QUILTER S CROSSING, INC. P.O. Box 1843 Palm Harbor, Florida Table of Contents

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1 PO Box 1843 wwwquilterscrossingnet Table of Contents Introduction to Quilter s Crossing, Inc Policy and Procedures 3 Description of President 4 Description of Vice President 6 Description of Secretary 7 Description of Treasurer 8 Description of Assistant Treasurer 10 General Guidelines for Committees and Subcommittees 11 Standing Committees 13 Challenge Committee 13 Historian Committee 14 Hospitality Committee 15 Membership Committee 16 National Quilt Day Committee 17 National Teacher Committee 18 Philanthropic Committee 19 Public Relations Committee 20 Quilt Bits Committee 21 Quilt Show Committee 22 Subcommittees of Quilt Show: 25 Admissions Chair(s) 25 Block Party Chair(s) 25 Boutique Chair(s) 25 Corsage Chair(s) 26 Couture, Décor & More Chair(s) 26 Door Prize Chair(s) 26 Gift Basket Chair(s) 27 Group Quilt Chair(s) 27 Opportunity Quilt Chair(s) 27 Pipe and Drape Chair(s) 28 1 of 34

2 PO Box 1843 wwwquilterscrossingnet Program Chair(s) 28 Program Ad Chair(s) 29 Quilt Gallery Tags Chair(s) 29 Quilt Hanging Chair(s) 29 Quilt Selection Lay Out and Design Chair(s) 29 Vendor Chair(s) 30 Viewer s Choice Chair(s) 30 White Glove Chair(s) 31 Stitching Arts 31 Webmaster 32 Workshop 32 Ad Hoc Committees 33 Specialty Committees 33 The Nominating Committee 33 The Audit Committee 33 Amendments 34 Amended and Revised 34 2 of 34

3 PO Box 1843 wwwquilterscrossingnet Introduction to Quilter s Crossing, Inc Policies and Procedures Purpose: To establish Quilter s Crossing, Inc general guidelines as contained in this document for Quilter s Crossing, Inc (QCI) 1 The Policies and Procedures established in this document will serve to explain and supplement the Bylaws of Quilter s Crossing, Inc 2 The business of QCI shall be conducted by an Executive Board consisting of the President, Vice President, Secretary and Treasurer 3 Business shall only be conducted at the business meeting on the first Wednesday of the month In case of emergency that demands immediate attention, permission may be granted otherwise 4 In the event any of these rules are inconsistent with the Bylaws, the Bylaws will prevail 3 of 34

4 PO Box 1843 wwwquilterscrossingnet Description of President Job Description from QC, Inc Bylaws: The President shall preside at all meetings and be an ex-officio member of all committees except the Nominating Committee; will appoint all committee chair(s) and any others not herein provided for, and will perform such other duties that are incidental to the office The President has the right to reappoint a committee chair if that chair is unable to fulfill her/his duties Appoints the Nominating Committee in November and charges them with presenting a slate of QCI officers at the January meeting Reappoints a committee chair if that chair is unable to fulfill her/his duties Appoints the Audit Committee in February for QCI accounts Ensures all books, reports and certificates, as required by law, are properly kept and filed Signs all state and federal documents as the representative of QCI Complies with all QCI general guidelines for committee chairs Has the authority to sign checks or drafts on the behalf of QCI Provides successor access to all pertinent materials to perform the duties of the President Must be thoroughly familiar with the bylaws and standing rules of QCI Guides, advises and works with all the committee chairs and officers Checks QCI and forwards to appropriate chair Reviews and approves all communication prior to distribution to membership 4 of 34

5 PO Box 1843 wwwquilterscrossingnet Holds a key for the Post Office mailbox and equipment cart Reaches out to all new members to welcome them and discuss areas of interest Has the passwords and Admin rights for both the Quilter s Crossing closed Facebook group and the Quilter s Crossing Quilt Show Facebook group Has the password for the Square Account Has the passwords for the Quilter s Crossing account, and the Quilter s Crossing Quilt Show account and grants access to those accounts to other guild members as necessary The President and the Board shall review the Bylaws and Policies and Procedure manual as needed and suggest any changes or updates to the membership for a formal vote 5 of 34

