Site icon Antelope Quilter's Guild

Policies and Procedures

ANTELOPE QUILTERS GUILD

POLICIES AND PROCEDURES

The Policies and Procedures are written using the same format as the Bylaws. With the exception of the “General” section, one should be able to refer to the Bylaws that correspond to the Articles and Sections listed below.  (Ex., Article III, Section I, #2, item D comes after the same section in the Bylaws, item C.)

All changes to the Policies and Procedures must have Board approval before distribution and vote of general members.

GENERAL:   

  1. All mail is to be addressed to the address designated by the Board of Directors.
  2. All checks must be written to the Antelope Quilters Guild.
  3. All income generated for the Guild must be turned in to the Treasurer; income may not be offset against expenses incurred.
  4. Members may not write a Guild check to themselves. Board of Directors with signatory authority may be reimbursed by writing checks for each other.
  5. Members who want a receipt for donated items or service and/or materials may request one from the Treasurer.

ARTICLE 1

NAME OF GUILD – (Refer to Bylaws)

No additions.

ARTICLE II

PURPOSE OF GUILD – (Refer to Bylaws)

No additions.

ARTICLE III

MEMBERSHIP AND DUES – (Refer to Bylaws)

Section 1 – Membership

Item #2 – Active Members:

  1. Members are encouraged to serve on at least one committee each year.
  2. Each new member will receive a packet that includes a copy of the membership roster, Bylaws, Policies and Procedures and other pertinent information.
  3. Membership will be limited to 75 active members.
  4. Affiliate members are members out of the Sacramento Metropolitan area who receive the newsletter and promote Guild activities. They may participate in Guild sponsored activities but are exempt from the monthly attendance requirement.   They pay one half of the annual dues.
  5. Active Guild members will be given first priority to participate in Guild sponsored classes and events. After a specified date, enrollment will be open to affiliate and non-members.
  6. If an out-of-town teacher is hosted by a member, the host member has the option to take the class at no charge.

Section III – Fees, Dues and Assessments

  1. All class fees or deposits for workshops or other events must be paid at the time of registration.
  2. Nonmembers may attend 2 general meetings at no charge if there is no guest speaker. They will be charged $5 effective the third meeting.  Should there be a guest speaker, nonmembers will be charged a fee of $5.

Non-members will be charged a higher rate to attend workshops and events.

  1. Attendees of Community Service sew days that bring their own projects must pay a $10 fee.
  2. Attendees must pay a $10 fee for a class taught by a guild member. Attendees that do not participate in the class, regardless of type of project, will also pay a fee of $10.  This fee will be applied to the classes/workshops account.
  3. Refunds may be made for cancelled classes/workshops, over-subscribed activities or by Board of Directors’ approval in extenuating circumstances.
  4. A storage unit(s) will be maintained for storing guild supplies and equipment.   Storage facility fees will be paid from the general fund.
  5. Members who do not display their nametag at general meetings will pay 50 cents.
  6. New members that enroll after January 1 will pay $20 for membership dues.
  7. Non-members may attend two meetings as a visitor at no charge. After the second meeting non-members will be charged $5.
  8. Additional charges for special Speakers and Teachers shall be at the discretion of the Board of Directors.
  9. Expenditures in excess of $100 must have prior approval by the Board of Directors.

Section V – Classes taught by Guild members

  1. Members who teach a minimum of 6 hour workshops or classes will be paid $100. They will also be reimbursed for necessary teaching supplies.  Remuneration for classes lasting less than 6 hours may be negotiated with the Board of Directors.
  2. If there are more than 10 members present, the additional $10 from the 11th or more members will be divided. $5 per person will be added to the teacher’s remuneration and $5 will be deposited in the class/workshop budget.

ARTICLE IV (Refer to Bylaws)

MEETINGS

Section I – General and Special Meetings

  1. Members are required to wear their nametag to avoid paying a fee.
  2. All general meetings will start promptly at 7:00 p.m.
  3. No sales are permitted during the general meeting unless otherwise approved by the Board of Directors.
  4. Photographs, video and audio recordings are not permitted without advance permission from the presiding Officer and the Speaker.
  5. Cell phones must be silenced once meetings are called to order.
  6. Any member who wishes to make an announcement at the general meeting must inform the President of their topic 48 hours prior to the meeting for approval.

ARTICLE V (Refer to Bylaws)

VOTING

Section II – Nominating Committee

  1. A slate of nominated officers is to be presented to the Board of Directors preceding the October newsletter.
  2. Nominations from the floor at the October general meeting must have prior permission from the nominee. Nominations shall be closed at the end of the general meeting.

Section IV – Elections

Elections shall be held at the November general meeting.  An announcement of winners will be made at that meeting and published in the December newsletter.

