HEARTLAND REGION POLICIES AND PROCEDURES

Transcription

1 HEARTLAND REGION

2 Heartland Region The Embroiderers Guild of America, Inc. Policies and Procedures As amended through 05/16 I. JOB DESCRIPTIONS A. ELECTED OFFICERS 1. REGION DIRECTOR. The Director shall preside at the meetings of the Region, appoint special committees and be an ex-officio member of all committees, except the Nominating Committee. As chief executive officer of the Region, the Director shall have general direction of the affairs within the Region and shall provide the Vice President of Operations with an annual report. It is the duty of the Director to see that all orders and resolutions of the Region and/or Executive Committee are carried into effect. The Region Director shall attend each National Board meeting. She shall prepare and present appropriate reports to the National Board as required and requested. 2. ASSISTANT REGION DIRECTOR. The Assistant Director shall preside at meetings of the Region in the absence of the Region Director. Administrative duties aimed at future planning, such as Region Meetings, Spring Meetings, and Seminars shall be assigned by the Director. The Assistant Director shall serve as the Community Outreach Chair and make an annual report to the National Outreach Chair. 3. SECRETARY The Secretary shall record the minutes of the meetings of the Region. She shall chair a committee to approve the minutes. She shall submit the minutes of all meetings for publication in the next issue of HEARTBEATS. At all times the Secretary shall have on hand all minutes of meetings for the past seven years, and a copy of the Bylaws and the Policies and Procedures. The Secretary shall cross reference proper names to ensure their correctness. She shall also check dates, places and times for correctness. The Secretary assists the Region Director in the preparation and distribution of the Region Call to Meetings. 4. TREASURER The Treasurer shall maintain accurate financial records using AICPA accepted accounting standards and in accordance with EGA Financial Guidelines. She shall report at the meetings of the Region the financial status of the Region. The Treasurer shall send the Annual Financial Report for the region to EGA Headquarters no later than February 15 of each year. The Treasurer shall serve on the Finance Committee. The Treasurer shall submit semi-annual summary reports to the Region Director and Finance Chair. B. APPOINTED OFFICERS 1. MEMBERSHIP: The Membership Chair shall assist the Region Director in any requested activities. She shall function as Membership Chair for the Region and plan any Region activities addressing membership recruitment and retention. She shall serve on the Planning Committee. She shall arrange for the proper storage, use and shipping of the Region banner. See Pages Section VI-14 and Section VI-15. Section VI-1

3 2. PARLIAMENTARIAN: The Parliamentarian shall consult as necessary with the Region Director to assure proper conduct of the Region Meetings. She shall prepare amendments to Region bylaws when requested. She shall remain impartial during meetings and not enter into debate. She shall maintain a list of Chapter bylaw dates and assist Chapters in their revisions. She shall be available to Region Chapters for consultation on matters of Parliamentary procedure. The parliamentarian may be a non-member of EGA (or of the region) in which case he/she shall not enter into debate. 3. HISTORIAN: The Historian shall maintain a photographic and scrapbook record of Region activities. She shall keep a copy of the program for all Spring Meetings and Seminars, and a copy of all issues of HEARTBEATS. She may display a portion of the photographic record at each Region Seminar for the perusal of attendees. C. STANDING COMMITTEES 1. EXECUTIVE COMMITTEE: The Executive Committee is composed of the four elected officers of the Region. It shall be responsible for coordinating, planning and directing the Region. The Executive Committee shall have general authority over the Region. It shall fix the day, hour, and place of meetings; make other recommendations to the Region; and perform other duties specified in the bylaws between meetings of the Region. The Executive Committee shall be subject to the orders of the Region, and its acts in no way shall conflict with actions taken by the membership. Any action taken by the Committee shall be reported to the Region at the next meeting. The Executive Committee shall approve all appointments of officers and committee chairs, and this may be done by . It shall approve Seminar officers, theme and logo. 2. NOMINATING COMMITTEE: The most senior member of the Nominating Committee shall serve as its Chair. The Nominating Committee shall present profiles of each candidate for the Executive Offices and Nominating Committee to be published in the same issue of HEARTBEATS which announces the nominations. On the Nominating Committee, the Past Region Director shall be a non-voting member. The Nominating Committee shall submit to the chair of the National Nominating Committee, via the Region Director, upon request, the name and qualifications of at least one candidate to stand for election to membership on the National Nominating Committee. The Nominating Committee shall consider individuals with National EGA experience such as current or former Region Directors or other individuals who may have served on the National Board or Committees Section VI-2

