I. FINANCIAL POLICIES A. General Policies Section I -The Guild 1. Two people shall count money received and sign a voucher. 2. Invoices or receipts are required for reimbursement. 3. One signature (Guild President or Guild Treasurer) is required for expenditures up to $500.00. Two signatures are required for amounts over $500.00. 4. Only guild members may handle money. 5. No signing of blank checks. 6. A receipt shall be given for all cash payments excluding raffles and other small fundraisers. 7. Bank statements shall be reconciled in a timely manner and a copy sent to the Guild President. 8. The Guild Treasurer shall deposit guild funds within the month. 9. When a checking account is closed/changed, all checks should be destroyed. Section II – Chapters
1. Two people shall count money received and sign a voucher. 2. Invoices or receipts are required for reimbursement. 3. Only guild members may handle money. 4. No signing of blank checks. 5. A receipt shall be given for all cash payments excluding raffles and other small fundraisers. 6. Bank statements shall be reconciled in a timely manner and a copy sent to the Chapter President. 7. Chapter Treasurers shall deposit chapter funds within five business days. 8. When a checking account is closed/changed, all checks should be destroyed.
B. Dues 1. Chapter Treasurers shall collect dues from the membership and deposit the funds into the chapter bank account. 2. Chapter Treasurers shall remit dues by check to the Guild Treasurer. Checks should be made out to the North Louisiana Quilters’ Guild or NLQG. Member information should accompany the check for guild bookkeeping purposes.
C. Preparing Budget Section I – Guild Budget 1. The Budget Committee (Incoming Guild Treasurer with the outgoing Chapter Treasurers) will prepare a two-year budget in March and April. 2. The proposed Guild Budget will be presented to the Executive Board at the May meeting for approval. 3. The Guild Budget will be presented at the June Quarterly meeting. 4. The Guild Budget should reflect actual income & expenses as well as proposed expenditures. Section II – Chapter Budget
1. The Chapter Budget Committee should prepare a proposed two-year budget. 2. The proposed budget should be completed by the end of June for the start of the fiscal year. 3. The proposed chapter budget should be submitted to the Chapter President and copies given to the Chapter members.
D. Record Retention All records and manuals are property of NLQG. This includes minutes, agendas, attendance, forms, etc.. These should be passed to the next group of officers. Section I – Guild · Guild President – Keeps copies of all records for Executive Board and Quarterly meetings. This includes the agenda, minutes, Guild Treasurer’s Report, attendance, and contracts. · Guild Secretary – Keeps copies of all meeting minutes (signed) and attendance for Executive Board and Quarterly Meetings. · Guild Treasurer – Keeps copies of the monthly Guild Treasurer’s Report (signed). Section II – Chapter · Chapter President - Keeps copies of all records for Chapter meetings. This includes the agenda, minutes, Chapter Treasurer’s Report, attendance, and contracts. · Chapter Secretary – Keeps copies of all Chapter meeting minutes (signed) and attendance for Chapter meetings. · Chapter Treasurer – Keeps copies of the monthly Chapter Treasurer’s Report (signed). Section III – Committee · Committee Chairs will keep copies of manuals, meeting minutes, and attendance (sign-in sheets).
E. Training F. Documents To Include: · Registration forms · Financial Review · Sign-In sheets · Motion Slips · Voting Slips · Reimbursement Forms · Agenda Template · Retreat Forms · Treasurer’s Report Template · Meeting Minutes Template II. TEACHERS
Guild Teacher 1. Any Guild member who teaches an all day workshop to Guild members shall set fees for the class. 2. All copyright and trademark laws shall be honored.
A. Honorary Guild Memberships 1. Honorary memberships shall be granted to those members who have been active Guild members, but are no longer able to attend. 2. They will be listed in the membership as honorary members and will receive full benefits of the Guild, including receiving a copy of the monthly newsletter. 3. Honorary members will not pay dues. 4. Any chapter may submit an Honorary Member request with reasons on behalf of a chapter member to the Executive Board for consideration.
