STANDING RULES OF THE NAPLES QUILTERS GUILD
Membership in the Naples Quilters Guild
Members in good standing are expected to:
•
Pay annual dues by April 1st
•Wear a nametag to the monthly meeting - members not wearing a nametag
will make a 25 cent donation to the guild.
•Sell or purchase at least 20 raffle quilt tickets or make an equivalent monetary donation
to the Guild’s operating fund
•Help with staffing needs at the Quilt Show and submit entries per Show rules
•Participate in activities which perpetuate the organization’s purpose
•Assist in setting up and taking down the meeting space
•Volunteer for committees
•Make an annual charity quilt
•Make a small quilt for the Small Quilt Auction (proceeds support charitable purposes)
•Assist in making the annual raffle quilt
Members in good standing may:
•Participate in all Guild activities
•Receive an annual membership roster
•Receive the Guild newsletter
•Have preference over non-members in registering for Guild-sponsored workshops
•Borrow materials from the Guild library
•Enter quilts in the annual Quilt Show
•Participate in the Guild internet mail list
Dues
Annual dues will be $25. Dues will not be prorated.
Renewal membership dues are due by April 1st.
Members are strongly urged to renew memberships in April in order that the membership roster will be as complete and accurate as possible. Dues may be paid in person to the Membership chair or can be mailed to the Naples Quilters Guild, P.O. Box 3055, Naples, Florida 34106.
Members who have not renewed by May 1st will no longer receive the newsletter, nor will they be eligible to participate in any guild activities until dues are paid.
Standing Committees of the Naples Quilters Guild
All standing committees are encouraged to have a chair and at least two additional members. Where needed, committees may have sub-chairs. It is strongly advised that each committee chair appoint an assistant who will learn how to do the chair’s job. While it is not mandatory that the assistant move into the chair’s position the following year, and with the full understanding that each President has the right to select those who will chair committees during her term, it is hoped that such successions will occur whenever possible. Doing so will provide a steady stream of fresh ideas, smooth transitions, continuity and increased opportunities to serve the Guild. Except as otherwise noted, all committee chairs will be appointed by the President for whom they will serve. Chairs should seek volunteers for their committees from the general membership.
When scheduling activities, chairpersons will make every effort to avoid overlap with another Guild activity or regional quilt show by coordinating with the President.
Audit
The Audit committee will be appointed at the December meeting and will consist of a minimum of two members. Committee members will review the Treasurer's records following the February meeting and prepare an audit before the March meeting. The audit report will be printed in the March newsletter. The audit report will include but not be limited to verification of completion of the IRS and non-profit forms, all checks written during the audit period, and supporting documentation for all expenditures.
Beekeeper
Facilitates formation and dissemination of information about Guild sponsored Bees.
Budget
An annual budget needs to be completed and approved by the Executive Board prior to the beginning of each fiscal year (January 1 to December 31). The Board-approved budget will then be printed in the December newsletter and presented to the general membership for a vote at the January meeting. During the fiscal year the adopted budget can be amended by written request to the Executive Board and amended by a vote of the general membership. Committee chairs and members are encouraged to submit budget requests in writing. Guild expenditures will be limited to 125% of budgeted amounts. In order to spend in excess of that amount, the budget must first be amended by vote of the general membership.
Challenge Quilt
The Challenge Quilt chair will be appointed prior to May 31, so that guild members have several months to work on the challenge. This is a self-sustaining activity and Guild members will purchase all materials needed to make the challenge quilt at their own expense. Quilts not completed by the announced deadline may still be displayed with the others at the Quilt Show.
Gathering Stitches
Oversee all activities planned for the Gathering Stitches meetings. Meetings are usually the last Saturday of the month.
The purposes of Gathering Stitches will include member-led educational workshops, focus on small quilts for the auction, shelter quilts, Quilt Show Boutique projects, raffle quilt, etc., for which the chairs of those activities will plan and publicize their own projects. Also informal fellowship opportunities for members to gather to work together, baste quilts, and enjoy each other’s company.
Historian
Keep a scrapbook of newspaper articles, photos, programs, Guild newsletters and assorted memorabilia of the Guild's activities; scrapbooks will be displayed as requested by the Board. Make available to the Newsletter committee any pictures taken at meetings, gatherings, classes, workshops, events, etc. for inclusion in the Newsletter. Write a short history of the year for the annual meeting.
Hospitality:
Organize the Holiday Pot Luck Dinner.
Internet Services
Oversee the Guild website, keeping time-sensitive information up-to-date, and oversee the Guild internet mail list.
Library
Set up the library at least one half hour before each monthly meeting.
Check in, check out and seek return of overdue items.
