CALICO CUTTERS QUILT GUILD

POLICY AND PROCEDURE

Last Update: 8-10-16

SECTION 1 – TO THE MEMBERS

The purpose of the Guild shall be:

  1. To gather together persons interested in quilts and quilt-making, while promoting fellowship among guild members.
  2. To support and encourage the art of quilt-making both historically and today.
  3. To promote the knowledge and understanding of all aspects of quilting.
  4. To establish and promote educational and philanthropic endeavors through quilting

MEETINGS:

Monthly General meetings are held the second Wednesday of each month.

DUES:

Current dues are $40 per year, with senior citizens (62+) paying $32 per year. Membership dues are expected to be paid by the time of the June meeting. Renewal forms are available on the website.

In the event that a check is returned to the Guild for Not Sufficient Funds (NSF), the member will be responsible for all charges made to the Guild by the bank.

MEMBERSHIP Please sign in at the designated table when you come to each meeting. It takes “just one minute” and you will be advised of any handouts that are available.New member packets will be distributed via email and all new members are added to the Guild’s various email lists.

NAME TAGS Please wear your name tag at each meeting.A name tag “piggy” collects 25 cents for each forgotten name tag!!

BLOCK OF THE MONTH Block of the Month directions are distributed to all members between 30 and 60 days before the meeting date. If you hand in a block, having followed the pattern for that month, you will enter a drawing with a chance to win several blocks. If you have ideas for blocks, please see the BOM Chair.

CHARITABLE GIFTS Please check the Newsletter or Website each month, and consider contributing to our outreach projects, by making and donating items such as pillowcases for breast cancer patients, hats and scarves for those in shelters, or by donating purchased household items for other worthy causes. Your contributions are voluntary and greatly appreciated.

FAT QUARTERS If you bring a fat quarter using the guidelines for that month, you will be entered in a drawing with a chance to win several fat quarters.

KIDS’ QUILTS As a community service project, we make over 100 Kids’ Quilts a year for the Chester County Domestic Violence Center

We ask you to make at least one quilt a year or donate fabric for thequilts for the children at the Chester County Domestic Violence Center. Your contributions are voluntary and greatly appreciated.

One Guild meeting per year is designated as a giant Kids’ Quilt-in (usually January). Bring lunch and have fun staying all day to cut fabric, make kits, sew quilts, tie quilts – the works!

Please see the website for information and guidelines on creating Kid’s Quilts.

NEWSLETTER/WEBSITE Find information related to the Guild at our website: Newsletters are distributed via email 10-14 days before the Guild meeting. Those members without email will continue to have information sent to them. But new members without email will be expected to find Guild information through their own contacts.

If you wish to submit content to any of the Guilds communications vehicles, please submit it electronically to the Communications Chair (s) at the Guild email address: .

The Guild also has a Facebook discussion group – Calico Cutters Quilt Guild. Please feel free to join in the discussion!

AMERICAN SOLDIERS’ QUILTS You are invited to make quilts in patriotic colors for members of the armed services.Currently members make quilts for donation to the veterans at the Coatesville Medical Center. You can donate a quilt with a label or fabric or blocks in red, white and blue colors. If your bee would like to make some blocks or a quilt, we would be happy to receivethem! It may be easier to create a quilt when you have the input of several sewers. Most of our donations are large lap size quilts.The Board appreciates the past participation and is supportive of having increased participation in this area.

RAFFLE QUILT Our Raffle QuiltCommittee offers a new quilt about once every two years. We ask you to sell at least 30 tickets for each raffle quilt, and support the activity. Your contributions are voluntary and greatly appreciated. The majority of the proceeds from the Raffle Quilt are usually donated to charity.

SHOW AND TELL Each month you are encouraged to bring in finished or ongoing projects or new acquisitions to show at the meeting. We always enjoy sharing the anecdotes that often accompany each item.

WEATHER EMERGENCIES

Calico Cutters will CANCEL its monthly meeting if the WEST CHESTER SCHOOL DISTRICT is closed or announces a late opening. The emergency closing number for West Chester School District is 851.The following radio stations will broadcast notice of school openings and delays:KYW Philadelphia 1060; WFIL Philadelphia 560; WIP Philadelphia 610; WCAU Philadelphia 1210

In addition the three major TV networks – Channels 3, 6, and 10 – have a scroll on the bottom of the screen listing school closings. . Or go to.As always, please contact a Board member if you have any questions or concerns.

