President/Co-Presidents
The President/Co-Presidents shall convene and preside over regularly scheduled Board of Directors (Board) meetings, and shall preside over general Guild meetings or arrange for a member of the Executive Board to preside in the following order: Vice-President, Recording Secretary, Treasurer, and Corresponding Secretary.
The President/Co-Presidents serves for a one-year term. The President/Co-Presidents is responsible for identifying a chairman or coordinator for each committee/activity/event of the Guild. As part of the Executive Board, the President/Co-Presidents is subject to the direction of the Board. The Executive Board has the powers and authority of the Board in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of the President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The President/Co- Presidents shall distribute all Job Descriptions, By-Laws and Standing Rules along with budget amounts as appropriate.
The outgoing (past) President/Co-Presidents shall serve one year on the Board as a non-voting advisor. The past President/Co-Presidents is also responsible for the President’s gift. (Members may be asked to assist.) The President/Co-Presidents gifts are to be related to a sewing activity.
Vice-President/Co-Vice-Presidents
The Vice-President or Co-Vice-Presidents shall preside in the absence of the President or Co-Presidents and will compile information and print the “Monthly Minder” to be distributed at the regular meeting of the Guild.
The Vice-President/Co-Vice-Presidents is in charge of the Guild Scholarship (see Section 13 of Standing Rules). The Vice- President/Co-Vice-Presidents should be the second name on the Guild account.
This is a one-year term. The Vice-President/Co-Vice-Presidents is a member of the Executive Board and the Board of Directors. The Executive Board has the powers and authority of the Board in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The Vice-President/Co-Vice-Presidents becomes the President/Co-Presidents after serving a one-year term as Vice-President/Co-Vice-Presidents.
Recording Secretary
The Recording Secretary shall be responsible for keeping records of regular meetings and Board actions, including the taking of minutes, distributing copies of Board minutes, making regular minutes available to members at meetings, sending out announcements when requested by the President or Co-Presidents and assuring that Board and regular meeting records are maintained. The minutes shall include a record of all motions, including the vote on all motions, as well as names of members present at Board meetings and excused absences.
At the end of a Guild year, the Recording Secretary shall give a complete set of the year’s minutes for Board meetings and general meetings to the Guild Historian.
This is a two-year term, elected in even years.
The Recording Secretary is a member of the Executive Board and the Board. The Executive Board has the powers and authority of the Board in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The Recording Secretary shall preside at Board meetings or General meetings in the absence of the President/Co-Presidents and the Vice-President/Co-Vice-Presidents.
Corresponding Secretary
The Corresponding Secretary shall be responsible for the written correspondence to and from the Guild which is not a function proper to other offices or committees. If correspondence of an official character is to be read, it is normally read by the President or Co-Presidents.
The duties shall include retrieving all mail directed to the Post Office Box monthly; sorting and directing the mail to the appropriate person(s); sending cards and notes to Guild members and others as directed by the Board and attending Guild Board meetings. Stamps for correspondence shall be purchased by the Corresponding Secretary with the cost being reimbursed by the Treasurer.
The Corresponding Secretary shall request a memorial gift, currently $25, from the Treasurer, to send to a charity in memory of a Guild member who has passed away, with a request that the family be notified of the donation. If no charity is designated, the Guild will forward a memorial gift to a quilt-related entity.
This is a two-year term elected in odd years.
The Corresponding Secretary is a member of the Executive Board and the Board of Directors. The Executive Board has the powers and authority of the Board of Directors in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The Corresponding Secretary shall preside at the Board meeting or General meeting in the absence of the President/Co-Presidents, the Vice-President/Co-Vice-Presidents, the Recording Secretary, and the Treasurer.
Treasurer
The Treasurer shall make a report at each Board and regular meeting of the Guild. The Treasurer is responsible for developing and reviewing the annual budget with the Board members. The Executive Board must approve any major changes to the budget. The financial records of the Guild are public information and shall be made available to the general membership and Board members at the respective meetings. An annual review of financial statements and bank records shall be performed by the Executive Board.
Treasurer responsibilities include:
Attending monthly meetings and paying expenses incurred for such meetings along with reimbursements to members for expenses paid by them. Collecting any monies and depositing into the bank account in a timely manner.
Keeping the bank account and monthly bookkeeping current and providing reports of income and expenses to the Board monthly. Chairing the annual budget meeting and providing financial reports for determining yearly budgets.