B. Lifetime Guild Memberships 1. Lifetime membership is granted to those members who have made outstanding contributions. Lifetime memberships will be considered in March of ODD numbered calendar year. No more than one will be granted. 2. Each chapter may nominate no more than one member for consideration. The chapter making the recommendation should enumerate guild contributions to be considered - service to guild, length of guild membership (20 years minimum), promoting quilting in the community, and leadership. 3. Members to be considered for Lifetime membership shall be nominated by their respective chapters. They shall be presented to the Executive Board for consideration to be presented for confirmation at the next Guild Meeting. 4. Their names will be listed as lifetime members of the Guild. They will receive a copy of the newletter and receive full benefits of the Guild. 5. Lifetime members will not pay dues.
C. Outstanding Chapter Members · Guild members make significant contributions within their individual chapters and should be recognized as an Outstanding Chapter Member.
1. Each chapter will conduct a secret ballot of members to present at the October chapter meeting to select this deserving member. 2. The winner for each chapter will be announced at the December Quarterly Meeting.
IV. GUILD QUARTERLY MEETINGS
A. Host Chapters will provide: 1. Door Prizes (3-5) 2. Program & any affiliated program costs (All meetings EXCEPT December) 3. Decorations (December only)
B. December Quarterly Meeting 1. Will include Potluck (if allowed) provided by all members 2. Executive Board will provide drinks 3. Program will be the Guild Yearly Challenges 4. The Guild will pay or reimburse the Hosting Chapter, with accompanying receipts, for the plates, cups, napkins, and utensils required for the Christmas Party. C. Host Chapter Rotation
GUILD MEETING HOST (sorted by chapter) (if viewing on mobile device, turn sideways) 2023202420252026 2027 Grateful Threads December SeptemberJuneMarchDecember Moonlight September JuneMarchDecember September Morning Stars March December SeptemberJuneMarch Sunshine June MarchDecember SeptemberJune GUILD MEETING HOSTS (sorted by meetings) (if viewing on mobile device, turn sideways) 2023 2024 2025 2026 2027 March Morning Stars Sunshine Moonlight Grateful Threads Morning Stars June Sunshine Moonlight Grateful Threads Morning Stars Sunshine September Moonlight Grateful Threads Morning Stars Sunshine Moonlight December Grateful Threads Morning Stars Sunshine Moonlight Grateful Threads
1. A written memorial remembrance of a deceased NLQG member shall be published in the NLQG Newsletter. 2. A page will be added to the NLQG website to record the written memorials. 3. Memorials for a deceased NLQG member will be made at the discretion of the respective chapter and funded by chapter funds. Each chapter will determine how this is to be accomplished.
VI. NEWSLETTER, ADVERTISING IN
1. The annual fee for a monthly ads for a business is $35 per year payable September 1st. 2. A one time only ad or a profit business is $10 per ad. 3. Personal ads for members - no charge.
VII. QUILT SHOW 1. An appointed Quilt Show Chair will serve as a member of the NLQG Executive Board and will coordinate all activities of the Quilt Show committee. Committee chairs for the show features listed in item 4 will serve as Quilt Show committee members. 2. Only NLQG members, or member’s relatives 18 or younger, may show a quilt in the show. 3. Provided that ample space is available, members may enter any number of quilts. Should space be a consideration, members with the most entries may be asked to withdrawal some of their entries. 4. In addition to member’s quilt displays, standard features of the Quilt Show:
a. Demonstrations i. May be presented by NLQG members or show vendors ii. Should be scheduled and announced throughout the show iii. May include quilts not made by NLQG members but submitted for demonstration by members (i.e. bed turning) iv. Coordinate all activity of the demonstrations area
b. Door Prizes/Favors i. Door prizes should be collected or made throughout the 2 years prior to each quilt show. ii. Vendors may be asked to contribute to the door prizes, but it is not mandatory iii. Favors are optional, but a nice touch to welcome each guest to the Quilt Show iv. Donors of door prizes should be included on a poster of recognition v. The guild should expect to present 70-75 door prizes vi. Door prizes should be awarded upon entry based on a method determined by the committee
c. Featured Quilts i. Featured quilts should encompass no more than 10% of the show display length or 100 feet, whichever is greater ii. Featured quilts: 1. May be from only one member with a body of work of at least 30 quilts recognized as the Featured Quilter OR 2. May be from a variety of members with an NLQG tenure of 3 years or more. Each member is limited to one submission to the featured quilt area. 3. May have been displayed at a previous NLQG show but will never be displayed again unless by a featured quilter iii. A committee of one member from each chapter and the Quilt Show chairman will determine the quilts/quilter to be featured in this area