SECTION 2 – BOARD MEMBER RESPONSIBILITIES

RESPONSIBILITIES OF EVERY BOARD MEMBER

  1. Attend Board meetings
  2. Assist the President as called upon
  3. Submit a yearly report to the outgoing President and to their incoming replacements, including projected budget figures for the coming year
  4. Maintain and provide an historic record and working folder/electronic file for the incoming Board member
  5. Provide information to the Communications Chair for dissemination as appropriate
  6. May invite members to create Committees to support them in their activities
  7. Forward any guild passwords or identifying information to the President
  8. Report to the Executive Board with problems, new ideas or pertinent information
  9. Use Guild financial resources only with prior approval of the Board and keep the Board apprised of all financial and long term budget needs
  10. Complete a yearly review of their job description and recommend any necessary revisions.

PRESIDENT

  1. Preside at Board and General Meetings of the Guild
  2. Call special meetings as deemed necessary
  3. Appoint all Ad Hoc and Standing Committee chairs, subject to Board approval
  4. With the appropriate officer or chair person, sign the written contracts and obligations of the Guild as necessary
  5. Sign the checks of the Guild, when required
  6. Serves as an ex-officio member of each committee, with the exception of the Nominating Committee, and may attend each meeting
  7. Is responsible for long range planning
  8. If an office becomes vacant, select a replacement, subject to Board approval
  9. Write a monthly column for the newsletter
  10. Collect and compile annual reports from Board members and Committee Chairs, and save them electronically, passing the electronic information to her successor, and making available relevant sections to the incoming officers
  11. Maintain relationship and communication with staff at current meeting location
  12. Keep and maintain the Guilds records
  13. Follow the President’s timeline documents to ensure all procedures and activities of the Guild are being completed
  14. Prepare a contact list of all Board members, Committee Chairs and Committee members for distribution at the July Board meeting. (Name, phone number (home and cell) and email address)

PRESIDENT-ELECT

  1. Serves a one year term, the first as President-elect, and then succeeds the President the second year. It is a two-year commitment.
  2. Exercise all functions of the President in the latter’s absence
  3. Assume the role of the President for the next Guild year
  4. Maintains contact with all Guild Committees and provides reports back to the Board on their activities.
  5. Chair the Ad Hoc budget Committee which works on the budget for the year she is President
  6. Once voted in at May meeting, distribute the Policy and Procedures Manual to all outgoing board members and committee chairs to determine if any changes/updates are required. Distribute updated policies to incoming Board and Chairs and forward to Communications for placement on the website.
  7. Monitor any needs for bylaws changes and communicate to the President if any are required to begin that process.
  8. Performs other duties as requested by the President
  9. Manages the yearly process of reviewing the Board and Committee job descriptions

MEMBERSHIP

  1. Receive all members’ new and renewal applications, forwarding payments to the Treasurer
  2. Maintain a list of current members, and provides updates to Board and Guild members each month on membership levels
  3. In August each year works with the Communications Committee and emails to members the Membership Directory and Guild Bylaws, Policies and Procedures, and updates the membership again in early winter
  4. Maintain a waiting list when required
  5. Maintain a sign-in system for members and guests
  6. Collect guest fees at each monthly meeting and forward to the Treasurer
  7. Create welcome packages for new members and work to help integrate the new members into the Guild
  8. Manages events associated with the integration of new members
  9. Distribute updated membership cards to all members as dues are paid.

PROGRAM CHAIR

  1. Fulfill the duties of the President-Elect in the event the President-Elect cannot complete the term of office
  2. Work in close collaboration with the Workshop Chairperson and the Ways and Means Chair, as well as with other local Guilds to plan programs and workshops.
  3. Work in close collaboration with the Workshop Chairperson for all workshops in terms of what topics to offer, when to schedule and projected costs
  4. Work with Workshop Chair to bring proposed speakers, costs and schedules to the Board for approval
  5. Work closely with the Ways and Means Committee in terms of fitting W&M programming into the calendar year
  6. Solicit input from the membership regarding possible speakers, workshops, etc.
  7. May create a Program Committee to assist in this area
  8. Schedule programs with Board approval for the meetings January through December, or in advance as needed. Send schedule and program descriptions to Communications Chair for publication in the Guild’s Communications vehicles.
  9. Implement pre-scheduled programs
  10. Ensure that contracts are signed by the President and Program Chair on behalf of the Guild for workshops and programs, and that all contracts, letters of confirmation for each guest speaker, and related materials are organized with copies given to the President, Treasurer, and Workshop Chair
  11. Confirm with each guest speaker before a scheduled program as a reminder of the place, date, time, subject, and rate of pay
  12. Arrange transportation and accommodation as needed for the speaker, and when applicable work with other Guilds
  13. Communicates equipment needs to President and AV Chair as required by the speaker
  14. Works with relevant Committee Chairs and Board members, provide set up information to the meeting room staff
  15. Introduce the speaker or otherwise conduct the program
  16. Give a monthly report at each Board Meeting and at each General Meeting
  17. Write a monthly column for the Guilds Communications on current and upcoming programs
  18. Working with the Program Chair and Treasurer, complete a revenue/cost report for the program/workshop