6 PO Box 1843 wwwquilterscrossingnet Description of Vice President Job Description from QC, Inc Bylaws: The Vice President shall, in the absence of the President, perform all the duties of the President The Vice President shall plan and execute the educational programs, develop the annual program calendar for the website and be responsible for selecting a gift for the outgoing President which is given at the annual spring luncheon in March Serves as a liaison with the Palm Harbor Community Services Agency (PHCSA) and arranges to meet with them to contract for the use of Harbor Hall for the following year, provides floor plans and informs them of any ongoing schedule changes Becomes the acting President in the event of the absence or inability of the President to exercise her/his office with all the rights and privileges as if she or he had been the duly elected President Works with all officers and committees as needed Executes the monthly educational program Copies President on all written communication Prepares and submits to the Webmaster an annual QCI calendar and ongoing updates Selects a gift for the outgoing President, which is given at the annual Spring Luncheon in March Assures the room is prepped and ready for business and education meetings Performs other duties and functions as assigned by the President Reaches out to all new members to welcome them and discuss areas of interest 6 of 34

7 PO Box 1843 wwwquilterscrossingnet Description of Secretary Job description from QC, Inc Bylaws: The Secretary shall keep minutes of all meetings of the Executive Board and QCI business meetings A DRAFT of the business meeting minutes will be posted on the Members Only web page, to be read by members prior to the business meeting Corrections will be made at the business meeting and then approved by membership The approved minutes will then replace the draft on the Members Only web page The Secretary will facilitate general correspondence as required, hold the key to the Post Office box and pick up mail in a timely manner, preparing agenda for the business meeting and assume the duties incidental to the office Records all proceedings of the Executive Board and General Business meetings Prepares the draft business meeting minutes and publishes to the Board for approval, once approval is received then publishes the draft minutes of each meeting on the Members Only Page no later than 10 days following the meeting Maintains up-to-date records of the bylaws, standing rules, and meeting minutes Oversees QCI s post office box, opens general correspondence and delivers the incoming correspondence to appropriate members Prepares the agenda for upcoming business meetings, makes sufficient copies for total membership and brings to membership table prior to meeting for distribution Saves all documentation for the year from the Executive Board and committee chairs to the permanent Internet accessible locations Performs other duties and functions as assigned by the President Copies President on all written communication Reaches out to all new members to welcome them and discuss areas of interest 7 of 34

8 PO Box 1843 wwwquilterscrossingnet Description of Treasurer Job description from QC, Inc Bylaws: The Treasurer shall be accountable for all financial records, recording all receipts and making disbursements within the approved budget; files renewals and annual reports as required for compliance with state and federal law, provides online access to detailed report of receipts, disbursements and financial status, gives a summary at each business meeting and provides the Secretary a detailed monthly treasurer report to be included in the minutes The President or the Treasurer will sign checks when an approved voucher accompanies the request for payment In the event the Treasurer is the payee; the President will sign the check The Treasurer will choose an Assistant Treasurer to assist her/him throughout the year Chooses an assistant Treasurer to help her/him throughout the year Prepares checks as requested for reimbursements of expenditures submitted by payment vouchers with attached receipts or invoices and approved authorizations at same meeting Deposits all cash and checks within five (5) days of receipt Records income and expenses within five (5) days in MoneyMinder itemizing the individual financial activity of each budgeted committee as well as QCI Summarizes the balances at the general business meeting Prepares and presents to the Secretary the monthly financial reports to be included in the minutes and posted The statements will include all individual income and expenditure amounts as well as beginning and ending balances for the preceding month for both checking accounts Prepares individual committee statements and delivers them to the committee chairs in October for midyear board meeting Oversees and delegates responsibilities to Assistant Treasurer 8 of 34