d. Finance (Chair – Guild Treasurer) i. Quilt Show committee will submit budget needs to the executive board for approval ii. Quilt Show committee will spend approved funds as needed without further approval from the executive board
e. Hospitality i. Responsible for white gloves for guests ii. Assign members to monitor various areas of the show (ASK ME tags). Be sure the monitors know the various areas of the show iii. Utilize texts to remind members of their responsibilities iv. Assign members to welcome guests and sell tickets (Guests from ages 9- 79 were $7 in 2020) v. Clearly display a sign indicating entry prices vi. Determine a method by which the guild could know the home area of each guest attending
f. Layout i. Maximize the space allotted for the show for the optimum display of quilts ii. Work with registration chair to determine location and labeling of quilts iii. Work with vendor chair to determine location of vendors iv. Work with demonstration chair to determine location of demonstration area v. Coordinate setup and take down of the show
g. Publicity i. Determine biggest bang for the buck on publicity ii. Schedule television appearances iii. Send press releases to area news outlets iv. Maximize technology usage v. Investigate the feasibility of a Virtual Quilt Show vi. Prepare show handout which may include guild purpose, chapter meeting times, social media addresses, demonstrations schedule, Quilt Show committee, featured quilts, raffle quilt, etc. vii Prepare and display banners and/or yard signs (may need revisions - consider in budget)
h. Raffle Quilt i. Design and coordinate all aspects of the raffle quilt ii. Order tickets in coordination with the guidelines of the Louisiana Gaming Commission. (LSU quilt sold 4000 tickets) Include this cost in the quilt budget iii. Arrange to sell tickets at other local events such as the boat show if possible iv. Assign members to monitor the raffle quilt table throughout the show v. Administer the raffle quilt drawing 30 minutes before show closes
i. Registration i. Utilize one electronic form for all registrations (including bed turnings, youth quilts, etc.) ii. Send an electronic confirmation to all registrants iii. Emphasize that submitted information is what will be printed on the quilt tags iv. Prepare quilt cards to display with the quilts v. Utilize personal cardstock, ink, etc. to prepare display cards. Include in budget
j. Vendors i. Contact potential vendors (save the date – 1 year out ii. Collect and submit deposits as soon as fees are approved by the Quilt Show committee iii. Acquire proof from vendors as authorized dealers and sales territory for product lines iv. Budget for vendor snacks and/or arrange for food delivery if needed v. Coordinate all vendor setup and take down vi. Serve as hospitality for all vendor
VIII. STANDING COMMITTEES· Committee chairs may serve more than one consecutive term to ensure continuity of activities.
IX. GUILD HISTORIAN – TO BE RESEARCHED 1. Identifying members and dates, as part of the documentation. A record, scrapbook (hard copy), should be kept of the following: · Quilt Show – Keeps memorabilia (CDs, programs, etc.) · Quarterly Meetings – Pictures of show and tell and other important activities · Guild Play Days · National Teacher · Retreats – This could be delegated to the Chapter that hosts the meeting. · Bylaws and Newsletters · Newspaper and Magazine articles 2. Each outgoing Chapter Historian may turn in a Chapter Scrapbook (digital or hard copy), for his/her term, to the outgoing Guild Historian by the next Guild meeting (September) following the end of the Guild year, June 30th. This will give the outgoing Chapter Historian time to enter the last Chapter records of his/her term into the Chapter scrapbook. After the September Guild meeting the outgoing Guild Historian will take all Guild and Chapter documentation, of the previous term, to ULM Sandal Library to be archived and preserved for the future. Anyone wishing to see any of the past documentation, may do so at Sandal Library.
X. MEETINGS 1. Proxy for Executive Board Meeting· FROM BYLAWS: The proxy must be in writing, received before the start of the Executive Board meeting, and documented in the minutes. · If using a digital format, the written proxy must be sent to the Guild President from the absent member. 2. Agenda for Executive Board, Guild, and Chapter Meetings · To request an item to be placed on the agenda, email the President with the pertinent information.
XI. Procedure for Request to Change/Amend the Constitution, Bylaws, or P & P.· The member will complete the Request to Change form. The member will discuss this at the chapter level with motions recorded in the Chapter Meeting Minutes. The chapter must vote to send the potential change to the Executive Board. A copy of the minutes should accompany the form. The form and Chapter Minutes will be submitted to the Executive Board for consideration. If necessary, the Governance Documents Committee will be convene.