A good friend is like a warm quilt wrapped around the heart.

Mt Bachelor Quilters' Guild

Quilting connects the past with the present and the future.

Bend, Oregon
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MT BACHELOR QUILTERS’ GUILD

 

Standing Rules

Revised Jun 11, 2012

 

These Standing Rules support the Guild’s Bylaws and offer greater detail in how

Guild activities shall operate on a day to day basis.  These Standing Rules may be

amended at any general Guild meeting in accordance with the Bylaws, Section XII.

 

 

A. Member Responsibilities:  Each member is strongly encouraged: 

1. to buy $20.00 worth of raffle tickets annually,

       2.  to work on a community quilt, 

       3.  to serve on a Guild committee or project,

       4.  to wear a name tag at general meetings; if a fabric name tag is worn by a             member, that person is eligible for any of the door prize drawings.

   B. Chairperson Duties: 

  1. All appointed positions are for a one-year term.
  2. No chairperson may serve more than two consecutive years in one position.
  3. All positions may be co-chaired (however will share one vote on Executive Board decisions). 
  4. In the event there is no volunteer for a vacant position, the Board may decide how best to fill that position.
  5. All committee chairpersons serve at the pleasure of the Guild President.
  6. All committee members serve at the pleasure of the committee chairperson.
  7. Each chairperson is responsible for the committee budget, which includes monitoring all expenses to assure all expenditures are within the purpose and total expenditures are within the approved budget line item.
  8. By September 1, a proposed budget for the up-coming year shall be submitted to the Treasurer for use by the Budget Committee.

   3.      Hospitality: 

1.The chairperson shall recruit members to bring drinks and food to the     regular meetings,

2. make sure the serving supplies are replenished,  

3. coordinate the December potluck.

    4.Library: 

        1. The chairperson shall log in new books,

  1.       2.  have the library available at regular meetings,

  2. purchase new library materials,
    1. may coordinate a library raffle at Guild meetings and events,
    2. keep a record of cost of raffle books, total sales of book raffle tickets and purchases of library books,
    3. monitor use of the library and keep track of library materials out on loan,
    4. keep a record of who has keys to the library

Membership: 

  1. The chairperson shall collect dues and deliver them to the Treasurer,
  2. maintain an up-to-date membership list,
  3. give each new member a new member packet (current roster, current newsletter, a copy of the Bylaws and any other necessary information),
  4. compile an updated roster of members each year, 
  5. provide membership updates to the newsletter chair as they occur,
  6. prepare the roster, with the help of the previous membership chairperson, and distribute it by the April meeting,
  7. coordinate at least one new member social each year.

 

  1. Newsletter:
    1. The chairperson shall publish an informative, monthly newsletter in a timely fashion before each meeting.
    2. Any non-Guild business items need to be approved by the Board prior to publication.

 

  1. Publicity: 
    1. The chairperson shall notify media (print, radio, TV, etc.) of all Guild activities, donations, community projects, quilt shows, etc.
    2. Update the Guild's brochure as needed.

 

  1. Quilt Show: 
    1. The chairperson shall determine the date and reserve the park/facility for the next year’s show,
    2. lead the selection process for the “Featured Quilter” so that announcement can be made by February,
    3. coordinate with the Publicity Chairperson to produce this year’s flier and bookmarks and their distribution to area quilt shops before the Shop Hop,
    4. get volunteers for sub-committees to coordinate the show setup, the quilt collection and pinning, collection of the sales table items, the sales transactions at the show, and Viewers’ Choice at the show,
    5. verify the Guild’s liability insurance and submit insurance information to the City of Bend,
    6. oversee the quilt show from 7:00am set-up to 4:00pm take-down,
    7. award quilt show prizes at the September Guild meeting.

 

  1. Raffle Quilt: 
    1. The chairperson and committee shall select the design and fabrics,
    2. coordinate member participation in the form of workshops take-home packets, etc.
    3. Since the raffle quilt is the Guild's largest fund raiser, it is important that the quilt be completed by early spring.
    4. The raffle quilt construction budget will overlap two calendar years.

 

10. Raffle Quilt Ticket Sales:  

  1. The chairperson and committee shall organize ticket sales,  
  2. coordinate the display,
  3. secure ticket preparation,
  4. plan the drawing for the quilt winner at the quilt show.
  5. Appropriate records must be maintained at sales events for sold ticket numbers and associated revenues per shift.
  6. A summary report will be made at the annual business meeting in November.

 

11. Retreat:  The chairperson and her/his committee will plan and coordinate arrangements for the Guild retreat.

 

12. Sunshine:  The chairperson will send cards and messages to Guild members and/or families specifically from the Guild. 

 

13. Website: 

  1. The chairperson(s) shall maintain the Guild's website.
  2. Any personal letters/comments need to be approved by the Board prior to posting on the website.

 

 

B.  Chairperson Duties:

  1. All appointed positions are for a one-year term.
  2. No chairperson may serve more than two consecutive years in one position.
  3. All positions may be co-chaired (however will share one vote on Executive Board decisions). 
  4. In the event there is no volunteer for a vacant position, the Board may decide how best to fill that position.
  5. All committee chairpersons serve at the pleasure of the Guild President.
  6. All committee members serve at the pleasure of the committee chairperson.
  7. Each chairperson is responsible for the committee budget, which includes monitoring all expenses to assure all expenditures are within the purpose and total expenditures are within the approved budget line item.
  8. By September 1, a proposed budget for the up-coming year shall be submitted to the Treasurer for use by the Budget Committee.

