STANDING RULES Revised. I. DUES Members shall pay annual dues of $25.00 which are payable by July 1.

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1 STANDING RULES Revised I. DUES Members shall pay annual dues of $25.00 which are payable by July 1. II. ADVANCES A. Shall not exceed $250 per request. B. Written request is required and must be approved by a committee chair or President/Vice President, if committee chair is unavailable. Forward to Fiscal Committee for action (Article IV, 3.D.6.e.) C. Receipts for expenditures must be furnished within two months one month of final expenditure. and/or Any advance remainder shall be returned at the same time. III. Contracts Contractual Agreements A. Written contracts are required for speakers, instructors, rent or similar expenses. B. The loan of Guild assets by a guild member shall be accompanied by a written agreement; if the asset is not returned in like condition, the guild member will be responsible for the replacement value of the asset. C. The loan of Guild assets by non-guild members shall be accompanied by a written agreement and a refundable deposit equal to the replacement value of the asset; if the asset is not returned in like condition the deposit will not be refunded. IV. FINES Resource A. One dollar per month per item overdue, collected by specific committee and credited to that committee s account. B. Fine shall not exceed the value of the item. C. If item is lost, member must replace. If no acquisition information exists, member may replace with similar item equal to original cost, with approval of committee chair. D. Member may not renew membership or borrow additional items unless or until outstanding fines are paid or lost items replaced and receipt shown to Membership or Resource chair, whichever is applicable. E. Fines and/or sales of Guild owned items by these two committees shall be their respective designated income and may be used, in addition to approved expense budget, to purchase inventory after properly reporting income to Treasurer. V. MEETINGS A. Children: due to space limitations and lack of child care facilities and personnel, we do the Guild discourages members bringing not encourage members to bring small children to the meetings. B. Guest Speakers: payment for presentations by any speaker (member or non-member) shall not exceed $150 $500 without Board approval. Speakers who travel 50 miles or more from their residence to the meeting may be reimbursed at the current U.S. government mileage rate. C. Location and Time: Meetings will be held on the second Friday of each month. The Board of Directors shall recommend, with general membership concurrence, the location and time 1

2 for the meeting. Under extenuating circumstances, the Board of Directors shall act to revise the meeting location and/or time and will promptly notify the membership of the change. D. Name Tag: required of members, 25 cents fine for not wearing is collected. Members are required to wear a name tag at meetings. E. Order of Business: Program, Announcements, Refreshments, Business Meeting, Optional Activities, Show and Tell. F. Refreshments: Each member shall bring refreshments to one membership meeting per year that shall serve twenty (20) members. Each member has the option of paying a $10 fee at the time of payment of annual membership dues in lieu of bringing refreshments during that year. Members may be asked to serve as a host/hostess at one (1) meeting during the year to assist in serving refreshments. For those members who did not fulfill their requirements during the previous fiscal year, their membership shall not be renewed until the applicable fee is paid. G. Satellite Groups: block exchanges, challenges, and other similar groups, also, special interest groups (piecing, applique, friendship, etc.) may be formed and may submit an maximum of 12-line activity report (no pattern) for publication in the monthly Newsletter as space permits. No patterns may be placed in the Newsletter. H. Visitor Fee: At the first membership meeting a visitor attends, the visitor fee is waived unless it is a national speaker is presenting the program. Visitor fee is $3.00 per membership meeting; $5.00 when there is a national speaker, unless revised by Board action. If a visitor decides to join the Guild during the membership meeting they are attending, their visitor fee shall be applied towards their membership dues. I. Weather Policy: Cancellation of the meeting shall be decided by the President by 1:00 p.m. of on the meeting date. Members may call a member of the Executive Committee for confirmation or access the Guild website. Cancellations will be broadcast on television Channel 2 and on KMOV radio. VI. NEWSLETTER A. Member classified ads or announcements may be purchased at 50 cents per line or partial line.04 cents per word, with type sizes comparable to the rest of the Newsletter. Business classified ads are is available at half the price charged non-members. B. Quilting related display ads will be sold in full page, half page, quarter page, and business card sizes at ad rates comparable to similar publications. Changes in the rates must be approved by a majority of the Board. Members may purchase display ads at a discount for non-business purposes. Advertisers should supply camera ready art. Some typesetting may be done to improve readability, as editor s time permits. Advertising will be accepted on a space available basis. C. Subscription rates for non-members will reflect the cost of producing and mailing the newsletter. D. New members as of July 1, 2012 would have the option of either receiving the Newsletter by or would pay paying an additional $10 per year for delivery by the U.S. Postal Service. This additional fee of $10 to receive the Newsletter via postal service does not apply to current members in good standing as of June 30, Current members who do not renew their membership by August 1 would will be considered to be new members and would either will have to provide the option of providing an address or pay paying the additional $10 to receive the Newsletter via postal service. VII. PAYMENT OF BILLS 2