Paying all other expenses timely. All expenses incurred through the business of the Guild are submitted to the Treasurer for payment by the Treasurer; any additional expenses/monies must be approved by the Board.
Issuing a check at the direction of the Corresponding Secretary for a memorial gift honoring a deceased Guild member, or at the direction of the Board for a gift to a quilt-related entity if no charity is named by the family.
Paying liability insurance annually and requesting certificate of insurance for meeting and event locations.
This is a two-year term elected in odd years.
The Treasurer is a member of the Executive Board and the Board. The Executive Board has the powers and authority of the Board in the intervals between meetings. The Executive Board may appoint committees as needed. The Executive Board consists of President/Co-Presidents, Vice-President/Co-Vice-Presidents, Treasurer, Recording Secretary, and Corresponding Secretary.
The Treasurer shall preside at the Board meeting or General meeting in the absence of the President/Co-Presidents, the Vice-President/Co-Vice-Presidents, and the Recording Secretary.
Membership Chairperson
The Membership Chairman/Co-Chairs is responsible for all matters relating to Guild Membership.
Membership:
Updating, printing, and distributing the membership form
Summarizing interests of members noted on the membership form and distributing to committee
chairs
Collecting Membership forms, members’ dues, and guest fees
Preparing and giving new members a New Member Packet
Arranging for big sister/big brother as needed
Preparing a complete membership list for Directory
Working with Name Tag Co-chair who creates a 3” x 4” Name Tag, including the Towpath Logo, and the Guild name for each paid member by the November meeting
Preparing Name Tags for new members during the year
Membership Directory
Overseeing the publication and distribution of the annual Guild Membership Directory by
November with Directory Co-Chair
Maintaining the Directory information, including changes and new members
Notifying the Email Liaison of Directory changes
Co-chair will prepare the Directory
Using computer software purchased by the Guild
Proofreading prior to printing
Identifying charter and new members, Board, all Programs for the coming year and
meeting dates and calendar for the year
Meetings
Arranging for member sign-in, ensuring members sign-in
Arranging for greeters at meetings who will welcome all
Giving guests a name tag and introducing guests to members
Attending regular Guild meetings to oversee sign-in and complete other meeting
responsibilities
New Member Tea
Coordinating with New Member Hospitality Chair whose duties include
Scheduling new member teas as needed, usually the third Tuesday in October and the third
Tuesday in April
Publishes the dates of the teas in the annual calendar in the Membership Directory
*arranging with a member to host the teas and veteran members to attend
*sending written invitations to new members
*preparing Name Tags for all tea attendees
*arranging for providing help with snacks and any set-up and clean-up
Recording expenses for name tags, Directories, new member packets, any mailings, etc. against budget
Preparing budget listing expenses and submits to the Treasurer annually
Preparing a notebook with an annual report of activities including the budget report for the next chair/co-chair
Program Chair
The Program Chairman and Committee are responsible for organizing the programs, lectures and classes for the year.
Program Selection
The Program chairman and committee will
Select the Programs for October, November, March, April and May. September and June are optional. The quilt lecturers and teachers may be a combination of local and national quilters.
Complete a projected expense and income form for each quilt lecturer and teacher. The quilt lectures and teachers selected will submit a completed contract to the Program Chairperson and committee.
Implement all programs including but not limited to informing the membership, preparing the classroom space and hosting the quilt lecturer/teacher.
Collect all income and bills related to the program, along with the contract, and submit to the Program Chair who will submit it to the Treasurer.
Submit a complete and detailed report including a list of all programs, teacher contracts, class descriptions, number of members taking any class, and other items as appropriate. Submit a complete budget including expenses and income from each program to the Treasurer.
Announce programs for the coming year during the June Meeting. The programs will also be announced in the Monthly Minder, the Guild newsletter, and listed on the Guild Website, listed in the Guild Directory.
Make sign-up sheets available to the membership at least 3 meetings in advance, of offered programs, including the cost, supply lists and workshop samples
Board Responsibilities
Attend monthly Board meetings an annual budget meeting and be responsible for staying within the budget.
Preparing budget listing expenses and submits to the Treasurer annually
Prepare a notebook with an annual report of activities including the budget report for the next Chair/Co-Chair
Historian
The Historian is responsible for maintaining archival storage of Guild papers, to include
Board meeting minutes and general Guild meeting minutes received from the Recording Secretary at the end of the Guild year as well as:
Printed Newsletters
Monthly Minders
Membership Directory
Quilt Show Publications
Program/Workshop information
Newspaper Articles & Photos
The Historian may also elect to share photos or information with Guild members through displays.
