Standing Rules

Standing Rules

OF PIECEMAKERS QUILT GUILD OF BRANDON

The purpose of the STANDING RULES is to provide consistency in the way the guild operates, and to allow the Board to make fair decisions informed by past actions.  At the same time, they are intentionally easier to modify than the by-laws and give the organization the flexibility to respond to changing circumstances.  The Standing Rules are set by the Executive Board with input from the membership.  The Board can review or change the Standing Rules at any time, as long as they are not in conflict with the By-laws.  These Rules were originated and effective with the fiscal year August 1, 2013- July 31, 2014.  These Standing Rules were reviewed and updated on November 28, 2016 by the current PMQG board.

  1. ANNUAL MEMBERSHIP DUES
    1. Annual membership dues are $25, to be paid starting at the August meeting of each operating year.
    2. Dues should be paid by the October meeting or by the Directory printing deadline as set by the Membership Chairperson.
    3. From Feb 1 – July 31, the dues paid by new members shall be $15.
  2. MEMBERSHIP
    1. Each member is to have a fabric nametag to be worn at each guild activity.  Failure to wear a nametag at the general meeting will result in a nominal fine of $0.50.
    2. Members are encouraged to attend all general meetings and Board meetings of the guild, have the privilege of voting at general meetings, and have access to the guild website to include the monthly newsletter.
    3. Members may use the guild’s library and participate in classes, workshops, activities and other special events.  All members are encouraged to be an active participant in any guild quilt show.
    4. Each member is responsible for participating in the construction and sale of the guild’s major fundraiser, the opportunity quilt.  Each member is responsible for the sale of a minimum of 20 tickets.
    5. Each member is expected to make at least one lap quilt or baby quilt per guild year (August 1 to July 31)  to be donated to an organization supported by the guild.
  3. GUESTS
    1. Guests/future members are welcome to attend 2 general meetings per year, after which they are expected to become dues-paying members.
    2. Guests attending special meeting programs (i.e. national speakers) as defined by the Board, will be required to pay a $10 guest fee.
    3. Members will have ample opportunity to sign up for all Guild sponsored activities (workshops, bus trips, retreats, etc.).  At the discretion of the Board, rosters may be opened to non-members as deemed appropriate to fill open slots.
    4. Guests will be asked to pay $10 for the Bus Trip and $25 for workshops, in addition to the regular member rate.  All other special fees for guests will be determined on a case-by-case basis by the Executive Board.
  4. EXECUTIVE BOARD
    1. The guild Executive Board is made up of President, Vice President, Treasurer, Secretary, Membership Chairperson, Newsletter Chairperson, Workshop Chairperson, Parliamentarian, Board of Directors (4 members).
    2. While it is recommended that no member serve more than two consecutive terms in a particular office, if no other person steps forward to assume that job, a member may serve additional terms.  (i.e., areas of guild business that require specialized expertise.)
    3. The 4 Directors can be designated to serve in advisory positions in areas such as finance, quilt show, programs/workshops and special projects.   The advisor offers guidance and assistance as necessary to help the incumbent fulfill her job duties.
    4. The outgoing President is expected to fill one of the Board of Directors’ positions during the year following her last term as President.
    5. All Board meetings will be governed by Robert’s Rules of Order.
    6. All members of the Executive Board are voting members.  Committee chairpersons and other members who attend Board meetings are NOT voting members.
    7. Board members are expected to attend all Executive Board meetings.  If a member misses two consecutive Board meetings without a valid excuse, that member will be removed from the Board and replaced per the governing By-laws.
    8. In the event a Board member or committee chairperson resigns, the vacancy will be filled by vote of the Executive Board members.
    9. In July, there will be a transitional Board meeting where newly elected Executive Board members and chairpersons will meet together to hand off responsibilities for the new operating year.
    10. Job descriptions and duties of each Executive Board member and committee chairperson will be available on the website and reviewed annually.
    11. Job Descriptions:
      1. President – Shall be the chief executive officer and spokesperson of the guild and shall preside at all general and Executive Board meetings.  Sets the agenda and conducts guild and Board meetings.  Is a voting member of the Board.  Is kept informed about all projects, events and meetings related to the guild.  Oversees all contracts required for guild business and signs bank signature card.
      2. Vice President – In the absence, resignation or removal of the President, shall serve as and perform duties of President.  Responsible for organizing and scheduling monthly guild programs, including programs that may occur outside her term of office in order to schedule national speakers who may only be available at later dates.  Heads the Nomination Committee.  Responsible for reserving meeting rooms for  monthly general guild meetings and setup of equipment for these meetings, as well as all workshops to be held at FUMC facilities.  Responsible for organizing appreciation gift  for outgoing President. Houses quilt racks.
