CALICO CUTTERS QUILT GUILD POLICY AND PROCEDURE

CALICO CUTTERS QUILT GUILD POLICY AND PROCEDURE (Last Update: February 2018) SECTION 1 TO THE MEMBERS The purpose of the Guild shall be: 1. To gather together persons interested in quilts and quilt-making, while promoting fellowship among guild members. 2. To support and encourage the art of quilt-making both historically and today. 3. To promote the knowledge and understanding of all aspects of quilting. 4. To establish and promote educational and philanthropic endeavors through quilting MEETINGS: Monthly General meetings are held the second Wednesday of each month. DUES: Current dues are $40 per year, with senior citizens (62+) paying $32 per year. Membership dues are expected to be paid by the time of the June meeting. Renewal forms are available on the website. In the event that a check is returned to the Guild for Not Sufficient Funds (NSF), the member will be responsible for all charges made to the Guild by the bank. MEMBERSHIP Please sign in at the designated table when you come to each meeting. It takes just one minute and you will be advised of any handouts that are available. New member packets will be distributed via email and all new members are added to the Guild s various email lists. NAME TAGS Please wear your name tag at each meeting. A name tag piggy collects 25 cents for each forgotten name tag!! BLOCK OF THE MONTH Block of the Month directions are distributed to all members between 30 and 60 days before the meeting date. If you hand in a block, having followed the pattern for that month, you will enter a drawing with a chance to win several blocks. If you have ideas for blocks, please see the BOM Chair.! 1

CHARITABLE GIFTS Please check the Newsletter or Website each month, and consider contributing to our outreach projects, by making and donating items such as pillowcases for breast cancer patients, hats and scarves for those in shelters, or by donating purchased household items for other worthy causes. Your contributions are voluntary and greatly appreciated. FAT QUARTERS Members who bring a fat quarter using the guidelines for the month will be entered in a drawing with a chance to win all or a portion of the fat quarters received at the monthly meeting. KIDS QUILTS As a community service project, we make over 100 Kids Quilts a year for the Chester County Domestic Violence Center We ask you to make at least one quilt a year or donate fabric for the quilts for the children at the Chester County Domestic Violence Center. Your contributions are voluntary and greatly appreciated. One Guild meeting per year is designated as a giant Kids Quilt-in (usually January). Bring lunch and have fun staying all day to cut fabric, make kits, sew quilts, tie quilts the works! Please see the website for information and guidelines on creating Kid s Quilts. NEWSLETTER/WEBSITE Find information related to the Guild at our website: www.calicocutters.com. Newsletters are distributed via email 10-14 days after the Guild meeting. Long-standingmembers without email will continue to have information sent to them if they provide self-addressed stamped envelopes. New members without email will be expected to find Guild information through their own contacts. If you wish to submit content to any of the Guilds communications vehicles, please submit it electronically to the Communications Chair (s) at the Guild email address: calicocutters@gmail.com. The Guild also has a Facebook discussion group Calico Cutters Quilt Guild. Please feel free to join in the discussion! Veteran QUILTS You are invited to make quilts in patriotic colors for veterans. Currently members make quilts for donation to the veterans at the Coatesville Medical Center. You can donate a quilt with a label or fabric or blocks in red, white and blue colors. If your bee would like to make some blocks or a quilt, we would be happy to receive them! It may be easier to create a quilt when you have the input of several sewers. Most of our donations are large lap size quilts. The Board appreciates the past participation and is supportive of having increased participation in this area.! 2

