Guild Policies:

Policies are the rules and guidelines that support the Guild’s Bylaws and provide parameters for the Guild. Policy is voted on by the Guild’s Board of Directors. Policies can be changed as needed by the Board, whereas changes in the Bylaws require approval of the Guild membership as stated in the Bylaws (ARTICLE IV, SECTION 4 & 5).

MEETINGS

•     General meetings are usually held the second Tuesday of the month at the Folsom Community Center, 52 Natoma Street, Folsom, at 7:00 p.m.  Meetings may be rescheduled at the discretion of the Board of Directors.

•     Board meetings are held monthly at the discretion of the Board’s president. The minutes of the general meetings and the Board meetings will be published in the newsletter, pursuant to ARTICLE IV, SECTION 3 of the Bylaws.

•     Members are expected to wear a name tag at the general meetings. Members not wearing a name tag will be asked to donate 25 cents to the Guild.

GUESTS

•     Guests are welcome at all general meetings, with the exception of the July and December meetings, which are “member only” meetings.

•     Guests will be charged a standard fee at each general meeting as established by the budget committee at the beginning of each fiscal year.

•     Guests will be asked to sign the guest book and pay the guest fee at the membership table at each meeting they attend.

MEMBERSHIP

•     Current members may renew their membership beginning in February. The membership application form will be included in the February newsletter and will also be available at the general meetings in February, March and April.

•     Membership dues will be reviewed and established by the Budget Committee pursuant to ARTICLE III, SECTION 2(c) of the Bylaws.

      * Annual dues for a Member are $35.00

•    An appropriate numerical limitation on the size of the membership for the following year will be established by the Board each year at their March meeting pursuant to ARTICLE III, SECTION 1(c) of the Bylaws.  Once the numerical limitation has been met, additional persons interested in becoming members of the Guild will contact the Membership Chairperson to be placed on the waiting list.

•     The Membership Chairperson will maintain a waiting list of interested persons, including their names, addresses, phone numbers and the date their names were first added to the list. Those on the waiting list must contact the Membership Chairperson or attend a meeting at least every four months in order to stay on the list. The waiting list will be available for review at the general meetings.

•    Persons may be moved from the waiting list to membership at any time when the membership drops below the numerical limitation.  Full dues will be charged from April through September; one-half of the annual dues will be charged from October 1 through March. 

•     Dues for new members must be paid within 30 days of the member being notified.

•    The annual roster will include current members who have renewed by the April meeting and new members who have joined by submitting the membership application and dues by the May meeting.

QUILT SHOW

•     The Guild hosts an annual show of quilt and fiber items. This is a major Guild event and all members are expected to actively participate.

•     Each member may bring one guest to the Quilt Show Preview Party.

•     Members may exhibit items at the show. The number of items each may exhibit may be limited, at the Quilt Show Chairperson’s discretion.

•     Nonmembers may exhibit an item if a member sponsors them.   A member may sponsor only one nonmember, and only one item per nonmember. A nonmember may not be sponsored by more than one member.

PROGRAMS

•     The Guild offers a wide variety of programs and workshops for its members. Workshops are intended to be self supporting.  Workshop fees will be established at the budget committee meeting, but may vary with the speaker costs and the length of the workshop.

•     Fees will not be refunded unless the workshop is cancelled. However, if an enrollee is unable to attend the vacancy may be filled by someone on the waiting list maintained by the Program Chairperson. If there is no waiting list, the enrollee may find a replacement. In either of those situations, the enrollee who was unable to attend will receive a refund.

•     To avoid cancellation due to insufficient enrollment, enrollees may elect to divide and pay the teacher’s fee that has not been covered by the normal workshop fees.

•     The Guild member who hosts the teacher and the Program Chairperson may enroll in the workshop at no cost. If another member performs the duties of the Program Chairperson, the

Program Chairperson may designate that person as the recipient of the free workshop.

•     If a workshop is not filled one month before it is scheduled, enrollment will be opened up to nonmembers. Nonmembers will pay $10.00 more than the daily workshop fee for members.

•     Teachers who have items they wish to sell at a general meeting or workshop must make arrangements to do so in accordance with their contract with the Guild.

