Hawai`i Watercolor Society

335 Hahani Street Kailua, HI, 96734 United States

 

The Hawai`i Watercolor Society was founded in 1962 by Hawai`i Artist Hon Chew Hee. Our aim as an organization is to nurture and stimulate interest in water media through education, exhibits, and collaboration with other organizations, associations and individuals.

The Hawai`i Watercolor Society sponsors two juried exhibits every year as well as a biennial curated show highlighting the work of our signature members. In addition, we host periodic sales, themed shows and community events.

In conjunction with our exhibits we offer two week long workshops each year featuring nationally recognized teaching artists. On an intermittent basis we sponsor shorter duration workshops on a variety of art-related topics.

 

From curating exhibits to inspiring the next generation of artists, our work relies on the dedication of volunteers like you.
Join us in making a difference!

Our goal is to grow teams that can share workload. Bring a friend and co-chair a committee.

HWS Volunteer Positions:

President

The president shall conduct BOD monthly meetings, arrange for the location of the meeting, and deliver an agenda two weeks before the meeting. S/he will communicate all emails and follow up on the meeting agenda post-meeting. The president will also write the president's message for the monthly newsletter. In the case of special events, the president will emcee or appoint another HWS member to emcee. The president needs to stay abreast of all exhibitions, workshops, and events.

S/he will need to approve all actions, communications, and marketing for HWS.

Vice President

The vice president shall assume the duties of the president in the absence of the president. The Vice President shall be responsible for the programs at the membership meetings and shall perform such other duties as directed by the President or the Board. The Vice President takes the initiative to help fulfill the goals of HWS with the approval of the President and the Board.

Secretary

The Secretary is a key member of the Hawai‘i Watercolor Society’s Board of Directors, responsible for maintaining accurate records of meetings and assisting with official correspondence. This volunteer position is vital to ensuring organizational transparency, continuity, and efficient communication within the board and with the membership. Time Commitment: Approximately 5-7 hours per month.
Meeting Frequency: Once monthly (via Zoom or in-person).

Treasurer

Manage/balance the checking and savings accounts. At this time, we are using Quicken software to manage accounts.

Banking: Reconcile the checking account monthly and prepare a brief report at the monthly board meetings. Do a simple financial report for the monthly meetings, and a more detailed report quarterly to track cash flow. Annually, prepare a detailed report showing the entire year's income and expenses. Track CD’s. Deposit cash/checks as needed (usually during Membership Renewal). Track the online income through the HWS website.

Taxes: File GET taxes every 6 months and the annual report. Send out I-9 forms to anyone that we have paid in excess of $600 per calendar year (usually workshop instructors). File the appropriate forms with the IRS (annually).

Payments: Cut any checks to artists for sales made during shows. Pay recurring invoices e.g. storage, licenses, website, etc.

Assist Awards Chair: Keep track of donation money for show awards.

Time: During show entry (2-3 x /year), workshops (1-2x/year), and annual membership renewal it takes two to three hours a week.
Monthly BOD meeting 2 hours
*During normal activities, one to two hours a week are required.

Membership Chair/Team

  • Maintains a list of current members, adds new members as they join

  • Sends out welcome letter and membership card to new members

  • Maintains list of members’ email addresses

  • Reviews signature membership applications for recommendation to board if approved, sends notification letter and new membership card

Monthly
Prepare board report of activities monthly, attends board meetings.
Send “Welcome New Members” email monthly.

Quarterly
Send pdf of Membership Roster and Members Only Directory to Webmaster.

Annually
Conduct annual membership drive.

Bi-Annually (if requested by board)
Produce and distribute printed membership roster as determined by the Board and mail to members as requested.

Awards Chair

As Awards Chair, the duties are to contact our appropriate donors, solicit money when necessary, and work with the people who provide our award funds. There are two shows a year, the Member’s Show and the Open Show. Materials for the shows include producing award certificates, congratulatory letters, and any other material relevant to the show. It is also necessary to work closely with the treasurer to have the correct information regarding funds.

Member at Large

Represents the entire HWS membership. They are elected or appointed to serve the overall interests of the membership and often take on a variety of responsibilities, including attending meetings, working on special projects, communicating with members, and mentoring new board members.

Newsletter Team, comprised of two people: Editor/Director and Graphic Designer

The Newsletter Editor/Director collects and edits news, articles, and any information of interest to HWS members and gives the collection to the Graphic Designer for layout. The editor makes certain that the final copy is accurate and that the newsletter is published monthly and distributed to all members in a timely manner. The Graphic Designer crafts the layout for each month’s issue using material supplied by the Editor. The team collaborates to build, edit, and finalize an engaging monthly newsletter for email distribution to HWS members. Final document sent to distribution to Jane (current “Watercolor Wireless” eblast volunteer). Document is then posted to the website as a PDF.

Publicity/ External Communications

The HWS External Relations chair supports HWS' mission by communicating and managing all news and PR materials sent out in all forms to promote HWS shows and courses.

Exhibition/Show Team

Ideally, several individuals working together to accomplish the following tasks

  • Secure venue for upcoming shows (typically 1 year in advance).

  • Set timeline for show elements, from prospectus availability through take-down and final report.

  • Secure juror for show (in coordination with workshop chair, if applicable).

  • Write the show prospectus, rules for that particular show.

    • Post prospectus on the HWS website.

    • Share link to the prospectus with the publicity team and the newsletter team.

  • Communicate with juror: timing, number of entries, number of selections (depending on venue space).

  • Arrange the sitting schedule for the show (as applicable to the venue).

  • Arrange for hospitality:

    • Lei for Opening

    • Flowers for gallery = as applicable

    • Closing reception (sponsored by HWS)

    • Other as applicable

  • Arrange for the take-in, arrangement, and hanging of artwork.

  • Coordinate with invited artists – as applicable.

  • Arrange for take down, gallery freshening – as applicable.

Social Media Chair

Coordinate and manage HWS Facebook and Instagram public accounts (If additional accounts are added, this job description will be revised i.e., adding Threads, or similar.)

Promote any shows and workshops on the HWS schedule in a timely manner with photos and pertinent tags.

Relay any feedback on social account trends worthy of discussion.

Trustee

Listen to new proposals, and offer opinions based on HWS history of things done and tried in the past. It’s a non-voting position and is appointed by the Board.