4 3. EDUCATION COMMITTEE: The Education Committee shall plan and execute at least one Region sponsored Correspondence Course per year. It shall keep current the Region Teacher Listing and make it available to Chapters. It shall maintain a copy of Education materials available from EGA Headquarters and have copies available at Region Business meetings for Chapters to view and borrow if desired. It shall prepare articles for HEARTBEATS that pertain to educational opportunities available to Chapters and pertaining to the Gold Thread Award. It shall publicize and organize the application process for any educational scholarships available and serve on the judging committee along with the RD and ARD 4. FINANCE COMMITTEE: The Finance Committee Chair is to receive copies of all periodic financial reports from the Treasurer. The Treasurer is a member of the Finance Committee. The Finance Committee canvasses all committee chairs at least 60 days prior to preparation of a budget for the estimated needs of that committee. The Finance Committee then prepares a budget for presentation to the Region at the annual meeting prior to the effective date of that budget. 5. NEWSLETTER: The Newsletter Editor shall be chair of the Newsletter Committee. It shall be responsible for editing, publishing and mailing the quarterly issue of HEARTBEATS. It shall maintain a current mailing list. It shall provide mailing labels when requested by the Executive Committee. Rates for ads in Heartbeats will be set by the Executive Committee. There will be no charge for ads from other EGA groups. The Executive Committee shall review and approve all ads. 6. PROGRAM PLANNING: The Program Planning Committee shall provide annually a set of program suggestions which the chapters may choose to implement, if they wish. The Education Chair and the Administrative Assistant shall be members of this committee. The Program Planning Committee shall contact the designers to let them know that it is recommending their design as a possible program, but each chapter will be responsible for obtaining permission from the designer to copy the instructions and teach the project. 7. LEADERSHIP/OFFICER NOTEBOOK COMMITTEE: The Leadership/Officer Notebook Committee shall provide leadership training for chapters. It shall also provide updates as necessary to the Region Representative and Officers Notebook. It shall see that all sections are kept current and the updates distributed. It shall assure that all Region Representatives and Officers have their assigned copies. 8. PLANNING: The Planning Committee shall be composed of the Executive Committee, all past Region Directors, Membership, Parliamentarian (without vote), and Education Chair. It shall study and propose a long range plan for Region activities and make recommendations as necessary to the Region. 9. FUND RAISING: The Fund Raising Committee shall plan and execute all fund raising activities for the Region. It shall recommend and plan any opportunity drawings to be held at Spring Meetings or Seminars. Any new fund raising activities shall be approved by the Executive Committee prior to implementation. 10. WEBSITE: The Webmaster is the chair of the Website Committee. It shall maintain a list of addresses for Chapter websites. It shall determine the most effective use of the Region Website. All Chapter websites shall be linked to the Region Website and vice versa. It shall assist Chapters in establishing and/or maintaining Chapter websites. Section VI-3

5 D. REGION REPRESENTATIVES shall: 1. Attend Region meetings and cast the vote for her Chapter. She shall: a) serve on a Region Committee b) arrange for an alternate with the Chapter President if she is unable to attend. c) bring before the Region Director special Chapter interests and concerns. 2. Keep Chapter members informed of mailings from and all services provided by the Region. She shall: a) pass on any information to the Chapter Board, copying as needed and keeping the originals on file. b) give any appropriate information to the Chapter editor for inclusion in the newsletter so all members are aware of Region activities and their ability to participate. 3. Report Chapter officer changes to the Region Director as soon as they occur. Form is located in the Officers' Notebook, and on the Heartland and EGA websites. Make a copy of the form before filling it out. 4. Present a report of Region news and activities at each Chapter board and general meeting. 5. Maintain her Chapter's copy of the Heartland Region Representative and Officer Notebook. 6. Report to Region about her Chapter. She shall: a) follow through on any activity which should be reported to the Region and take necessary action if needed. b) assure that publicity about her Chapter is sent to the Region Director, HEARTBEATS Editor, and EGA Needle Arts editor. 05/2014 Section VI-4

6 II. COMMUNICATION A. REGION COMMUNICATION 1. Call to meetings shall be sent to both the President and the Region Representative of each member Chapter to ensure that at least one channel of communication is open. 2. Call to meetings shall be sent to the current elected and appointed officers of the Heartland Region. 3. The minutes of all Region meetings shall be published in the following issue of HEARTBEATS. 4. The Region Director shall furnish copies of Spring and Fall Meeting mailings and the Region Newsletter to all former Region Directors, who are members of a Heartland Region Chapter, unless otherwise requested and approved by the Region Executive Committee. 5. The Region Newsletter, HEARTBEATS, shall be sent to each Chapter President, Region Representative, Secretary, and Newsletter Editor. 6. HEARTBEATS may also be sent to the members of each chapter electronically without fee. 7. Appointed Officers and committee chairs shall submit one copy of a written report to the Region Director and one copy to the Region Secretary prior to the Annual Region Meetings and prior to other meetings as needed. 8. Retiring members of the Executive Committee shall be furnished a courtesy copy of the Region Newsletter, HEARTBEATS, for one year after they leave office. 9. When the Region utilizes an individual Chapter s Bulk Mailing Permit, the Region shall annually pay its share of the cost of such permit. B. NATIONAL COMMUNICATION In the event the Director is unable to attend a National Board Session, with the approval of the Executive Committee, she shall select as the alternate the Assistant Region Director or another to act in her stead. The alternate shall be allowed to vote at the Region Committee Meeting but not at the National Board Session. Other alternates may be another National Board Member or a past Region Director. III. REGION BUSINESS MEETINGS A. Heartland Region shall hold two Region business meetings per year, one in the Spring, the other in the Fall unless otherwise ordered by the Executive Committee. Business meetings are held in conjunction with one day of classes or in conjunction with Spring Meetings and Seminars. B. Every effort shall be made to hold the Spring business meeting in April-May and the Annual Meeting in September-October. Election of officers shall occur at the meeting held in the Spring of the year. The budget shall be adopted at the Annual Meeting which is held in the Fall of each year. Section VI-5