      3. Secretary – Shall be responsible for the records and correspondence of the guild.  Keeps minutes of the general and Executive Board meetings.  Submits copies of minutes to President for approval before submitting to the Webmaster for posting on the website.   Retrieves mail from post office box at least once per month, is keeper of one post office box key, and distributes mail to appropriate chairpersons.  Mails out letters for recruitment of guild sponsors in early July of every year.
      4. Treasurer – Shall be the chief financial officer of the guild.  Responsible for:
        • Receiving, disbursing and maintaining all monetary funds of the guild.
        • Filing the nonprofit corporation annual report and the Department of Agriculture and Consumer Services report.
        • Preparing the monthly Treasurer’s report and end-of-year financial report, and drafting the initial proposed budget for the upcoming fiscal year.  The outgoing and the incoming Treasurers will work together to complete reports during the transition of this position change.
        • In the event that the guild pays a teacher or speaker more than $600, that person will be asked to complete IRS Form W-9 (Request for Taxpayer Identification Number and Certification).  Prior to January 31 the Treasurer will mail that person(s) an IRS Form 1099, and file IRS Form 1096 (Annual Summary and Transmittal of U.S. Information Returns) with the IRS, keeping any necessary tax records and making any tax reports.
        • Ensuring the filing of the IRS 990PF preferably within 3 months of the end of the fiscal year, but no later than December 15. If filing by mail, sends by certified mail with return receipt requested.
        • Possession of post office box key and picking up guild mail.
      5. Membership – Collects dues which are then given to the Treasurer.  Maintains the membership list on the guild website.  Responsible for sign-in sheet at guild meeting for members and visitors, announces visitors, new members and birthdays.  Publishes the membership directory. Houses the Guild Logo Quilt.
      6. Parliamentarian – Ensures that the guild conducts all business and meetings according to the By-Laws and Robert’s Rules of Order.
      7. Newsletter – Compiles information about upcoming events and guild activities and coordinates with webmaster for posting to the website.
      8. Workshop – Plans and schedules workshops and coordinates with the Vice President to share teachers.  Collects class fees which are given to the Treasurer and keeps rosters of participants.  Provides supply lists for class participants.  Coordinates contracts from workshop teachers and obtains appropriate signatures (See F.9.).   Coordinates with Vice President to reserve workshop space, to set up workshop classroom including special equipment needs, and to make accommodations for teacher.  Houses tables risers.  Provides pertinent information to webmaster and newsletter chairperson
      9. Board of Directors (4 positions) – Advise and assist as needed.
  5. COMMITTEE CHAIRS
    1. Committee Chairpersons are proposed by the Nominating Committee and elected by guild vote on an annual basis.
    2. Current year chairpersons may seek guidance or advice from an experienced Board member or Committee Chairperson.
    3. Committee chair positions will not be held by the same person for more than 2 consecutive years unless there is no other member interested; then that person may continue for another year.  All committee chairs should have a change at least every three years.
    4. Committees are: Bus Trip, Challenge Quilt, Community Projects, Historian, Hospitality, Librarian, Opportunity Quilt, Quarterly Block, Retreat, Secret Sisters, Sunshine, Webmaster, and Welcome Hostess, and Bee Groups.  These committees can change as guild needs evolve and will be altered by decision of the Executive Board with input from the membership.
      1. Bus Trip – Plans and organizes bus trips for the guild.  Works with the bus company to establish pricing and acquires contract for President’s signature.  Signs up members for bus trips and receives monies which are then given to Treasurer.  Provides information to webmaster and newsletter chairperson.
      2. Challenge Quilt – Plans annual theme and criteria for entries.  Arranges for judge, if desired.  Plans reveal party for participants.  Orders ribbons.  Hangs entries at May Salad Supper.  Provides pertinent information to webmaster and newsletter chairperson.
      3. Community Projects – Selects recipient charities, collects charity quilts from members and delivers them to organizations that the Board has approved.  Keeps record of donated quilts, their makers and recipients.  Provides member with a receipt of donation for her personal tax records. Gives members the size requirements for each organization receiving quilts.  Plans charity quilt work days if needed.  Provides pertinent information to webmaster and newsletter chairperson. Provides to the Nominating Committee a report of member donations from the previous two years.
      4. Historian – Responsible for taking pictures at guild functions and maintaining photo album.  Provides photos to webmaster for posting on website.  Documents guild events.
      5. Hospitality – Oversees committee that plans May Salad Supper, Christmas party, installation event, and other events as requested by the Board.  This includes coordinating with church for set-up, purchasing paper products and serving utensils, providing food/drinks/ice and decorations, and printing Christmas dinner tickets as necessary.  Provides pertinent information to the webmaster and newsletter chairperson.