9 PO Box 1843 wwwquilterscrossingnet Incoming Treasurer prepares an annual budget with the Executive Board for QCI s annual changeover meeting in March and prepares the quilt show budget with the quilt show chair(s) Budgets are presented to membership in April Prepares the final biennial quilt show financial report, after Executive board approval, then presents to all members at March business meeting Prepares all books and financial records for the Audit in April for final analysis, report findings and recommendations and endorsement of the Treasurer s Annual Financial Report Remits sales tax to the state of Florida as required Obtains liability insurance coverage with the quilt show chair(s) prior to the show Obtains storage rental insurance for our storage locker Outgoing treasurer arranges for QCI tax information Form 990 to be filed annually with the CPA Renews National, State and Local memberships for QCI; ie and The National Quilt Museum Files renewals and annual reports as required for compliance with state and federal law for non-profit corporations Copies President on all written communication Reaches out to all new members to welcome them and discuss areas of interest 9 of 34

10 PO Box 1843 wwwquilterscrossingnet Description of Assistant Treasurer Reports to Treasurer Completes tasks as designated by Treasurer Records in MoneyMinder as necessary Performs the duties of the Treasurer in the event of the absence or inability of the Treasurer to exercise his or her office Copies the President and Treasurer on all written communication Reaches out to all new members to welcome them and discuss areas of interest 10 of 34

11 PO Box 1843 wwwquilterscrossingnet General Guidelines for Committees and Subcommittees Job description from QC, Inc Bylaws: The chair(s) of the standing committees shall be appointed by the President and the chair(s) will coordinate all committee meetings and activities with the President Committee and subcommittee chair(s) shall not hold the same committee chair for more than 2 consecutive terms The President has the discretion to override the term limits Responsible to the Executive Board of Quilter s Crossing, Inc Collaboratively works with all other committees to benefit the members and accomplish the work of QCI Records the committee meetings and provides copies to the Secretary when necessary Copies should be kept in the committee record book Complies with all QCI s Bylaws and Policies and Procedures Manual Appoints a co-chair/subcommittee from committee members if necessary Add members as necessary to function as a successful committee Keeps a record of income and expenditures of the committee Purchases made with or reimbursed with QCI funds or donated to QCI becomes property of Quilter s Crossing, Inc Compiles yearly duties and activities in the committee notebook all year for the incoming chair and recommends changes to the Executive Board Meets with successor in order to review the requirements of the position and provides any assistance necessary in order to facilitate a smooth transition 11 of 34

12 PO Box 1843 wwwquilterscrossingnet Utilizes the approved forms for funds submission and reimbursement request with original receipt attached Submits all monies collected at the end of each meeting Sends information pertaining to their committee s communication to Quilt Bits Chair as needed Complies within the limits of the budget Submits for approval a non-budgeted item that is over $50 Nonbudgeted item that are $51-$100 will be submitted to the Executive Board for approval Non-budgeted items over $101 will go to membership at business meeting for a formal vote Copies President on all written communication All committee chairs and subcommittee members are financially accountable to the Executive Board Complies with all Quilter s Crossing, Inc Bylaws Reaches out to new members to welcome and discuss areas of interest 12 of 34

13 PO Box 1843 wwwquilterscrossingnet Standing Committees Challenge Committee The Challenge Committee inspires the membership to participate in the creation of their individual Challenge Quilt to be displayed for public viewing The Challenge Committee Chair: Selects the theme, challenge fabric and any potential design for the Quilt Challenge and communicates specific guidelines to all members participating in the challenge at the beginning of each odd-numbered year Inspires members to think and create outside of their comfort zone and utilize techniques not previously used to create a challenge quilt Determines the reveal date in January or February of the following even-numbered year so as to not conflict with Quilter s Crossing Quilt Show Coordinates all arrangements to exhibit Challenge Quilts at the reveal reception and a designated public location 13 of 34