7 C. Written notice of each meeting, including the agenda and schedule of committee meetings, shall be provided to each Chapter President and Region Representative, the Executive Committee, Region appointed officers and all committee chairs, both standing and special, at least 30 days prior to each meeting date. This notice may be by postal mail or with confirmation of receipt. With this notice shall be a form for Chapter Presidents to indicate if their Region Representative shall attend the meeting and if not, to appoint an alternate. D. Any action taken at a special meeting shall be reported to the membership, either at the next regular business meeting or in HEARTBEATS whichever would be sooner. E. Region business meetings and all committee meetings are open to any EGA member, who may enter into discussion but shall not present motions, nominate or vote. F. All Region/National Seminar meeting room expenses held in conjunction with Region Meetings, Spring Meetings or Seminars will be reimbursed to the host chapter, effective immediately. IV. REGION MEETINGS; SPRING MEETINGS, SEMINARS AND WORKSHOPS A. WORKSHOP 1. Workshops shall be held every year on a weekend in the fall except as changed by the Region at the recommendation of the Heartland Region Executive Committee. Region business meeting and committee meetings shall be included in the schedule of events and room arrangements. There shall be one day of classes. The classes may be split over the two days as long as Region committee meetings are not affected. Workshops shall preferably be hosted by one or more chapters. These meetings are preferably held on weekends. 2. Workshop activities and classes will be open to all EGA members and are for workshop registrants only. Special Registration will be available for registrants taking only the Region sponsored class and not participating in any other workshop activities. Any member may attend only the business meeting without registering. All other members shall be required to register as described in Paragraph. 8 of this section. 3. Chapters hosting a Region workshop shall follow the Region Workshop Guidelines as published by Heartland Region. They shall obtain approvals from the Heartland Region Executive Committee for workshop dates, facility, and classes/teachers. 4. Chapters hosting a Region workshop shall divide any excess revenues resulting from the workshop 50% to the Region treasury and 50% to the host chapter. In the event of a financial loss, the entire loss shall be the responsibility of the Region, provided the chapter has followed the Region Workshop Guidelines. If a Workshop is hosted by the Region, all excess revenues shall remain with the Region. All losses in such a situation shall be the responsibility of the Region. Section VI-6

8 5. All Region Workshop contracts, including the contracts for hotels and teachers must be signed by the Region Director. 6. A separate bank account may be opened by the host chapter for a Region workshop. Whether or not the host chapter uses a separate bank account, detailed records must be kept of expenses and income must be maintained and a report submitted to the Heartland Region Executive Committee within 60 days after the event. 7. A Region sponsored class shall be offered at the Workshop. The Education Chair shall be responsible for arranging for a teacher, handling registrations and collecting kit fees for the Region sponsored workshop. One member of each chapter may take the Region sponsored class. That person is required to teach the class to their chapter. The host chapter shall be responsible for arranging for a classroom. The Region shall be responsible for all teacher expenses. See Section C, paragraph 3 of the Policies and Procedures. 8. All participants must pay the published registration fee to the host chapter except as noted for the Region sponsored class, volunteer or minimum participation registrations. Any member may attend only the business meeting without registering. There shall be no other exceptions. A participant taking only the Region sponsored class and not participating in any other Workshop activities is not required to pay a registration fee to the host chapter. A participant taking the Region sponsored class who takes other classes, signs up for meals, or uses the hospitality room must pay a registration fee to the host chapter. A separate registration form for the Region sponsored class is required and will be provided by the Education Chair. The Region sponsored class registration must be signed by the chapter president and sent to the Region Education Chair along with payment for any kit fee. See complete description and requirements for Region Sponsored Class in Section IX of these Policies and Procedures. At the discretion of the host chapter, its members who participate as volunteers only (no classes) are not required to pay a registration fee to the host chapter. However, if they wish to have a meal, they are required to sign up for and pay for their meals. A member attending events at the workshop but not taking classes shall pay a minimum participation fee determined by the host chapter. This fee shall include meal charges if they are part of the regular registration fee. If meal charges are not part of the registration fee, these attendees shall be required to register for and pay for any meals they wish to take part in. Studio Time shall be considered a class. 9. The host chapter shall coordinate with the Region Director and Fund Raising Chair to provide a space and time to sell Region fund raising items. The host chapter may hold its own fund raising by having silent auctions, opportunity basket drawings, or other activities as approved by the Heartland Region Executive Committee. The host chapter may retain all revenues from these fund raising efforts or may share a portion with the Region. Section VI -7