RAFFLE QUILT Our Raffle Quilt Committee offers a new quilt about once every two years. We ask you to sell at least 30 tickets for each raffle quilt, and support the activity. Your contributions are voluntary and greatly appreciated. The majority of the proceeds from the Raffle Quilt are usually donated to charity. SHOW AND TELL Each month you are encouraged to bring in finished or ongoing projects or new acquisitions to show at the meeting. We always enjoy sharing the anecdotes that often accompany each item. WEATHER EMERGENCIES Calico Cutters will CANCEL its monthly meeting if the West Chester School District is closed or announces a late opening. The emergency closing number for West Chester School District is 851. The following radio stations will broadcast notice of school openings and delays: KYW Philadelphia 1060; WFIL Philadelphia 560; WIP Philadelphia 610; WCAU Philadelphia 1210 In addition the three major TV networks Channels 3, 6, and 10 have a scroll on the bottom of the screen listing school closings.. Or go to www.wcasd.net. As always, please contact a Board member if you have any questions or concerns. SECTION 2 BOARD MEMBER RESPONSIBILITIES RESPONSIBILITIES OF EVERY BOARD MEMBER 1. Attend Board meetings. 2. Assist the President as called upon. 3. Submit a yearly report to the outgoing President and to their incoming replacements, including projected budget figures for the coming year. 4. Maintain and provide an historic record and working folder/electronic file for the incoming Board member. 5. Provide information to the Communications Chair for dissemination as appropriate. 6. May invite members to create Committees to support them in their activities. 7. Forward any guild passwords or identifying information to the President. 8. Report to the Executive Board with problems, new ideas or pertinent information 9. Use Guild financial resources only with prior approval of the Board and keep the Board apprised of all financial and long term budget needs. 10. Complete a yearly review of their job description and recommend any necessary revisions. 11. Monitor and respond to all emails received through the CCQG website. Copy the communications committee on initial response to emails so that the committee knows whether the message has been received and responded to.! 3

PRESIDENT 1. Preside at Board and General Meetings of the Guild. 2. Call special meetings as deemed necessary. 3. Appoint all Ad Hoc and Standing Committee chairs, subject to Board approval. 4. With the appropriate officer or chair person, sign the written contracts and obligations of the Guild as necessary. 5. Sign the checks of the Guild, when required. 6. Serves as an ex-officio member of each committee, with the exception of the Nominating Committee, and may attend each meeting. 7. Is responsible for long range planning. 8. If an office becomes vacant, select a replacement, subject to Board approval. 9. Write a monthly column for the newsletter. 10. Collect and compile annual reports from Board members and Committee Chairs, and save them electronically, passing the electronic information to her successor, and making available relevant sections to the incoming officers. 11. Maintain relationship and communication with staff at current meeting location. 12. Keep and maintain the Guilds records. 13. Follow the President s timeline documents to ensure all procedures and activities of the Guild are being completed. 14. Prepare a contact list of all Board members, Committee Chairs and Committee members for distribution at the July Board meeting. (Name, phone number (home and cell) and email address). PRESIDENT-ELECT 1. Serves a one year term, the first as President-elect, and then succeeds the President the second year. It is a two-year commitment. 2. Exercise all functions of the President in the latter s absence 3. Assume the role of the President for the next Guild year 4. Maintains contact with all Guild Committees and provides reports back to the Board on their activities. 5. Chair the Ad Hoc budget Committee which works on the budget for the year she is President 6. Manages the yearly process of reviewing the Board and Committee job descriptions prior to the new Board being voted in for the May meeting.! 4

7. Review and update the Policies and Procedures prior to the announcement of the new Board at the May meeting. Distribute updated policies to incoming Board and Chairs and forward to Communications for placement on the website. 8. Monitor any needs for bylaws changes and communicate to the President if any are required to begin that process. May request that the President appoint members to serve on a Bylaws Committee with the President-Elect if changes are needed to the Bylaws. 9. Performs other duties as requested by the President MEMBERSHIP CHAIR 1. Receive all members new and renewal applications, forwarding payments to the Treasurer 2. Maintain a list of current members, and provides updates to Board and Guild members each month on membership levels 3. In August each year works with the Communications Committee and emails to members the Membership Directory and Guild Bylaws, Policies and Procedures, and updates the membership again in early winter 4. Maintain a waiting list when required 5. Maintain a sign-in system for members and guests 6. Collect guest fees at each monthly meeting and forward to the Treasurer 7. Create welcome packages for new members and work to help integrate the new members into the Guild 8. Manages events associated with the integration of new members 9. Distribute updated membership cards to all members as dues are paid. PROGRAM CHAIR 1. Work in close collaboration with the Workshop Chairperson and the Ways and Means Chair, as well as with other local Guilds to plan programs and workshops. 2. Work closely with the Workshop Chair to bring proposed speakers, workshops, costs and schedules to the Board for approval. Collaborate on lecture and workshop topics and schedule. 3. Work closely with the Ways and Means Committee in terms of fitting Ways and Means programming into the calendar year. 4. Solicit input from the membership regarding possible speakers, workshops, etc. 5. Schedules programs with Board approval, for the meetings July through June (or more) of the next Guild year(s).! 5

