These Policies and Procedures are intended to implement the Bylaws of the Bulloch Hall Quilt Guild (herein referred to as the “Bylaws” and “Guild” respectively).
- The Executive Board may authorize expenditures of non-budgeted funds, provided that no such expenditure exceeds $250.00 and that the expenditure is necessary for the operation of Guild activities. Requests for non-budgeted funds exceeding $250.00 will require approval of the membership.
- The Executive Board shall select an officer to serve as the Guild liaison to Prince of Peace Lutheran Church. The purpose of this liaison is to serve as a link between the Guild and the host church in order to help communication and cooperation.
- “Charter Members” shall be defined as a founding member of BHQG.
- “Associate Members” (Former members), who left the Guild in good standing and have resided in another state or beyond a reasonable commuting distance from Roswell, GA, shall have priority to rejoin the Guild with full membership privileges should they return to the greater Atlanta area. While residing outside this area, they may enjoy two visits to general meetings before incurring visitor or non-member fees. They will pay a visitor’s fee for workshops.
- Job descriptions should be reviewed and distributed prior to committee sign-ups each year.
- The Guild’s annual retreat will be open to members only.
- The Bulloch Hall Quilt Guild will maintain a $3,000 reserve going forward. This is a prudent amount given the small size of the Guild.
- The Executive Board sets the fee for visitors to attend general meetings. Visitors are limited to attending two general meetings during a Guild year and are not encouraged to attend the September organizational meeting or the Guild social meetings: December Holiday Party, Preview Party, and End-of-the Year Birthday Party. Members who are hosting out-of-town guests in their homes may invite their guests to attend all Guild meetings. Members pay visitor fee for guests attending general meetings. In the case of social meetings, members are expected to notify the committee responsible for the event and reimburse the Guild for their guest’s attendance. Visitors pay nonmember workshop fee.
- Program expenses shall include lecture fees and all speaker expenses such as mileage, meals and lodging.
- All expense reports shall be accompanied by receipts when submitted for reimbursement. Committee chairmen collect and approve expense reports with receipts for committee business and provide them to the Treasurer for any reimbursement. The Treasurer submits her expense reports to the President for reimbursement. In the absence of the President, the Vice President or Secretary shall sign expense reimbursement approval before the Treasurer reimburses herself. Expense reports for all other business are submitted directly to the Treasurer for any reimbursement.
- As with all other Guild Committee expenditures, the costs of programs and workshops during a Guild year must be kept within the amount budgeted for the Program Committee for the Guild year. The Board shall set workshop fees for members and nonmembers based on the recommendation of the Program Committee. The Program Committee may refund workshop fees at their discretion.
- The Treasurer shall pay speakers and workshop teachers at the close of meetings and/or workshops in which they fulfill their contracts.
Committee responsibilities are described in the Guild Bylaws and further outlined in this Policies and Procedures document. All committee chairmen are responsible for sending upto-date information for publication in the Guild newsletter by a deadline to be set by the newsletter editor. Input for the Guild website is accepted anytime for posting to keep the website current.
The Membership Welcome Packet shall include the following: a welcome letter, membership pin, Guild nametag directions, friendship block directions, instructions for website, membership list, copy of bylaws, copy of policy and procedures, and any other items deemed appropriate.
The Membership Chairman or committee member will be stationed at the entrance to general meetings no later than 9:30 AM.
Every returning member should annually fill out a form verifying their current information and talents/list of interests; i.e. experience taking minutes, with computers, finances, program planning, artwork, etc. This form will include a statement that members should commit to routinely attend general meetings and participate in Guild events, including serving on committees, exhibiting and working at the annual quilt show and selling raffle tickets.
2. Block of the Month (BOTM):
The BOTM Committee organizes a monthly exchange of blocks or fabric, or such other projects deemed appropriate (i.e. Round Robin, and/or mystery quilt, QOV blocks, or raffle quilt monthly blocks) and keeps records as necessary.
3. Quilt Shows:
Chairmen of the Quilt Show and Challenge Quilt Committees for each annual show shall work together to coordinate its show theme.
