NHMQG Policies and Procedures

Effective: February 27, 2014

As amended January 5, 2026

New Hampshire Modern Quilt Guild Policies and Procedures

1. INTRODUCTION

1. The purpose of this document is to supplement the New Hampshire Modern Quilt Guild By-Laws.

2. In this document, the New Hampshire Modern Quilt Guild will also be referenced as “the Guild.”

3. Changes to this document can be made by the Board of Directors as the need arises; changes do not require a formal vote of the general membership.

2. MEMBERSHIP

1. Dues and Fees

1. The Guild’s fiscal year is January 1 through December 31.

2. Annual dues are $70.

• Prorated dues will be offered to new members only. Prorating to be as follows: February $65, March $60, April $55, May $50, June $45, July $40, August $35, September $30, October $25, November $20, December $15.

• All returning members will pay full dues regardless of the month they rejoin.

3. Attendance at the first general meeting is free.

4. Attendance at the second general meeting is $5. Payment can be made by cash or check.

5. Attendance at the third meeting requires full membership dues to be paid by cash or check.

6. The Board of Directors reserves the right to charge additional fees for any meeting or special event where additional funds are needed to supplement speakers or projects.

2. DISCOUNTS

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 cards.

3. PERMISSIONS

The Guild may publish members’ names and photos of members and their work on social media sites, press, and advertising.

4. PERSONAL INFORMATION

When signing up for membership in the Guild, a new member will be required to provide his/her full name, email address, mailing address, and phone number.

5. The MODERN QUILT GUILD MEMBER BENEFITS

The Guild is a member guild of The Modern Quilt Guild (MQG) and as such, members are entitled to the benefits of MQG membership. See www.themodernquiltguild.com for details.

3. Board of Directors

The Board of Directors consists of the following officers: President, Vice Presidents, Secretary and Treasurer. The primary roles of each officer are listed below.

1. President

1. Primary contact for the Guild

2. Runs monthly general meetings and meetings of the Board of Directors

3. Prepares meeting agenda in consultation with the Board of Directors

4. Can enter contractual obligations on behalf of the Guild

5. Can use the Guild’s bank debit card, PayPal account, and write checks in order to conduct business on behalf of the Guild

6. Approves meeting minutes

7. Prepares an annual report (year-in-review) to present to the membership at the annual meeting.

2. VP of Communications

1. Responsible for maintaining the Membership List and Waitlist

2. Responsible for maintaining the Guild Roster with the MQG

3. Responsible for Social Media including the Guild’s Facebook, Instagram, and website Posts

4. Responsible for correspondence to and from the Guild

5. Emails and posts required notice of all meetings and elections

6. Responsible for emailing a recap of the monthly meeting

7. Responsible for photographing Guild events, including Meetings, Events, Retreats, and Workshops

8. Runs monthly meetings if the President is absent

3. VP of Programming and Events

1. Responsible for planning monthly Guild meeting activities

2. Responsible for Workshops, trunk shows, Sew Ins, Give Aways and Raffles

3. Runs monthly meetings if the President is absent

4. Treasurer

1. Responsible for monitoring attendance at all meeting, workshops, etc.

2. Can use the Guild’s bank debit card, PayPal account, and write checks in order to conduct business on behalf of the Guild.

3. Responsible for maintaining Guild financial records

4. Responsible for annual P&L statement/financial report to the Guild and to the MQG

5. Responsible for filing any necessary tax returns with the IRS on the Guild’s behalf

6. Responsible for monitoring Guild budget

7. Prepares an annual fiscal report (year-in-review) to present to the membership at the annual meeting.

5. Secretary

1. Keeps minutes of meetings, including decisions made at general, special, and Board of Directors meetings

2. Maintains a digital record of official meeting minutes

3. In the event of absent VPs, ensures photos of Guild events are taken, including Meetings, Events, Retreats and Workshops

4. Runs monthly meetings if the President and the VPs are absent

5. Monitors MQG communications to ensure our Guild’s compliance with legal issues (including the need for any By-Law changes)

4. CONFLICT OF INTEREST

 Any possible conflict of interest on the part of any member of the Board, officer or member of the Guild, shall be disclosed in writing to the Board and made a matter of record through an annual procedure and also when the interest involves a specific issue before the Board. Where the transaction involving a board member, trustee or officer exceeds five hundred dollars ($500) in a fiscal year, a two-thirds vote of the disinterested Board members is required. 

We do not believe a transaction that exceeds five hundred dollars ($500) in a fiscal year would be foreseeable. However, should the need arise, it would be brought before the entire guild for consideration and a vote of two-thirds of the disinterested Guild is required. The minutes of the meeting shall reflect that a disclosure was made, the abstention from voting, and the actual vote itself. 

Every new member of the Board will be advised of this policy upon entering the duties of his or her office, and shall sign a statement acknowledging, understanding of and agreement to this policy. The Board will comply with all requirements of New Hampshire law in this area and the New Hampshire requirements are incorporated into and made a part of this policy statement.

Amended January 5, 2026