Folks interested in learning about and those that appreciate quilting are welcome!
Folks interested in learning about and those that appreciate quilting are welcome!
About these rules
Standing rules may be adopted or amended at any meeting of the Guild without previous notice by a majority vote of the members in good standing who are present. (10/1/2014)
The date that each rule was adopted/amended is indicated in parentheses at the end of the rule.
These rules are in order alphabetically by topic.
Board of Directors Also see Bylaws, Article VII
a) The Board of Directors shall meet at a minimum of 4 times per year (2/4/2015)
b) The Board shall meet no later than July of each year for the purpose of transitioning incoming officers, developing a budget for the coming year, and appointing the Chairpersons of the Standing committees. (5/6/2015)
c) Meetings of the Board of Directors are open to all members (2/4/2015)
d) The date, time, and place of h meetings of the Board of Directors shall be published at least two weeks prior to the Board meeting. (2/4/2015)
e) The Secretary shall record the minutes of the Board meeting and keep them on file. (2/4/2015)
f) The minutes of the Board meeting shall be made available to any member upon request. (2/4/2015)
Committee Chairpersons Also see Bylaws, Article VII
a) It is the responsibility of each committee chairperson to maintain written procedures regarding how the committee operates, including typical expenses, sources for supplies, planning and event schedules. (2/4/2015)
b) Outgoing committee chairpersons shall provide incoming chairpersons with training and a copy of the committee procedures. (2/4/2015)
c) Annually, each committee chairperson shall provide the Secretary with an updated copy of committee procedures in June. (5/6/2015)
d) The normal term of office for a chairperson of a standing committee will be two years. (5/6/2015)
e) Committee chairpersons shall be responsible for providing committee member signup sheets at the regular meetings of the Guild. (5/6/2015)
f) The nominating committee shall elect its own chairperson. (5/6/2015)
Finance Also see Bylaws, Article III; Article VIII, Section 1
a) The following financial accounts may be held by the Guild: checking, savings. These accounts shall be held in FDIC authorized institution. (11/5/2014)
b) Contracts shall be reviewed and approved by the Board of Directors prior to signing. The President and Second Vice President shall be authorized to sign contracts on the behalf of the Guild. (11/5/2014)
c) The Guild shall carry liability insurance in the amount required by the facility. (11/5/2014)
d) It is the responsibility of the individual committee chairpersons to track payments such as membership, workshop, etc. When turning payments over to the Treasurer, the submitter shall:
a. Document who is turning the funds over to the Treasurer
b. The purpose of the payment(s)
c. The amount of the payments in cash
d. The amounts of the individual checks, identified by number (11/5/2014)
e) The Treasurer shall initial the turnover document to confirm the amounts received. The Treasurer shall have copies of blank turnover document forms available. (11/5/2014)
f) When counting cash receipts (e.g., quilt show or raffle) that are more than $100, two persons shall count the receipts independently to verify the amount. (11/5/2014)
g) Reimbursement of expenses requires submission of a written request with copies of receipts within the budget year during which the expenses were incurred. (11/5/2014)
h) Expenses not included in an approved budget shall require authorization of the Board.
i) Each month the Treasurer shall provide a written report of the activity that has taken place since the previous report. The report shall include the previous balance, income received, disbursements made, and ending balance. A copy of the Treasurer’s report shall be filed with the meeting minutes and a copy kept for audit. (11/5/2014)
j) The Treasurer shall prepare a draft budget to be discussed by the Board of Directors at the summer meeting in July. Committee chairpersons shall provide input regarding budget needs no later than the May meeting. (11/5/2014)
k) The budget shall be defined at a sufficient level of detail to facilitate tracking of actual vs budgeted expenses, as well as net proceeds from individual fundraising efforts. For example, each fundraiser shall have its own budget item (11/5/2014)
l) Periodically, (October, January, May meetings), the Treasurer shall report on the actual year to date expenses compared to the budget. (11/5/2014)
m) Detailed financial records shall be kept for a minimum of seven years. (11/5/2014)
Membership Also see Bylaws, Article V
a) The maximum number of members in the Guild is 80. (8/3/2022). A membership waiting list shall be maintained by the 1st Vice President in the order in which requests are received. (6/2/2014)
b) To request to be placed on the waiting list, a prospective member shall complete a form which includes date, name, address, telephone, and email address. The form shall be mailed to the Guild post office box. Forms shall be turned over to the 1st Vice President who will be responsible for updating the waiting list. (6/2/2014)
c) If a prospective member declines membership when a slot becomes available, the name will be removed from the waiting list and the prospective member must resubmit their request. (6/2/2014)
d) Upon adding a name to the waiting list, the membership chairperson shall confirm the prospective member’s position on the waiting list (6/2/2014)
e) Annually, prior to the end of the calendar year, the 1st Vice President will advise those on the waiting list of their position on the waiting list. (6/2/2014)
f) The Guild shall collect dues in April, May, and June. (3/4/2020)
g) If a member’s dues for the coming year are not paid in full by July 1st, the 1st Vice President shall contact the non-renewing member prior to removing them from the membership list and before notifying any individuals om the waiting list. (3/4/2020)
h) Available membership slots shall be filled from the waiting list in numerical order. (6/2/2014)
i) For purposes of paying the new member fee, a new member s defined as someone who was not a member during the previous year. (6/2/2014)
j) Guests may attend meetings and will pay a fee of $5.00. (6/2/2014)
k) A representative of the membership committee shall greet members and guests and ensure that they sign in. The representative will introduce new members and guests at the meeting. (6/2/2014)
l) Members are encouraged to wear name tags. (6/2/2014)
Newsletter Also see Bylaws, Article VIII, Section 3.