3 A. The Treasurer is authorized to pay bills within the limits of the Operating Budget following the adoption of that budget. B. Expenditures more than $100 over budget shall be approved by Executive Committee. VIII. WORKSHOPS, SEMINARS, RETREATS A. General Information 1. Fees: a. will be determined by instructors charges and other related expenses (rent, etc.); b. must be paid in advance to reserve space for participant; and c. will be less for members than non-members. 2. Registration: a. will be on a first-come, first serve basis for members. b. non-members may begin registering six (6) three (3) months prior to the event. Exceptions to the six (6) three (3) month limit may be made with Board approval. 3. Cancellation and Refund: a. Workshop Chair reserves the right to cancel an event which has insufficient enrollment to cover expenses, up to thirty (30) days prior to the scheduled event. Contracts will reflect this policy. Refunds will be mailed within thirty (30) days of cancellation. b. If an individual enrolled in the workshop provides notice to the Workshop Chair of his/her intent to cancel With 30 days or more notice prior to the date of the event, 100% of the individual s fee will be refunded. From twenty-nine (29) days to the date of the event, no refund will be given. If cancelled in less than thirty (30) days prior to the event, no refund will be given unless a replacement is found. 4. Waiting Lists: Such a list A waiting list shall be formed for any group activity (workshop, seminar, retreat, etc.) for which there is a charge. Beginning with the first person on the waiting list, the Chair will fill vacancies due to cancellations, Such vacancies will be filled in order from waiting list at which time the fee for the activity is due. B. Local Workshops/seminars/lectures 1. Instructor fee shall not to exceed $50 per hour without Board approval. 2. If maximum enrollment is not filled by Guild members, it will be advertised to the public six (6) three (3) months prior to the event. 3. Hostess: a. Any member who provides room and board for national speaker shall receive free admission by all workshops given by that speaker. b. Coordinator who plans and assists instructor shall be exempt from fee. Coordinator shall be selected by lottery from all coordinator volunteers. c. A hostess for a workshop teacher will be responsible for transporting, feeding and housing the teacher and in return will receive free attendance at the workshop(s) and will be reimbursed $10/day up to a total of $20. Lunch for the workshop teacher shall be paid by the Guild. 4. Any member who provides transportation to and from airport and/or workshop, seminar or lecture for a workshop instructor shall be reimbursed at the current U.S. government mileage rate. 5. Lunch for the workshop instructor shall be paid by the Guild. 3

4 C. Retreats 1. Formal Retreats a. Payment to Instructor(s) shall be negotiated have a written contract. b. Free room and board shall be provided for instructor(s). c. Retreat Coordinator shall be exempt from fee. Coordinator shall be selected by lottery from all coordinator volunteers. d. Retreat Coordinator shall be selected by the Executive Committee from a list of all coordinator volunteers. e. Fees shall reflect all expenses. f. Any exceptions to the above must have Board approval. 2. Informal Retreats a. Retreat Coordinator shall be selected by the Executive Committee from a list of all coordinator volunteers. b. Fees shall reflect all expenses; the Board may budget a nominal amount for incidental expenses. c. Any exceptions to the above must have Board approval. IX. DUTIES OF STANDING COMMITTEE CHAIRMAN AND SUBCHAIRMAN A. Membership 1. Collect, record, and submit dues, refreshment fees, and guest fees and name tag fines to Treasurer monthly, obtaining receipt. 2. Distribute By-Laws. Maintain a current copy of the By-Laws, Standing Rules and Policies and Procedures at the general meeting for member perusal. 3. Maintain attendance records. 4. Register and assist new members, providing them with By-Laws, standing rules, the current membership directory; program and workshop information; inform provide Newsletter committee Chair, Refreshment Chair and Treasurer of with new member information. 5. Maintain membership files which include name, address, phone numbers, date of joining, and other contact information. 6. Publish and distribute annual membership directory including separate listing of Board members, telephone numbers and other contact information. 7. As liaison, maintain list of satellite groups and leaders. 8. Assign greeters. 9. Plan any mixers or new-member function. 10. Maintain list of members required to bring refreshments and notify Refreshment Chair of same. B. Newsletter 1. Publish and distribute Newsletter to members and subscribers via or regular mail as applicable. 2. Collect information for publication from officers and committees. 3. Publish names and addresses of new members. 4. Collect subscription and Newsletter ad fees; submit to Treasurer monthly, obtaining receipts. 5. Edit and prepare Newsletter for printer. 6. Secure printing at reasonable cost. 7. Maintain updated Newsletter mailing list including new members. C. Outreach 4