14 PO Box 1843 wwwquilterscrossingnet Historian Committee The Historian Committee maintains a photographic and electronic written history of the QCI, including special events, guest speakers, classes, retreats, etc, to record activities of QCI The Historian Committee Chair: Functions as the custodian of QCI s written and historical records Ensures that pictures are taken to record activities at QCI meetings, classes, special events, guest speakers, retreats and quilt shows and places them in QCI s digital historical records Historian does not need be present at all events but should arrange with others to document those activities at which she/he cannot be in attendance Collects and places copies of the appropriate newspaper, quilt magazine and book articles pertinent to QCI and copies of QCI functions and activities in the historical News notebook for the given year and digital format thereafter Submit a summary of the year s history to the members only Web site and a copy to the Secretary for saving to the permanent Internet accessible record and a copy to the Historian Duties Notebook Takes photo of new member and provides to Membership chair for pictorial directory 14 of 34

15 PO Box 1843 wwwquilterscrossingnet Hospitality Committee The Hospitality Committee is responsible for all social aspects for QCI, maintaining a festive atmosphere at events with refreshments and activities, as applicable The Hospitality Committee Chair: Maintains a festive atmosphere when appropriate with refreshments and activities and promotes the social aspects of Quilter s Crossing, Inc Provides lunch for spouses who volunteers on quilt show set-up day Forms subcommittees as needed to facilitate the following: Fall picnic Other Holiday activity Holiday party Spring luncheon Hospitality room at the quilt show Secret Pal Business Meeting door prizes Birthdays at business meetings 15 of 34

16 PO Box 1843 wwwquilterscrossingnet Membership Committee The Membership Committee is responsible for the registration of new members, collection of annual dues, Sunshine Cards, Big Sister Program and maintenance of QCI membership information database, distribution of membership information and the membership pictorial directory The Membership Committee Chair: The chair is the immediate past President or a member appointed by incoming President Maintains guest book and greets potential members Maintains attendance records and communicates to members in meeting Contacts member(s) that have missed 2 consecutive business meetings Responsible for new member orientation and providing a new member packet Maintains a current membership directory including addresses and phone numbers Membership includes 90 active members; Lifetime members are in addition to the 90 count Recommend candidates to the Executive Board for lifetime membership Prepares and distributes membership contact directory at the beginning of the new business year and sends updates as necessary via Quilt Bits communication 16 of 34

17 PO Box 1843 wwwquilterscrossingnet Prepares and distributes a membership pictorial directory to members by August 1 st in even numbered years and provides an addendum of new members by August 1st in odd numbered years Works with the Historian to obtain photos of new members Prepares and distributes membership renewal forms in March Collects annual dues from members in April Acts as the chair for the nomination committee Sends cards to members in case of illness or surgery In case of illness or hospitalization, updates on the member s condition will be communicated to QCI with the member s permission In the event of the death of a member, the President and the Treasurer will be notified so the Treasurer can send a $50 donation in his/her memory to the charity chosen by the family Other family members will be remembered with a card Sells Quilter s Crossing, Inc pins Oversees the Big Sister program Maintains vest patterns for QCI Obtains badges for: new members, replacement badges at member s expense, and badge tags for new officer installation before Spring Luncheon National Quilt Day Committee The National Quilt Day (NQD) committee creates a special day to celebrate and inspire lovers of quilting and to encourage others to take up quilting The event could include an open house, exhibitions, demonstrations, instructions on techniques, and assistance and advice to the public on quilting projects and problems NQD is celebrated annually on the third Saturday in March The event will be a one day event and optional 17 of 34

