Policies & Procedures – HSV Quilt Guild

Policies and Procedures

HSV Quilt Guild, Inc.

April 4, 2022

Amended version effective April 11, 2024

All changes to the Policies and Procedures must have Board approval. Changes may be distributed in advance of a vote to the membership. Changes are approved by a simple majority of members present at the monthly membership meeting in which the vote takes place.

Our Policies and Procedures are in line with the current Bylaws of the HSV Quilt Guild, Inc.

General Rules

Membership

Dues may be $35.00 per year, due in January for the calendar year. New members joining after the June meeting will pay one-half of the annual dues. If membership dues are not received by the March meeting, previous members will be removed from the membership list, Facebook, and email lists.

Meetings

Our regular monthly meetings will be held at Faith Lutheran Church, 1196 DeSoto Blvd., HSV, AR 71909. Monthly meetings held at other locations must be approved by the Board and the membership notified in a timely manner.

Standing Committees

The Audit Committee – This committee of up to three members, not currently elected officers of the guild, should conduct an audit between December 31^st and the May membership meeting. The audit committee will provide the audit report during a mid-year membership meeting.

The Budget Committee – This committee must present a budget to the Board prior to the November board meeting. Each chair should submit a budget to the Budget committee each year as requested from the Budget Chairperson. A Board approved budget is to be communicated prior to the November membership meeting each year. The final budget is to be communicated prior to the December membership meeting for approval.

The Library Committee – This committee oversees the acquisition of books, maintains a proper inventory, and the check-out/check-in system.

The e-Blast Committee – This committee sends necessary notifications to the membership via email pertaining to the business of the guild. An obituary of a current member or a long-term old member may also be considered guild business. Due to confidentiality laws an e-Blast of personal information (surgery, illness, etc.) may not be sent to the membership unless requested by the individual.

The Publicity Committee – This committee submits articles and/or photos to the local newspapers for publication. The Chairperson coordinates publicity for the Guild.

The Membership Committee – This committee is responsible for signing in of members and guests at guild meetings. The Chair may welcome guests and introduce new members to the membership. The Chair is responsible for keeping an updated record of our membership. Updated files should be sent to the e-Blast Committee for distribution. The membership Committee is represented on the Board by the Assistant Treasurer who is the liaison to the Membership Committee.

AR Village Quilt Show Committee – The Board may establish a committee that is responsible for all aspects of planning and conducting a biennial quilt show. The committee is responsible for reporting to the board on at least a quarterly basis, the Quilt Show budget, financial report, and progress in planning and executing the Quilt Show. The Board reserves the right by majority vote to modify the plan for executing and conducting the Quilt Show.

The Sunshine Committee -This committee may send cards to members when alerted by the membership of the appropriateness of a card. The Chair may also send a card to a member if an immediate member of their family is deceased. The Chair may send to the family of a deceased member in good standing an honorarium on behalf of the Guild of approximately $75.00.

Charity Quilts – This committee works with members to meet the needs of local charities. They also coordinate the purchasing of batting and fabric for kits, if needed. At monthly meetings, a table may be setup with kits for distribution and intake of completed quilts. The committee decides the total number of quilts to be distributed that year.

CASA Stockings -This committee coordinates the work of members to successfully meet the established annual goal of Christmas stockings, and to distribute the stockings to established agencies.

Opportunity Quilt Committee – This committee promotes the raffle opportunity for a donated quilt. The committee keeps track of all sold tickets for the year and turns in monies to the Board at the time of the drawing.

Door Prize Committee -This committee provides monthly door prize opportunities for the membership meetings. The committee purchases or acquires door prizes. They track monthly ticket sales, expenses, and donations. At the end of each calendar year, they report annual net proceeds, if any, to the Assistant Treasurer.

Nominating Committee –This committee will be established and announced at the June membership meeting.

Operational Guidelines:

Workshops:

Workshop fees may vary and may be determined by the fees necessary to obtain the workshop instructor. Fees are due and payable at the time of registering for the workshop. After giving members ample time to register for the workshop, the Program Chair may then open registration to non-members, and determine the cost to non-members. The Chair may decide if waiting lists are necessary and how to proceed with filling any workshop.

HSVQG Payment Policy for Members:

The Board determined that members may be paid an honorarium of at least $250.00 for a lecture/program of at least 1 hour, $400 for a workshop lasting 6 hours, and $250 for workshop of three hours in length. Other honorariums may be paid at the recommendation of the Program Chair. All services over $600 annually will be issued an IRS form 1099.

Record Keeping

Financial Reports: All financial reports and documentation will be kept for seven years before being destroyed. All other Committee Reports, Membership Meeting Minutes, and Board Meeting Minutes will be kept three years.

Treasurer’s Duties

The Treasurer shall submit the required non-profit forms and filings for the current calendar year. File the applicable type of Federal Form 990 between January 1^st and May 15^th for the previous calendar year by deadline of May 15^th of the year following.

File Arkansas Annual Report NPD-5 between January 1^st and August 1^stfor the current calendar year by deadline of August 1^st at www.ark.org/sos.

Send Form 1099-MISC for payments for services, prizes, and awards and other qualifying reportable income payments to recipients/providers as applicable by January 31^st of the year following the year in which payments were made. Our policy is to report income on the required IRS Form 1099 if total direct payments are equal to or more than $600 (as determined by the IRS designated threshold for the applicable filing year) in a calendar year according to the IRS requirements.

File the applicable Forms 1096 (Transmittal Form) & 1099-MISC (or equivalent for the relevant tax year) to the IRS by January 31^st of the year following the year in which services, prizes, and awards and other income payments were made.

Recurring Expenses: The Treasurer pays recurring expenses in a timely manner without the need for payment request. These bills are due annually, biannually, quarterly, etc., and have been included in the budget. This includes items like the PO Box, storage unit, and web sites. Concerns about unusual increases should be reviewed by the Board.