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Standing Policies 2006-2007
A. General Meetings
1. General meetings will be held on the first Thursday of each month. If the first Thursday is a
holiday, the meeting will be held on the second Thursday. Doors will open at 6:15 p.m. and the
meeting will start at 6:45 p.m.
2. No sales of any profit making type will be allowed at general meetings except by the
featured speaker unless approved by the Board prior to the meeting.
3. Members and guests will check in at the Membership desk.
4. Guests will be asked for a donation of $3.00 at the general meeting.
5. Use of cameras and recording devices is by permission of the guest speaker.
6. May is the Annual Business Meeting with election of officers and presentation of the annual
budget.
7. The Guild bulletin board will be set up at all general meetings and serves as a clearinghouse
for free brochures, pamphlets and business cards of interest to quilters. A monthly Treasurer’s
report and Minutes of the prior General Guild Meeting will be posted on the bulletin board. The
bulletin board may also have shop information and items of interest displayed.
8. The Guild will not be responsible for any personal items brought to Guild functions.
B. Membership
1. The Guild membership list may not be used for commercial or private gain or to generate
any non-guild mailing lists.
2. Membership must be in the name of an individual quilter.
3. Dues will be $25.00 per year, June 1 through May 31st. Dues for members joining after
November 30th will be $15.00. Dues for members joining after the last day of February will be
$10.00.
4. Members who have not paid dues by the July general meeting will be dropped from
membership.
5. The Guild will give Life Memberships to all Past Presidents. The Board may give Life
Memberships to those members who have provided exceptional service to the Guild.
6. Charter members shall be those members who joined prior to August 1, 2004.
7. New and renewed Membership cards will be picked up at meetings unless other
arrangements are made with the Membership Chairperson.
8. As a courtesy to all, members shall wear a name tag to the general meetings. A fine of
twenty-five cents ($.25) will be charged for missing name tags.
9. The Guild members will be requested to sell tickets for opportunity quilts to benefit the
Guild. Members are encouraged to volunteer for Guild special events.
C. Board
1. Board meetings will be held the 3rd Wednesday of each month unless otherwise
notified.
2. The Guild will maintain membership in Southern California Council of Quilt Guilds.
3. The Board has the authority to set a calendar for future events.
4. The Board has the authority to approve non-budgeted items less than $250.
Prior
notification must be made to the membership in writing before voting on any
proposed non-budgeted item in excess of $250.
5. The President has the authority to allow people to attend the meetings as “guests of
the Guild”. “Guests of the Guild” will receive the same benefits as paying
guests.
D. Property
1. The Guild logo and banner are copyrighted under the Guild name and cannot be used for
personal gain. Reproductions of the logo in any form for non-guild activities require written
permission from the Board.
2. All equipment maintained by the Equipment Chairperson is property of the Guild.
3. The Guild will maintain a post office box.
E. Equipment
1. Equipment Chairperson will maintain all equipment in good working order, issue and update
equipment cards, track all equipment which is checked out, report lost or damaged equipment, and
ensure an accurate inventory of Guild equipment.
2. Any Committee Chairperson requiring equipment for a general meeting must check out
equipment through the Equipment Chairperson. The committee chairperson will be required to
pick up and return the equipment to the storage facility. The Equipment chairperson will ensure
that the storage facility is open before and after meetings on an established schedule. The person
checking out the equipment will be responsible for replacement if it is not returned.
3. The Equipment Chairperson is responsible for purchasing budgeted equipment and adding
this equipment to the current inventory list complete with any identification numbers. Members
must receive authorization and instructions from the Equipment Chairperson prior to purchasing
any equipment for the Guild. All original receipts and warranties will remain with the equipment
card. Copies of the receipts will be sent to the Treasurer to maintain accurate accounting records.
4. Software purchased on behalf of the Guild requires special instructions for registration.
Instructions will be provided by the Equipment Chairperson.
5. Equipment is for the use of the Guild and other board approved uses.
6. A joint inventory will be conducted by the outgoing Equipment Chairperson and the
incoming Equipment Chairperson. The results will be presented to the Board within 45 days of
taking office.
F. Finances
1. Any committee chairperson receiving funds on behalf of the Guild must turn the funds
over to the Treasurer with the appropriate paperwork within 60 days.
2. Cash collected at the general meetings must be turned in to the Treasurer that night, or at
the following board meeting. Cash may not be deposited into personal accounts.
3. If a check is returned for insufficient funds or account closed, the writer of the check will
be liable for any bank fees assessed the Guild. Membership privileges will be suspended until all
charges are satisfied.
4. Requests for reimbursements from the Treasurer must be itemized with receipts stapled to
the reimbursement form. Requests for reimbursement must be submitted within 60 days of
expenditure.
5. Checks require two authorized signatures. Authorized signers are the President, Vice
President-Programs and the Treasurer.