6. Ensure that contracts are signed by the President and Program Chair on behalf of the Guild for workshops and programs. All contracts, letters of confirmation for each guest speaker, and related materials must be organized and stored by the Program Chair. Copies of the executed contracts must also be given to the President. 7. Confirm with each guest speaker before a scheduled program. Remind each speaker of the place, date, time, subject, and rate of pay. 8. Arrange transportation and accommodation as needed for the speaker, and when applicable work with other Guilds. 9. Implement scheduled programs. Introduce the speaker or otherwise conduct the program. 10. Communicates guest speaker equipment needs to the President and AV Chair. If the meeting room set up needs to be different, communicate to the President on or before the Board meeting that is prior to the speaker engagement. 11. Using the template provided by the Communication Chair, send speaker information, schedule and lecture descriptions to the Communications Chair for publication in the monthly Newsletter and on the website. Provide the Communications Chair with the template of each presenter s information at least 3-4 months ahead of each guild meeting. 12. Keep a list of speakers at least 6-12 months out and provide to the Board upon request. Include a year to date record of expected vs actual speaker fees and expenses. This information will also be input to the annual report. WORKSHOP CHAIR 1. Work in close collaboration with the Program Chairperson and with other local Guilds to plan workshops. 2. Schedules workshops, with Board approval, for the meetings July through June (or more) of the next Guild year(s). 3. Using the template provided by the Communication Chair, send schedule and workshop descriptions to the Communications Chair for publication in the monthly Newsletter and on the website. Provide the Communications Chair with the workshop information at least 2-3 months ahead of each workshop, including the workshop supply lists as soon as they are provided. 4. Keep Communications Chair apprised of openings and/or waiting lists for upcoming workshops. 5. Work with the Program Chair to maintain a list of presenters and workshops 6-12 months out. 6. Notify participants of workshop details and supply lists. (Forward to Communications Chair for publication). Send reminder to participants of time and place. Notify Treasurer regarding any rental fees that need to be paid.! 6

7. Implement scheduled workshops. Arrange workshop location, publicize workshops at Guild meetings, and accept registration and fees (to be paid at time of signup). 8. Arrange for any equipment needed for the workshop. 9. Assist Program Chair with transportation and accommodation as needed for the speaker. 10. Introduce the workshop leader and handle any details of the event. Open up and close workshops. 11. Maintain a correspondence file, an information file, and a file of forms used. 12. Provide a report at Board Meetings and General Meetings as necessary. 13. Working with the Program Chair, complete a revenue/cost report for the program/ workshop. 14. Maintain list of workshop related property and forward it to the Property Chair. COMMUNICATIONS CHAIR 1. Ensure content for all communications vehicles (newsletter, website, social networking, etc.) is in accord with the Guild s stated purpose. 2. Manage a Communications Committee and provide that Committee with the pertinent information and ideas that needs to be conveyed to the Membership. 3. Work with the Nominations Chair each year to ensure the Communications Committee has the necessary people to support the work. A minimum of two people should be available besides the Chair to focus on Communications. 4. Ensure all communications vehicles are current and issued on a timely basis. 5. Disseminate information via newsletters, websites, social media and other communication vehicles as needed. 6. Ensure website fees are paid for by Calico Cutters. 7. Gather and edit accurate and timely information of interest to the membership from Committee Chairs and members. 8. Work with the Secretary to communicate appropriate Guild information is distributed to the press and other quilt guilds. 9. Manage the email membership lists 10. Review emails sent to the Guild s various communication vehicles and monitor that messages are received and responded to by the appropriate Guild member. WAYS AND MEANS 1. Participate in determining long term financial goals of the Guild with the approval of the Board. 2. Create and administer fund-raising activities to benefit the Guild and increase its Treasury.! 7

