Policies and Procedures
of the Mohawk Valley Quilt Club
Revised March, 2014
GENERAL GUIDELINES
These guidelines are set up to assist the Board and members in maintaining continuity in issues not otherwise covered within the by-laws. The Board, without a full vote of the membership, may amend Policies and Procedures, as they are not a part of the by-laws. The Board shall keep the members informed of the changes.
BY-LAWS
As suggested by Roberts Rules of Order, review of the By-laws shall be on going, with revision as necessary to insure they accurately reflect the changing needs of the organization. By-law changes are subject to a vote of the membership.
VOTING BY BOARD OF DIRECTORS
Every member of the Board of Directors is a voting member. When a Board position has more than one person sharing the chair seat (i.e. Program &/or Quilt Show co-chairs) only one vote is allowed from that position. If any Board member holds two positions on the Board then that member may cast only one vote per ballot. According to Roberts Rules of Order, a quorum is required to pass each resolution. (See by-laws.) Each office has one vote, including the President. A majority ofone half plus one of Board members in attendance is required for passage.
VOTING AT REGULAR MEETINGS
It is up to the discretion of the President in deciding which voting method will be used at any time: hands raised, standing, or secret ballot. It is suggested that a secret ballot be the chosen method of voting on all by-law issues. (See Roberts Rules and MVQC By-Laws for clarification.)
BUDGET
Quilt show profits,excluding the Boutique, shall be divided in half and dispersed evenly between the subsequent budget years.
CHECKING ACCOUNT
The Treasurer has sole control of the checking account. In an emergency, the Board approved Treasurer’s designee is authorized to write checks.
GIFT FOR THE QUILT SHOW CHAIR(s) and president
A gift of a one year membership to the Guild shall be given to the Quilt Show Chair(s) and the out-going guild president as a token of the Club’s appreciation.
CHARITY PROJECT
The Quilt Show Committee will be responsible for the charity project.
COMMUNITY SERVICE
A member may bring to the Board ideas for community service. Upon Board approval the member will assume responsibility for the project.
DUES
Current members should renew their membership each year by payment of dues by the October meeting. A membership form will be published in the September Newsletter and will be available to download from the Guild website. Forms will also be available from the Membership Chair(s).
New members are welcome throughout the year. For those joining at the February meeting or later, dues are half for the remainder of the year.
The Membership List is available to members by the November meeting and will include the names of those who have joined or rejoined by the October meeting.
MEMBERSHIP AND THE QUILT SHOW
Only members of MVQC may exhibit quilts in the biennial guild show. For group quilts, at least one person in the group must be a guild member. All those participating in the construction of the quilt must be listed on the entry form. For instance, the designer and creator of the quilt top is a guild member while the professional long-arm quilter is not; both names appear on the entry form.
To qualify as an exhibiting member for the biennial show, the quiltmaker shall have joined the guild by December 31 preceding the show.
Only quilts that have never appeared in an MVQC show may be exhibited. Exceptions may be made for quilts shown by invitation.
MEMBER-DIRECTED WORKSHOPS OR LECTURES
Fees to be paid for members’ (in-house) presentations to be at the discretion of the Program Committee.
NON-MEMBER & GUEST ADMISSION TO LECTURES
The Program Committee shall determine the admission fee for non-members and/or guests who attend Guild sponsored lectures whenever the club must pay a fee to the lecturer.
PROGRAM COMMITTEE
The following is the current working policy of the Program Committee. These policies remain in effect until the Program Committee presents any changes to and is approved by the Board.
1 The Program committee arranges for all lectures and teachers including their transportation and meals.
2 When a teacher and/or lecturer is taken to dinner, the club treasury will pay for the teacher's/lecturer's dinner and for two members' dinners. The two members shall be the one member hosting (lodging) the teacher/lecturer, and one other member of the Program Committee; a Board member may replace a Program Committee member should a Program Committee member be unable to attend.
3 Whenever a lecturer has also been contracted to teach a workshop, the member hosting the lecturer may participate in the workshop at no charge.
4 Whenever a lecturer has been contracted to teach a workshop, fees charged to the workshop participants should cover the teaching fee and room rental for the workshop.
5 The Guild treasury will fund the following for all teachers/lecturers: lecture fees, travel expenses, food, and room rental for the lecture.
6 The Program committee is responsible for providing a seating plan to the church (or current meeting place) for each Guild meeting and/or workshop. They shall also include a request for required visual aids, tables, chairs, et cetera.
7 The Program committee shall notify the meeting place/church (in writing) of the proposed meeting dates for the following Guild year as soon as those dates are set by the Program Committee. Likewise, if a meeting is cancelled for any reason, the Program Committee should notify the office of the church/meeting place as soon as possible.
NEW MEMBER PACKETS
Information packets shall be given to each new member by the Membership Chair(s) upon full payment of annual dues. The packet shall include one copy each of the following: letter of welcome from the President; By-Laws; Policy and procedures; explanations of guild activities; copy of the latest club newsletter (when available)
GUILD BANNERS
The Guildbanners, should be displayed at all Guild functions. Banners will be housed in the storage area of the meeting place and displayed by the Parlimentarian.
KEYS
The Vice President will have responsibility for all Guild keys.
FRAME RENTAL
See the Treasurer for contract and Fee Schedules
There is a minimum rental fee for nonmembers of $250.00 per month. Members may rent frames and/or Ladies at the price listed on the fee schedule, with no minimum required. The term for rental is one month or less.
The portable quilt rack if for Guild use only, it will not be rented out.
GARAGE SALES
“Garage sale” space at meetings must be signed up for in advance. Members who do have a “Garage Sale” are required to give 10% of their gross receipts to the Guild Treasurer for deposit into the Guild Treasury.
The number of spaces available at any particular meeting is at the discretion of the Garage Sale Chairperson. Garage sales are not necessarily scheduled for every meeting during the year and are determined by the program requirements and the judgment of the Program Chairperson.
SCHOLARSHIPS
Scholarships are awarded for the Guild sponsored workshop fee only. Scholarship applications are confidential, and shared only with the Scholarship Committee, which is made up of the Program Committee Chair, President, and Treasurer.
Total scholarship monies is limited to $200 annually.
A member applying for a scholarship should meet the following criteria:
1 Applicant must have been a member in good standing for one year.
2 Applicant must apply to the Program Chair by the sign-up deadline for the workshop.
3 The recipient must be able to provide and/or pay for required supplies, instructor fees in class, if any, handouts or books required by the teacher.
MILEAGE
Mileage to guest lecturers and teachers will be paid at the current U.S. government rate. Mileage forGuild representatives (i.e. Consortium) will be paid at a rate agreed to by the representative and the Board of Directors. The representatives will pay for their own meals.
Established by the Board of Directors in 1997-98
Revised November 21, 2002, March 2008, May 2011, September 2012, March 2014
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