6. Individuals cannot sign a check made payable to themselves.
G. Hospitality
1. The Guild will provide beverages and paper products for general meetings.
2. Members are requested to bring refreshments to share at general meetings during their
birthday month, except during pot luck months.
3. Member with birthdays during the pot luck months shall bring refreshments when
requested.
H. Library
1. Library will include books and other published materials on quilting and other related
craft topics. Materials will be available for checkout at each general meeting and will
be loaned for one month or until the next general meeting.
2. Library items may be renewed for one month only if the Librarian is notified and if no
one is on the waiting list for the items. There is a $2 charge per item per month for each overdue
item. Items returned to the Librarian must be properly checked in before being checked out to the
next borrower.
3. Any lost or damaged item must be replaced or the replacement cost reimbursed by the
member responsible. A refundable deposit, to be determined by the board, may be charged for
special library items.
4. If a member has fines in excess of $20 during any membership year, library privileges may
be revoked for the remainder of the membership year. Membership cannot be renewed until all
fines are cleared with the librarian.
5. Old items considered out of date and not of historical value may be removed from the
inventory and sold (with Board approval on questionable items) at the Librarian’s discretion each
month or donated to the public library or another guild.
6. Donated items (books, magazines, etc.,) not considered appropriate or necessary for the
Guild may be sold to members at general meetings by the Librarian, with prices set at her/his
discretion, or may be donated to the public library or another guild.
I. Newsletter
1. A newsletter will be published monthly both electronically and in print for the benefit of
the members.
2. Members having E-mail will receive the newsletter electronically and those without
E-mail will receive the newsletter by mail.
3. Guild members may place a two line ad for one month free of charge. Ads are to be
quilt or sewing related and placed as space is available.
4. Business advertising may be accepted for the newsletter using rates and ad sizes specified
on the Advertising Rate Sheet available from the Newsletter Chairperson. Rates will be
established at the discretion of the Board.
J. Guidelines for Opportunity Quilts from Outside Organizations
1. Guilds who are members of the Southern California Council of Quilt Guilds and other
philanthropic groups may display an Opportunity Quilt and sell tickets at general meetings. The
visiting guild must provide a quilt stand for the opportunity quilt being offered.
2. Opportunity quilts may be shown twice at general meetings with prior notification to the
President.
K. Programs and Workshops
1. All workshops and speakers are to be approved by the board prior to signing of contracts.
2. Contracts made with teachers and lecturers must be explicit as to costs, additional fees,
cancellation privileges, time limits, travel arrangements (airfares and ground transportation), housing
and dining provisions, and the use of photographic and recording equipment.
3. Guild members who present a lecture at the general meeting shall receive a stipend of
$25.00 plus expenses. Exceptions may be made for guild members who are professional quilt
teachers.
4. Guild members who conduct a workshop at the general meeting shall receive a stipend of
$50.00 plus expenses. Exceptions may be made for guild members who are professional quilt
teachers.
5. The Vice President-Programs will handle speaker hospitality.
6. Those who host a speaker overnight will receive a free workshop.
7. Workshops with low signups, where expenses cannot be met, may be cancelled by the
Guild and fees paid will be refunded.
8. Fees are to be paid in advance by persons attending workshops.
9. Workshops will be open to nonmembers when space is available at the basic rate with
an additional $10.00 fee.
10. Members with a paid place in a workshop may send someone else in their place.
11. Fees will be refunded if the workshop is cancelled by the Guild.
12. Under extenuating circumstances and with board approval workshop fees may be applied
to a future workshop.
L. Special Events Guidelines
1. A Special Event is any activity that is not a regular monthly program or workshop. A
Special Event such as a seminar, retreat, luncheon, bus trip, and birthday or holiday parties, require
a Special Event Chairperson be appointed by the President for the specific function.
2. The Special Event Chairperson is responsible for collecting all pertinent documents,
notebooks and reports from each committee chairperson for inclusion in the final event report.
M. Roster and New Member Packet
1. An updated roster with a list of all board members will be provided as the Board deems
necessary.
2. A New Member Packet will be given to each new member.
The packet will include but not be limited to:
a. Roster of all current members.
b. A Roster of all Board members
c. The Bylaws and Standing Rules
N. Guidelines for Elected Offices and Standing Committees
1. All Elected Officers and Standing Committee Chairpersons are to:
a. Attend Board meetings.
b. Keep an up-to-date procedure book, which includes, but is not limited to, job
descriptions, monthly calendar, property list, budget and expenses, year end
and monthly board reports, addresses of businesses, and copies of form
used.
c. Check out and maintain equipment required to perform duties.
d. Present their budget for the following year to the Treasurer at the March
Board meeting. Prepare a written annual report in triplicate, due at the May
Board meeting.
e. Procedure book will be passed on to the succeeding chairperson within
fifteen days of leaving office. All equipment will be checked back in
through the Equipment Chairperson within fifteen days of leaving office.
Revised/Approved October
2006