18 PO Box 1843 wwwquilterscrossingnet National Quilt Day Committee Chair: Plans activities for NQD involving the public and our members National Teacher Committee The National Teacher Committee coordinates and hosts a National Teacher with QCI for the purposes of education The National Teacher Committee Chair: Researches, contacts and schedules national teachers to spark the creative interest of our QCI members preferably on off quilt show years Acts as liaison with a facility of appropriate size to ensure adequate lighting, electrical, and seating, as well as site security if equipment is to be left set-up overnight Schedules event in advance, even if the teacher does not arrive during the chair s current term Works with area/regional shops and other guilds when possible in order to reduce travel expenses Maintains a waiting list A member who is unable to attend is required to inform the Chair(s) so the next person on the waiting list will be able to attend the workshop No refunds will be issued after reservation deadline on all classes Workshops may be opened to the public if space is available Nonmembers will pay an additional nominal fee for the workshop 18 of 34

19 PO Box 1843 wwwquilterscrossingnet Philanthropic Committee The Philanthropic Committee selects charities and organizations in the area QCI can support throughout the year The Philanthropic Committee Chair: Responsible for raising funds for QCI s philanthropic activities at the business meeting Activities at each meeting may include: 50/50 drawing with 50 % going to FEAST Donations for FEAST Other fund raising activities as may be established from time to time Responsible for searching out community needs that are consistent with QCI s capabilities and engaging the membership in efforts to meet these needs of selected charities Announces Philanthropic projects in April and during the year as needs arise Provides information to the Webmaster about those Philanthropic projects so the Web site contains the correct information Distributes budgeted funds and oversees the collection and distribution of other donations Maintains a record of QCI s charitable donations and provides a monthly report of the month s donation Provides donation receipts from charitable organizations to the treasurer Provides information to the Treasurer on totals of all philanthropic endeavors 19 of 34

20 PO Box 1843 wwwquilterscrossingnet Public Relations Committee The Public Relations Committee is responsible for informing the media about events, activities, accomplishments, presentations and charitable donations of Quilter s Crossing, Inc The Public Relations Committee Chair: Coordinates with the appropriate media for coverage of QCI events, presentations or charitable donations Includes information on the fundraising activities and efforts of QCI and its members Focuses on providing articles to national quilt magazines when activities warrant wider attention and the opportunity exists Notifies the newspapers for inclusion of information in their meeting date issue and events of interest to the public and other area guilds Publicizes the events with posters, flyers, bookmarks, and notices to quilting organizations, quilt shops, magazines, local newspapers and other media Is responsible for the Quilters Crossing Quilt Show Facebook page Produces any signs, posters or banners necessary for the quilt show 20 of 34

21 PO Box 1843 wwwquilterscrossingnet Quilt Bits Committee The Quilt Bits Committee is responsible for informing the members about events, activities, joys and concerns, relating to Quilter s Crossing, Inc The Quilt Bits Committee Chair: Assembles information sent to her by Officers, Committee Chairs and members into a single Quilt Bits and forwards to President for her approval before final distribution Sends this information to all members on a weekly basis Establishes a deadline for information to be submitted each week Maintains member contact database on "quilterscrossing@gmailcom" , utilizing information provided by membership committee as to new members joining, those leaving the guild, and keeping contact list of member , phone numbers current to match membership numbers at all times 21 of 34

22 PO Box 1843 wwwquilterscrossingnet Quilt Show Committee The biennial Quilt Show earns funds to maintain the annual QCI budget and offers exhibit opportunities for all members Quilt Show Guidelines 1 Preprinted cheater cloth, tied quilts, quillows or like items will not be allowed in the quilt show Only panels that have been redesigned into a quilt, which includes extensive additional piecing work, will be considered Quilt Selection Committee has the final say as to what might constitute a cheater entry All entries other than antique quilts must be in pristine condition and all quilts must be finished Quilts that have been shown in any prior biennial Quilter s Crossing, Inc show are not eligible 2 To accommodate our new hanging system all quilts will need a hanging sleeve Each quilt entered without a permanent hanging sleeve will need to have a temporary sleeve The sleeve (temporary or permanent) should be 4" wide and 2" shorter than the width of the quilt so that it falls 1 from the edge of the quilt on each side The sleeve should be basted/sewn to the top edge of the quilt, ¼ below the binding (½ from the top of the quilt) AQS written and video directions are posted on our Members Only Page 3 Entries of odd shapes or that do not fall within a square or rectangular shape should be reviewed by the Quilt Selection Chair(s) for help in development of the proper hanging sleeve Some quilts may be wider or longer than our frames These will need to be basted on one or more sides Be sure to check with Quilt Selection Chair(s) for specific basting and sleeve details if your quilt is larger than 83 x88 22 of 34