RAFFLE QUILT

•     A quilt will be designed and constructed each year by guild members, to be shown and awarded to an individual at the annual Quilt Show.

•     The Raffle Quilt Coordinator will be responsible for designing and executing the construction of the Raffle Quilt for the second Quilt Show following the date she/he is appointed. The Raffle Quilt Chairperson will ensure than the Quilt is completed within one year so it can be shown beginning in April of the year before the show.

•     The Raffle Quilt Coordinator will have the option of deciding how many people will be in involved in the design of the quilt.

•     The Raffle Quilt Coordinator will work with the President-Elect and the Quilt Show Chairperson-Elect to ensure that the design of the quilt reflects the theme of the Quilt Show.

•     The Raffle Quilt Coordinator will ensure that as many Guild members as possible are included in the construction and quilting of the quilt, and will keep Guild members apprised of the planning and construction of the quilt.

JOINT PREPARATION MEETINGS

•     The July and December general meetings usually involve a potluck meal. The hospitality committee and the program committee will share the responsibility for the table set up at these two meetings.

 

GUILD COMMITTEES & GUIDELINES

 

•     ADVERTISING: The Advertising Committee solicits business advertising for the newsletter and collects advertising fees. Members and nonmembers can place “want ads” in the newsletter for a fee.

•     BLOCK OF THE MONTH: Each year the Block of the Month Committee submits a budget and establishes the procedures under which the program will operate.  Members and guests may sign up to participate in the program, and a fee may be charged. The pattern and some of the fabric to make the project/block may be made available to the participants. The participant makes the project/block and returns it at the following meeting. The names of those who completed a project/block go into a drawing and the winner(s) take(s) home the completed project/block and/or is awarded a prize.

•     CHALLENGES: The Challenge Coordinator will coordinate all challenges held during Guild meetings.  Challenges are open to Guild members only.  Members are encouraged to enter their challenges in the quilt show. 

(a) The coordinator may manage one of the challenges.   A fee may be charged for the challenge entry packet. 

(b) Additional challenges may be held during the year.  Any member may create and manage a challenge by working with the Challenge Coordinator.  Other challenges that could be held each year are:  Mini Quilt, Art Quilt or Block exchange or other.

(c) The challenge coordinator will work with the Program Chair to determine the scheduling of challenges.

(d) The Challenge coordinator will ensure consistency in the judging, fees charged, awards and ribbons among the challenges.

•     COMMUNITY LIAISON: The Community Liaison represents our Guild to the community and helps to determine ways that the Guild can serve the community. This person is responsible for coordinating the donations we make each year to charitable organizations and to local food banks. This person’s responsibilities will vary from year to year depending on community needs. In the past, community projects have included such things as arranging Oral History Days for the California Heritage Quilt Project, collecting quilts for display at local hospitals, making banners for the Folsom Zoo, participating in completing and docenting the California Sesquicentennial Quilt and making quilts for the Breast Cancer Quilt Auction.

•     CUDDLE QUILTS: Quilts, usually lap or crib size, are made by Guild members and given to individuals and organizations in need. Many local organizations and schools are recipients of these quilts, and quilts have also been given for national and international causes. The Cuddle Quilt Committee puts together kits of fabric and batting for members to assemble into quilts and accepts cuddle quilts made independently.

•     EDUCATION: The Education Committee coordinates the Guild’s efforts to educate all those interested in the art of quilting and other related fiber arts.  This may be accomplished by conducting Quilt Day for Kids, awarding scholarships to Guild members for education/workshops, awarding scholarships to non-member applicants, such as students, who are interested in fiber arts.  Education also includes the guild giving presentations to schools, offering beginning quilt classes and conducting other outreach programs as appropriate.  The Education Committee coordinates the Guild’s Grant/Scholarship Program.

(a)  There are specific requirements for the recipients of Guild scholarships.  The Education chair presents the applications to the Board of Directors, who will determine the recipients of the grants/scholarships.

•     HOSPITALITY: Refreshments are served at each Guild meeting, organized by the Hospitality Committee. Guild members will be asked to contribute refreshments.

