Policies and Procedures

SFMQGPoliciesandProcedures_rev3char.docx

South Florida Modern Quilt Guild Policies and Procedures      Effective: July 21, 2015

  1. INTRODUCTION
  1. The purpose of this document is to supplement the South Florida Modern Quilt Guild By-Laws.
  2. In this document, the South Florida Modern Quilt Guild will also be referenced as “The Guild”, or “South Florida MQG”, or “SFMQG”.
  3. Changes to this document can be made by a vote of the Executive Council as the need arises; changes do not require a formal vote of the general membership.
  1. CODE OF CONDUCT, All members of the Guild, including Executive Council members, shall:
  1. Abide by the Guild’s Bylaws, Policies and Procedures.
  2. Treat other Members and guests of the Guild with respect and consideration.
  3. Participate in Guild events to the best of their ability.
  4. Encourage other Guild members and show willingness to share skills and knowledge to the best of their ability.
  5. Vote and participate in the making of decisions which affect the Membership.
  1. MEMBERSHIP
  1. Good Standing. To remain in good standing, a member will
  1. Pay their dues on time.
  2. Observe the Guild’s code of conduct at all guild events, on guild organized websites and social media, and whenever representing themselves as a member of SFMQG or the national MQG.
  1. Dues
  1. Annual dues will be $50.
  2. Qualifying Junior Members will pay 50% of the annual dues.
  3. Prorating: Members joining after 1st March shall pay a prorated amount equal to 10% of the annual membership fee per month for all months or part months remaining in the calendar year.
  4. Leaving members: If a member withdraws from The Guild, dues will not be prorated or refunded.
  5. Transfer: Membership is non-transferable.
  1. Meeting, workshop and sew day fees
  1. Members in good standing can attend all meetings for free.
  2. Attendance for guests at the first general meeting is free.
  3. Attendance for guests at the second general meeting is $5. Payment can be made by check or through PayPal. Cash is not accepted. This payment is not applied towards membership in The Guild.
  4. Attendance at the third meeting requires full membership dues to be paid in advance by through PayPal, and completion of a membership application.
  5. Members in good standing shall be entitled to a discount of 20% off of any workshops, conferences, lectures or other special events organized by the Guild. Where possible a members-only early bird registration period will be offered.
  6. Guests are welcome to attend workshops, conferences, lectures or other special events organized by the Guild at the price advertised.
  7. The Executive Council reserves the right to charge additional fees for any meeting or special event where additional funds are needed to supplement speakers or projects.
  1. Discounts
  1. Membership in The Guild may entitle members to various discounts at local quilt and fabric shops, and quilt shows, etc. Members may be asked to show their membership card and ID at the cash register.
  1. Permissions
  1. Members of the guild consent to have their name, photos and likenesses of themselves and their work published by The Guild in association with its work on social media sites (Facebook, Instagram, Flickr, Twitter, Pinterest, etc.), our web site, press, advertising and in any publications SFMQG may produce from time to time.
  2. Personal blog or website listings. Members may opt-in to have their personal website or blog listed on the Guild’s website or blog.
  1. Personal Information.
  1. When signing up for membership in The Guild, applicants will be required to provide your name, e-mail address and mailing address. You will be requested, but not required, to provide your phone number, blog/website, social networking links and other optional information.
  1. Access
  1. The Guild maintains a closed social group on Facebook and all members in good standing will be invited to join.
  2. The Guild may provide members with access to websites and guild resources for the purposes of organizing or promoting the guild. Such access will be granted on a case-by-case basis at the discretion of the Executive Council.
  1. Incentive Programs
  1. The Executive Officers of The Guild may from time to time initiate incentive programs to encourage participation in meetings and other activities. Details of such programs will be announced to the full paid membership via e-mail notification.
  1. The MODERN QUILT GUILD MEMBER BENEFITS
  1. The South Florida MQG is a member guild of The Modern Quilt Guild (MQG) and as such, members in good standing are entitled to the benefits of national MQG membership. See www.themodernquiltguild.com for details.