The Quilt Guild Publicity Chairman also serves as the publicity chairman for the Quilt Show Committee. The quilt show publicity chairman manages social media, newspaper, magazine and quilt shop publicity for the quilt show and works with the Bulloch Hall personnel responsible for publicity and show management.
4. Social Committee:
The Social Committee is responsible for three annual celebrations: the December meeting Holiday Party, March Quilt Show Preview Party and the End of Year Birthday Party.
5. Show and Tell:
The Show and Tell Committee will decide how show and tell will be conducted each year.
This committee posts items on social media and contacts local newspapers and magazines about BHQG participation in community events, member spotlight, and other opportunities. BHQG will provide information and photos if necessary.
7. Nominating Committee:
The general membership is encouraged to make recommendations to the Nominating Committee prior to the March general meeting. Prior to the April general meeting, the committee will prepare, review, and complete its report for the membership. The committee will encourage members to consider the match between their skills and interests with the projects and goals of committees when volunteering for committee service.
8. Bylaws Committee:
The Bylaws Committee will receive any proposed revisions to the Bylaws and/or the Policies and Procedures suggested by Guild members. The Bylaws Committee will also conduct an annual review of the Bylaws and the Policies and Procedures in accordance with Article 6, Section 19 (Bylaws) of the Bylaws. After Guild approval of any amendments or revisions to the Bylaws and/or the Policies and Procedures in accordance with Article 9 (Amendments)of the Bylaws, the Bylaws Committee will post the revision(s) on the Guild’s website within one month of approval.
9. Raffle Quilt Committees:
Because this annual project does not coincide with a Guild year, at least two committees function within the Guild at once: current show year and next show year. Quilts are completed so they are ready for photography in the spring or early summer prior to the show for which it is made and is presented to the membership at the September general meeting prior to the show. Annual committee sign-up sheets shall include the two separate raffle quilt committees to prevent confusion.
10. Retreat Committee:
The Retreat is intended to be a time to enjoy sewing and friendships within the organization. As such, participation in the Retreat is limited to members of Bulloch Hall Quilt Guild.
Retreat expenses shall be covered by the participants. The Retreat Committee will use their best judgment to establish the cost per participant. If surplus funds result after all receipts have been submitted and paid, the following guidelines will determine distribution of those funds:
A. If surplus per participant is less than $5, the funds will be added to the Program Committee budget for maintenance and replacement of physical assets of the Guild used at the retreat (irons, ironing boards, plug strips, table risers, etc.)
B. If the total per participant is more than $5, each person will receive a refund. Refunds can differ from member to member because of different costs for single rooms or shared rooms. As a result, some members may receive a refund and others would not.
It is the expectation of the Guild and the retreat participants that neither will bear extra expense because of cancellations. Refunds for cancellations will be made at the discretion of the Retreat Chairman after all debts are paid. The retreat Chairman will evaluate the impact of the cancellation and refund accordingly.
11. Program Committee has the following responsibilities:
A. The Program Committee manages the current year’s programs, plans for guest speakers and workshops for the following guild year, and recommends to the Board the amount of workshop fees.
B. The Committee decides on the number of workshops. Traditionally there are three, but the committee may choose otherwise.
C. The Vice President will sign all contracts.
D. The guest speaker will be asked to make her/his own arrangements for accommodation. To facilitate this, the Committee will provide the speaker with affordable, local hotel options.
E. The Committee chair should assign a committee member to be the liaison between the committee and the speakers scheduled for the current year.
F. The liaison person will communicate with the speaker to make sure all the requirements for that month are met. She should solicit help from other committee members or the general membership to set up and take down program related items.
G. For workshops, the liaison person will bring a sign-up sheet both two months and one month in advance and manage the sign-ups for that workshop. Fees collected should be recorded and given either to the committee chair or directly to the treasurer.
H. The liaison person will invite speakers to lunch on program day, and provide lunch for the guest on workshop days. The Guild reimburses those expenses.
I. The Committee may refund workshop fees at their discretion.
J. Nonmembers may register starting 30 days prior to workshop.
These Policies and Procedures can be revised and/or amended in accordance with Article 9 of the Bylaws.
(P&P Approved 5-3-18_finalized_6-29-18.pdf)