      6. Librarian – Oversees circulation of guild library books and materials.  Orders new books.  Keeps an accurate record of materials that are loaned to members and reminds them to return items that are overdue. Performs annual inventory of books and other materials in order to maintain manageable volume and currency of publications; it is suggested that the librarian seek assistance from other members for this project.
      7. Opportunity Quilt – Oversees committee that designs, plans and coordinates construction of the raffle quilt.  Plans ticket promotion events, prints and disperses tickets, keeps records of member participation, and receives monies which are then given to the Treasurer.  Provides information to webmaster and newsletter chairperson.
      8. Quarterly Block – Designs or selects a quilt block for members to make four times per year.  Collects blocks and raffles them off to participants.  Purchases fabric and sells kits at a nominal price, if desired.  Provides pertinent information to webmaster and newsletter chairperson.
      9. Retreat – Plans and organizes guild retreat(s), including making arrangements with retreat facility for food and lodging.  Takes reservations and receives payments which are then given to the Treasurer.  Plans cabin/dorm assignments, organizes any special events at retreat and coordinates with local quilt shops for special discounts, if possible.  May appoint a committee to assist, as needed.  Provides information to webmaster and newsletter chairperson.
      10. Secret Sisters – Distributes questionnaires to interested members.  Arranges drawing of names.  Plans reveal dinner at end of year.  Provides information to webmaster and newsletter chairperson.
      11. Sunshine – Informs the guild of member illnesses, bereavement situations or moving plans and coordinates the making of Sunshine/Sympathy/Farewell blocks if desired by the individual member. Distributes blocks to affected member.  Communicates with President regarding ongoing Sunshine situations.  Sends cards as appropriate.  Provides information to webmaster and newsletter chairperson.
      12. Webmaster – Keeps guild website up to date.  Works with all guild officers and committee chairpersons to post current information.  Insures that domain names are maintained.  Functions as the primary liaison with the website server company.
      13. Welcome Hostess – Works with Membership Chairperson.  Acts as hostess to welcome newcomers at meetings and explains guild events and functions as needed
      14. Bee Groups –
  6. FINANCE
    1. A proposed budget will be prepared by the Treasurer and presented at the August Executive Board meeting.
    2. The Executive Board will review and revise this budget as necessary.  The budget will be presented to the general membership at the September meeting, discussion will take place, and a vote for approval will be held.
    3. The fee for a workshop or class taught by a non-member (“national teachers”) will be $35.  This amount can be changed by Board decision, based on costs, if necessary.
    4. The fee for a workshop or class taught by a member will be $15 with all proceeds going to the instructor(s).
    5. Fees for all guild activities must be paid in full at initial sign-up to hold the reservation for that activity, such as workshops, bus trips, etc.  The only exception to this would be sign-ups for a guild retreat, in which an initial deposit can be made with subsequent timely payment of the balance due.
    6. Payment for guild activities cannot be refunded after the guild’s contractual and/or financial commitment is made.  Reimbursement may be made by a replacement and needs to be coordinated through the chairperson.
    7. In case of extreme circumstances (serious illness, death of family member, etc.), the Board may allow a refund of fees paid.
    8. No monetary credit toward future guild activities will be given to a member.   All approved refunds will be made in the form of a check written by the Treasurer.
    9. All workshop expenses (printing, refreshments, etc.) will come out of the pre-approved workshop supply budget.  All teacher expenses will come out of the pre-approved workshop instructor budget.
    10. The President, Vice President and any person designated by the President can sign contracts that include financial obligations for the guild.
    11. Authorized signatures on the guild bank account shall be the current President, Treasurer, and the Director responsible for finance oversight.
    12. For accurate bookkeeping, monies collected by committee chairpersons will be counted and initialed by two persons before turning over to Treasurer.
    13. Anticipated expenses which will exceed a budgeted amount by more than $100 shall be brought before the Board and taken to the general membership for approval.  Budget overages less than $100 can be approved by the Board alone.
    14. Reimbursement for large expenditures over budget will not be made if prior approval has not been granted by the Board.
    15. The following items used for guild activities will be reimbursed from the associated pre-approved budget lines:  materials (i.e. fabric and notions) for guild-related projects, telephone calls, postage, and members’ costs associated with speakers including meals, lodging and mileage.
    16. Monies to cover usage of meeting space at the church will come out of that specific line item (FUMC Room Usage) for each year’s budget.
    17. All requests for reimbursement will be submitted to the Treasurer in a timely manner.  It is strongly suggested that these requests, with associated receipts, be submitted within 30 days of the purchase or expenditure.
