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Riverwalk Quilters Guild
Policies and Procedures
As of February 2023
Section I General Guild Meetings
1.01General meetings of the Guild are currently held at Knox Presbyterian Church, 1105 Catalpa Lane, Naperville 60540 at 7:00 pm on the second Tuesday of every month. The meeting date and/or location may be changed for the purpose of avoiding holidays, church events, or to correspond with special Guild activities. Changes will be announced at a meeting and in the Newsletter.
1.02General meetings consist of announcements, show-and-tell, and a program. Door prizes may be awarded and refreshments may be available.
1.03Members and guests are asked to wear nametags at Guild events. Individuals not wearing nametags are ineligible to win prizes.
1.04Other charitable groups and guilds may display quilts for the purpose of selling raffle tickets at general Guild meetings. Organizations should be directed to contact the President for arrangements.
1.05Due to the style and complexity of Guild programs, young children and infants are discouraged from attending. Minor children must be accompanied and sit with an adult member. Disruptive children will be asked to leave.
1.06In case of emergency or dangerous weather conditions, the President, Vice President, and Programs chair decide whether to cancel the meeting or shift to a virtual meeting. Members will be notified by email before 5:00 pm on the meeting day.
Section II Membership
2.01 Membership is limited to 250 individuals.
2.02 The annual membership fee is $35, or $20 if joining between January 1 and June 30.
Section III Member
Rights and Responsibilities
3.01Members are given priority regarding workshop registration. After an announcement at two Guild meetings, workshops will be open to non-members, to the extent approved by the Treasurer, in order to meet the IRS constraints regarding revenue from non-members.
3.02The Guild Newsletter is published monthly and sent approximately one week prior to the monthly meeting. Any member who elects to receive the Newsletter by regular mail instead of by email will be charged the current postage rate.
3.03Every member is expected to work a minimum of two hours a year at any major fundraising event.
3.04Members are entitled to attend Board meetings but should notify the President in advance.
3.05Any questions about or disagreement with a Board decision or policy should be brought to the attention of the President or a Board member at the earliest opportunity. If a satisfactory response is not received, members may seek further explanation from other Board members. Members may also express their opinion on any issue to the full Board at its monthly meeting. In order to avoid misunderstandings, undercurrents, and factions, members are strongly encouraged to bring opposing viewpoints to the Board’s attention, with the understanding that any decision of the Board is final.
3.06Any member may see the permanent records of the Guild. Requests should be made through the President or appropriate officer.
3.07The Guild may enter into contracts with members in their capacity as teachers and speakers. Fees for such activities will be negotiated by Programs.
3.08Members may borrow books for as long as three months, after which time and overdue notice will be sent.
Section IV Guild Workshops
4.01 Workshop fees are based on a participant “break-even point,” which determines the minimum number of participants needed for the workshop to not lose money. This point should be equal to about 80% of the number of available workshop spaces.
4.02 Non-members may be assessed a higher workshop fee.
4.03 Workshop materials/supply fees are sometimes charged by the workshop instructor to cover the cost of materials provided. Participants pay the fee directly to the instructor.
Section V Solicitation
5.01 Guild members who want to sell quilting related items (sewing machines, fabric, sewing furniture, etc.) on an occasional basis are allowed to advertise at Guild meetings, in the newsletter, and/or email blast free of charge.
5.02 Businesses or individuals representing businesses may not sell, solicit for sale, advertise, display, or otherwise promote the sale of any goods or services of any type at Guild meetings. Guest speakers, guilds, or other not-for-profit groups may, on a case-by-case basis, sell their own merchandise or raffle tickets as specifically permitted by the Guild.
5.03 Private workshops, classes, or non-Guild related events and services may be advertised in the Guild Newsletter to the extent approved by the Treasurer, in order to meet the IRS constraints regarding revenue from non-members. The rates are $50 for a full page, $25 for a half page, $12.50 for a quarter page, and $6.25 for an eighth page.
