know and are competent in:

1. Use of the credit card machines,
2. Writing up sales and rental contracts,
3. Enthusiastically answering the phone and thoroughly take messages for the ED.
4. Know where and from whom to find out more information if needed.

3. Assures and monitors that hired consultants deliver their contracted services and efforts are undertaken to limit their use to a maximum extent possible.

5. The E.D develops and implements techniques that support EFFECTIVE INTERPERSONAL COMMUNICATION with BAA Members, Staff, Board and Community representatives (Stakeholders)  using, and not limited to the following:

1. Face to face dialogue.
2. Telephone contacts
3. E-mail  initiation of, and timely response to,

The quality of communication is determined by adequate statement of goals or intent of the communication exchange, checking for understanding, follow up that leads to closure of the topic, and returning phone calls, e-mails and written communication

6. The E. D. of BAA develops and implements EFFECTIVE ELECTRONIC AND PRINTED COMMUNICATION with stake holders using, and not limited to:

1. Initiating/answering e-mails in a timely manner.
2. Coordinating with the Newsletter Volunteer to insure   publishing of accurate dates, changes, Calls to Artists and updates and other significant information in “Members Only “ section of the Newsletter and in  the “Sketches” publication
3. Coordinates with the staff to review/modify BAA web site as directed by the Board of Directors.

7. Success of Gallery Exhibits and Solo Shows – ED

1. Supports Exhibit Coordinator in completing selection of Artists to be chosen for Solo shows for the ensuing calendar year by the September Board Meeting.
2. Supports Solo show artist by pre-show interviews (including advice and timeliness of post card invitations and reception arrangements); checklists for all steps are in place 3 months before their solo shows.
3. Assures Bring in and Juror volunteers are scheduled, (hanging) volunteers are assigned and available, prizes and recognitions are arranged.
4. Plans all exhibits so “Call to Artists” for all shows go out two months before deadline.

Effectiveness of this element is measured by feedback from solo artists, members and others who have participated in shows the current and previous year.

8. Adequacy of BAA Public Relations and Press Releases:

Since ED is solely responsible for the adequacy of the Press Releases, ED:

1. Sends out a non-exhibit related press release about Buenaventura Art Association monthly.
2. Sends out press releases for all exhibits/solo shows/call to artists/workshops two months before event.
3. Reads the local papers, especially Ventura County Star, to assure placement of releases.

Adequacy in meeting this element will be determined by feedback from selected members, outside publics in the arts and outside communities

9. Assures success of Artist’s Receptions:
   1. By Coordinating Reception hosts and set ups are in place at least 30 minutes before events;
   2. Hosting and other volunteers are prepared for their tasks;
   3. New art patrons are welcomed and the Solo Show Artists’ supporters have a warm and positive lasting impression of the BAA. (Assures that those new to BAA are identified and logged in to be added to the Patron Data Base.

Effectiveness of this element is measured by feedback from solo artists, members and new patrons and Board Members who have participated in/or attended these events.

10. Membership Commitments and Renewal:

1. Encourages Members to renew their membership each year by the end of June of each year, resulting in a 50% renewal by this time.
2. Provides a list of those who have not renewed to the President by the August Board Meeting; then Board and ED will split up the list to call ex-members to determine their reason for not renewing and encourage them to sign up.
3. Through the assistance of designated Board Member(s), coordinates the contact of members who are behind in their support commitment by mid-year, assures letters are sent out in a timely manner and follows-up with delinquent members at the time of the annual renewal.
4. Assures that membership directory is printed and available for membership by 3rd week in September and 2nd week of February.