23 PO Box 1843 wwwquilterscrossingnet 4 Each member s first choice for the show will be honored All other quilts will be selected at the discretion of the Quilt Selection Committee 5 Only handmade, finished items made by QCI members will be accepted for display/sale in any Show area 6 Each member is responsible for working in the show in some capacity and during setup or take down 7 Each member is responsible for selling $10 worth of tickets for the opportunity quilt 8 Each member is responsible for donating items with a total value of $10 or $10 cash to the Boutique 9 One must be an active member with an entry in the Show to have a consignment item in the Boutique 10 Each committee coordinates set up and take down with their specific area 11 All members shall ensure they are in compliance with all copyright laws and licensing Each member shall assume sole responsibility for their submissions, holding Quilter s Crossing, Inc blameless for any infringements, real or inadvertent 12 Lost/Stolen/Damaged items: Members accept that, even though every effort is made to ensure that all items are secure and will not be damaged or removed without proper permission, not every instance can be prevented When submitting an entry to the QCI Quilt Show members acknowledge the possibility of damage or theft and will not hold Quilter s Crossing responsible for any lost/stolen/damaged quilts/items 13 All members are to comply with the general QCI guidelines for committee chairs and Quilter s Crossing, Inc Bylaws 23 of 34

24 PO Box 1843 wwwquilterscrossingnet 14 NOTE: No quilts shall be removed prior to the close of show, the closing ceremony and picture of the winning quilts/quilters The Quilt Show Committee Chair(s): Assumes the overall responsibility for the success of Quilter s Crossing, Inc Biennial quilt show Appoints sub-committees and monitors progress for the following: Admissions, Block Party, Boutique, Corsage, Couture, Décor & More, Door Prizes, Gift Baskets, Group Quilt, Opportunity Quilt, Pipe & Drape, Programs, Program Advertising, Quilt Gallery Tags, Quilt Hanging, Quilt Selection Lay Out and Design, Vendors, Viewer s Choice, White Glove, and additional committees as necessary Budget shall be prepared by the Committee Chair (s), QCI Treasurer and QCI Assistant Treasurer to be presented to the Executive Board and membership for formal vote Confirms liability insurance with the Treasurer prior to the show Keeps members informed of quilt show progress and of responsibilities of membership Maintains and provides work schedules for quilt show Responsible for keys to the storage locker Compiles information for Quilt Bits to be sent to President for approval Maintains records of sub-committees to be passed on to successors Copies President on all communication 24 of 34

25 PO Box 1843 wwwquilterscrossingnet Subcommittees of Quilt Show: Admissions Chair(s) Collects entrance fees from guests during the show Maintains an accurate record of attendance Manages admission procedures either by stamp or wristband Manages presale vouchers to include large groups Arranges for quilt signage in the quilt show Block Party Chair(s) Obtains and displays the Block Sets and conducts the auction or sale Maintains an accurate account of sales and submit the totals to the Treasurer for audit and disbursement QCI members may donate or submit items for sale Member receiving 80%; 20% to QCI or QCI receives a 100% Boutique Chair(s) Coordinates training of sales clerks and cashiers Maintains records of consignment items from each member, records sales and submits these to the Treasurer for audit and disbursement Retains 20% and the member will receive 80% of consignment items sold Verifies a member has an item in the quilt show before signing up for 80-20% Maintains records of member-donated items, handmade items and last year s items 25 of 34