•     MEMBERSHIP: The Membership Committee is responsible for distributing applications for membership, processing applications when they are received and maintaining the membership database.  Membership will contact people on the waiting list to complete our roster each year.  Membership will arrange for the printing of the membership roster, maintain a waiting list, process guests and assist members at each meeting. Membership will coordinate a welcoming event for new members.

•     NEWSLETTER: The Newsletter Editor publishes the Guild’s monthly newsletter. Articles must be submitted to the Newsletter Editor within established deadlines. The Newsletter Editor is responsible for coordinating the mailing of the newsletter.

•     NEWSLETTER COLUMNIST: The Newsletter Columnist writes a column of news about our Guild members for the newsletter. News of interest must be submitted to the Newsletter Columnist within established deadlines.

•     N.C.Q.C. REPRESENTATIVE: The N.C.Q.C. Representative attends meetings of the Northern California Quilt Council. This person reports information obtained at the Guild’s board meetings. The Northern California Quilt Council facilitates communications among quilt groups, quilt teachers, shop owners and other vendors. Guild members are welcome to attend N.C.Q.C. meetings.

•     PARLIAMENTARIAN: The Parliamentarian ensures that all proceedings of the Guild are conducted according to the Guild’s Bylaws and Policies and/or the most current edition of Robert’s Rules of Order.

•     POT OF GOLD: The Pot of Gold Committee provides gifts at each general meeting. Members have the opportunity to make donations to the Pot of Gold.

•     PROPERTY MANAGER: The Property Manager is responsible for the storage, maintenance and rental of the Guild’s materials and property. This person assures that all property needed for the Quilt Show is transported to and from the Quilt Show in a timely manner and coordinates use of the equipment with the Quilt Show Committee.

•     PUBLIC INFORMATION AND MARKETING:  The chair will collaborate with the newsletter editor, webmaster, community liaison and  Quilt Show Publicity Chair to:  promote the Guild by actively seeking opportunities to publicize the Guild and Guild activities to the public year-round through print and electronic media; develop contacts with local media to promote the Guild’s events and activities, quilting and fiber arts; remain abreast of all Guild activities; and assist committee chairs to publicize their events and activities.

•     RAFFLE QUILT:   The Raffle Quilt Committee is responsible for the construction of the quilt that is shown throughout the community each year and awarded to an individual at the annual Quilt and Fiber Show. The Coordinator is responsible for the design of the quilt, which shall reflect the Quilt Show theme selected by the Quilt Show Chair-Elect and the President-Elect. Please see the Raffle Quilt Policy in the policy section of this document.

•     RAFFLE QUILT TICKET DISTRIBUTION and TRACKING: This committee is responsible for arranging for printing the tickets for the raffle quilt, distributing tickets to each Guild member, collecting money from members for ticket donations and assuring that the Raffle Quilt Travel Committee members have an adequate supply of tickets.

•     RAFFLE QUILT TRAVEL: This committee is responsible for making arrangements for the Raffle Quilt to be shown at various venues in the community throughout the year. This includes filling out the necessary paperwork, transporting the quilt to and from venues and arranging for Guild members to accompany the quilt.

•     RETREAT COORDINATORS: The Retreat Coordinators plans trips or additional workshops for the Guild, making arrangements for such things as lodging, transportation, programs and meals. Examples of such events have included bus trips to the Quilt Show in Sisters, Oregon and retreats to Lake Tahoe.

•     SHOW AND TELL: At each general meeting members come forward and “show and tell” information about their quilts, garments or other fiber items. The Show and Tell Chairperson coordinates this part of the meeting.

•     SUNSHINE: The Sunshine Committee sends congratulatory cards to Guild members when appropriate, and makes contact with Guild members in need of cheering up through cards, phone calls or other assistance.

•     WEBMASTER: The Webmaster is responsible for keeping the Guild’s Internet website current and for updating the format as necessary.

 

These Guild Policies were reviewed and revised during the 2010-2011 membership year and finalized and approved by the Board of Directors on:

Date:    June 14, 2011

(This document is subject to review/revision during the 2013-2014 guild year.)