The following is NOT part of the constitution
River Heritage Quilter's Guild
Policy and Procedure Handbook
This handbook is designed to be a convenient reference for the organization and function of the River Heritage Quilters' Guild. This handbook is meant to provide guidance, instruction, and/or information. If you have any questions concerning any item please contact an officer or a member of the Board of Directors.
Revised 8/98, 10/2005, 2008, 03/2014, 01/2016, 03/2019
- Topics for Discussion: Topics of new business should be presented to the president prior to the meeting. Only quilt related topics will be discussed.
Committees: Each guild member is encouraged to participate on the various committees that keep the guild functioning. Standing committees are: Membership, Newsletter/Yearbook, Community Projects, Special Projects, Hospitality, Special Events, Pattern of the Month, Audit, Nominating, Library, Publicity, Website, Quilt Show, and Home Tour (as scheduled).
- Each chairperson will be responsible for coordinating activities with the committee, attend board meetings, keep a planning notebook to pass on to future committee chairpersons for reference, conducting committees meetings to plan for yearly activities, try to involve as many members as possible in committee functions, keep the president informed of committee activities and present report of committee at guild meetings.
This includes responsibilities of individuals that
are not official committees.
It is the president's responsibility to arrange a
memorial of $25 in memory of a member to the charity of choice. If
the president is not reachable, the treasurer can send the memorial. The
president will send a sympathy card if there is no comfort quilt sent
- Attend Board meetings
- Familiarize yourself with the Vice President binder to see what has been done in the past. Maintain this binder with information from your term as Vice President
- Choose the fat quarters for the year
- Plan 8 programs for the guild meetings that do not have set programs. The set programs are as follows:
March is the Guild's birthday party. Plan game/entertainment
September is the Guild's picnic. Plan game/entertainment
November is the Quilt of Valor presentation
December is the Guild's Christmas party
Due to the possibility of bad weather, the January and February programs need to feature local people, or members of the RHQG.
Send a contract to each program presenter. If the presenter is an RHQG member, she/he is paid $50.
Reserve a hotel room for the presenter when it is required
Cornfirm with each presenter a week or two before their program date.
- Inform the yearbook chairman of the year's fat quarters and programs prior to her/his deadline in February. Include the dates of the workshops for the year as well. If the times and places have not been finalized by this deadline, please include whether the class will be held during the day, or in the evening. This important information will allow people to ask off work if necessary in order to attend a class.
- Inform the newsletter chairman of the fat quarter, the program and the workshop of the following month via an email containing a Word document prior to the newsletter deadline. For 2019, the newsletter deadline is the 20th of the month.
- Inform the Special Events chairman of the workshop dates so that she/he can secure a location for the workshops
- Speak about the upcoming programs and workshops at each meeting
- Take the program presenter to dinner prior to the meeting
- Arrive early at each meeting to help the presenter set up. Take note of how the venue is arranged when you arrive so that you can put everything is back in its place once the meeting ends.
Get a copy of map quest from the presenter. Calculate the mileage fee. Add this to their fees and give the total to the treasurer, who will then write a check that you will give to the presenter.
- Maintain the binder for the future Vice President.
- Membership: The duties of the membership chairperson and its members will include:
- presenting new members with membership packets
- maintain a roster of attendees and providing this information to the secretary for inclusion into the permanent record
- provide updated cards of membership with current profile
information and years of dues paid
- provide temporary nametages for visitors
- provide a door prize to be given away at each meeting.
- report new member email and birthdays to correspondence and
- after recording membership renewals give forms to yearbook chair
who keeps a current roster of members in print form
- report perfect attendance and landmark attendance milestones to
current president at the end of the year
- make sure all pertinent forms are printed and giveaway tickets are
- report to president at the meetings: attendance, guests, new
members, fat quarters and stash for cash
- In the event the membership chairperson cannot be in attendance, a member of the committee shall act in their place.
- Newsletter: The duties of the newsletter chairperson and its members is to compile information on new members, quilt shows, guild information, events, and items which might be newsworthy for the general membership. The chairperson will establish guidelines, deadlines, etc. under which this committee will function.
The newsletter is publised on the website. If a member does not use
computers, they will contact a member who can print one for them.
Yearbook: The yearbook is the compilation of the programs, committee chairpersons and members and the membership list. The yearbook will be distributed at the March meeting with additional copies available at $2.00 each.
Community Projects: The duties of the community projects chairperson and its members are to work on quilt projects, which will be provided free of charge to various community organizations. The committee may work on projects to be auctioned or sold to subsidize the work of this committee. The committee may also participate in other charitable quilting activities at the discretion of the committee. Note: Every guild member is welcome to participate whenever possible.
Special Projects: The duties of the special projects chairperson and its members will include various fund raising activities which include the opportunity quilt. This involves the designing and making of the quilt, arranging quilting sessions and printing the tickets.
Hospitality: The duties of the hospitality chairperson and its members will include any setup and cleanup required at the monthly guild meetings, providing and/or arranging for any refreshments and the Christmas Social dinner food and drinks and Guild picnic.
Special Events: The duties of the special events chairperson and its members will be to completely coordinate workshops, seminars and/or lectures for the guild, and bus tours outside the monthly programs. This committee will also coordinate any guild sponsored quilt displays outside of the Quilt Show.
See this link for details of the
Special Events committee's responsibilities.
Pattern of the Month: The duties of the pattern of the month chairperson and its members will be to present a pattern(s) during
a guild meeting. Handouts of the pattern(s), instructions and a sample of the patterns will be presented to stimulate interest in the general membership. The pattern(s) will be decided upon by the committee.
Nominating: The duties of the chairperson and members of the nominating committee are outlined in Article IV, Section 3 of the bylaws. This committee will consist of a chairperson from the board and two general members of the guild.
Comfort Quilts: The duties of the comfort quilt chairperson
and its members will include presenting in a timely manner a comfort quilt
to a guild member who has lost a spouse or child. The
number of comfort quilts given to members during the year shall be reported
by the committee chairman to the guild members at the December meeting, or
the January meeting of the following year.
- The perimeter of a comfort
quilt shall not be smaller than 210 inches ( 45" x 60").
quilt should have a label which includes "From the River Heritage Quilt
Guild" but should not be dated.
- The comfort quilts shall be kept
during the year by the chairman of the committee.
- A list of members
who receive comfort quilts shall be kept by the chairman of the committee
along with the date in which they are presented.
sympathy card will accompany the quilt.
The audit chairperson and its members will audit the financial books between December 30 and February 1 of the given year. Any discrepancy will be brought to the attention of the treasurer.
Publicity: The publicity chairperson and its members will coordinate the publicity needs of the guild in reference to special events such as quilt shows, home tours, workshops, lectures or community service.
Website: The website chairperson and its members will manage the guild website.
This includes posting the newsletter and letting the correspondence chair
know when it is available.
Quilt Show: The quilt show chairperson(s) and its members will plan and oversee the quilt shows and appoint chairs of special sub-committees as needed for the show.
- 1. Keep an updated list of email addresses of all guild members.
- 2. Forward a link to the monthly newsletter when it is available to all
- 3. Notify members by email of upcoming meetings, workshops, trips,
retreats, and any other guild activities as necessary.
- 4. Pass along information about members at their request and/or
- 5. Keep an email "RHQG" folder of correspondence.
- 6. Ask one member to keep a back-up email address group if need arises.
Inclement Weather: The decision to cancel a meeting due to inclement weather will be made by the president who will then contact each officer. Guild members are responsible for contacting an officer for information concerning cancellation of a meeting. There will be no make-up of a cancelled meeting.