26 PO Box 1843 wwwquilterscrossingnet Records sales and submits to the Treasurer for audit and financial records Ensures all items are finished and hand crafted boutique items Ensures a variety of items are available in the boutique for sale Arranges for quilt signage in the quilt show Corsage Chair(s) Distributes QCI corsages Charges and accounts for the $5 refundable fee Creates form for members to sign corsages in and out Couture, Décor & More Chair(s) Reviews entry forms and selects fabric and fiber items created by members for display Provides specific item verbiage to the Program Chair(s) by deadline Maintains records of consignment items from each member, records sales and submits these to the Treasurer for audit and disbursement Retains 20% and the member will receive 80% of consignment items sold Arranges for quilt signage in the quilt show Door Prize Chair(s) Communicates with a variety of vendors to obtain donated door prizes Provides the donor list information to the Program Chair(s) by the deadline 26 of 34

27 PO Box 1843 wwwquilterscrossingnet Marks the programs for door prize identification Arranges for quilt signage in the quilt show Gift Basket Chair(s) Communicates with a variety of vendors to obtain donated items Selects basket themes, to be attractive and appealingly wrapped and displayed Communicates with members for additional items needed for themed items, including baskets and wrappings Establishes ticket procedure and sales Arranges for quilt signage in the quilt show Manages drawing and distribution of the baskets to the winners Provides a posted list of basket winners Records sales and submits amounts to the Treasurer Provides a list of Gift Basket donors to the Program Chair by the designated deadline Group Quilt Chair(s) If quilt show committee desires, there will be an option for a group quilt to be auctioned or raffled at the show Selects design and pattern Secures donated fabric for quilt Oversees piecing, quilting and showing the group quilt Arranges for the printing and selling of tickets during the show Maintains records and submits to Treasurer Arranges for quilt signage in the quilt show Opportunity Quilt Chair(s) Selects design and pattern 27 of 34

28 PO Box 1843 wwwquilterscrossingnet Selects and obtains fabric for quilt Oversees piecing, quilting and showing the opportunity quilt Arranges for the printing and selling of numbered tickets before and during the show Selects three (3) charities to be voted on by the QCI membership Maintains records and submits to Treasurer Arranges for delivery of funds to chosen charity and delivery of quilt to winner Arranges for quilt signage in the quilt show Pipe and Drape Chair(s) Tapes the floor for proper frame position/spacing, assembles and positions the frames and drapes Disassembles and repacks pipes and drapes after quilts have been removed and inventories prior to storage Chair shall coordinate with the Quilt Hanging Chair(s) for all training of members, husbands/volunteers needed to hang and remove quilts Program Chair(s) Responsible for the publication of the show program Seeks out the least expensive way to produce the program and coordinate with the Program Ads Chair(s) to set the ad sizes Verifies the list of advertisers with the Program Ads Chair(s) Coordinates with the Door Prize and Gift Basket Chair(s) to include donor lists Prepares a tally sheet for Viewer s Choice ballots and give to Viewer s Choice Chair(s) 28 of 34

29 PO Box 1843 wwwquilterscrossingnet Program Ad Chair(s) Coordinates with the Program Chair(s) regarding the ad sizes and shall set rates for each size of ad Enlist QCI members to secure advertising to help defray the cost of the show program and will be responsible for collecting the money for all ads Provides a complete list of advertisers to Program Chair(s) Responsible for selling the inside/outside cover ads Maintains records and submits to the Treasurer Quilt Gallery Tags Chair(s) Arranges for quilt signage for the Quilt Show Prepares and prints Gallery Tags Attaches the Gallery Tag to the quilts following hanging the quilts Quilt Hanging Chair(s) Coordinates the receiving and returning of quilts to members Sets up, hangs, and removes the quilts Repackages and inventories hanging system for storage Coordinates with Pipe and Drape for all training of members and spouses/volunteers needed to hang and remove quilts Quilt Selection Lay Out and Design Chair(s) 29 of 34