Section VI General Board Policies
6.01 Two or more members may hold the same Board position as co-chairs except members of the Executive Committee (President, Vice President, Secretary, and Treasurer).
6.02 A Board member who is unable to attend a general Guild meeting or a Board meeting should notify the Vice President in order to ensure that someone is available to perform required duties. If needed, a substitute may be any Guild member.
6.03 Guild officers and committee chairs may recruit non-Board members to assist them in carrying out some of their responsibilities.
6.04 Board members are responsible for updating office and committee job descriptions, which must be completed by the January Board meeting for use by the Nominating Committee.
6.05 The Guild may exchange information with other guilds regarding workshops, quilt shows, etc. The information may be publicized at Guild meetings and in the Guild Newsletter without charge, provided the classes and/or programs are being sponsored by a guild or not-for-profit quilting group and not by an individual or business.
6.06 Contact information of members is for Guild use only. Any use beyond that must have Board approval in advance.
Section VII Specific Board Member Procedures
7.01 The President may designate the Vice President or another Board member to serve as contact person and liaison with the host location for Guild activities.
7.02 The President, with the approval of the Board, may recruit volunteers to serve on various ad hoc committees that include, but are not limited to, Bylaws, Nominating, and Audit.
7.03 The immediate Past President may attend any Board meeting as an ex officio, non-voting member.
7.04 The Vice President should be familiar with Guild Bylaws and Policies and Procedures in order to advise the President on matters addressed in the documents. The Vice President should also make note of Board decisions that impact these documents and see that appropriate changes are made.
7.05 The Secretary writes thank you notes for any donations of materials and/or time to the Guild and sends cards or flowers to Guild members as directed by the Board.
7.06 The Treasurer reports at every Board meeting the current monthly income, expenses, and balances in the Guild account(s).
7.07 The Treasurer provides a quarterly statement of income and expenditures to be published in the Guild Newsletter.
a. A separate treasurer may be designated to oversee the budgets of these events and report income and expenditures separately in the Newsletter.
b. A separate bank account may also be established and seed money transferred to that account for the duration of the event. One month following the conclusion of the event, any remaining seed money and profit must be transferred back to the general account.
c. The revenue from such events is not considered revenue from non-members for the use of Guild services. Therefore, this revenue does not count toward the maximum of 15% of revenue for the use of Guild services.
7.09 Contracts corresponds with speakers and prepares the program and workshop schedule. Contracts should also prepare an estimated budget for the next year’s programs, as well as a list of programs, speakers, and workshops for publication in the Newsletter and posting on the Guild website.
7.10 Contracts provides a wide range of programs, reflecting the different interests and skill levels of Guild members and offers at least one program a year by a non-traditional quilter or on a non-traditional or ethnic quilting style.
7.11 Membership may drop members at their discretion when dues are unpaid.
7.12 Membership updates and distributes the picture directory.
7.13 Membership collects and maintains member information using the renewal/new member form.
7.14 Library provides an updated electronic list of current materials for the Newsletter and website.
7.15 Special Events may organize programs (e.g., challenges, quilting bees, public display of quilts, block-of-the-month, secret pals, and mini-workshops) to supplement meeting programs. Special Events coordinates the purchase of materials and the assembly of kits as needed.
7.16 Social Media ensures that photographs are taken at Guild events for use in the Newsletter, website, or other appropriate place.
Section VIII
Ad Hoc Committees
8.01 The Bylaws Committee, chaired by the Vice President, consists of at least one Board member and one member with additional Board experience. The committee reviews the Bylaws and the Policies and Procedures annually to determine whether they require updating or revising.
a. Changes to the Policies and Procedures are approved only by the Board.
b. The following timeline for changes to the Bylaws is recommended.
1. July/August Board meeting: Form the Bylaws Committee and invite Guild members to comment on or suggest changes in writing or in person at the August or September Board meetings.