  1. EXECUTIVE COUNCIL
  1. The Executive Council consists of the following officers, President, Vice Presidents, Secretary and Treasurer. All officers shall
  1. Actively solicit and take suggestions for all members under advisement, and work with individuals as needed
  2. Attend monthly guild meetings, sew days, Board meetings, and guild programs.
  3. Assist and approve the planning of membership activities such as sew days, workshops and retreats.
  4. Write blog posts about modern quilting topics.
  5. Actively participate in Guild social media outlets to encourage and support Guild members and promote the Guild in a positive light.
  1. Officers will be elected by a majority vote in accordance with the Guild’s Bylaws, Policies and Procedures.
  2. Officers will serve a term of 12 months. No officer may serve more than two non-consecutive terms in one office.
  3. President
  1. Ensure The Guild’s mission and purpose are being followed.
  2. Liaise with the national MQG and ensure that the Guild remains in good standing. Maintains the Guild membership roster on the MQG website.
  3. Ensure that the Guild maintains its nonprofit status and fulfills all requirements to do so.
  4. Arrange, schedule, and chair general meetings and Board meetings, and approve the minutes.
  5. Represent the Guild at any national, regional, or local modern quilting events.
  6. Actively monitor and assist all Officers and Councils, participate in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
  7. Can enter into contractual obligations on behalf of The Guild
  8. Can use The Guild’s bank debit card, PayPal account or write checks in order to conduct business on behalf of The Guild
  9. Presents an annual report (year-in-review) to present to the membership at the annual meeting
  10. Social Media - Primary responsibility for maintaining (or delegating) social media
  1. Flickr Group
  2. Pinterest
  3. Facebook Members only group
  4. Twitter
  5. Instagram
  1. Monitor guild email account and handle correspondence, or delegate to appropriate Officer.
  2. Responsible for Meetings Council.
  1. Treasurer
  1. Maintains The Guild’s bank accounts (including checking, deposit and PayPal).
  2. Prepares annual budget in conjunction with the board.
  3. Pays any bills that may incur including reimbursements to members.
  4. Provides brief summary of financial information to the board monthly.
  5. Provides weekly summary of monies received as necessary to board members or council chairs (for example during workshop registration periods).
  6. Ensures that any required official paperwork and tax returns are filed in a timely manner.
  1. Secretary
  1. Takes minutes at general meetings and Board meetings, gets approval from the President, and then makes them available to the Officers in a timely fashion.
  2. Takes photographs at meetings (or arranges for someone to take them).
  3. Maintains records of all meetings and minutes.
  4. Prepares an abbreviated monthly Meeting Recap for publication on the blog and a full Meeting Recap distributed by email to members.
  5. Prepares meeting reminder email with agenda details.
  6. Responsible for Community Service Council.
  1. VP of Administration
  1. Create and maintain a functioning guild infrastructure including
  1. Systems for gathering and maintaining data
  2. Online resources for members, Councils and Officers
  3. Operational guidelines
  4. Historical documentation
  5. Membership records
  6. Financial records
  1. Website  administration
  1. Maintain construction:  templates, layouts, pages and other functionality.
  2. Administration of user accounts.
  3. Set up and maintain domain (when the time comes).
  1. Administration of social networking accounts.
  1. Design and functionality of accounts.
  2. Password administration and account access.
  3. Facebook Page administration & updating.
  1. Responsible for the Historical Council and Membership Council.
  1. VP of Programming
  1. Actively recruits member or guest speakers and teachers for special Guild programs and workshops with a focus on modern quilting.
  2. Communicates program and event information for members through email, blog posts, Facebook, and/or other social media
  3. Supports the planning, implementation, maintenance, and documentation of The Guild’s public programs and educational initiatives.