9 Host chapters may also invite other chapters to participate in fund raising by providing opportunity baskets, auction items, or other items as approved by the Heartland Region Executive Committee. The host chapter has the choice of splitting the revenues from these fund raising events with the other chapters. The host chapter may elect to share a portion of the revenues of these fund raising efforts with the Region but is not required to do so. 10. The Region will provide up to $500 for seed money for loans to chapters hosting Fall Workshops. The loan is to be paid no later than 60 days after the close of the Workshop. 11. If the Heartland Region Parliamentarian will not be present at the meeting, the host chapter shall provide the Region Director with information on the availability of a local parliamentarian or parliamentary organization. The Region Director shall make the arrangements for the parliamentarian. 12. The host chapter shall submit a final report to the Heartland Region Executive Committee within 60 days after the event. B. SPRING MEETINGS Region meetings in an educational format of the host chapter s choice shall be held in the Spring in the alternate year when not holding a full seminar. They shall have the Region business meeting (to include committee meetings) and one or two days of educational activities. This should include one class. Additional activities could include but are not confined to: retreats, lectures, cruises, stitch-ins, demonstrations, classes, tours or discussions. The meeting shall be on a weekend. All contracts, including the contracts for hotels and teachers must be signed by the Region Director. The Region will provide up to $500 for seed money for loans to chapters hosting Spring Meetings. The loan is to be paid no later than 60 days after the close of the Spring Meeting. C. SEMINARS NOTE: Motion passed to suspend the 2019 Region Spring Seminar and hold instead a Spring Meeting and to suspend the 2019 Fall Workshop with a plan to hold a Region Business Meeting in conjunction with the National Seminar. (April 2016) 1. Seminars shall be held every odd numbered year, alternating with the Spring Meeting except as changed by the Region at the recommendation of the Executive Committee. They shall have 4 days of classes, 2 of which shall be on a weekend. They may include a day for area tours if desired. Region business meeting and committee meetings shall be included in the schedule of events and room arrangements. 2. Seminar Activities. Region Meetings and Merchandise Night will be open to any EGA member. The Boutique will be open to any individual, either registrant or not. All other seminar related activities are for seminar registrants only. Section VI-8

10 3. Chapters hosting a Region Seminar shall follow the Region Seminar Guidelines as published by EGA Headquarters. 4. The Seminar Chair, Registrar, Treasurer and Dean of Faculty must be approved by the Region Executive Committee. The Seminar dates, theme, and logo must be approved by the Region Executive Committee before being publicized. 5. Chapters hosting a Region Seminar shall divide any excess revenues resulting from the Seminar, 50% shall go to the Region Treasury, 50% to the host Chapter Treasury. In the event of a financial loss of a Region Seminar, the entire loss shall be the responsibility of the Region, provided the Chapter has followed the Region Seminar Guidelines and has submitted a financial work plan, final budget and quarterly financial reports to the Region Director and Treasurer. 6. Announcements and minutes of all meetings of Seminar Committees are forwarded to the Region Director. 7. All Region Seminar contracts, including the contracts for hotels and teachers, must be signed by the Region Director. 8. Separate Bank Accounts may be opened for Region seminars. The account shall be listed as Heartland Region EGA, d.b.a. (doing business as), such as Seminar 95, Heartland s Federal Identification Number shall be used. Account signatures shall be the Seminar Chair, Seminar Treasurer, and current Region Treasurer, with one signature required on checks. Quarterly Financial Reports shall be furnished to the Region Treasurer and Region Director. 9. Seed (loan) money in the amount of $2, may be advanced for a Region seminar. Two years prior to the Seminar, upon submission of a financial work plan, the sponsoring body may request a payment not to exceed 25% of the entire amount. Another 25% may be requested one year in advance. The balance may be requested as needed. Failure to submit a financial work plan and quarterly reports may result in the holding of seminar loan funds until needed reports are submitted. The loaned money should be returned to the Region Treasury within 30 days of the first day of registration. 10. Financial reports for Seminars, sponsored by a Chapter or Region must be submitted to the Region Director within 120 days of the close of the event. A copy of the report is attached to the annual financial report submitted to the National Office by the Region. 11. Upon completion of a Region Seminar, all financial records are forwarded to the Region Treasurer. 12. All requests for fund-raising activities by the host Chapter during a seminar or Region Meeting must be submitted in writing to the Region Director and reviewed by the Executive Committee at to assure coordination of efforts between the Region and the host Chapter. 10/2012 Section VI-9

11 V. REGION POLICIES FOR CHAPTERS A. With the written approval of the Executive Committee, a member may serve as an officer in more than one Chapter simultaneously. B. Materials initially provided to the Chapter by the Region for which the Chapter needs a duplicate/new copy shall be provided by the Region with reimbursement by the Chapter. (The Chapter shall decide if they, or the specific person responsible, shall pay the replacement costs.) C. Each Chapter shall pay Region dues of $2.00 per member (primary and plural) per year. Dues for plural members shall be paid only by the first Heartland Region Chapter an individual member joins. D. Chapters shall provide the following to the officer identified. 1. Region Director a. Board and General Meeting Minutes within 30 days of the meeting b. Newsletters as published c. Change of Officers Form Immediately upon election/appointment 2. EGA Headquarters a. Annual Membership reports May 31 and new member reports immediately throughout the year b. Annual Financial Report February Region Treasurer a. Annual Membership May National Newsletter Reviewer Newsletters as published 5. Region Newsletter Editor Newsletters as published 6. Assistant Region Director a. Chapter Newsletters as published b. Community Outreach Report Sharing Form quarterly or by September 1 E. The Region logo may not be used by itself. The use of the logo must include Chapter name and/or Chapter logo. Approval of Region logo use must be obtained from the Region Director. VI. GENERAL FISCAL POLICIES A. GENERAL 1. The Region fiscal year is January 1st through December 31st. Bills for a given year must be submitted by January 31 of the following year. 2. The Region shall follow the FINANCIAL GUIDELINES published by EGA Headquarters. The Region Treasurer shall maintain an updated copy of this publication. 3. All Region contracts with financial obligations shall be signed by the Region Director. 10/2012 Section VI-10