2. August/September Guild meeting: Announce that the Board will vote on recommended changes to the Bylaws at the October Board meeting. Invite members to submit their own suggestions to the Committee prior to the September Board meeting.
3. September Board meeting: Hear comments or suggestions regarding Bylaws from Guild members.
4. October Board meeting: The Bylaws Committee submits recommended changes to the Board. The Board may also hear additional comments or suggestions from non-Board members, then discuss the recommended changes and either reject or approve them. Final recommendations are published in the next Newsletter, allowing members time for review prior to the next Guild meeting.
5. November Board meeting: The Board amends the recommended changes to the Bylaws, if so mandated by the membership. If additional changes have been made to the Bylaws, the final recommendations are published in the December Newsletter.
6. December Guild meeting: Present recommended Bylaws changes to the membership. Member comments are limited to two minutes each. Additional changes may be made following the discussion, but only if approved by a majority vote of the members present.
7. February Guild meeting: If not already approved, the Guild votes to accept any final Bylaws changes.
8. March Guild meeting (or before): Revised Bylaws are added to the website after approval by the membership.
8.02 The Nominating Committee consists of one or more non-Board members and any other member they wish to recruit. The Committee recruits members to serve on the Board and also recruits one or more individuals to serve on the next Nominating Committee, which:
BJP
2/28/23
Policies and Procedures
As of February 2023
Section I General Guild Meetings
1.01General meetings of the Guild are currently held at Knox Presbyterian Church, 1105 Catalpa Lane, Naperville 60540 at 7:00 pm on the second Tuesday of every month. The meeting date and/or location may be changed for the purpose of avoiding holidays, church events, or to correspond with special Guild activities. Changes will be announced at a meeting and in the Newsletter.
1.02General meetings consist of announcements, show-and-tell, and a program. Door prizes may be awarded and refreshments may be available.
1.03Members and guests are asked to wear nametags at Guild events. Individuals not wearing nametags are ineligible to win prizes.
1.04Other charitable groups and guilds may display quilts for the purpose of selling raffle tickets at general Guild meetings. Organizations should be directed to contact the President for arrangements.
1.05Due to the style and complexity of Guild programs, young children and infants are discouraged from attending. Minor children must be accompanied and sit with an adult member. Disruptive children will be asked to leave.
1.06In case of emergency or dangerous weather conditions, the President, Vice President, and Programs chair decide whether to cancel the meeting or shift to a virtual meeting. Members will be notified by email before 5:00 pm on the meeting day.
Section II Membership
2.01 Membership is limited to 250 individuals.
2.02 The annual membership fee is $35, or $20 if joining between January 1 and June 30.
Section III Member
Rights and Responsibilities
3.01Members are given priority regarding workshop registration. After an announcement at two Guild meetings, workshops will be open to non-members, to the extent approved by the Treasurer, in order to meet the IRS constraints regarding revenue from non-members.
3.02The Guild Newsletter is published monthly and sent approximately one week prior to the monthly meeting. Any member who elects to receive the Newsletter by regular mail instead of by email will be charged the current postage rate.
3.03Every member is expected to work a minimum of two hours a year at any major fundraising event.
3.04Members are entitled to attend Board meetings but should notify the President in advance.
3.05Any questions about or disagreement with a Board decision or policy should be brought to the attention of the President or a Board member at the earliest opportunity. If a satisfactory response is not received, members may seek further explanation from other Board members. Members may also express their opinion on any issue to the full Board at its monthly meeting. In order to avoid misunderstandings, undercurrents, and factions, members are strongly encouraged to bring opposing viewpoints to the Board’s attention, with the understanding that any decision of the Board is final.
3.06Any member may see the permanent records of the Guild. Requests should be made through the President or appropriate officer.
3.07The Guild may enter into contracts with members in their capacity as teachers and speakers. Fees for such activities will be negotiated by Programs.
3.08Members may borrow books for as long as three months, after which time and overdue notice will be sent.