5 1. Community Service: propose and coordinate Board approved community service (charity) projects; purchase supplies as needed, per budget. 2. Education: provide demonstrations of phases of quilt making to church groups, schools, or public organizations, etc. With Board approval, provide demonstrations to commercial businesses. Board shall set fee to be charged by and paid to Guild. 3. Publicity: prepare publicity for Guild sponsored activities at recommendation of Board; keep file of possible publicity sources with names of key people and deadline dates; send Guild activity information to appropriate news media and provide copies of published information regarding Guild to Historian. D. Refreshments 1. Assign refreshment providers and/or hosts/hostesses for general membership meetings and submit to Newsletter committee Chair. 2. Prepare or secure, serve and clean up after refreshments at general membership meetings. 3. Purchase necessary supplies and submit receipts to Treasurer. 4. Verify that members have met refreshment and host/hostess requirements and notify Membership Committee Chair of those who have not fulfilled this annual obligation. For those members who have not fulfilled their requirements during the current fiscal year, their membership shall not be renewed until the applicable fee is paid. E. Ways and Means 1. Plan and execute revenue generating activities. 2. Secure sub-chairs, schedule meetings, distribute past files activity coordinators as needed. 3. Prepare budget proposal for Board approval. 4. Publish appropriate information in Newsletter as required. 5. Oversee activity activities including fabric raffle, Newsletter raffle or other activities as may occur at Guild meetings. 6. For any major fundraising event, compile Final Report, including financial data, and submit to Board within four weeks of completion of event; publish in Newsletter if requested. F. Quilt Show 1. Sub-chairs: include, but not limited to Display, Registration, Publicity, Programs, Vendors, Hostesses, Site, Challenge, Consignment, Raffle Quilt, etc. Chair shall recruit sub-chairs, including but not limited to Registration, Display, Publicity, Programs, Vendors, Volunteer Staffing, Challenge, Consignment, Raffle Quilt, Operations, Show Treasurer, etc. 2. Chair shall Conduct conduct site search and sign written contracts for site and date, services, provision, all with Board approval. 3. Prepare proposal for percent commissions on consignment sales and admission fees, for Board approval. Chair, with input from the sub-chairs, shall prepare a budget including but not limited to consignment commissions, admission fees, vendor fees and raffle quilt for Board approval. 4. Chair shall oversee the planning and execution of the quilt show. 5. Sub-chairs shall submit a written Final Report to the Quilt Show Committee by the Quilt Show follow-up meeting. 6. Chair shall submit a Final Report to the Board within sixty (60) days of the close of the Quilt show. 5

6 G. Workshop 1. Plan and execute all workshops, retreats, seminars or other instructional events. 2. Obtain instructors and sign contracts; arrange for workshops, etc. beyond specific term due to speakers availability, with Board approval. 3. Coordinate national workshop topics and schedule with Vice President (Program Committee Chair). 4. Set prices fees with Board approval, considering cost of instructors, rent, etc. 5. Collect fees for events and submit to Treasurer monthly, obtaining receipts. 6. Maintain accurate records of participants, dates and fees paid. 7. Maintain and administer waiting lists per written Guild policy. 8. Coordinate advance notice of events with Publicity sub-chair and Newsletter committee. 9. Reserve building/meeting room with facility administrator. 10. Ensure that building/meeting room (equipment and amenities) are pre-arranged with facility administrator a minimum of one week in advance, as well as properly secured following event. H. HISTORIAN Historian Establish and maintain list of records (e.g. correspondence, Newsletters, reports, etc.) which should be retained permanently; transfer and store records to be kept permanently from officer, committee and program chair files on a periodic basis; document significant activities of the Guild. X. AMENDMENTS TO STANDING RULES These Standing Rules may be amended at any regular general membership meeting by a majority vote of the members present providing that the amendment has been published in the Newsletter announcing the meeting. END 6