Policies and Procedures  

Section 1. These Policies and Procedures may be amended by a majority vote of the Executive Board at any time. At the discretion of the Executive Board, changes in Policies and Procedures may be brought to the Association for a vote. However, any policy that impacts member dues must be voted on by the membership of the Association at a regular meeting.

Section 2. Policies and Procedures:

Administrative:

• A member and/or committee shall be appointed when an update or review is needed for the Bylaws; however a review shall occur not less than every three years.
• The Workshop Committee shall be appointed by the Vice- President by October to allow the committee preparation time for the following year.
• The Program Committee shall consist of a chair and co-chair. The co-chair will serve as chair of this committee the following year.
• The email or roster database shall not be used or distributed for any commercial use. Further, communications to the active members in good standing shall be for Association business and information only; no other announcements, reminders or other non-quilt related items will be forwarded whether from Association members or non-members.
• Advertisement on the Association website or in the E-Bulletin shall be restricted to members of the Association and shall be restricted in content to the subject of Quilting. If a member wishes to place an announcement or item which may not be quilting related it may only be placed on the bulletin board for others to view.
• The Association has officially deemed members of the Neighborhood Hand Quilters from The Neighborhood as honorary members.

Workshops & Programs :

• Workshops are sponsored by the Association and paid for by the participants of the workshop. The fee for a workshop taught by a member shall be the cost of provided materials or a minimum of $5.00. The fee for a workshop or class provided by a non-member shall be set by the instructor.
• Any member in good standing may teach a Workshop and receive an appreciation gift as stated in the section below.
• Additional classes may be presented by Association members. The instructor shall be responsible for scheduling the class, reserving class space, and setting and collecting the fees. The Association will allow the announcement of the class at the meeting and/or in the E-Bulletin.

Financial:

• All fees related to Association dues and activities shall be by check only. No cash will be accepted unless noted otherwise.
• Fees for any class, workshop, lunch or trip will NOT be refunded unless the participant cancels either one week in advance of the event OR prior to the announced deadline whichever comes first. It is the responsibility of the participant to call the coordinator of the event to let them know they won’t be attending, even if past the cancellation date, so that others on the waiting list can be contacted.
• Workshop instructor appreciation gifts shall be in the amount of $5.00 per registered member for the workshop less actual cancellations.
• The program chair has the authority to commit money as designated in the approved budget, absent a signed formal contract.
• A guest fee of $5.00 may be collected at the entrance for meetings designated by the Program Chair as being professional speaker programs. Further, if a guest pays the $5.00 fee and then joins the Association that day, then the guest fee will be applied towards the full membership dues.
• The Guild may underwrite speaker class fees up to OR equal to the dollar amount it would cost to cancel the class if already past the speaker's designated cancellation date.
• The Guild will underwrite the cost of tickets up to 5 honorary members for the luncheons as a thank you for charity work on the Association’s behalf. Further, the Association may underwrite luncheon tickets for special invited guests as approved by the board from time to time.
• Annual dues will not be prorated as stated in the bylaws. However, any persons joining on or after October 1 of any year shall be deemed to have paid in full for the following calendar year and will have member privileges for October through December of the current year.

Miscellaneous:

• Unfinished quilts – quilt tops, no blocks – may be shown only once at Show and Tell in cases where the finished quilt will not be available to be shown when completed.

(Revision 03/08, 11/08, 11/09)