Section IV Guild Workshops
4.01 Workshop fees are based on a participant “break-even point,” which determines the minimum number of participants needed for the workshop to not lose money. This point should be equal to about 80% of the number of available workshop spaces.
4.02 Non-members may be assessed a higher workshop fee.
4.03 Workshop materials/supply fees are sometimes charged by the workshop instructor to cover the cost of materials provided. Participants pay the fee directly to the instructor.
Section V Solicitation
5.01 Guild members who want to sell quilting related items (sewing machines, fabric, sewing furniture, etc.) on an occasional basis are allowed to advertise at Guild meetings, in the newsletter, and/or email blast free of charge.
5.02 Businesses or individuals representing businesses may not sell, solicit for sale, advertise, display, or otherwise promote the sale of any goods or services of any type at Guild meetings. Guest speakers, guilds, or other not-for-profit groups may, on a case-by-case basis, sell their own merchandise or raffle tickets as specifically permitted by the Guild.
5.03 Private workshops, classes, or non-Guild related events and services may be advertised in the Guild Newsletter to the extent approved by the Treasurer, in order to meet the IRS constraints regarding revenue from non-members. The rates are $50 for a full page, $25 for a half page, $12.50 for a quarter page, and $6.25 for an eighth page.
Section VI General Board Policies
6.01 Two or more members may hold the same Board position as co-chairs except members of the Executive Committee (President, Vice President, Secretary, and Treasurer).
6.02 A Board member who is unable to attend a general Guild meeting or a Board meeting should notify the Vice President in order to ensure that someone is available to perform required duties. If needed, a substitute may be any Guild member.
6.03 Guild officers and committee chairs may recruit non-Board members to assist them in carrying out some of their responsibilities.
6.04 Board members are responsible for updating office and committee job descriptions, which must be completed by the January Board meeting for use by the Nominating Committee.
6.05 The Guild may exchange information with other guilds regarding workshops, quilt shows, etc. The information may be publicized at Guild meetings and in the Guild Newsletter without charge, provided the classes and/or programs are being sponsored by a guild or not-for-profit quilting group and not by an individual or business.
6.06 Contact information of members is for Guild use only. Any use beyond that must have Board approval in advance.
Section VII Specific Board Member Procedures
7.01 The President may designate the Vice President or another Board member to serve as contact person and liaison with the host location for Guild activities.
7.02 The President, with the approval of the Board, may recruit volunteers to serve on various ad hoc committees that include, but are not limited to, Bylaws, Nominating, and Audit.
7.03 The immediate Past President may attend any Board meeting as an ex officio, non-voting member.
7.04 The Vice President should be familiar with Guild Bylaws and Policies and Procedures in order to advise the President on matters addressed in the documents. The Vice President should also make note of Board decisions that impact these documents and see that appropriate changes are made.
7.05 The Secretary writes thank you notes for any donations of materials and/or time to the Guild and sends cards or flowers to Guild members as directed by the Board.
7.06 The Treasurer reports at every Board meeting the current monthly income, expenses, and balances in the Guild account(s).
7.07 The Treasurer provides a quarterly statement of income and expenditures to be published in the Guild Newsletter.
- All requests for reimbursement should be reasonable and must be accompanied by receipts that include an itemized list of expenses. The Treasurer may accept a “lost receipt” form in place of a receipt, provided the amount does not exceed $20.
- Any expense item (e.g., speakers, change in meeting room fees, workshops, and bus trips) involving a contract or long-term commitment of Guild funds must be approved by the Board prior to signing. Documentation to pay the amount must be provided to the Treasurer.
- Expenses that are assumed to be a part of the normal Guild budget for a Board member (such as stamps for the Secretary), should be automatically paid. Expenses should be reasonable and within the Guild’s overall budget.
- The general membership may not request reimbursement for Guild expenses without prior approval of the Board.
