History Board Constitution Policies ANWG HOME
Whatcom Weavers Guild
Policies
1. Guild membership is open to anyone interested in weaving. Active involvement is encouraged.
2. Membership. To remain active and receive an uninterrupted newsletter, annual dues shall be paid by February 1st.
a. The Board will determine the dues amount, with consideration for student and family memberships.
b. An individual may attend two guild meetings as a visitor before seeking membership. New memberships are accepted any time.
c. A membership roster will be updated and distributed as needed, listing each member's name, address and phone number. Other information may be included as deemed appropriate by the Guild Board. In order to protect members' privacy, the roster shall not be provided and/or used for solicitation.
3. Finances.
a. The Guild’s fiscal year is January through December.
b. The Board will establish an annual budget for planned expenses and income prior to the first Board meeting of the fiscal year.
c. The Guild will establish and operate a bank account, using a checking account for annual budgeted operational income and expenses and a savings account and/or simple investment accounts, such as Certificates of Deposit, to accrue longer term deposits, e.g. income over and above annual expense requirements.
d. During each operational year, the Board may decide to deploy money from the savings and any investment accounts for purposes of education and furthering the knowledge of weaving and fiber arts in the community or for the benefit of Guild members as a group.
e. Decisions to deploy money from the savings and investment accounts must be made by the Board, based on proposals brought forward by the membership or members of the Board. Such proposals will be moved, seconded, discussed and voted on during a regular Board meeting; any approved proposal over $500 will be presented to the membership at a regular membership meeting for their vote and agreement. Notification of the proposed expenditure will be made to the membership via the Guild newsletter prior to the next membership meeting.
f. Bills shall be paid by the Treasurer upon receipt of an expense form and related receipts and/or invoice.
g. Two to three Guild members will audit the Treasurer’s books annually between January and March each year.
4. Workshops. Workshops are available to members and non-members. Workshop registration is on a first-come/first-served basis, with preference being given to Guild members, confirmed by payment of appropriate fees as determined by the Workshop Chair.
a. The fee for a workshop shall be based on the estimated cost divided by expected registration.
b. If the registrant is unable to attend and cannot find a replacement, workshop fees are forfeited.
5. Programs. Any member who presents an entire program will be paid an honorarium of $50.
6. Library. The Guild maintains a library of books and equipment which may be rented or borrowed by members only.
a. A rental agreement or library card will be signed. All books and equipment may be borrowed for one month, with the possibility of renewal, and must be returned to the library/librarian.
b. Purchase of educational materials or equipment shall be voted upon by the Guild Board. Payment shall be made from the Guild budget.
7. Newsletter. The Guild will publish a monthly newsletter, September through June.
a. This newsletter shall be sent by e-mail whenever possible. Members without e-mail addresses may provide SASE to receive the newsletter through the postal mail.
b. Members may place classified ads/notices in the newsletter free of charge. Members who wish to advertise as a commercial entity will be charged $5 per classified ad/notice. Any non-member wishing to advertise in the newsletter must make a $5 donation to the Guild prior to publication. Non-member Commercial entities must make a $7 donation. Display ad rates are published annually and available via the website.
8. Guild Board. Board members serve from June to June, with a joint meeting of the outgoing and incoming officers in June.
a. Board members are required to attend Board meetings. Board members missing three meetings may be dismissed.
b. Ad hoc committees may be appointed by the President. Ad hoc chairpersons may be appointed to the Board at the Board's discretion and are requested to attend Board meetings. They may present proposals but do not vote on Board motions.
c. The Board is made up of two groups:
(i) Executive members – President, Vice President/Program Chair, Secretary, Treasurer, Past President.
(ii) General members – Membership, Workshops, Newsletter, Education, Librarian, Member-at-Large.
Duties of officers are as follows:
President - To preside at the board and regular meetings; to make sure the Guild policies and official records are kept up to date; to aid in the preparation of the new slate of officers; to appoint an audit committee; to see that a budget is prepared by January 1; and to appoint ad hoc committees as necessary.
Vice President/Program Chair - To preside over meetings if the President is absent; to organize monthly Guild programs, coordinating with the Workshop Chair as appropriate, and arrange for 'Thank You' notes to be sent to all speakers; and to plan optional yearly Guild retreat.
Secretary - To keep a written record of Board meetings; to notify local media of the monthly meetings of the Guild; and, with the Librarian, assure that Guild records are properly maintained and safeguarded; to see that the mail is picked up from the post office and that the information is properly disseminated.
Treasurer - To maintain accounts receivable and payable in a timely manner; to maintain an up-to-date record of transactions and to give a monthly accounting of funds spent; to maintain a list of members from membership receipts and to submit said list along with membership books for annual audit; to submit membership information to the Membership Chair, Newsletter Editor and Member-at-Large.
Past President – To provide continuity and support to the incoming new President and Board; to aid in the preparation of the new slate of officers.
Member-at-Large - To foster the exchange of ideas and information between the Guild and neighboring guilds; to serve as the Guild's representative to the Association of Northwest Weavers Guilds (ANWG): to lend an ear to the ideas, suggestions and input of Guild members and express them to ANWG and the Guild Board as appropriate.
Librarian - To maintain a current library of books, magazines, samples, slides, equipment and Guild historical records as well as a list of equipment and the location of each piece; to establish and monitor a do-it-yourself checkout system for library materials; to process for circulation any items to be added to the collection; to assist members in any research needs they might have; to share any new items of interest; to recommend and order new materials for the Guild library.
Membership Chair – To encourage and facilitate new membership in the Guild, welcome visitors and provide information about the Guild; to maintain a database of members, containing name, address, phone number, email address, date of joining, craft interests; to organize and distribute a Guild roster for all paid members; to develop and maintain welcome and mentoring programs for all new members: to arrange for an appropriate place for regular meetings at the beginning of the year; to enlist members to help set up and restore the meeting room; to buy supplies as needed for meetings.
Workshop Chair – To establish a program of workshops, for at least two years in advance, coordinating with the Program Chair as appropriate; to organize and oversee all the workshops.
Newsletter Publisher - To write and distribute a monthly newsletter to paid members.
Education Chair – To research and propose opportunities for the Guild to provide education and information to the community on fiber arts, with specific focus on weaving; to create and maintain a roster of members willing to participate in external education opportunities; to be the contact person for education and shows in the community.
9. These policies may be amended by the Guild Board, with changes to be published in the next newsletter.
Revised by the Board, April 21, 2010
Current ad hoc Committees:
Fibers & Beyond (chair appointed to Board)
Stash Sale
Audit
Nominating
NW Washington Fair/Wool Show Liaison
Program and Workshop assistants
Current Dues:
Individual, $20.00 per year
Family, $30.00
Student, $15.00