Article VI (Refer to Bylaws)

BOARD OF DIRECTORS

No additions

Article VII – Officers (Refer to Bylaws)

Section I – Elected Officers

  1. President

 

  1. (End of sentence in Bylaws to clarify timelines): to be presented and voted upon to the Board of Directors in the May Board of Directors meeting, the general membership at the June general meeting and budget is effective in July 1 of each year.
  2. The President Elect must review the Bylaws and Policies and Procedures prior to the January Board of Directors’ meeting so that items of concern or needing to be changed can be addressed at that meeting.
  3. Maintain and oversee the distribution of binders to elected officers, non-elected Board of Directors and committee chairpersons that includes the Bylaws, Policies and Procedures, job duties and other needed documents.
  4. Appoint Committee and conduct an annual review of Bylaws and Policies and Procedures.
  5. Maintain communication with all Board of Directors.
  6. Set Board of Directors meeting location, time and dates.
  7. Oversee elected officers, Board of Directors and committee chairpersons.
  8. Instruct Secretary regarding issuance of notices and general correspondence.
  9. Appoint two members, other than Treasurer, to conduct an internal audit of all forms, financial documents, and books. The internal auditors shall present a signed statement to the President that addresses the state of the audit and present findings at the next Board of Directors and general membership meetings.
  10. Maintain a set of keys to P.O. Box and storage units.
  11. Appoint Nominating Committee by May of each year.
  12. Keep apprised of the annual budget.
  13. Prepare and present an itemized annual report of income and expenses to the Treasurer by no later than the June general meeting.
  14. A Guild invoice and itemized receipt must be submitted to the Treasurer for reimbursement of approved budget items.
  15. First Vice President
  16. Attend all Board of Directors’ meetings.
  17. Monitor monthly budget for teachers/programs.
  18. Maintain binder and remove all personal notes prior to returning binder at end of term.
  19. Represent the President when not present.
  20. Coordinate speakers for general meeting programs with Second Vice President in the event that the Teacher may be scheduled to teach a class.
  21. Pencil dates and Speakers on calendar pending Board of Directors’ approval of contract for Speaker/program and cost.
  22. Once approved by the Board of Directors, initiate completed contract along with a cover letter confirming the topic and date of the Speaker’s visit. Include a stamped, self-addressed envelope to return the signed contract to the First Vice President.
  23. Once the Speaker returns the signed contract, the First Vice President must sign and date it and return a copy of completed contract to the Speaker.
  24. Call the Speaker at least one week prior to the scheduled visit to finalize arrangements, including their need for quilt rack.
  25. Inform the President a minimum of three days before the visit of any special needs the Speaker may have for set up so the person who sets up the meeting room can be informed.
  26. Assist the Speaker in bringing in materials, supplies and set up and take down as needed at the general meeting.
  27. Within one week after the presentation, send the Speaker a “thank you” note.
  28. Maintain record of monthly speakers including addresses and phone numbers and their fees.
  29. Work with interested members on proposed teachers.
  30. Have signatory authority on Guild checking account.
  31. Attend at least the two NCQC “Meet the Teacher” meetings and keep the membership informed.
  32. Submit monthly articles to the Newsletter Editor, including list of events provided by NCQC.
  33. Submit contract and invoice for speaker/program payment to Treasurer.
  34. When appropriate, every attempt should be made to share a Speaker/program with other guilds, provided they share travel expenses.
  35. Work directly with Hospitality Coordinator when there are potlucks and/or speakers.
  36. Prepare and present an itemized annual report of income and expenses to the Treasurer by no later than the June general meeting.
  37. A Guild invoice and itemized receipt must be submitted to the Treasurer for reimbursement of approved budget items.
  38. Second Vice President
  39. Attend all Board of Directors’ meetings.
  40. Maintain binder and remove all personal notes prior to returning binder at end of term.
  41. Monitor budget for classes/workshops and submit deposit to the Treasurer.
  42. Represent the First Vice President or President in the absence such as introducing the Speaker and/or coordinating Guild events such as the potlucks.
  43. Obtain the location for prospective classes/workshops.
  44. Oversee classes/workshops.
  45. Oversee set up/take down for classes/workshops including notification to location coordinator of dates, times, number of chairs and tables needed at least one week prior to event.
  46. Work with interested members on proposed programs.
  47. May have signatory authority on Guild checking account.
  48. Coordinate prospective teachers for classes/workshops with First Vice President via email, telephone or letter.
  49. Arrange coordinate and schedule classes/workshops and outside activities each month excluding the months retreats are scheduled and December.
  50. Pencil dates and teachers/workshop on calendar pending Board of Directors’ approval of contract for Teacher/workshop and cost.
  51. Initiate completed contract for approved signature to the teachers/programs at least six months in advance of proposed scheduled class date for signature. The contract must include the topic of the class, date, time, their fee, mileage, lodging (See R below) and a request for a sample of the project that will be taught.
  52. All Teachers are responsible for securing their lodging accommodation and submitting the expense to the Second Vice President. The Guild will only provide up to a maximum amount determined by the Board of Directors in reimbursement.
  53. The Second Vice President retains a copy of completed and signed contract.
  54. Provide sign-ups for classes beginning three months prior to scheduled class date. The Board of Directors may cancel classes that do not meet the minimum required amount of attendees for the class no later than 30 days prior to the scheduled class.
  55. Submit a copy of signed contract and invoice for classes/workshops for payment to Treasurer.
  56. Attend at least the two “Meet the Teacher” NCQC meetings and keep the membership informed, including list of events provided by NCQC.
  57. Submit monthly articles to the Newsletter Editor.
  58. When appropriate, every attempt should be made to share a Speaker/program with other guilds, provided they share travel expenses.
  59. Retain copies of signed contracts, sign-up sheets of attendees, invoice, submission slip of monies collected and receipts.
  60. Prepare and present an itemized annual report of income and expenses to the Treasurer by no later than the June general meeting.
  61. A Guild invoice and itemized receipt must be submitted to the Treasurer for reimbursement of approved budget items.
  62. Secretary
  63. Attend all Board of Directors’ meetings.
  64. Maintain binder and remove all personal notes prior to returning binder at end of term.
  65. Finalize the minutes of previous meetings as corrected or printed and provide an electronic copy to the Newsletter Editor and President.
  66. Be Custodian of all pertinent correspondence and minutes.
  67. May have signatory authority on Guild checking account.
  68. Prepare all Guild records for archives and/or flash drive.
  69. A Guild invoice and itemized receipt must be submitted to the Treasurer for reimbursement of approved budget items.
  70. Treasurer
  71. Attend all Board of Directors’ meetings.
  72. Maintain binder and remove all personal notes prior to returning binder at end of term.
  73. Provide updated Bylaws with corresponding updated form(s).
  74. Report monthly income, expenses, encumbrances and balances to the Board of Directors and general membership.
  75. Oversee budget balances of all committees.
  76. Retain copies of year-end fiscal reports from Community Service committee along with year-end financial report.
  77. Complete and forward all required state and federal forms and maintain history for archives.
  78. Provide reimbursement for items submitted for payment and limit spending to the approved budget.
  79. Prepare annual year-end financial report to present at the annual General meeting in August.
  80. Maintain current knowledge of state and federal laws that govern 501(C)(3) non-profits.
  81. Promptly deposit all cash and checks.
  82. Have signatory authority on Guild checking account.
  83. Provide current copy of raffle certificate to the Opportunity Quilt Marketer and Fundraiser.
  84. Provide receipts for all deposits and membership dues.
  85. A Guild invoice and itemized receipt must be submitted to the Treasurer for reimbursement of approved budget items.

