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Roles and org chart

Status: Draft, pre-formation. The Ganjier Guild's bylaws define the board and four officers; the Year-1 budget plans for one part-time Administrator and one part-time Bookkeeper. This folder expands those references into working role descriptions, so reviewers, candidates, and counsel can see exactly who does what.

Org chart (Year 1, pre-formation plan)

                       MEMBERS
                          │ elect
                          ▼
                   BOARD OF DIRECTORS
            (7–9 directors, including 4 officers)
                          │
       ┌──────────────────┼──────────────────┐
       │                  │                  │
       ▼                  ▼                  ▼
   OFFICERS          COMMITTEES          ADMINISTRATOR
  (Chair, Vice    (Audit & Finance,    (part-time, 1099)
   Chair, Sec,     Nominating &              │
   Treasurer)      Governance,               │ supervises
                   Membership &              ▼
                   Ethics, Edu &        BOOKKEEPER
                   Cert, Events,        (part-time, 1099)
                   Comms, Advocacy)          │
                          │ chairs           │
                          ▼                  │
                   VOLUNTEER PROGRAM         │
                   (committee, event,    SERVICE PROVIDERS
                   project volunteers)   (legal, audit/review,
                          ▲              registered agent,
                          │              insurance)
                          │
                  Volunteer Program Lead
                 (staff or designated vol)

One-page map of who does what

Body What it does What it does not do
Members Elect directors, ratify bylaws amendments, vote on dues changes when bylaws require it Day-to-day decisions; speaking for the Guild
Board of Directors Strategy, oversight, budget approval, policy adoption, hiring/firing of paid staff, audit oversight, ratifying ADRs Operational management; running events; servicing members
Officers Specific bylaw-defined duties (preside, sign, record, oversee finances) Acting outside their named duty without board action
Committees Recommend to the board on topics within charter; supervise volunteer effort within their domain Bind the Guild contractually; act outside their charter
Committee chairs Run the committee, recommend committee membership, supervise committee volunteers, report to the board Make committee decisions unilaterally; speak for the board
Administrator Day-to-day operations, member service, vendor coordination, board support Set strategy or policy; sign contracts above the bylaw-defined limit
Bookkeeper Daily/weekly transactional accounting, AR/AP, monthly close, reconciliations Sign or approve payments; issue tax filings independently
Volunteer Program Lead Operate the volunteer program (intake, matching, records, recognition) Supervise volunteers in their substantive role — that supervisor is named in the role catalog
Volunteers Defined work in defined roles (see programs/volunteers/role-catalog.md) Sign contracts, speak for the Guild, hold member PII independently

Role documents in this folder

File Role
board-officers.md Chair, Vice Chair, Secretary, Treasurer
administrator.md Part-time Administrator (Year-1 1099)
bookkeeper.md Part-time Bookkeeper (Year-1 1099)
committee-chairs.md Generic committee-chair description

The director (board member) role description lives separately at governance/board-onboarding/role-description.md. The volunteer roles live at programs/volunteers/role-catalog.md.

Hiring and authority

Decision Authority
Hiring/dismissing the Administrator Board action by majority vote
Hiring/dismissing the Bookkeeper Treasurer recommends; board approves
Engaging legal, audit, or registered-agent services Treasurer recommends; board approves engagement letters
Engaging vendors under signing limit Administrator, with Treasurer cosign above $X (set in delegation policy)
Engaging vendors over signing limit Board action
Appointing committee chairs Board, on Nominating & Governance recommendation
Appointing committee members Committee chair, ratified by board
Approving volunteer recruitment for any role in the catalog Volunteer Program Lead, with sign-off from the named supervisor

How this evolves

In Year 1, the Administrator is a 1099 contractor and the Volunteer Program Lead role may be filled by the same person or by a designated volunteer. As the Guild grows past the Year-1 plan, the board should expect to convert the Administrator to a W-2 Executive Director, separate the Volunteer Program Lead into its own role, and add an event-and-membership coordinator. Each conversion should pass through the Audit & Finance committee for budget impact and through Nominating & Governance for any policy impact, then to the board.

Linked policies