 

 

C.  Challenge Quilt:

  1. There may be a challenge quilt at the annual quilt show.
  2. The President will appoint someone to lead the challenge quilt effort.
  3. The challenge quilt leader will set the parameters and guidelines.

 

 

D.  Commissions: 

  1. Commissions from consignment sales, who are held at any Guild-sponsored event shall be 10% from the members and 15% from non-members.
  2. No commercial vendors are allowed at the quilt show.

 

 

E.  Dues

  1. Membership dues are $25.00 for the current membership year-January through December.
  2. Non-members who are interested in the purposes and activities of the Guild may attend two meetings as guests before making the decision to become members.
  3. The non-member fee is $5.00 per meeting.
  4. New members joining the Guild after July 1 will pay $15.00 dues for that year. 

F.  Educational Stipend: 

  1. Application by a Mt Bachelor Quilters’ Guild member for an education stipend to be used for a quilting-related workshop/class/retreat should be made to the Guild President by written request.  
  2. The applicant's request shall be brought to the Board and the Board shall make a decision as to the amount of the stipend, if any.
  3. In return for the stipend, the Board may require that the stipend recipient teach a workshop or class to the Guild within six months of taking the training.

 

G.  Featured Quilter: 

  1. By February of each year, a member may be chosen by the quilt show committee as the Guild's Featured Quilter.
  2. The member will be an "accomplished" quilter, will exhibit strong skills in one or more technical areas of quilting and will be an active member of the Guild
  3. A special location will be provided for the Featured Quilter to exhibit her/his quilts at the annual quilt show in August.

 

 

H.  Member Responsibilities:

  1. Each member is strongly encouraged to buy $20.00 worth of raffle tickets annually,
  2. to work on a community quilt,
  3. to serve on a Guild committee or project,
  4. to wear a name tag at Guild meetings; if a fabric name tag is worn by a member, that person is eligible for any of the door prize drawings.

 

I.  Mileage Reimbursement:

  1. The Guild does not reimburse mileage to members or other Guild helpers except:
    1. in the case of an official Guild demonstration at the Oregon State Fair or
    2. truck/hauling relative to the quilt frames for the annual quilt show.
  2. In the case of the State Fair, the budgeted amount will be split between drivers up to the then-current IRS charitable mileage rate,
  3. In the case of the quilt show, reimbursement will be at the then-current IRS business rate.
  4. In order for a Guild member to be reimbursed for her/his mileage while on Guild business, she/he must provide a copy of their drivers' current license and a copy of proof of current automobile insurance to the President or the Treasurer in advance of the travel.

 

 

J.  Programs: 

  1. The 1st Vice President is encouraged to plan one or more programs for the start of the new year.
  2. The name of the speaker/program will be announced in the newsletter monthly.
  3. All costs associated with bringing an out of town speaker as a program will be charged to the Program line item of the budget.  If that speaker extends her/his stay in order to teach a workshop, any additional costs will be attributed to the cost of the workshop and recouped through registrant revenue (see other workshop related rules in "O").
  4. When the speaker is a Guild member, she/he may be paid for speaking within established budget and past practices.

 

K.  Quilt Show:  The annual quilt show with members’ potluck will be held in August.

 

 

L.  Reimbursement Procedure

  1. In order to obtain reimbursement a Guild reimbursement form must be completed with attached receipt(s),
  2. The form must be signed by the committee chairperson and submitted to the Treasurer for reimbursement.

 

 

M.  Retreat: 

  1. Registration revenue from the retreat is expected to cover all costs associated with the retreat.
  2. Retreats shall have signed contracts for the venue.
  3. A retreat revenue/expenditure budget shall be presented to the Board prior to signing a facility contract or collecting registration revenue from members.

 

 

N.  Sunshine Fund:  

  1. The Guild will maintain a Sunshine Fund strictly for or on behalf of members.
  2. It will be for goodwill gestures such as donations, memorials, flowers, cards and awards of recognition of service to the Guild.
  3. The Board will decide on the amounts to be spent on a case-by-case basis, and will not necessarily be bound by precent.

 

 

O.  Workshops:

  1. Workshops will be announced at meetings and in the newsletter so that all members may have an equal opportunity to make reservations.
  2. Reservations for workshop spaces are not confirmed until the person has paid the workshop fee.
  3. Once paid, workshop fees may not be refunded unless the workshop is cancelled or the paid registrant is replaced by someone from the waiting list.  After the waiting list is exhausted, a registrant may find her/his own substitute.
  4. A workshop will be refunded in the even the Guild cancels the workshop.
  5. A workshop not filled by members by a predetermined date will then be open to non-members.
  6. Fees for a workshop will be set at a level intended to cover all costs of that workshop.
  7. It is expected, over the course of the budget year, that all costs involved in conducting workshops will be covered by revenue from participant registrations.
  8. A small budget line item may be approved in the annual budget to secure facilities, teachers, or supplies until registration revenues are received and to cover any unforeseen workshop shortfalls.
  9. When the workshop teacher is a Guild member, she/he may be paid for teaching.

 

P.  Special Committees:

From time to time the President may appoint a Special Committee for a specific purpose.  These committees are temporary in nature, have no budget authority, and have no vote in Guild Board decisions.

 

Executed:  January 9, 2012


                                                                      ________________________________

                                                                        Martha Sanders, President

 

                                                                       

________________________________

Kris Lang, Secretary

 

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