Section II (To be included in all voting Chairperson positions)

Chairpersons – There shall be one Chairperson per committee with as many assistants as deemed necessary.

  1. Maintain binder that includes Bylaws, Policies and Procedures, job duties related to specified position and any activities, notes, correspondence received or performed by specified committee. Remove all personal notes and return to President at end of term.
  2. Notify President if unable to attend Board of Directors meeting and provide any information to be shared.
  3. Present all invoices and vendor receipts to Treasurer timely and prior to end of June meeting.
  4. Oversee committee and its functions in a manner that supports the Guild purposes, Bylaws, Policies and Procedures, and state and federal laws.
  5. A Guild invoice and itemized receipt must be submitted to the Treasurer for reimbursement of approved budget items.

Appointed Voting Positions

  1. Parliamentarian
  2. Attend all Board of Directors’ meetings.
  3. Maintain binder and remove all personal notes prior to returning binder at end of term.
  4. Binder must include a copy of the history of Nominating Committee and election process.
  5. Ensure that the Guild upholds the Bylaws, Policies and Procedures, state and federal law.
  6. Serve as Chairperson of the annual Nominating Committee. (Refer to Bylaws, Article V)
  7. Choose Nominating Committee no later than August.
  8. Request Nomination ballots from general membership at September general meeting.
  9. Oversee committee in contacting slate of officers for willingness to serve.
  10. Present the slate of Officers to the Board of Directors preceding publication of the newsletter.
  11. Present slate of Officers to Newsletter Editor for the October publication.
  12. Accept prior approved nominations from the floor and collect consent forms.
  13. Prepare election ballots for November general meeting. Once election process is complete turn new Officer’s list over to President for immediate announcement.
  14. Provide list of new Officers to the Newsletter Editor for publication in the December newsletter.
  15. Remain non-partisan during nomination and election period.
  16. Provide minutes of all meetings, nomination ballots, slate of officers, election ballots and tallies to Secretary when nominating/voting process is complete.
  17. Prepare and present an itemized annual report of income and expenses to the Treasurer by no later than the June general meeting.
  18. A Guild invoice and itemized receipt must be submitted to the Treasurer for reimbursement of approved budget items.

ARTICLE VIII (Refer to Bylaws)

RECORDS AND REPORTS

No additions

ARTICLE IX (Refer to Bylaws)

RULES AND REGULATIONS

No additions

Article X (Refer to Bylaws)

DISSOLUTION OF THE GUILD

No additions

Article XI (Refer to Bylaws)

ADOPTION OF BYLAWS

No additions

Exit mobile version