a) Newsletters will be distributed prior to the first of each month for which a general meeting is scheduled to be held. (2/4/2015)
b) The minutes of the prior month’s meeting shall be distributed with the newsletter as a separate attachment. (2/4/2015)
c) Newsletters and minutes will be distributed electronically or mailed to those members who do not have email. (2/4/2015)
d) Articles to be included in the coming month’s newsletter must be submitted to the newsletter chairperson by the 15th of the month. (2/4/2015)
e) Articles related to quilting or sewing may be submitted by members and will be included at the discretion of the newsletter editor (2/4/2015)
Officers Also see Bylaws Article V
a) It is the responsibility of each officer to maintain written procedures regarding how the office operates, including typical expenses, sources for supplies, planning and event schedules. (2/4/2015)
b) Outgoing officers shall provide incoming officers with training and a copy of the procedures. (2/4/2015)
c) Annually, in June, each officer shall provide the standing Rules Committee with an updated copy of procedures. (2/4/2015)
Programs, workshops, and sewing socials
a) The program committee will plan and organize presenters for regular meetings, workshops, and social sews. (6/2/2014)
b) The possibility of inclement weather should be considered when engaging presenters for the winter months. (6/2/2014)
c) Workshops may be presented in conjunction with meeting programs, or independently of the meeting programs. (6/2/2014)
d) Presenters shall be paid according to contract whether or not they are Guild members. (6/2/2014).
e) All other Guild presenters shall receive a $25 honorarium. (11/3/2021)
f) Sewing socials are informal, non-contracted workshops where members share skills or present projects, costs incurred for room rental and project supplies if applicable, shall be borne entirely by the participants. For example, if the presenters fee for the day is $300 and the fee for the facility is $75.00 and 10 people are participating, the per person cost for the workshop would be $37.50. (6/2/2014)
g) If the cost of the workshop is more than the amount collected from the participants, the additional money will be paid from the workshop budget amount. (3/4/2020)
h) When the Guild uses facility for a workshop or social sew, the agreed fee shall be paid to the facility. (7/20/21)
i) If more funds are collected for the workshop or social sew than are needed for contract payments, supplies and the facility fee, the excess funds will be retained by the Guild. (6/2/2014) (11/3/2021)
j) Availability of the facility for any workshop or social sew must be confirmed by the 2nd vice President and the facility. (11/3/2021)
k) Non members shall be allowed to attend workshops. The non member shall pay a fee of $10 above the fee charged to members. If the limit is set to a maximum number of workshop participants, members shall have priority seating with non members filling any available spaces still unfilled after the deadline date for member signup. (8/3/2022)
Sunshine and shadow
a) When the Guild is informed about a Guild member being ill, a get-well card shall be sent. (2/4/2015)
b) When the Guild is informed of a death in the immediate family of a Guild member, a sympathy card shall be sent. For this purpose, immediate family includes spouse, children, parents, siblings, mother-in-law, and father-in-law. (2/4/2015)
c) A deceased member shall be the memorialized with a donation of $25 to the Memorial Library of Nazareth and vicinity for the purposes of purchasing a book in the memory of the deceased member. (2/4/2015)
d) Cards may be sent to members on significant life events. (2/4/2015)
Ways and Means
a) All fund-raising activities shall be coordinated with the Ways and Means committee so that Guild ventures are not competing for resources and member volunteer time. (5/30/2017)
b) Each fund-raising venture should have its own budget line to track net proceeds more easily. (1/7/2015)
c) Annually, the Ways and Means committee shall have a goal of raising sufficient fudge to bridge the gap between anticipated income from membership and estimated expenses for the fiscal year, plus an amount to increase the reserve by an amount equal to 20% of anticipated expenses. The purpose of the reserve is to provide a financial backup equal to 1 year’s expenses and to supplement funding for programs. (1/7/2015)
d) All fund-raising proposals shall be approved by the Board of Directors. (5/3/2017)
Addendum:
a) 11/3/2021: Wording change: “church” is changed to “facility”
b) 11/3/2021: Wording change: “donation” is changed to “fee”