12 4. The Region Director, Assistant Region Director, and Region Treasurer are authorized signers of Region checking and other banking accounts. 5. The books and accounts of the Region shall be kept in accordance with sound accounting practices using AICPA accepted accounting standards. The Treasurer shall furnish EGA and the Director with a report of the finances of the Region by February 15 of each year. 6. No one may profit from membership in the Region by sales or solicitation of sales, at EGA meetings or workshops; however, the Region may contract with members in their professional capacities. 7. Budget Preparation See Section VI C. 8. Donations of monies by the Region may be made to any organization which is in compliance with Section 501 (c) 3 of the United States Internal Revenue Code and which the Region, by a 2/3 vote, has designated as the recipient. Notice of such a proposed donation shall be submitted in writing to the members at least thirty days prior to the meeting at which such a vote is taken. 9. In the event of dissolution of the Region, all its assets and funds remaining after payment of all its debts and liabilities of the Region shall be distributed to one or more organizations, which have been in existence for a period of two years, which are in compliance with 501 (c) 3 of the United States Internal Revenue Code, and which the Region has designated as a recipient by a 2/3 vote. Notification of the membership shall be provided in writing at least thirty days prior to the Region Meeting at which the vote is to be taken. 10. Money raised by the Region is generally acceptable as long as the proceeds are for a project falling within the tax-exempt purpose of EGA. Sales shall not be conducted on a regular basis, nor shall they be in direct competition with commercial interests in the community. 11. Personal funds shall not be commingled with any Region funds at any time. 12. The Region shall not make or accept any monetary loans of any kind to, or from, any individual, entity, member, Chapter, Satellite, or Region, EXCEPT: a. monetary loans may be made by the Region and accepted by one of its Chapters or a Region Special Events Committee (for the hosting of a Region Special Event) pursuant to the provisions of the Region Bylaws, Standing Rules and/or Policies and Procedures; and b. Region or a Chapter may accept monetary loan(s) from EGA for the hosting of an EGA Special Event pursuant to the provisions of EGA s Policies and Procedures 13. There shall be one Treasurer of the Region and all Region funds shall be circulated through the Region Treasury, except Region Seminar. 10/2012 Section VI-11

13 B. FINANCIAL PROCEDURE 1. Checks to the Region are made payable to Heartland Region, EGA and the purpose noted in the lower left corner of the check. 2. All checks written on Region accounts not cashed within 90 days of the date of issue shall be null and void. 3. Reimbursement for expenses on Region Reimbursement Request Form must be submitted within 120 days of expenditure and no later than December 21 of each year. Phone expenses may be submitted up to January 31 of the following year. Expenses submitted outside of this procedure, must be approved by the Executive Committee prior to payment by the Treasurer. All reimbursement requests shall be accompanied by receipts. The Treasurer will process all reimbursement requests as soon as possible, not exceeding 14 days. 4. The annual financial report is completed, signed by the Treasurer and returned to EGA Headquarters no later than February 15. Copies are sent to the members of the Region Executive Committee and Finance Committee Chair. 5. The Treasurer shall reconcile all bank statements within 10 days of receipt. 6. If the Region Financial Records are maintained in a computerized system, complete records shall be printed on paper on a monthly basis. 7. The Treasurer shall assure that adequate funds are available prior to the writing of any checks. 8. Region funds shall be maintained in a free, interest bearing checking account whenever possible. 9. Region funds shall be invested in savings and sound (government) investment instruments that yield the best interest to the Region. C. BUDGET PREPARATION AND APPROVAL 1. The Finance Committee shall prepare an annual budget and present to the Region for approval no later than the meeting prior to the effective date of the budget. Subsequent revisions, if necessary, and additional allocations must be approved by the Region per the Region Bylaws. 2. All persons requiring budget allocations for the following year shall submit the request in writing to the Finance Committee, 60 days prior to the annual meeting. 3. The Finance Committee shall present a budget for consideration at the Annual Meeting. The proposed budget shall be mailed to all Chapters at least 30 days prior to the meeting. 4. The Treasurer shall be a member of the Finance Committee. 5. Expenditures with offsetting revenue are not subject to the budgeting requirements. 10/2012 Section VI-12