  4. Responsible for the Special Events, Education and Teaching Councils.
  1. VP of Projects
  1. Communicates project information for members through email, blog posts, Facebook, and/or other social media.
  2. Supports the planning, implementation, and execution of all Guild projects.
  3. Encourages member participation and works with individuals as needed.
  4. Responsible for the Challenges & Swaps, Quilt-A-Long, and Community Service Councils.
  1. Founding Officer
  1. Assists the Guild Officers and Council Chairs with meetings, projects and events as needed.
  2. Honorary position: does not require Board participation or entitle voting on Board matters.
  1. ELECTIONS
  1. The Nominations Council will oversee the nominations process leading up to any election.
  2. Members who meet the criteria for Officer as outlined in the Guild’s Bylaws and who wish to stand for election may be nominated by a member in good standing  or by self-nomination at or prior to the July meeting. All nominations must be seconded by another member in good standing.  The Nomination Council will record all nominations, successful or otherwise.
  3. Members who have been successfully nominated will be given the opportunity to speak at the September meeting about themselves and why they would like to serve on the Executive Council, and also to prepare a short written statement which will be emailed to members (along with those of other nominees) prior to that meeting.
  4. In the event that no one is successfully nominated for a position, the Executive Council is responsible for making nominations.
  5. Nominations will be closed at the end of the October meeting.
  6. The Secretary will publish the names of all successful nominees on the Guild website no later than five days after the close of nominations.
  7. On the day of the vote, The Secretary will ask for two volunteers from the floor to tally the ballots. The members must not be current Officers, members of the Membership or Nominations councils, or have been nominated for election.
  8. When the votes have been tallied, the Secretary will announce the number of votes for each nominee. The ballots should be retained by the Secretary after the meeting for a period of 30 days in case a recount should be required.
  9. Voting and installation of Officers will be done in accordance with the Guild Bylaws.
  1. NOMINATIONS COUNCIL
  1. The Membership Council will oversee the formation of a Nomination Council three months prior to any elections. The Nomination Council will consist of at least three, and no more than five members in good standing who do not have an interest in standing for an Executive Council position.
  2. The duty of the nominations council is to find the best possible candidates for each office.
  3. Persons serving on the council cannot be nominated for office.
  4. The Secretary should give the council a copy of the membership list, the Bylaws, a description of the duties of each office, and the eligibility requirements.  The council must carefully review the eligibility requirements for each office and see that the nominees meet these requirements.
  5. The council should meet, carefully review the membership list, and subject to a majority vote amongst them, select the qualified people who they think will do the best job in each office.  A member of the council should be selected to call each nominee and to see if she or he is willing to stand for election.  If the nominee agrees to stand, any nominations made by the Nomination Council do not require seconding.
  6. Members in good standing may also be nominated from the floor at a general meeting, per the guidelines of section V, part B of this document.
  7. The Nominations Council will prepare a written summary of all nominations, successful or otherwise, and make it available to the Executive Council no later two days after the close of nominations.
  8. The Nominations Council will prepare paper ballots for voting at the November general meeting.
  9. The Nominations Council is disbanded immediately following an election, and a new one is formed when required.
  1. COMMITTEE PURPOSE AND FUNCTION
  1. The purpose of Councils is to allow all members to contribute to the running of the Guild, according to their skills, interests, and available time.
  2. Councils will report to an assigned Executive Council Officer, who will offer assistance in planning and implementing the work of the Councils.  Officers will be responsible for the final scheduling of any activities or events planned by the Councils, to ensure the Guild’s calendar is manageable for our members.
  3. Participation in a council is mandatory for all guild members.
  4. Councils are reformed each 12 months in January. Members will have the opportunity to sign up for a new Council in December. The Executive Council will review the roster of Councils each year in November to determine if any changes should be made.
  5. Members are encouraged to rotate and join new Councils each year to allow other members to participate in something new each year.