Prepare a listing of archival items as they are submitted.
The Historian is a member of the Board of Directors and attends Board meetings.
Librarian
The Librarian is responsible for maintaining the records of the Guild’s library books by an alphabetical listing by author and title. Books are numbered, stamped with Towpath stamp and shelved in numeric order on the library cart. New books are purchased throughout the year to keep the library current.
The Librarian notifies members when a book is overdue. Books may be renewed for more than one month. Up to five books may be checked out in May and are due back in September. Up to five books may be checked out in November and are due back in March. The Library is available to the members at the Regular meeting. One to three books may be checked out for a month at a time or other designated times.
Periodically books not being checked out are culled and sold to the members for a small charge.
The Library also takes donations of books, which are either sold or put into the inventory.
The Librarian is a member of the Board and attends Board meetings and keeps the Board apprised of the library activities.
The Librarian will:
Prepare a budget listing expenses and submit to the Treasurer annually.
Stay within the budget.
Prepare a notebook with an annual report of activities including the budget report for the next chair/co-chair
Consortium Delegate
The Consortium Delegate and alternate are appointed by the President to attend the Consortium meetings. The Delegate is responsible to attend the quarterly meetings to maintain the Guild’s "Good Standing" membership status. In the event the Delegate is unable to attend, the Alternate will attend and has the same responsibilities as the Delegate.
The Delegate’s responsibility is to:
Prepare a brief description of Guild programs and events for the introduction and announcement portion of the Delegate meeting.
Inform Guild members of the Consortium meeting information activities and engage their participation. Encourage the members to visit the website www.qcnys.org for more information.
Handle annual renewal of Guild membership and officer information. The renewal paperwork is given out at the October Delegate meeting.
Inform the Consortium Board of any Officer or Delegate changes within the Guild in order to assure everyone receives Consortium information in a timely fashion.
Report to the Board all Consortium activities
Participate in planning and implementing Consortium events in accordance with Consortium Bylaws
Maintain the Delegate’s Notebook
Distribute updates and corrections at the Delegate meetings and pass the notebook on to the new Delegate.
Submit to the Treasurer a report form for reimbursement of travel and lunch.
Email Liaison
This person is responsible for forwarding communications to Towpath members via email. A current list of all Guild members is maintained and updated with each new year’s Directory, including the addition of new members throughout the year. Mailings are then sent to members as blind copy.
Communications related to Guild-sponsored activities and relevant information concerning
Guild matters ONLY are sent. The Guild newsletter is sent four times during the year. Information about non-Towpath items, commercial (businesses) activities, or any charities not endorsed by the Guild are not forwarded. When in doubt about forwarding a particular message the Email Liaison should consult with the President/Co-Presidents for the final decision.
The Email Liaison is a member of the Board of Directors and attends meetings to keep the Board apprised of activities. Another Board member should serve as a backup to temporarily take over the position in the event the Email Liaison person is unable to perform these duties for any extended period of time.
Website Liaison
This person is responsible for receiving ALL information to be placed on the website. Items pertaining to Guild activities and the Towpath Newsletter as well as any other Guild-related, pertinent information, are included. Information concerning commercial (businesses) activities or any non-Towpath-related information is not placed on the site. If in doubt about forwarding a particular message, the Webmaster, the President/Co-Presidents should be consulted for a final decision.
The Website Liaison shall be aware of proper use of copyrighted materials, pictures, or patterns and will ensure that proper identification and permission are noted as appropriate. Any photographs of individuals will be used only if that individual has given permission in writing.
The Website Liaison person is a member of the Board and attends meetings to keep the Board apprised of activities.
Web Master
The Web Master will oversee the maintenance of the website, including adding and deleting information as provided and requested by the Website Liaison ONLY. This will be done in a timely manner. Special attention will be given to proper use of any copyrighted materials, pictures, or patterns and will include proper identification and permission as appropriate. Any photographs of individuals will be used only if that individual has given permission in writing.
This position is not as a Board member. Any contact with the Board will be through the Website Liaison.
Quilt Show Chairs
The Quilt Show Chairs are responsible for organizing the Towpath Quilt Guild Quilt Show held biennially, held in odd-numbered years, to showcase our members’ quilts and to promote awareness and stimulate interest in quilting. Planning the show is the responsibility of the Quilt Show Chairs. The Quilt Show Chairs shall recruit members to be in charge of the committees needed to organize and successfully run the show. The Chairs shall select a location for the show (with Board’s approval) and coordinate the rental of such location.