14 D. BUDGET MONITORING PROCEDURES 1. The Treasurer monitors the budget on an on-going basis, comparing it to actual income and expenditures. 2. Non-budgeted refers to expenditures for anything not included in the budget which the Region has adopted. This provision does not address taking action on any line item which may go over budget. 3. Requests for new allocations or additional funding shall be referred to the Treasurer to determine availability of funds. 4. Appropriate recommendations shall be made to the Executive Committee by the Treasurer after approval (in writing from the Finance Chair). 5. The Executive Committee shall consider such recommendations for approval at the next regularly scheduled meeting with a majority vote, or by mail with a 2/3 vote. 6. The Executive Committee may transfer budgeted funds within a fiscal year to cover any line item which is or appears to be going over budget. 7. Region Officers and Committee Chairs with budget allocations shall maintain their own accounting of their expenditures in relationship to their budgeted allocations. E. AUDIT COMMITTEE PROCEDURES 1. An audit shall be conducted on an annual basis and upon change of Treasurer 2. The Audit Committee shall be chaired by the Finance Chair. The Audit Committee shall be comprised of at least two members. 3. The Treasurer shall not be a member of the audit committee, nor can any signer of the Region accounts serve on the Audit Committee. 4. The audit shall be conducted utilizing the most recent recommendations from EGA and/or AICPA. 5. The audit findings shall be reported to the Region at the next regularly scheduled Business Meeting. F. ALLOWABLE EXPENSES/REIMBURSEMENT 1. Region Director Travel a. Reimbursement of travel, hotel and meals shall be allowed for the Region Director to attend EGA National Board Sessions. Reimbursement for expenses held in conjunction with a seminar shall cover only those days involved in board related activities, i.e., National Board Session through Annual Meeting. b. Meals shall be reimbursed at $45.00 per day which is cumulative over the Board Session. If the session is 4 days in length, the payment is $180. Receipts for meals shall not be required. c. Accommodations shall be reimbursed at ½ of the standard room rate except when paid by EGA Headquarters. d. Reimbursement for any special travel must be approved by the Region Executive Committee. e. Reimbursement for mileage for use of personal car shall be the IRS Volunteer Rate or cost of gas with receipts or round trip super saver airfare whichever is less. 10/2012 Section VI-13

15 2. Assistant Region Director Travel/RD Nominee a. Reimbursement shall be made for the ARD or the RD Nominee to attend a National Board Session prior to her election. It is desirable for the candidate to attend a session held in the winter of the odd numbered year, in preparation for the duties ahead, meet office personnel and become acquainted with procedures. b. The reimbursement of travel, hotel and per diem shall be the same as for the Region Director. c. In the event the ARD/RD Nominee does not assume the office of Region Director, all reimbursement shall be returned to the Region. 3. Other Elected Officer Travel (ARD/Secretary/Treasurer) a. All Region elected officers will receive reimbursement for reasonable travel and 1/2 of the standard room rate plus meals at $45.00 per day to attend all Executive Committee meetings and Region Business Meetings, up to $ per year. b. Mileage shall be reimbursed at the IRS Volunteer rate. Optionally, the officer may be reimbursed for the cost of gas with receipts. c. If the Elected Officer is not in office for a calendar year, no more than $ will be reimbursed per meeting attended. 4. Committee Chairs/Appointed Officer/Member Expenses a. Budgeted administrative expenses shall be reimbursed by the Region, including telephone (limited to direct EGA business), postage, copying, and incidental supplies necessary to operate a committee or perform the functions of the office. b. No reimbursement shall be made for personal expenses such as meals, except as detailed above in #1, #2, or #3. c. All Committee members/officers shall comply with the budget preparation process. 5. Other reimbursement Region members may be reimbursed for other expenses as provided in the budget for representing the Region at special events. The Executive Committee shall evaluate these reimbursement requests on a case by case basis. VII. REGION BANNER and WHITEBOARDS, EASELS, AND MARKERS A. HISTORY In 1987, region members designed and stitched the banner for its premier at the National Seminar in Parsippany, NJ. It is truly a work of art, and with tender loving care, it will be something we can treasure for many years to come. It is irreplaceable 1. In 2015, the Region purchased five (5) 36x24 inch Melamine surface dry erase boards, five (5) 72 inch collapsing easels with carrying cases, and five (5) sets of six (6) Expo markers with erasers. B SCHEDULING 1. Priority is given to use of the banner and/or whiteboards at Region Meetings. 2. Any chapter may request use of the banner and/or whiteboards for its shows and exhibits. a. This request must be in writing and include the name of the person responsible for receiving and returning the banner and/or whiteboards. b. In the event of a duplicate date request, earliest postmark will prevail. Section VI-14