Maintain a current list of the library inventory including records of costs and borrowers of each item, and provide a copy of the library inventory to the Internet Services chair for posting on the guild’s web site.
Purchase new items as the Library budget allows and publicize in the newsletter all new items received.
Membership
The Second Vice President shall be chair of this committee.
Staff a welcome table at each general meeting to provide for member/guest sign-ins and serve as an information resource.
Guests are permitted to attend two meetings at no charge before joining. (Exception: if there is a national speaker, non-members are required to pay a $5.00 fee).
Receive and record all membership forms and annual and new member dues.
Oversee a subcommittee to welcome new members and enhance their early Guild experiences by making introductions to other members, answering questions, encouraging participation, and other mentoring activities.
Publish an accurate membership roster in July and publish all updates in the monthly newsletter.
Nominating Committee
This committee is tasked with proposing new Executive Officers who are willing to accept the duties of the position. While it is hoped that the First Vice President, subsequent to her term in that office, will accept the role of President, there will be times when this does not happen. The nominating committee should first look for a new President among the other Executive Board members, then to the committee chairs and lastly to the general membership for qualified and willing candidates. The committee chair will report to the sitting Executive Board with the slate of candidates prior to the announcement of the slate.
Small Quilt Auction
Encourage all members to create a small quilt to be donated to the annual Small Quilt Auction, which takes place on the last day of the annual Show. There are no rules for donated small quilts.
Collect donated quilts at the February meeting.
Proceeds from this auction benefit a designated charity. The current charity is The American Cancer Society, funds specified for Breast Cancer Awareness.
National Quilt Day
Organize and publicize the Guild’s celebration of National Quilting Day (officially the third Saturday in March) which we normally celebrate the following week in order to avoid a scheduling conflict with our other activities. The format for the day will be established by the chair. The purpose of the event is to host a day of fun and fellowship among the Guild members and their guests. Educational activities are often part of the day’s events.
Newsletter
The Newsletter is our prime vehicle for keeping Guild members informed of Guild-sponsored activities and news about individual Guild members.
The Newsletter chair will create and publish a newsletter at least one week prior to the monthly meeting.
Oversee a sub-committee to distribute the newsletter to members either through the USPS or via e-mail. Guild members are strongly encouraged to register for the e-mail version of the newsletter.
Committee chairs are to submit their newsletter articles and reports in writing to the editor no later than the 25th of each month.
Members are encouraged to submit articles of interest or questions they want answered.
Members may submit sewing-related ads. These ads are limited to one ad per member every other month, in 20 words or less. The phone number equals one word.
Program/Workshop
The First Vice President is chairman of this committee.
Plan monthly programs for January through November. Plan for approximately 15 workshops per year. It is anticipated that 5 workshops will be given by local teachers and 8 to10 workshops will be presented by 4 to 5 national teachers.
The member cost for workshops will be decided by the Executive Board and will be dependent on the financial health of the Guild. The chair, in consultation with the President, retains the right to cancel workshops per contract if confirmed attendance is too low.
Members are encouraged to register for workshops up to three months in advance. If openings remain one month prior to the event, workshops may be opened to non-members. The workshop cost for a non-member will be $12 more than member cost. Cancellations will be made one month in advance if necessary.
Confirmed workshop reservations require fee payment in full. Checks will be cashed upon receipt. Unless the workshop is cancelled, workshop fees are non-refundable. A waiting list will be maintained for all classes. If a member is not able to attend a class, she/he can contact someone on the waiting list. This is the responsibility of the member, NOT the Program Chairman.
Quilt Show
Coordinate all Show committees as listed in the documents governing the Show.
Appoint an assistant chair as soon as possible. At the pleasure of the incoming President, if at all possible, the assistant chair should expect to become show chair the following year in order to assure a smooth succession.
The annual Quilt Show Rules and Quilt Show Standing Rules will be published each year in the Newsletter.
Raffle Quilt Current Year
This committee will have been appointed at the February meeting the previous year. Each committee serves for a two-year period. Oversees completion in the first year of term.
Raffle Quilt Next Year
This committee will be appointed at the February meeting every year. Each committee serves for a two-year period. Oversees exhibition in the second year of term.
Raffle Quilt Tickets
Oversee all details regarding the production and sale of Raffle Quilt tickets, including pre-sales and sales at the annual Quilt Show.
Travel
Suggest possible trips to quilt shows, quilt shops and other quilt-related activities several times each year.
Arrange for transportation and other details if there is sufficient interest in a trip.
All trips will be financially self-sustaining.
Additions/corrections to the Standing Rules can be made at a regularly-scheduled Membership Business Meeting by majority vote of the members present, provided that the amendment has been published in writing at least one week prior to being submitted to the membership for a vote.
(revised 9-16-2010)