    18. Members are encouraged to cash checks from the guild within 30 days of issue.
    19. Monies received in excess of expenses for a guild activity such as bus trip, retreat, etc. may be used as desired by the chairperson(s) to enhance the event.  These monies should be spent by the conclusion of that specific event and not carried over.
  7. GIFTS, MEMORIALS, AWARDS
    1. If a person (member or non-member) contributes their professional assistance to the guild, the Board, at its discretion, may choose to issue compensation in the form of a check or gift card.  This will be considered on a case-by-case basis.
    2. In the event of the death of a guild member, generally a donation of $50 will be sent to an organization chosen by the family, or by the Board if no organization is specified.  Flowers may be sent in lieu of this donation if that is the family’s preference.
    3. In the event of the death of a member’s spouse, son or daughter, guild members will be notified and encouraged to create Sympathy blocks, as long as it has been determined that the member is open to receiving them.  A card of condolence may also be sent by the Sunshine chairperson.
    4. Sentiment cards may be sent to guild members at the discretion of the Sunshine chairperson.  Members are encouraged to notify the Sunshine chairperson of any needs.
    5. Members may initiate collection of monies for a group gift or memorial on an individual basis.  This would not be considered a guild function and have no impact on the guild Treasury.
  8. OPPORTUNITY QUILT GUIDELINES
    1. Part of designated budget may be used to pay for professional quilting.
    2. Ticket sales will be completed by the May general meeting of each even calendar year and a drawing for the quilt will take place at that time, unless a different timeline has been discussed and approved.
    3. The profits from this bi-annual fundraiser will be added to the guild Treasury, to be utilized for the guild’s budgeted annual expenses.  Monies may also be designated for special programs and charities, as recommended by the Board and approved by the general membership.
    4. All raffles will be registered with the State and tickets will contain all legal wording required by the State.
  9. QUILT SHOW GUIDELINES:
    1. The guild president and board will secure the commitment of a member to chair the show.  Co-chair is also permitted
    2. The quilt show chair(s) will:
      1. Work with the President/board to secure a venue.  After the venue is contracted, map and allocate space for individual parts of the show – quilt space, vendors, boutique, etc
      2. Determine the dates of the show
      3. Determine what committees are needed for the show – Vendors, publicity, boutique, opportunity quilt, quilt intake and judging, and any other specific activities associated with that show
      4. Review and determine a timeline for preparation; note deadlines for final payments of rental, securing insurance, etc…
      5. Set show budget with committee chairs and present to board for approval; use tax exempt certificate for venue rental and purchasing items needed for show
    3. The show committee will determine:
      1. Categories and rules for quilt entry
      2. Vendor rental fees
      3. Member fee for quilt entry
      4. Fundraising events at the show
      5. Other optional items such as demos, appraisals, quilt sales
    4. Fund raising during the show:
      1. Net proceeds from the raffle baskets will go to charity designated by the general membership vote.
      2. All other net income from other fundraising at the show will go into the general guild treasury, unless determined by the board or vote of the general membership. It is suggested that a portion of profits be set aside as “seed money” for a subsequent quilt show.
    5. All active local members are encouraged to work a minimum of “four” hours during the Quilt Show weekend.  If not available to work the show weekend, each member should contribute “four” hours in support to a committee in preparation of the show.
  10. MISCELLANEOUS
    1. Members who teach outside the guild may advertise their workshop or class on the guild website, and may provide fliers to be placed on the Membership table.
    2. Post office signature cards will be updated with a change in Board position of the Treasurer and Secretary.
    3. Reservations for meeting space at New Hope United Methodist Church will be made only by the Vice President.
    4. A member may hold more than one position on the Board and/or as a committee chair as long as no other member is willing to fill that position and there is no conflict of interest.  This may be necessary where specialized expertise is desired for a particular job.  Any person holding two positions on the executive board will only have one vote.
    5. A Board position may be shared by no more than two members, but allows for only one vote during Board business.
    6. Member consignment sale:
      1. PMQG can consider hosting a sale of a member’s quilting items at their request or the request of their family. Permission to have this sale should be approved by the executive board, after an initial evaluation of the inventory has been made.
      2. The President or appointed board member should present a contract to the member or family requesting the sale. Guidelines should be explained and contract signed prior to the event. The contract would clearly state an expected 5% donation.
      3. All funds collected for a member consignment sale will go directly to that party, and not through the PMQG account.
  11. CHANGES TO STANDING RULES
    1. Standing rules should be reviewed annually with each new Executive Board.
    2. Any member may propose changes by submitting those suggestions in written format to a Board member.