16 c. A calendar of reserved dates will be printed in HEARTBEATS. d. A copy of the banner and/or whiteboards policies will be sent to each chapter requesting use of these items. A copy will also be kept in the banner box and with the whiteboards. C. CARE OF BANNER 1. White gloves must be worn at all times while handling the banner. Two pairs of gloves are enclosed in the banner box. Please replace in box before returning. 2. The banner must be placed on an easel or similar type of support. Under no circumstances should the banner be hung via nails, wires, etc. An easel is available, if needed. Contact the Membership and Banner Chair. 3. Please do not permit anyone to touch the banner. Do not allow food, drink or smoking in its vicinity. D. BANNER SHIPPING AND INSURANCE 1. Tracking postcards or will be used for knowledge of the banner s whereabouts at all times. The postcards will be enclosed with the banner and either a card or will be the responsibility of the person in charge of the banner. 2. Chapters will pay all shipping and insurance charges. The Region will pay the initial shipping fee and this must be reimbursed with a check payable to Heartland Region when the banner is returned. 3. If it is not possible to hand transport the banner, it will be shipped via UPS to arrive ASAP before the event. A Delivery Confirmation must be purchased from UPS so a signature of person receiving the banner is on record. (Cost åabout $4.00 in 3/2016) 4. The banner s worth must be declared at $1, UPS at this writing pays for the first $100 and the cost is $2.25 per $100 on the balance. (Cost about $20.25 in 3/2016) 5. The banner is to be returned to the Membership and Banner Chair or sent to the next destination within 48 hours of the close of the scheduled event. a. If sent to other than the Membership and Banner Chair, written permission from the Membership and Banner Chair and the name of the person and address to which the banner is to be sent will be enclosed with the banner. b. In the event that the banner is being hand carried, written permission from the Membership and Banner Chair or the Region Director will be given to the chapter using the banner with a signed receipt required from the person receiving the banner. This receipt will be sent with the postage reimbursement check to the Membership and Banner Chair within 48 hours of the close of the scheduled event. E. WHITEBOARDS, EASELS, AND MARKERS SHIPPING AND INSURANCE 1. Tracking postcards or will be used for knowledge of the whiteboards whereabouts at all times. The postcards will be enclosed with the whiteboards and either a card or will be the responsibility of the person in charg the whiteboards. Section VI-15

17 2. Chapters will pay all shipping and insurance charges. The Region will pay the initial shipping fee and this must be reimbursed with a check payable to Heartland Region when the whiteboards are returned. 3. If it is not possible to hand transport the whiteboards, it will be shipped via UPS to arrive ASAP before the event. A Delivery Confirmation must be purchased from UPS so a signature of person receiving the whiteboards is on record. (Cost about $4.00 in 3/2016) 4. The whiteboards worth must be declared at $ UPS at this writing pays for the first $100 and the cost is $2.25 per $100 on the balance. (Cost about $9.00 in 3/2016) 5. The whiteboards are to be returned to the Membership and Banner Chair or sent to the next destination within 48 hours of the close of the scheduled event. a. If sent to other than the Membership and Banner Chair, written permission from the Membership and Banner Chair and the name of the person and address to which the whiteboards are to be sent will be enclosed with the whiteboards. b. In the event that the whiteboards are being hand carried, written permission from the Membership and Banner Chair or the Region Director will be given to the chapter using the whiteboards with a signed receipt required from the person receiving the whiteboards. This receipt will be sent with the postage reimbursement check to the Membership and Banner Chair within 48 hours of the close of the scheduled event. F. IN CASE OF DAMAGE 1. Should the banner and/or whiteboards be damaged either in transporting or while in possession of a chapter, please notify the Membership and Banner Chair immediately. The receiving chapter should not attempt to repair them in any way. Retain any materials that come loose to return with banner and/or whiteboards. a. If shipping box is damaged, please check items and avoid disturbing any evidence of damage. Notify the Membership and Banner Chair immediately. b. If the banner is damaged such as mountings or surface stitching becoming loose, do not attempt to repair it in any way. Notify the Membership and Banner Chair immediately. Section VI-16

18 VIII REGION SCHOLARSHIP A Heartland Region offers a $200 scholarship to Heartland members. Though the scholarship usually is awarded annually, the Heartland Executive Board has the right to withhold scholarship funds in any given year. B APPLICANT REQUIREMENTS 1. Applicant must be an EGA member whose primary membership is in a chapter within Heartland Region. 2. No one will be awarded the scholarship twice. C APPLICATION FORM 1. An application form may be obtained from the Heartland Region Education Chair or the Heartland Region Director. D FUNDING 1. The funds will be disbursed to EGA upon notice or billing from EGA for an ESP class or approval by the Region Director for disbursement prior to approved studies. 2. Funds for other forms of study will be distributed upon proof of plans to start project. 3. If study plans or project are not completed within one year of award, scholarship winner must repay the award of $200 in full upon demand by the Region. E PURPOSES OF SCHOLARSHIP 1. The scholarship is intended to assist a member in broadening or continuing her study in an area related to needlework. 2. Scholarship funds may be used in any one of the following ways: a. An Extended Study Program (ESP) sponsored by EGA b. Personal study or research (not as part of a team effort) of some aspect of needlework or fiber arts conducted with the EGA Collection or at a museum or similar facility. c. Towards the costs or fees to travel to another country to study needlework. d. Other activities might be appropriate if approved by the Education Chair and Region Director 3. Scholarship funds may not be used towards the costs of a chapter, region or national EGA or other needlework organizations workshop or seminar or the EGA GCC Courses. F RESPONSIBILITIES OF SCHOLARSHIP RECIPIENT The scholarship recipient agrees to: 1. Submit a written report to the Education Chair and Region Director within 30 days after the event or experience for which the scholarship was used. 2. Provide Heartland Region members with the feedback from the study. The applicant must select a. Write and submit an article in HEARTBEATS b. Teach a class at a region event c. Prepare and share a poster board presentation at a region event d. Prepare and distribute materials appropriate to the study for which the scholarship was funded. e. An approach, not listed above, but approved by the Heartland Education Chair and Region Director. 3. The feedback must be completed within ONE calendar year of completing the activity for which the scholarship was funded. Section VI-17