3. Work with the Program Chair and other relevant Committees in creating fund-raising activities for the Guild. 4. Implements those plans based on specific needs of each event. 5. Communicate plans to the Communications Chair for distribution to the Guild members. 6. Serves as a member of the Ad Hoc budget Committee. TREASURER 1. Manage the finances of the Guild. 2. Work with the President and the Ways and Means Committee in terms of long range financial planning. 3. Deposit all funds received belonging to the Guild s bank accounts on a timely basis, preferably within two weeks of receipt (unless being held as a reservation). 4. Sign the checks of the Guild with the President s approval. 5. With the President, sign the required bank forms as soon as possible after July 1 each year. 6. Present a complete, written financial annual report after the close of the fiscal year, which ends June 30 th. Timing is dependent upon receipt of all bank statements with record of cleared checks. 7. Makes available all books and records to be submitted for audit to the Ad Hoc committee at the close of the fiscal year (or as soon as possible once bank statements are received with all checks cleared), or as authorized by the Board. 8. Give a monthly report at each Board meeting, and make it available to members at the General Meeting. 9. Maintain the records required by law in the event of IRS audit. 10. Complete the annual Guild tax filings each year. SECRETARY 1. Record and maintain minutes of all general meetings, disseminate them to all Board members and make them available to members upon request. 2. Record and maintain minutes of all Board meetings and distribute them to Board members prior to the next Board meeting. 3. Hold safe the Bylaws and Policies and Procedures of the Guild.! 8

SECTION 3 COMMITTEE RESPONSIBILITIES RESPONSIBILITIES OF EVERY COMMITTEE CHAIR: 1. Submit a yearly report to the outgoing President and to the incoming replacement, including projected budget figures for the coming year 2. Provide a working folder/electronic to the incoming chair 3. Provide information to the Communications Chair as appropriate for dissemination to the Guild or other interested parties 4. Submit a yearly report to the outgoing President with a copy to the incoming committee chairperson. This report should include any unfinished business of this Committee that needs to be carried over into the next calendar year 5. Report regularly to the membership at monthly Guild meetings where appropriate, alerting the President to add you to the agenda 6. Use Guild financial resources only with prior approval of the Board and keep the Board apprised of all financial and long term budget needs 7. Copy any Guild passwords or identifying information to the President 8. Report to the Executive Board with problems, new ideas or pertinent information by sending a monthly report to the President-Elect 9. Complete a yearly review of their job description and recommends any necessary revisions. AUDIO VISUAL 1. Set up and take down speaker system and other equipment as needed 2. Review with Property Chair the availability of existing equipment 3. Recommend updating and purchase of new equipment BLOCK OF THE MONTH 1. Select and draft the Quilt Pattern of the Month, along with pertinent instructions, submitting them to the Communications Chair for distribution. 2. Collect finished blocks at the following General Meeting and conduct the raffle. CHARITABLE GIFTS 1. Plan programs and projects geared to support charitable organizations within the community, providing a variety of charitable opportunities. 2. Identify needs of a local organization for each month and invite members to participate in meeting those needs. 3. Submit donation information to the Communications Chair for publication. 4. Communicate monthly results to Membership and Communication Chair for dissemination.! 9

EDUCATION 1. Provide information on quilting techniques and resources for submission to the Communications Chair on a monthly basis. 2. Display resources at Guild meetings when appropriate. EVENTS 1. Plan events for Guild members, usually outside of, but not limited to the regular monthly Guild meeting. 2. These events should help to attract new members, help integrate new members to the Guild and provide additional value and enrichment to existing Guild members. 3. Create a Committee to help plan and host these events. 4. Work with Programs, Workshops, and Education committees. Provide information to the Communications Committee. FAT QUARTERS 1. Select the themes for each month of the year, and forward this and any other relevant information to the Communications Chair for dissemination. 2. Organize the drawing for fat quarters at the General Meeting. KIDS QUILTS 1. Organize the preparation of fabric, batting, and other materials for the making of kids quilts. 2. Manage the annual meeting selected for the production of the quilts. 3. Collect finished quilts and deliver them to the designated recipients along with other needed items. 4. Provide appropriate information to Communications Chair, particularly regarding the annual Kid s Quilts Sew-in program. PARLIAMENTARY PROCEDURE 1. Serve as needed referring to Robert s Rules of Order as the basis of Guild meeting management. PROPERTY 1. Store properties belonging to the Guild. 2. Maintain a current listing of all properties and communicate current list of properties to President and President-Elect. 3. Arrange for properties to be brought to meetings, etc. as needed. 4. Recommend replacement of items and addition of new items.! 10