WORKSHOP

  1. Work in close collaboration with the Program Chairperson and with other local Guilds to plan workshops
  2. Schedule workshops, with Board approval, from January through December, or in advance as needed. Send schedule and workshop descriptions to Communications Chair for publication in the Newsletter and on the website. Implementprescheduled workshops.
  3. Arrange workshop location, publicize workshops to the Guild, and accept registration and fees
  4. Arrange for any equipment needed for the workshop
  5. Assist Program Chair with transportation and accommodation as needed for the speaker
  6. Introduce the workshop leader and handle any details of the event
  7. Maintain a correspondence file, an information file, and a file of forms used
  8. Provide a report at Board Meetings and General Meetings as necessary
  9. Open up and close workshops
  10. Working with the Program Chair, complete a revenue/cost report for the program/workshop
  11. Notify participants of workshop details and supply lists. Forward to Communications Chair for publication. Send reminder to participants of time and place. Notify Treasurer regarding any rental fees that need to be paid. Members must pay when they sign up for a class.
  12. Maintain list of workshop related property and forward it to the Property Chair

COMMUNICATIONS CHAIR

  1. Ensure content for all communications vehicles (newsletter, website, social networking, etc.) is in accord with the Guild’s stated purpose
  2. Manage a Communications Committee and provide that Committee with the pertinent information and ideas that needs to be conveyed to the Membership.
  3. Work with the Nominations Chair each year to ensure the Communications Committee has the necessary people to support the work. A minimum of two people should be available besides the Chair to focus on Communications,
  4. Ensure all communications vehicles are current and issued on a timely basis.
  5. Disseminate information via newsletters, websites, social media and other communication vehicles as needed
  6. Ensure website fees are paid for by Calico Cutters
  7. Gather and edit accurate and timely information of interest to the membership from Committee Chairs and members
  8. Work with the Secretary to communicate appropriate Guild information is distributed to the press and other quilt guilds.
  9. Manage the email membership lists
  10. Review emails sent to the Guilds various communication vehicles and distribute the messages to the appropriate Guild member.

WAYS AND MEANS

  1. Participate in determining long term financial goals of the Guild with the approval of the Board
  2. Create and administer fund-raising activities to benefit the Guild and increase its Treasury
  3. Work with the Program Chair and other relevant Committees in creating fund-raising activities for the Guild
  4. Implements those plans based on specific needs of each event.
  5. Communicate plans to the Communications Chair for distribution to the Guild members
  6. Serves as a member of the Ad Hoc budget Committee

TREASURER

  1. Manage the finances of the Guild
  2. Work with the President and the Ways and Means Committee in terms of long range financial planning
  3. Deposit all funds received belonging to the Guild’s bank accounts on a timely basis, preferably within two weeks of receipt (unless being held as a reservation)
  4. Sign the checks of the Guild with the President’s approval
  5. With the President, sign the required forms of the banks before July 1 each year
  6. Present a complete, written financial annual report at the close of the fiscal year (June 30th of each year)
  7. Give a monthly report at each Board meeting, and make it available to members at the General Meeting on request
  8. Maintain the records required by law in the event of IRS audit
  9. Complete the annual Guild tax filings each year

SECRETARY

  1. Record and maintain minutes of all general meetings, disseminate them to all Board members and make them available to members upon request
  2. Record and maintain minutes of all Board meetings and distribute them to Board members prior to the next Board meeting
  3. Hold safe the Bylaws and Policies and Procedures of the Guild

SECTION 3 – COMMITTEE RESPONSIBILITIES

RESPONSIBILITIES OF EVERY COMMITTEE CHAIR:

  1. Submit a yearly report to the outgoing President and to the incoming replacement, including projected budget figures for the coming year
  2. Provide a working folder/electronic to the incoming chair
  3. Provide information to the Communications Chair as appropriate for dissemination to the Guild or other interested parties
  4. Submit a yearly report to the outgoing President with a copy to the incoming committee chairperson. This report should include any unfinished business of this Committee that needs to be carried over into the next calendar year
  5. Report regularly to the membership at monthly Guild meetings where appropriate, alerting the President to add you to the agenda
  6. Use Guild financial resources only with prior approval of the Boardand keep the Board apprised of all financial and long term budget needs
  7. Copy any Guild passwords or identifying information to the President
  8. Report to the Executive Board with problems, new ideas or pertinent information by sending a monthly report to the President-Elect
  9. Complete a yearly review of their job description and recommends any necessary revisions.

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