30 PO Box 1843 wwwquilterscrossingnet Reviews members entry forms and selects quilts that conform with Quilt Show Guidelines Selects and arranges quilts in a way that will give the show the best variety and selection Provides a list of the order in which quilt(s) are to be displayed to the Program Chair(s) and Quilt Hanging Chair(s) by the deadline Ensures appropriate hanging hardware is available for selected quilts Provides members with the ID tags for their quilts Vendor Chair(s) Obtains vendors for the show Secures signed contracts, assigns booth spaces and provides assistance as needed Provides information to the Program Chair(s) by the deadline Maintains and records deposits and money due from vendors, and submits received payments to the Treasurer in timely manner Viewer s Choice Chair(s) Prints and provides Viewer s Choice ballots to the Program Chair(s) to be included in the show program Calculates winners on tally sheets provided by the Program Chair(s) Secures and provides ribbon awards Viewer s choice categories include but not limited to: o o o o o Best of Show Large Quilts Wall Quilts Small Quilts Medium Quilts 30 of 34

31 PO Box 1843 wwwquilterscrossingnet o Couture, Décor & More o Other White Glove Chair(s) Staffs hostesses required to assist the quilt displays Educates hostesses to walk show floor, greet attendees, answer questions about the quilts, and lift or move quilts to reveal the backs as necessary Assists guests wanting to purchase floor sale items and directs them to the appropriate area Purchases and hands out gloves to viewers Stitching Arts The Stitching Arts Committee inspires a focus group of QCI members with creative activities for the purpose of education in projects out of the realm of traditional quilting The Stitching Arts Committee Chair: Establishes committees as needed Coordinates dates and locations for attendance of members Inspires members with creative programs/workshops Acts as liaison of members interested in creative projects outside the realm of traditional quilting 31 of 34

32 PO Box 1843 wwwquilterscrossingnet Webmaster The Webmaster Committee insures all web-hosting services are handled in a timely manner and insures the domain name is renewed, paid for, and retained The Webmaster Committee Chair: Ensures all web-hosting services are paid in a timely manner, and that the domain name is renewed, paid for, and retained Maintains the QCI and members only website and updates website information as often as necessary Trains committee members for maintenance of the website Workshop The Workshop Committee recruits teachers from the membership and the quilting community at large to conduct workshops for the purpose of learning quilting techniques and methods Workshop fee is $2 for members and an additional fee will be added for non- members who may attend if not filled by members Additional fees may be required for patterns or teachers from outside the guild The Workshop Committee Chair: The meeting shall take place on the second Wednesday of each month from 9:00 am to 1:00 pm Recruits teachers from the membership and from the quilting community to conduct workshops Sets up room and arrange floor plan with Vice President Collects fees Acts as liaison with the teachers and membership 32 of 34

33 PO Box 1843 wwwquilterscrossingnet Ad Hoc Committees The President shall appoint special Ad Hoc committees as the need arises to carry out necessary functions and duties that have not been specifically provided for in the Bylaws The committee will be limited in scope to the performance of a specific task and will be disbanded upon completion of that task Specialty Committees The Nominating Committee Appointed in November and will consist of no less than three (3) and no more than five (5) members, plus the chair Two (2) members be appointed form the Executive Board and the remainder from the membership at large The Membership Committee Chair automatically serves as the chair of this committee The nominating Committee shall present a new slate of officers at the January business meeting All officers will be installed at the spring luncheon and take office at the April business meeting The Audit Committee Consists of the outgoing and incoming Treasurers and at least two (2) other members chosen in February by the President The committee will audit all books of Quilter s Crossing, Inc prior to the May business meeting The President may call for an audit at any time she/he deems it necessary 33 of 34

34 PO Box 1843 wwwquilterscrossingnet Amendments The Policy and Procedures may be amended by a simple majority vote of members present and entitled to vote at a regularly scheduled business meeting Proposed amendments will be presented, in writing, to the membership for review at least one business meeting prior to the vote Amended and Revised Standing Rules revised: May 6, 2009; January 5, 2011; September 5, 2012; May 6, 2015; August 5, 2015 Standing Rules Revised to Policies and Procedures March 1, 2017, November 7, of 34