Guidelines and Operating Procedure

Sherwood Park Quilt Guild Guidelines and Operating Procedures
Revision: March 9, 2006

1. Purpose
a. To promote an appreciation for quilting as a traditional craft and a contemporary art form. To provide educational opportunities by presenting general meetings, speakers, workshops and other activities related to quilt making. To preserve and perpetuate the tradition of quilt making in Strathcona County and to encourage an appreciation of this heritage. To conduct business without monetary gain to any member.
a. This Guild will be based in Strathcona County.

2. Membership
a. Guest fee will be $4.00 per visit.
b. As stated in Article 3, Section a, the annual membership fee shall be an amount recommended by the Executive and voted upon by a two-thirds majority of those members present at the Annual General Meeting.

3. Library
a. A maximum of two books and two magazines may be borrowed per month
b. All books are due at the start of the next meeting
c. A fine of $1 per book/magazine for each month the item is not returned
d. After three months, it will be required that the member reimburse the Guild for the cost of the book/magazine
e. All books to be brought back to the library for inventory in May
f. A Guild membership card must be shown to borrow books/magazines

4. Newsletter
a. Information for publication must be submitted to, and accepted by, the editor by the third Friday of the month
b. Short classified ads (business card size) will be allowed for members at the discretion of the editor
c. Commercial business may, at the discretion of the editor, advertise in the newsletter. The cost per month will be $10 for a business card size, $25 for quarter page, $50 for half a page and $100 for a full-page advertisement

5. Quibbets
a. For each month a member brings a Show and Tell item they will receive one “quibbet” per meeting
b. There will be a quibbet bag at each meeting; each quibbet can be deposited into it directly
c. Prizes for quibbets will be determined by draws throughout the year

6. Quilt Show
a. The Guild will conduct a Quilt Show every two years

7. Retreat
a. Open to all members at a site determined by the Retreat Committee
b. A deposit, to be determined by the Retreat Committee, must be paid in advance. Deposits will only be refunded by the Guild if the member is able to find a replacement
c. All fees must be paid in full, two weeks prior to a retreat. Only in extenuating circumstances will a refund we issued. Final decisions regarding this will be made by the Executive of the Guild
d. Non-members may attend if space permits, an extra fee may apply

8. The Standing Committees shall be:
a. Hospitality
b. Librarian
c. Membership
d. Newsletter
e. Retreat
f. Raffle/Door Prize
g. Telephone
h. Scrapbook
i. Web Manager
j. Quilt Show
k. Publicity
l. Show and Tell
m. UFO Days/Workshops
n. Block of the Month/Mystery
o. Birthday
p. Auditor(s)
q. or as to be determined by the Executive (ad hoc)

9. Budget
a. The Executive will determine finalized budgets for the Standing Committees in September upon receipt of membership dues

10. Web page
a. The Sherwood Park Quilt Guild will own all contents of the web page and the domain name. All information to be included on the website must be approved in principle by the Executive

11. Solicitation
a. To eliminate duplication of requests and to ensure that official thanks are given by the Guild, all solicitations of goods, products or services must be pre-approved by the Executive. All solicitations will be in writing on Sherwood Park Quilt Guild letterhead
 

Duties of Officers

Revision: November 4, 2004

The President shall:

a.             Preside over the Guild and Board meetings

b.            Coordinate relationships between committees

c.             Appoint committee chairpersons of Standing Committees and Ad Hoc Committees

The Vice President shall:

a.             Perform the duties of the President in her absence

b.            Oversee the mechanics of the general meetings of the Guild

c.             Make arrangements for facility for general meetings

d.            Coordinate use and/or storage of Guild assets

e.             Serve as a representative to the Council of Arts for Strathcona County

The Secretary shall:

a.             Keep a record of all the proceedings of the Guild in the form of minutes

b.            Post minutes of the Guild and Executive Board meetings at the start of each meeting and ensure the minutes are received for the newsletter and web page before deadlines

c.             Maintain record books in which the Bylaws, Guidelines and Operating Procedures and minutes are entered with any amendments to these documents properly recorded

d.            Have the current record book on hand at every meeting

e.             Conduct correspondence of the Guild

f.              Maintain a current record of the procedural instructions for each Standing and Ad Hoc Committee

The Treasurer shall:

a.             Record and maintain financial transactions, equipment inventory and financial records of the Guild.

b.            Post a monthly Treasurer’s Report at each meeting

c.             Chair the Budget Committee and present the budget

d.            Coordinate the sale of Guild pins

e.             Be responsible for the audited annual statement dated August 31 for submission to Alberta Registries.

