REVISED
1. Guild meetings are held at
first Friday of the
month in the
2. If Mountain Home schools are closed due to bad
weather, the meeting is cancelled and will not be rescheduled. The President will notify
3. The Vice-president (night liaison) will make
the decision for canceling night meetings due to weather
and is responsible for
notifying members and
PRESIDENT
PRESIDENT-ELECT
1. The President-elect will
begin negotiations for the availability and rental of the required facilities
for the regularly scheduled Guild meetings no later than October 30 of the year
previous to her term as President.
Facility needs for other activities may be confirmed later.
2. The President-elect should work with the
current year’s President in appointing committee chairmen
who will be working during
the presidency year of the President-elect: i.e. Quilt Show Chairman,
Workshop Chairman.
TREASURER
8. See RAFFLE LICENSE below.
9. See INCOME TAX RETURN below.
REVISED
STANDING COMMITTEE CHAIRMEN
Are responsible for
communicating back to their sub-committee chairmen all information including
Board of Directors’ meetings.
AUDIT COMMITTEE
Meets quarterly with the
Treasurer to review correctness of the records preparatory to a year-end audit
report
with their results and
recommendations.
COMMUNICATIONS COMMITTEE
Historian: Maintains an up-to-date Guild scrapbook by keeping a
written journal recording membership, officers, committee members, guild
projects for that year and collecting newspaper articles, magazine articles,
and photos to add to the book.
Internal Communications: Responds
to inquiries and requests. Directs such
business to the proper persons and follow up on inquiries when necessary
Photographer: Documents all Guild activities for use in the Guild
scrapbook, newsletter, website or publicity.
Sunshine and Shadow:
Sends cards to members who are
ill and to surviving spouses in the event of death. Notifies membership of serious illnesses and
deaths via newsletter and/or e-mail.
COMMUNITY QUILTS COMMITTEE
1. All requests for community service projects
will be submitted to Community Quilts for review and presentation to the Board
of Directors for approval.
2. The Guild will not accept requests to make
quilts for fund-raisers from other organizations.
3. Each member is strongly encouraged to make
one baby quilt per year which will be donated to a community program approved
by the Board of Directors. Guidelines
for quilt sizes are 36” X 44” for a baby quilt, 52” X 64” for lap size, and 72”
X 90” for twin size.
4. Quilts for military personnel shall be
included in Community Quilts.
5. The committee is to keep a record of all
quilt kits, panels and batting furnished by the Guild to members for
completion. Such items must be returned
finished or unfinished by the end of the calendar year.
6. A small award, such as a pin, may be awarded to
members for making five baby quilts each year.
EDUCATION COMMITTEE
Bus Trips: Payment for trips arranged for the members will be
made at sign-up and there will be no refunds, but members may find their own
replacements.
Challenge: Designates “rules” for members who wish to
participate in the annual “Guild Challenge”, selects fabrics, prepares/sells
kits when appropriate. In secret, each
participant constructs his or her entry according to the designated rules. Participation is encouraged as a “fun
project” to learn and use new quilting techniques/skills
Classes: (In
House)
1. Beginner, Intermediate and Advanced classes
will be offered by the Guild based upon membership interest, teacher
availability and adequate finance availability.
2. Guild member teachers will be recruited by
the Education Committee and appointed with the approval of the President. Teachers may be paid a fee per class series,
the amount to be established annually by the Board of Directors upon
recommendations of the Education Committee.
3. Class fees to be paid by members will be
determined by the Education Committee, based on current costs, for approval by
the Board of Directors in the annual Guild budget.
4. Maximum number of students per class will be
determined by the selected teacher. The Education Committee will determine the
minimum number of students needed for the class to be held.
5. Students will pay for the classes at the time
of signup. There will be no refunds
unless the class has to be cancelled. Students
may find their own replacement.
REVISED
Library: The Guild Library is limited to 10 bins. Excess
books removed from the library will be offered to the members by silent auctions.
The Librarian will consider whether books donated to our library should be
added to our library or sold to the membership. Books that our members do
not want will be donated to the Baxter County Library.
1. Library books are to be checked out by Guild
members only and each member may have a maximum of 3 books checked out at any
one time (honor system).
2. Books
are to be checked out for a period of one month at a time. They may be renewed for an additional month
at the monthly meeting or by calling or e-mailing one of the librarians.
3. There
is an overdue fine of $1.00 per book not returned or renewed on time.
4. All
members are responsible for books checked out in their names. If a book is lost or damaged, due to neglect,
the responsible member will replace the book.
If replacement is not possible, the member will reimburse the Guild for
the cost of the book.
5. The Librarian will furnish updated
information on inventory for the website.
6. The Librarian will keep a record of books
checked out monthly.
7. Upon the death of a member in good standing,
a $25.00 book for the Guild library will be purchased in memory of that
member. The expense is to be charged to
Administration as memorial gift.
8. A CASH
FUND REPORTING form (available from the Treasurer or the website) should be
completed and turned in to the Treasurer no later than one day after the
December night meeting of each year, or at any time during the year when the
cash fund exceeds $50. The excess cash
should be turned in to the Treasurer with the form.
Guild Programs:
1. All fees and expenses for presenting a 45
minute Guild meeting program are negotiable.