19 G SELECTION PROCESS 1. The Education Chair, in consultation with a committee which includes the Region Director, determines who will receive the scholarship. Preference will be given to applicants who have demonstrated involvement in EGA. Applicants do not have to have teaching needlework experience. 2. The member must submit an application in which it details how the scholarship will be used. IX REGION SPONSORED CLASS A GENERAL 1. At least one Region Sponsored class each year will be made available at Heartland Region workshops or Spring Meetings. 2. The Heartland Region Education Committee Chair is responsible for seeking an instructor for Region Sponsored Classes. This selection must be approved by the Heartland Region Executive Committee prior to the workshop or Spring Meeting. 3. The Education Committee Chair will collect kit fees and reimburse the same to the teacher at the time of the Workshop or Spring Meeting. 4. If the Workshop or Spring Meeting is required to pay for an additional space for the Region Sponsored Class, Heartland Region will be responsible for the cost of this classroom. 5. Notice will be placed in Heartbeats that a Region Sponsored Class will be offered at the anticipated meeting and interested members who would like to teach a class may contact the Education Chair and the Workshop or Spring Meeting Chair for additional information. B STUDENT 1. There is no fee for the Region Sponsored Class for the student. However, the student is responsible for personal fees such as transportation, lodging, and meals. The student or chapter must pay the kit fee for the class. 2. At least one person from each chapter may attend the region-sponsored class. If space is available, a second person from each chapter may take the class. Registrations for the second chapter participant will be accepted on a first-come, firstserviced basis. A Member-At-Large (MAL) may also take the class provided the MAL is willing to teach the class to either a chapter not attending or to other MALs. 3. It must be understood that anyone taking the class must bring the technique or class back to their Chapter and teach it to their members, except as noted for MALS in #2. C TEACHER 1. The selected teacher must furnish the Workshop or Spring Meeting with a description and a photo of the embroidery for the Workshop or Spring Meeting brochure. This must be received by the Workshop or Spring Meeting during the brochure s development and prior to its printing. 2. It would be beneficial to students if the teacher provides information as to teaching techniques. 3. A stipend and one per diem will be paid to the teacher. The amount will be determined by the Executive Committee. 4. The teacher establishes the kit fee and is responsible for seeing that the kits arrive at the location of the class before the class begins. Section VI-18

20 NOTE: Motion passed: To suspend indefinitely the portion of Section I.C.3 in the Policies and Procedures that reads: The Education Committee shall plan and execute at least one Region sponsored Correspondence Course per year. (10/2014) X. REGION SPONSORED GROUP CORRESPONDENCE COURSE A. The Education Chair announces the name of the Coordinator in the September/December Heartbeats. B. COST RESPONSIBILITIES Each student pays a registration fee of $20.00 and cost of text to Heartland Region. Supply costs are the responsibility of the student. There shall be a minimum enrollment of 8 students per course. Heartland Region will pay the postage from Coordinator to Teacher and back. Region also pays for mailing each project from the Coordinator back to the student. Coordinator should try to do one mailing per chapter by including all of that chapter s student projects in one package. C. COORDINATOR DUTIES Consult Education Catalog for instructions. Contact National to request registration form or access form on line. Contact teacher of course selected asking if our dates are acceptable. Prepare a Region registration form and publish form in Heartbeats September and December issues. Include cost of the text Include registration fee of $20 per student Include the name of the HRSCC and brief description, the cost, registration deadlines, stitching dates, project distribution and collection dates, Coordinator name, address, phone number and address. Include space for registrant s name, contract information, membership number, etc. Accept registration forms and personal checks. Send checks to Region Treasurer. Request a check for National from Region Treasurer for registration fee and textbooks. Complete National registration form. Send form and check to National for the course textbooks Receive textbooks from Teacher. Distribute textbooks to students attending the Region spring meeting. The Education Chair can help distribute textbooks at the meeting. Cite stitching months and due date for the project. Mail textbooks to participants unable to attend Region meeting. (Region pays postage.) Keep a mailing list of participants for Coordinator and Education Chair. a copy of participants to the Education Chair. Accept finished pieces from students at the following Fall Region Workshop. Accept mailed finished pieces from students not attending Region Workshop before due date. Section VI-19

21 Mail finished pieces to the Teacher for evaluation by due date. Accept evaluations and pieces from the Teacher. Mail finished pieces and evaluations to the students. Send postage expenses to Region Treasurer for reimbursement. See form in Officers Notebook. XI. AMENDMENTS These Policies and Procedures may be amended by any of the following: 1. without notice, a 2/3 vote 2. with 30 days notice, a majority vote 3. or a majority of the entire membership This copy incorporates all amendments up to Section VI-20