All funds raised at the Quilt Show go to the Guild and any donations made from those funds must be approved by the Board.
The committees may include, but are not limited to:
Registration Tickets
Layout with setup/take down Challenge quilts
Hostesses Demos
Displays Classes
Silent Auction Raffle baskets
Publicity Vendors
Boutique Admissions Table
Raffle quilts—In even numbered years, a committee is chosen to make a raffle quilt.
Raffle tickets—Each Guild member is responsible for selling a minimum of thirty (30) quilt raffle tickets.
The Chairs will collect a completed report from each sub-committee chair. The Chairs will maintain a notebook including all appropriate material for planning the Quilt Show, including sub-committee reports. The Chairs will submit a complete budget including income and expenses to the Treasurer.
The Chairs will organize meetings of the Quilt Show Chairs and other interested members. The Quilt Show Chairs are members of the Board of Directors and attend meetings to keep the Board informed of proceedings, plans and any schedule.
January Service Project
The January Service Project Coordinator is responsible for identifying and contacting recipient organizations who will be the beneficiary of our Service Project.
The Coordinator is responsible for:
Informing the Guild members of the recipient organization and the project that will be made, such as quilts, placemats, etc. They will make available the appropriate pattern for the project. They will purchase batting as needed for the project.
The Coordinator will:
Request Board approval of the recipient.
Submit information to be included in the Guild newsletter and on the website.
Coordinate with June Picnic Chair for display and presentation of the service items to the chosen organization.
Is a member of the Board and attends meetings to keep the Board apprised of the project.
Prepare budget listing expenses including supplies and other costs incurred for payment and submit to the Treasurer
Prepare a notebook to include how many Guild members participated, and any other information as appropriate, including a budget report for the next chair/co-chair
S.C.R.A.P.S.
Service Coordinator Representing All Projects Sewn (also Knitted and Crocheted
S.C.R.A.P.S. Coordinator is responsible for maintaining a notebook of photos, patterns, etc., of charitable projects done by members and displaying projects at the Towpath Quilt Show and suggesting various projects for members to consider making over the course of the year.
The S.C.R.A.P.S. Coordinator is a member of the Board and attends meetings to keep the Board apprised of projects.
December Holiday Party
The December Holiday Party is the second Tuesday in December at the regular Guild meeting location.
The December Holiday Party Chairperson and committee are responsible for organizing all aspects of the Holiday Party.
These include:
Select the theme, decorations and entertainment for the party.
Organize the lunch with sign-up sheets at the October and November meetings.
Prepare budget listing expenses and submits to the Treasurer for reimbursement.
Prepare a notebook with an annual report of location, activities, decorations and number attending and other appropriate information including the budget report for the next chair/co-chair
February Workshop
The February Workshop is an opportunity for Guild members to learn new quilting techniques and skills, and is open to all Guild members at no cost except required supply costs. The workshops are the second Tuesday in February.
The February Workshop chairman is responsible for organizing all aspects of the February workshops.
These include:
Select the classes to be offered by recruiting members with a variety of quilting techniques and skills, to share their expertise. Open sew may be offered. Ask the instructors for class description and supply lists and determine the requirements of the instructors.
Select the location for the workshops, usually at our general meeting location, ask the church availability then have it put on the calendar. Arrange for having the proper classroom space, setting up and breaking down the classrooms.
Advertise the February workshops to the members. Provide class descriptions, samples and instructor handouts and sign-up sheets at the October, November and December regular meeting for class registration. Send out emails to Guild if any class needs additional students as needed. Any class of 4 or less will be cancelled.
Prepare budget keeping records of the cost of the workshops, including paying the instructors, the location for use of space, and any other expenses with in the budget and submit to the Treasurer.
Prepare a notebook with an annual report including list of instructors, list of classes offered, number taking classes, number that attended and cancellations /no shows and full budget report for the next chair/co-chair
June Picnic
The June Picnic is the annual meeting in which Executive Board Members are elected and sworn into office. The picnic is on the second Tuesday of June at the regular meeting location.
The Picnic chairman and committee are responsible for organizing all aspects of the June picnic.
These include:
Select the theme, decorations and entertainment for the Picnic.
Organize the lunch, with sign-up sheets at the March, April and May regular meetings.