- Any item falling outside these guidelines will require a two-thirds Board approval and may not be paid for 30 days.
a. A separate treasurer may be designated to oversee the budgets of these events and report income and expenditures separately in the Newsletter.
b. A separate bank account may also be established and seed money transferred to that account for the duration of the event. One month following the conclusion of the event, any remaining seed money and profit must be transferred back to the general account.
c. The revenue from such events is not considered revenue from non-members for the use of Guild services. Therefore, this revenue does not count toward the maximum of 15% of revenue for the use of Guild services.
7.09 Contracts corresponds with speakers and prepares the program and workshop schedule. Contracts should also prepare an estimated budget for the next year’s programs, as well as a list of programs, speakers, and workshops for publication in the Newsletter and posting on the Guild website.
7.10 Contracts provides a wide range of programs, reflecting the different interests and skill levels of Guild members and offers at least one program a year by a non-traditional quilter or on a non-traditional or ethnic quilting style.
7.11 Membership may drop members at their discretion when dues are unpaid.
7.12 Membership updates and distributes the picture directory.
7.13 Membership collects and maintains member information using the renewal/new member form.
7.14 Library provides an updated electronic list of current materials for the Newsletter and website.
7.15 Special Events may organize programs (e.g., challenges, quilting bees, public display of quilts, block-of-the-month, secret pals, and mini-workshops) to supplement meeting programs. Special Events coordinates the purchase of materials and the assembly of kits as needed.
7.16 Social Media ensures that photographs are taken at Guild events for use in the Newsletter, website, or other appropriate place.
Section VIII
Ad Hoc Committees
8.01 The Bylaws Committee, chaired by the Vice President, consists of at least one Board member and one member with additional Board experience. The committee reviews the Bylaws and the Policies and Procedures annually to determine whether they require updating or revising.
a. Changes to the Policies and Procedures are approved only by the Board.
b. The following timeline for changes to the Bylaws is recommended.
1. July/August Board meeting: Form the Bylaws Committee and invite Guild members to comment on or suggest changes in writing or in person at the August or September Board meetings.
2. August/September Guild meeting: Announce that the Board will vote on recommended changes to the Bylaws at the October Board meeting. Invite members to submit their own suggestions to the Committee prior to the September Board meeting.
3. September Board meeting: Hear comments or suggestions regarding Bylaws from Guild members.
4. October Board meeting: The Bylaws Committee submits recommended changes to the Board. The Board may also hear additional comments or suggestions from non-Board members, then discuss the recommended changes and either reject or approve them. Final recommendations are published in the next Newsletter, allowing members time for review prior to the next Guild meeting.
5. November Board meeting: The Board amends the recommended changes to the Bylaws, if so mandated by the membership. If additional changes have been made to the Bylaws, the final recommendations are published in the December Newsletter.
6. December Guild meeting: Present recommended Bylaws changes to the membership. Member comments are limited to two minutes each. Additional changes may be made following the discussion, but only if approved by a majority vote of the members present.
7. February Guild meeting: If not already approved, the Guild votes to accept any final Bylaws changes.
8. March Guild meeting (or before): Revised Bylaws are added to the website after approval by the membership.
8.02 The Nominating Committee consists of one or more non-Board members and any other member they wish to recruit. The Committee recruits members to serve on the Board and also recruits one or more individuals to serve on the next Nominating Committee, which:
- Obtains an updated job description for each Board position from the Guild President or appointee at or before the January Guild meeting.
- Conducts a search aimed at identifying potential candidates to serve on the Board as well as Nominating Committee for the upcoming fiscal year. Recommendations from other Board and Guild members may be sought and an “interest survey” may be used.
- Solicits and compiles the names of prospective candidates who are willing to accept the positions for which they are nominated.
- Submits a recommended list of candidates to the Board for its consideration and approval on or before the March Board meeting. This list should include at least one, but not more than three, individuals for each Board position.
- Once approved, submits the slate of recommended candidates to the Newsletter for publication in the May issue.
- Presents the recommended slate to the membership at the May meeting and accepts names of other candidates who are willing to serve. The membership votes on the nominees.
BJP
2/28/23