RAFFLE QUILT 1. Plan so that a quilt will be raffled about every two years, with intervening years used for production. 2. The position of Chair should be selected from volunteers by the President about a month after the former quilt has been raffled, and form the committee soon after. 3. Subject to the approval of the Executive Board, and following Guild bylaws and policy, form the committee, plan the quilt pattern, develop a budget, develop a schedule, and obtain required licenses. 4. Assume responsibility for the production of the raffle quilt. 5. Print and distribute tickets, seek places to sell tickets, and handle any other matters needed to conduct the raffle. 6. Arrange for tickets to be sold when the quilt is finished, for a period of about six months. 7. Arrange for final drawing and delivery of quilt. RETREAT 1. Subject to the approval of the Executive Board, and following Guild bylaws and policy, forms a committee and plans the annual retreat. 2. Develops a budget, a schedule and plan of activities for the events. 3. Obtain Board approval of location and budget, insuring all contracts are signed by the President. 4. Advertise the events and provide relevant information to the Communications Chair. 5. Manage all reservations and payments. 6. Holds the events. 7. Regularly review possible sites for Guild retreats and formats. SHOW AND TELL 1. Conduct the orderly showing of members quilts and other items at the General Meetings VETERAN QUILTS 1. Receive quilts in patriotic colors made by members, forward them to an appropriate outlet for distribution to United States Veterans. 2. Keep the membership apprised of needs and distributions.! 11

SUNSHINE Send greeting cards appropriate to current situations our members are experiencing as reported by the Board or other members HOSPITALITY 1. Host the hospitality portion of the assigned events, typically 2 per year, by providing refreshments, food and desserts. One event is the December holiday party, held during the December meeting. The second event is typically in the Spring. Food is typically purchased for the December meeting. Members usually sign up to bring desserts at both events. 2. Store the Coffee pots and Hot Water Maker for Tea. 3. Store the leftover coffee, tea bags, water, paper products, plasticware, and table cloths. 4. Buy ground coffee and tea bags, sugar, creamer, milk, ice, and other beverages as needed. Both caffeinated and decaffeinated tea and coffee should be provided. 5. Order tablecloths and provide paper products and plasticware for each event. 6. Arrive early on the day of the event to ensure coffee and tea are made, tables are set. Depending upon the event, table setup may happen the evening before the event. 7. Make signup sheets for volunteers to bring items about 2 meetings prior to the event. 8. Organize member volunteers to bring food (if not buying it), water, and desserts. 9. Send reminders to all volunteers who are bringing items to the event at least 1 week before the event. Volunteers need to be required to bring the content of their homemade item in case of food allergies. 10. If food is being ordered, order food and arrange for delivery or pick up the morning of the event. 11. Provide centerpieces for the tables. 12. Work with the Chair of the event to determine how many tables are needed and the schedule for providing food and refreshments during the event. 13. Work with the Treasurer to determine the budget for the year. Refund forms and receipts for expenses need to be turned into the Treasurer as soon as possible after the event. 14. Organize volunteers to help during the event.! 12

REVISION HISTORY Author Date Changes Cindy Zencey February 2018 1. Made Policies and Procedures the primary source for all Board responsibilities. 2. Replaced Soldier Quilts with Veteran Quilts. 3. Reviewed and updated Board responsibilities. 4. Reviewed and updated Committee responsibilities. Cindy Zencey March 2018 Added Hospitality as a committee Update Programs and Workshops to include what the Communications Chair expects to get each month.! 13