Thursday, February 27, 2014

NHMQG Policies and Procedures

Effective: February 27, 2014

As amended August 15, 2016


I. INTRODUCTION

A. The purpose of this document is to supplement the New Hampshire Modern

Quilt Guild By-Laws.


B. In this document, the New Hampshire Modern Quilt Guild will also be referenced

as “The Guild”, or “New Hampshire MQG”, or “NHMQG”.


C. Changes to this document can be made by the Executive Council as the need

arises; changes do not require a formal vote of the general membership.


II. MEMBERSHIP

A. Dues: FISCAL YEAR will be January 1 through December 31.

1. Annual dues will be $50.

a. Prorated dues for New members only

b. Prorating to be as follows: February $46, March $42, April $38,

May $34, June $30, July $26, August $22, September $18,

October $14, November $10, December $6.

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

rejoin.

2. Attendance at the first general meeting is free.

3. Attendance at the second general meeting is $5. Payment can be made by

cash, check or through PayPal. This payment is not applied towards

membership in The Guild.

4. Attendance at the third meeting requires full membership dues to be paid by

cash, check or through PayPal.

5. 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.


B. DISCOUNTS

Membership in The Guild may entitle you to various discounts at local quilt and

fabric shops, and quilt shows, etc. You may be asked to show your membership

card at the cash register.


C. PERMISSIONS

As a member of The Guild, your name and photos of you and your work may be

published by The Guild on social media sites (Facebook, Instagram, Flickr,

NHMQG.wordpress.com, NHMQG.org, NHMQG.net, NHMQG.com), press,

advertising and in the online NHMQG Yearbook


D. PUBLISHING WEBSITE/BLOG on THE GUILD’s WEBSITE

Members may opt-in to have their personal website/blog listed on the Guild’s

website/blog


E. PERSONAL INFORMATION – CODE OF CONDUCT

When signing up for membership in The Guild, you 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 and blog/website.


F. INCENTIVE PROGRAMS

The Executive Officers of The Guild may initiate an incentive program to

encourage participation in meetings and other activities. Details of such

programs will be announced to the full paid membership via e-mail notification.

G. The MODERN QUILT GUILD MEMBER BENEFITS

The NHMQG is a member guild of The Modern Quilt Guild (MQG) and as such,

are entitled to the benefits of MQG membership. See

www.themodernquiltguild.com for details.


III. EXECUTIVE COUNCIL

The Executive Council consists of the following officers, President, Vice Presidents,

Secretary and Treasurer. The roles of each officer consists of, but is not limited to:

President

● Primary contact for The Guild

● Runs monthly general meetings and meetings of Executive Council

● Prepares meeting agenda in consultation with Executive Council

● Can enter into contractual obligations on behalf of The Guild

● Can use The Guild’s bank debit card, PayPal account or write checks in

order to conduct business on behalf of The Guild

● Approves meeting minutes

● Presents an annual report (year-in-review) to present to the membership

at the annual meeting.

Co-VPs

● The position of Co-VP will be divided into three positions-

Communications,Programming and Events

● Runs the monthly meeting in absence of the President

● Ensures photos of Guild Events are taken, including Meetings, Events,

Retreats, Workshops and Trunk Shows

● Oversees(Future) Committees to be added as need arises

● Support and step in for each other as need arises



VP of Communications

- Responsible for Social Media including Guild Facebook,Instagram and

Blog

- In charge of correspondence to the Guild, including any official

correspondence via email

- In charge of emailing a recap of the monthly meeting

VP of Programming

- Responsible for planning monthly Guild meeting activities

- Oversees Charity Committee

VP of Events

- Responsible for Workshops, trunk Shows, Sew Ins, Give Aways and

Raffles

- Oversees Retreat Committee

Treasurer

● Responsible for the Membership

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

● Responsible for maintaining Guild Roster with The MQG

● Responsible for maintaining Guild financial records via PayPal and Guild

checking account.

● Responsible for annual P&L statement/financial report to the Guild and

to The MQG

● Responsible for filing any necessary tax returns with the IRS on the

Guild’s behalf.

● Responsible for monitoring Guild budget.


Secretary

● Responsible for the Historian Committee

● Runs monthly meetings if President and the VPs are absent

● Keeps records of minutes, including motions made and carried at each

general, special or Executive Council meeting.

● Maintains a digital record of official meeting minutes.

● Maintains a master calendar of Guild business and events

● Gives required notice of all meetings in cooperation with VP

● Supply a year-in-review of Guild activities at the annual meeting. This

yearbook will be available in digital format to all members.

● In the event of absent VPS, ensures photos of Guild events are taken,

including Meetings, Events, Retreats and Workshops.



IV. COMMITTEES​ – to be added and changed as needs arise.


V. 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.

REV3 08/15/16.

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