Guild Official Info

Guild Official Information

Policies & Procedures

Revision Date 3/4/2021

POLICIES & PROCEDURES PDF
OFFICER GIFTS

CRQ will spend $50.00 per person for thank you gifts for the outgoing officers each January. (passed 3/4/21)

ADMISSION

Each member will pay $1.00 admission for each meeting they attend. Guests at regular meetings will pay nothing for their first 2 visits. After 2 visits, it is expected that they will become a member. Guests at a meeting where we have a national speaker will pay $10.00 admission fee. Guests at a meeting where we have a local speaker will pay $5.00. (passed 2/15/18)

MEMBER DUES

Commencing January 1, 2022, members pay annual dues of $40.00, renewable each January. For new members joining, the pro-rated dues are as follows: Jan/Feb/Mar, $40.00, Apr/May/Jun $30.00; Jul/Aug/Sep, $20.00 Oct/Nov/Dec, $10.00. (passed 11/18/21) All new members will review and sign the Membership Information form and submit it with their application. (passed 3/4/21)

MEMBERSHIP LIST

A new membership list shall be prepared and presented to the members at the first meeting in February of each year. In July, an update will be published reflecting any changes and additions. All lists must be dated. (revised 3/4/21)

YEARLY BUDGET

The fiscal year period begins January 1 and ends on December 31 of each year. Officers and committee chairs must submit a yearly budget report to the treasurer and president by September 30th. The budget committee shall consist of the Treasurer as chair and 3 members. Each year, the budget committee will meet and prepare the proposed budget for the coming year during the month of October. The proposed budget will be sent electronically to the Executive Board by November 1, for review and approval. Members will receive a copy for their review one week prior to presentation and adoption at the second November meeting. (passed 3/4/21)

AUDIT OF TREASURER’S BOOKS

The treasurer’s books shall be audited every year in January. The audit committee will consist of 3 members, with the president appointing the chair. The treasurer will be present. (revised 3/4/21)

ROOM RENT AT CHURCH

The rent paid to the church at each meeting will be $1.00 collected from each member. When we have guests who pay to attend a program meeting, $1.00 of their admission will go toward church room rent. Room rent for special meetings is determined by the church. (revised 3/4/21)

RETREATS

Quilting retreat opportunities are offered and announced to the guild membership. However, as these are not guild-sponsored activities, financial arrangements are to be made directly with the event organizer. (This was an amendment that was adopted at the 11/18/21 meeting.)

WORKSHOPS AND CLASSES

Workshops are defined as instruction led by an outside teacher who is a non-guild member. The price for members attending workshops will be $35.00 per person. When a workshop is open to nonmembers their price will be $65.00 per person. The price for members attending a half-day workshop is $20.00. The price for a non-member taking a half-day workshop is $35.00. Payment for workshops is due at the time a participant signs up for the workshop.

Cancellation Policy: If a workshop is paid for and not full and a participant cancels, the participant’s money will not be refunded. If a workshop is paid for and is full with a waiting list, and a participant cancels, that spot will be filled with the first person on the waiting list. The participant will then receive a refund. Only the coordinator (guild liaison for National Teachers and Vice President for Local Teachers) of the workshop can find a replacement, NOT the participant who cancels. Refunds in special circumstances will be the decision of the coordinator. (passed 1/20/22) Classes are defined as instruction led by a guild member. The price for a member taking this type of class is $20.00. The price for a non-member taking this type of class is $35.00. Payment for classes is due at the time a participant signs up for the class. Cancellation Policy: If a class is paid for and not full and a participant cancels, the participant’s money will not be refunded. If a class is paid for and is full with a waiting list, and a participant cancels, that spot will be filled with the first person on the list. The participant will then receive a refund. Only the Vice President can find a replacement, NOT the participant who cancels or the member teaching the class. Refunds in special circumstances will be the decision of the Vice President. (passed 1/20/22)
BUS TRIP FEES

A $25.00 deposit is required for a bus trip at the time of sign up to secure the bus contract. However, the final cost of the trip will be determined as follows: total cost of the bus divided by the total number of passengers = trip cost per individual. (passed 3/4/21) The bus trips will be open first to guild members then to non-members. (passed 2/15/18)