Prepare budget listing expenses and submits to the Treasurer for reimbursement.
Prepare a notebook with an annual report of location, activities, decorations and number attending and other appropriate information including the budget report for the next chair/co-chair
Summer Workshop
The Summer Workshop is an opportunity for Guild members to learn new quilting techniques and skills, and is open to all Guild members. There is a class fee plus any required supply costs. The workshops are offered either July or August.
The Summer Workshop chairman and committee are responsible for organizing all aspects of the Summer Workshops.
These include:
Select the classes to be offered by recruiting members with a variety of quilting techniques and skills, to share their expertise. Ask the instructors for class description and supply lists and determine the needs of the instructors. Arrange for an open sew when classes are offered.
Select the location for the workshops, usually at our general meeting location, ask the church availability then have it put on the calendar. Arrange for having the proper classroom space and open sew space, setting up and breaking down the classrooms.
Advertise the Summer Workshops to the members. Provide class descriptions, samples and instructor handouts and sign-up sheets at the April, May and June regular meetings, for class registration. Also, Guild members may attend an open sew and will be charged a nominal fee.
Send out emails to Guild if any class needs additional students as needed. Any class of less than 4 will be cancelled. Non-members or guests may attend, and pay a higher charge, if class space is available.
Prepare budget keeping records of the cost of the workshops, including paying the instructors, the location for use of space, and any other expenses with in the budget and submit to the Treasurer.
Prepare a notebook with an annual report including list of instructors, list of classes offered, number taking classes, number that attended and cancellations /no shows and full budget report for the next chair/co-chair.
State Fair Coordinator
The Guild has a display with quilting demonstrations and shares information about quilting and our Guild. In Quilt Show years the raffle quilt will be displayed and tickets sold.
The State Fair Coordinator organizes all aspects of our State Fair display.
These include
Contact the State Fair Superintendent of the Agriculture Museum of the State Fairgrounds in late winter/early spring to confirm the dates, times. In early August contact the Superintendent of the Agriculture Museum for the general admission and parking passes.
Determine the number of member volunteers needed each day, typically Monday through Thursday from 10AM until 4PM. Volunteers work in pairs either for a full day or 1/2 day shifts.
Establish a schedule and track volunteers and resolve any changes due to last-minute cancellations or schedule adjustments, and solicit additional member volunteers until the schedule is complete.
Inform volunteers, during Quilt Show years, that they are responsible for setting up the raffle quilt for display at the beginning of the day, selling tickets, then storing and securing the quilt and rack in the Superintendent’s office.
Organize display materials, Towpath Guild information pamphlets, (contact Membership Chair for pamphlets), Service Project information etc. During Quilt Show year arrange with the Quilt Show Chair to have available the raffle quilt, display racks, postcards and adequate raffle tickets to sell at the State Fair.
Prepare budget listing expenses incurred for payment and submit to the Treasurer
Prepare a notebook to include how many Guild members participated, types of demonstrations, estimate how many people the volunteers spoke with each day, and any other information as appropriate including a budget report for the next chair/co-chair
National Quilting Day
National Quilting Day is in March each year.
The chairman and committee are responsible for organizing all aspects of how the Guild will celebrate National Quilting day.
These include:
Select how the Guild will celebrate National Quilting Day, using the Guild’s mission statement to identify possible ways to celebrate.
Organize the event, asking for Guild member participation with sign-up sheets at the November, December meetings.
Select a location if not the regular meeting location. If different location, reserve, send deposit and Certificate of Liability.
Prepare budget listing expenses including cost of location, supplies and other costs incurred for payment and submit to the Treasurer
Prepare a notebook to include how many Guild members participated, type of activity, estimate how many people participated and any other information as appropriate, including a budget report for the next chair/co-chair
New Member Hospitality Chair
New Member Hospitality Chair is responsible for planning the New Membership Tea and will work in conjunction with the Membership Chair to determine dates for New Member Tea which should be held twice a year, the third Tuesday in October and the third Tuesday in April. These dates will be published in the Guild’s yearly calendar found in the Directory. This Chair will contact new members and encourage them to attend the Tea, will seek a hostess for the event, will encourage veteran members to attend and provide snacks if possible, will prepare name tags for the Tea based on RSVPs and be available to help the hostess with set-up and clean-up.
Prepare budget listing expenses including supplies and other costs incurred for payment and submit to the Treasurer
Prepare a notebook to include how many Guild members participated, including a budget report for the next chair/co-chair