2. Guild
members may be paid a fee for presenting a 45 minute program, the amount
to be established annually by the Board of Directors upon recommendation of the
Education Committee. (maximum fee for 2008 is $75)
3. Guild members may elect to perform such
services free of charge
Workshops:
(Outside Teachers)
1. Members will be given exclusive workshop registration
rights during the first month a workshop is opened for registration. After the workshop has been offered to both
the day meeting and the night meeting, and seven days after the electronic
newsletter and hard copy have been sent out, the workshop will be opened to
registration from members or non-members on a first come, first served basis.
2. Payment is due at time of registration. There will be no refunds unless the workshop
is cancelled. Workshop attendees may find their own replacement.
3. Non-members will be charged $5 over members’
price for any program, class or workshop.
4. Classes/workshops may be audited with the
consent of the teacher and full payment of fee.
5. Workshop policies will be included in the
workshop committee handbook and made available to all members. A classroom courtesy policy will be included
in the handbook and made available to all attendees.
HOSPITALITY
Door Prizes: The hospitality
committee shall purchase the number of door prizes authorized by each year’s
budget for the day and night monthly
meetings. Any donated door prizes are in
addition to those the Guild provides.
Greet/Sign-in: Greets members and guests at each meeting.
Provides a sign-in log for both members and guests, collects money for door
prizes (currently, 0.25 per name) and the $5.00 charge for special programs.
Refreshments: Each member is requested to provide snacks
for a monthly meeting one time during the year.
REVISED
MEMBERSHIP
1. Dues are $25.00 per year and must be paid by
January 15 to be included on the active membership roster.
A completed membership form
must accompany dues.
2. There will be a $5.00 admission charge for
all nonmembers attending special programs.
Such special programs will be determined each year by the Board of
Directors to be communicated to the Hospitality Committee.
3. Persons may attend two meetings with
non-special programs as a guest before they will be required to either join the
guild or pay a $5.00 charge per meeting.
4. The membership list is not to be used for
commercial solicitation.
5. All dues will be deposited in the year for
which they are being paid.
6. All members’ information changes such as
phone numbers, e-mail addresses, mailing addresses should be directed to the
Membership Chairman.
7. The chairman is responsible for summarizing
and presenting to the Board, information given by members on the membership
form concerning their quilt-related interest, areas of interest to help carry
on the work of the Guild, and other suggestions/comments made by the member.
1. Members are encouraged to participate in
promoting Guild fundraising activities.
2. Members are urged to solicit donations or
donate for 24 tickets.
3. A small award, such as a pin or a gift
certificate for a Guild workshop may be awarded to members turning in
outstanding donations each year, working a stipulated number of hours
soliciting donations or donating small incentive gifts for the public’s purchase
of $5 worth of tickets, according to the policies of
each year’s committee.
4. The Committee chairman will comply with the
rules and recordkeeping promulgated by the Arkansas Department of Finance and
Administration for obtaining a raffle license, such as: Using sequentially
numbered tickets, keeping an accurate record of tickets given out, sold and
returned.
QUILT SHOW
All members are expected to
donate two hours of time during the quilt show, are encouraged to exhibit a
quilt and make items for sale at the Country Store. Cash prizes may be awarded for winners of
some judged categories.
SPECIAL COMMITTEES
President’s Quilt:
Responsible for presenting
information regarding the President’s choice of colors, block and block size
and collecting members completed blocks for the quilt to be given to the
president. They may be responsible for setting the blocks together, if so
requested by the President. The Guild
will pay a maximum of $50 for
sashing/borders upon presentation of proper substantiation outlined under
TREASURY.
AQS Books: Processes all member orders for quilting books through
the American Quilter’s Society (AQS) at a 30% discount off retail prices plus
shipping charge. Payment is requested at
the time your order is placed.
Scissors: Takes orders, collects monies and distributes
a Gingher scissor order periodically during the year. Payment must be made at the time the order is
placed.
Show & Tell: Collects, arranges and holds up each members’ quilt or projects for
viewing at membership meetings
ADVERTISING/PROMOTION – Guild Non-sponsored Classes/Workshops
1. Members are allowed to advertise fee-charging
classes they may wish to teach as a private individual, just as we allow
non-members and businesses to advertise, by placing informational flyers on the
hospitality table for members to pickup, or they may purchase an ad in the
newsletter.
2. Only members are allowed to present projects
during “show & tell’ for classes they plan to teach.
REVISED
3. All logistical and financial arrangements for
these private classes are not the business of the Guild.
4. When individuals or businesses present a
program at a Guild meeting, they are allowed to mention their classes and items
they are selling, but that is not to be the focus of their presentation.
RAFFLE LICENSE
1. It shall be the responsibility of the Guild
President and the Guild Treasurer to see that the annual Raffle License is
applied for
in a timely manner and to
provide all information required.
2. The President will be named and sign as the
“responsible person” and the Treasurer will be named as maintaining the
accounting records for inspection and audit.
3. This license must be applied for and received
from the Department of Finance and Administration, Miscellaneous Tax Section
prior to distribution of
Opportunity Quilt Tickets each year.
4. The original Raffle License will be filed
with the Treasurer’s records, with copies of it filed with the Opportunity
Quilt Donations Records.
INCOME TAX RETURNS
1. The Treasurer will be responsible for seeing
that a tax return, Form 990 is properly filed timely for the year of her
service. Tax
returns should be mailed
return receipt requested. The President
should sign both the original return and the file copy, which
should have the return
receipt attached thereto. The file copy
should be kept with the Treasurer’s records in the Guild Income Tax File.
2. If a tax return is not required then the
President and Treasurer are responsible for filing the required annual E postcard
filing, printing out a copy for the Guild Income Tax File maintained by the
Treasurer.
Approved by membership