  6. Members may join multiple Councils but may only act as Chairperson for one Council at a time.
  7. A Council Chairperson will be appointed by the responsible Officer.
  8. Councils, once formed, should
  1. Determine how often they meet and minimum member attendance.
  2. Determine what a quorum is for any situations where a vote is required.
  3. Propose any activities to their Officer mentor for approval before proceeding.
  4. Pass any budget requests to their Officer mentor for approval of the Executive Council.
  5. Ensure activities are inclusive and that all members can participate should they wish.
  6. Assist the Historian Council in documenting the work of the guild.
  1. Officers are required to
  1. Speak regularly with Council Chairs to give encouragement and guidance.
  2. Offer suggestions and assist with planning, budgeting, etc.
  3. Approve any proposed activities, seek Executive Council approval for budgets.
  4. Schedule activities on the Guild’s calendar to avoid conflicts
  1. COMMITTEES
  1. Challenges & Swaps Council – Reports to the VP of Projects
  1. Organize and carry out at least two SFMQ activities per year and up to two National level MQG activities per year,
  2. Consider participation in local, regional, and national challenges sponsored by manufacturers and retailers,
  3. Establish the rules and form a voting council for each challenge.
  1. Block of the Month Council - Reports to the VP of Projects
  1. Coordinate with members in choosing a modern block to make for the Guild’s month block lottery.
  2. Establish the rules and procedures for the lottery and presides over the draw.
  3. Prepare a blog post with instructions and palette choices for the SFMQ website.
  4. Utilizes appropriate social media resources to keep members aware of BOM activities, and to offer assistance and encouragement.
  5. Shows a sample block at the prior month’s meeting.
  6. Encourages lottery winners to bring completed projects using BOM winnings to meetings for show and tell.
  1. Quilt-A-Long Council – Reports to the VP of Projects
  1. Coordinates with members in choosing a modern quilt project to make together.
  2. Posts instructions and any helpful links on the Guild’s blog for making the monthly blocks.
  3. Provides encouragement and instruction to members to finish QAL projects.
  4. Utilizes appropriate social media resources to keep members aware of QAL activities.
  5. Prepares samples to show at each month’s meeting.
  1. Community Service Council – Reports to the Secretary
  1. Coordinates annual charity project(s) and promotes philanthropy for The Guild.
  2. Prepares proposals for charitable projects to the Executive Council for approval.
  3. Utilizes appropriate social media resources to keep members aware of charity projects.
  4. Provides encouragement and instruction to members to fulfill charity projects.
  5. Coordinates collection, storage and delivery of materials, quilts and/or sewn items for donations and auctions.
  6. Maintains records of all donations made by The Guild.
  1. Special Events Council – Reports to the VP of Programming
  1. Organize and execute special events, workshops, retreats and sew-ins
  2. Communicate information regarding activities to the VP of Communications for inclusion on the SFMQ website.
  1. Education Council – Reports to the VP of Programming
  1. Provide opportunities to learn or experience skills related to sewing and/or quilting through speakers or hands-on training,
  2. Research, suggest, and plan classes, workshops, teacher and speaker visits sponsored by The Guild
  3. Coordinate a mentorship program.
  4. Research a grant program based upon volunteerism.
  5. Maintain a record of all of The Guild’s public programs and educational initiatives.
  1. Teaching Council - Reports to VP of Programming
  1. Skilled members who are able to teach workshops or give detailed demos and lectures
  2. Each member of this council should be able to lead one  workshops/demos/lectures every six months
  3. Membership in this council would be subject to acceptance of a  proposal submitted to the VP of Programming for a workshop/demo/lecture
  1. Historian Council – Reports to the VP of Administration
  1. Keeps a record of The Guild’s activities during the year.
  2. Maintains online scrapbooks for members and promotional purposes.
  3. Responsible for coordinating photography at SFMQ functions.
  1. Membership Council – Reports to the VP of Administration
  1. Record attendance of members at monthly meetings.
  2. Assist new members in completing membership enrollment forms and paying dues.
  3. Sends welcome letter and membership card to new members.
  4. Maintain a list of benefits for members and coordinate with VP of Communications to post information to SFMQ website/blog.
  5. Approve and respond to requests for access to members-only events and resources.
  6. Coordinate member name tags.
  7. Member Outreach - watch attendance and notice if someone hasn’t been attending and check on them. Send a card if sick, new baby, family member passed, etc.
  1. Meetings Council – Reports to President
  1. Secure meeting space to accommodate 30 to 50 people; submit cost to Treasurer for payment.
  2. Secure office supplies and technical needs required for meetings.
  3. Prepare meeting spaces prior to meeting start time and clean up after meetings.
  4. Coordinate refreshments for meetings.
  5. Work with President to announce meeting location and agenda.

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