BEREAVEMENT POLICY

In the event of the death of a guild member or spouse, CRQ will make a contribution to a charity of the family’s designation (if one has been named), in the amount of $50.00. In the event of the death of the child of a member, CRQ will send a card. (passed 3/4/21)

FAT QUARTER DRAWING

One winner’s name will be drawn in the fat quarter drawing held at each monthly business meeting. (passed 3/4/21)

MEETING CANCELLATION

Should a weather alert at the level of a tropical storm WARNING or higher which occurs on a regularly scheduled meeting date, the meeting will be cancelled. (passed 3/4/21)

By-Laws

Updated July 7, 2016

BY-LAWS PDF
ARTICLE I: NAME

Section 1: The name of this organization shall be Country Road Quilters, Inc.

ARTICLE II: OBJECTIVES

Section 1: The purpose of the organization is:

  • To promote the appreciation of, and to contribute to the knowledge of, the art of quilt making.
  • To promote fellowship, mutual aid and common interest.
  • To encourage quilt making and collecting.
  • To encourage the growth of the knowledge of quilting techniques, textiles, the history of patterns and quilt makers.
  • To sponsor and support quilting activities.
ARTICLE III: POLICIES

Section 1: The program of the organization shall be developed through meetings, conferences, committees and projects.

Section 2: In the event of dissolution of the organization, the assets will be disposed of to a non-profit organization with like interest, by suggestion of the Executive Committee and with the approval of 2/3 vote of the membership present and in good standing, due notice having been given to members in good standing.
ARTICLE IV: MEMBERSHIP, DUES, AND VOTING BODY

Section 1: Membership: Membership {members in good standing} dues shall all be paid in full.

Section 2: Dues: Dues must be paid each year renewable each January. If dues are not paid on time by a member, that member shall be considered dropped by his/her self. Dues shall be prorated for new members only.

Section 3: Voting Body: Voting body of this organization shall consist of 2/3 of the members present and in good standing.

ARTICLE V: OFFICERS AND ELECTION

Section 1: Officers of this organization shall be President, Vice President, Secretary and Treasurer. Officers are elected for a 2-year term and may serve up to two terms consecutively. The President and Secretary will be elected in odd years and the Vice President and Treasurer in even years.

Section 2: A nominating committee shall be formed of members in good standing at the first meeting in October and shall consist of at least 3 members. This committee shall present a slate of officer nominations electronically to the Executive Committee by the last meeting in October.

Section 3: Election shall be held at the last November meeting of the organization each year. At this time there will be an opportunity for nominations from the floor. Election shall be by a 2/3 majority vote of members in good standing and present. Elected officers will take office effective the first meeting in January.

Section 4: Officers must be members in good standing at the time of their nomination.

Section 5: A vacancy in any office shall be filled by the Executive Committee.

ARTICLE VI: DUTIES OF OFFICERS

Section 1: The President shall preside at all meetings of the organization and Executive Committee meetings. The President shall select committee chairmen as needed to carry out projects undertaken by the organization.

Section 2: The Vice President shall preside at all meetings in the absence of, or at the request of, the President. The Vice President shall be responsible for arranging meeting programs. The Vice President may appoint a committee for this and would chair said committee.

Section 3: The Secretary shall keep records of all regular meetings an up-to-date membership roster and any other records required by the organization. The Secretary will publish twice yearly a membership roster and updates to members as needed.

Section 4: The Treasurer shall collect and disperse dues and all monies collected by the organization. The Treasurer shall make a report at each business meeting. The Treasurer will chair the Budget Committee.

Section 5: The President and Treasurer with the Registered Agent shall see that all proper forms are submitted to the county, state, and federal governmental bodies in a timely manner.

Section 6: The signatures of any two officers are required for signing a bank check, but all four officers shall be registered with the bank for such purpose.

ARTICLE VII: EXECUTIVE COMMITTEE

Section 1: The Executive Committee shall consist of: President, Vice President, Secretary and Treasurer.

Section 2: The Executive Committee shall meet at the request of any member of the Executive Committee.
ARTICLE VIII: QUORUM

Section 1: Quorum shall be of 2/3 of members in good standing of those present and eligible to vote at regular meetings.

ARTICLE IX: AMENDMENTS

Section 1: These by-laws may be amended at any regular meeting of this organization by 2/3 vote of the members present and in good standing. Any by-law amendment will be published in the newsletter prior to the meeting in which it is to be voted on.

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