The Program Coordinator shall:

a.             Plan, schedule, coordinate, budget and publicize Guild programs

b.            Fall programming shall be set in motion by previous Program Committee, in conjunction with the new Program Coordinator to facilitate the new year

c.             Work closely with Publication Standing Committee

d.            Report to President

e.             Provide Treasurer with a budget by September 1

a.       Oversee sign-in table, assign welcoming members to greet visitors, keep a list of all visitors and members at each meeting and introduce new members and visitors to the membership

b.      Contact prospective members and give prospective members information about the Guild

c.       Provide temporary nametags for new members and visitors

d.      Provide membership cards to new members and supply the members with new membership packets

e.       Coordinate with the Publicity Director to periodically update the new membership packets

f.        Provide an up-to-date membership list to the Executive and the Librarian

g.       Provide Treasurer with a budget by September 1

The Librarian shall:

a.       If no permanent storage facility is available to the Guild, store and return books to each meeting

b.      Keep records of lending said books to members of the Guild

c.       Provide overdue list to Newspaper editor

d.      Keep an accurate inventory of all books/magazines

e.       Collect overdue monies from members and turn it over to the Treasurer at end of year

f.        Inform Executive of any special requests that they feel should be looked into

g.       Provide Treasurer with a budget by September 1

The Publicity Manager shall:

a.       Maintain addresses of publications, organizations, shops and local guilds of interest to quilters

b.      Prepare and send notices of Guild activities to various publications (i.e. Canadian Quilters Magazine)

c.       Publicize events in newsletter

d.      Work with Membership Director, Newsletter Editor and Program Coordinator

e.       Provide Treasurer with a budget by September 1

Retreat Coordinator shall:

a.       Bring before the Executive, the place, time and cost of proposed retreat for majority approval

b.      Oversee all plans for meals, classes/activities, prizes and housing of proposed event

c.       Collect all monies for event and provide statement to the Executive one month after the event

d.      Provide Treasurer with a budget by September 1

Door Prize/Raffle Coordinator shall:

a.       Oversee raffle table at general meetings

b.      Secure and distribute door prizes at Guild meetings

c.       Work with special events coordinators (December and June meetings) to provide prizes where required

d.      Supply Treasurer with budget by September 1                      

Hospitality Director shall:

a.       Coordinate all refreshments for general meetings

b.      Provide table decorations for December and June potluck dinners in order to promote a social atmosphere at meetings

c.       Keep an inventory of all supplies

d.      Work with Program Director for the December and June meetings

e.       Provide Treasurer with a budget by September 1

Quilt Show Director shall:

a.       Coordinate, plan and hold a biannual Quilt Show

b.      Present a proposed Quilt Show budget the to Executive for approval

c.       Provide regular Quilt Show status reports to the Executive

d.      Provide the Executive with a final accounting of all Quilt Show receipts and expenditures

e.       Provide the Executive with a written report containing plans, points of contacts, financial records and other pertinent data for use by successor

f.        Secure Quilt Show venue and provide details for the Executive’s approval

Show and Tell Coordinator shall:

a.       Oversee the mechanics of the monthly Show and Tell presentations during regular Guild meetings

b.      Be responsible for handing out quibbets and storing them for semi-annual quibbet draw

c.       Encourage and solicit Guild membership participation

d.      Provide the quibbet prizes for draws held throughout the year

e.       Provide Treasurer with a budget by September 1

Web Manager shall:

a.       Make available, in a professional manner, the monthly newsletter, quilt show information, a list of library materials, the Guild Bylaws, list of officers and other information as required.

b.      Work closely with the Newsletter Editor and Publicity Director

Scrapbook Designer shall:

a.       Keep a scrapbook of past events, pictures and any other materials that will serve as documentation of the existence and work of the Guild

b.      Take pictures or secure members to take pictures of events of the Guild

c.       Provide Treasurer with a budget by September 1

UFO Days/Workshop Coordinator shall:

a.       Solicit teachers/speakers, etc as deemed necessary by the members to conduct workshops/UFO days

b.      Make all arrangements for such activities

c.       Work closely with the Program Coordinator

d.      Establish the costs of such workshops, such that all expenses are covered by the attending members

e.       Provide Treasurer with a budget by September 1.