Duties and Responsibilities for Board Members and Non-Board Committees (click for pdf)

Policies and Procedures

Central Connecticut Modern Quilt Guild

Approved March 20, 2025

Mission: The Central Connecticut Modern Quilt Guild is dedicated to developing and encouraging the art of Modern Quilting in Central Connecticut and New England.

Officers

The Executive Board of the Central Connecticut Modern Quilt Guild (hereafter CCTMQG) is made up of President, Vice-President, Treasurer, and Secretary, and are elected by the general membership according to the schedule in the Bylaws.

Officer Descriptions

The Guild President will:

·       Oversee monthly guild meetings and makes sure the guild is up to date on what is happening in the guild, including updates from the board and committee chairs.

·       Acknowledge new members and guests.

·       Ask members to sit with someone new to the guild or members they do not know.

·       Schedule and run board meetings, working with the Secretary to create an agenda for the meeting.

·       Confirm that all functions within the guild are running as intended.

·       Oversee committees reporting to the President or carry out the responsibilities if a committee doesn’t exist.

·       Coordinate the procurement of raffle prizes and bring raffle prizes to guild events.

·       Take responsibility for signing contracts, but can assign this responsibility to other board members, if needed.

·       Work with the treasurer and other board members to formulate a budget for the year.

·       Respond to guild related inquires generated from the website and from the guild gmail account.  Forward the information to the appropriate board or committee member.

·       In conjunction with others on the board, identify program possibilities

o   Contact possible teachers for guild programs such as trunk shows and/or workshops.

o   Present possible trunk shows and/or workshops to the board for confirmation and locate venues.

o   Assist teachers through the booking process and the trunk show and/or workshop.

o   Provide payment information to the Treasurer

o   Create signup sheets if needed for the event.

o   Bring guild provided tools as needed for the event.  Examples include extension cords, power strips, wool press mats, mini irons, etc.

·       Back up Treasurer for banking functions.  Sign checks as needed.  (One of two signatories, along with the Treasurer)

·       In the event of a dispute of any kind, the president will confer with the board and together they will make the final decision.

The Guild Vice President will:

·       Run Meetings if the President is absent

·       In the event that the President resigns, takes over the duties of the President

·       Backup the Treasurer, if the Treasurer is unable to attend a meeting.  Document and collect money to deliver to the Treasurer.  (Does not perform banking functions.)

·       Working with the other Executive Board members, assemble a nominating committee and present a slate of officers to the general membership at the October meeting, for a vote at the November meeting.

·       Oversee committees reporting to the Vice President or carry out the responsibilities if a committee does not exist.

o   Social Media/Photography Committee

o   Sewing Days and Challenges

·       Be responsible for official guild communications via Mailchimp. (May be assigned to a volunteer or committee.)

o   Monthly newsletter

§  Obtain photos from the Social Media/Photography Committee

o   Event information and reminders

o   Special announcements

o   Surveys

·       Be responsible for maintaining the guild website via Squarespace with event page updates as needed. (May be assigned to a volunteer or committee.)

o   Contact teachers or presenters to obtain event write up and pictures.

o   Ensure that the website and domain name fees are paid.

The Guild Treasurer will:

·       On a monthly basis

o   Collect all money from income sources and deposit into the guild bank account.

o   Collect money for retreats to pay retreat costs.

o   Create the guild member attendance sheet and the guest sign in sheet.

o   Pay all guild expenses, including the MQG dues and guild retreat expenses.

o   Prepare a balance sheet for the board to utilize in decision-making.

o   Reimburse board members or their delegates, for any guild related expenses paid personally, provided sufficient documentation is provided.

o   Obtain petty cash to have change for guests paying in cash for speaker events and redeposits the excess petty cash to the bank.

o   Sign checks as needed.  (One of two signatories, along with the President)

·       On an annual basis

o   Pay MQG dues prior to the end of March.

o   File the annual 990-N tax card with the IRS.  Submit prior to the due date of May 15. 

o   File the annual State of Connecticut Form   (DUE DATE XXXX)

o   At the direction of the Vice President, pay the website hosting fee to squarespace and domain fee to squarespace.

o   File the Profit and Loss Statement with MQG prior to the due date of June 1.

o   Prepare and present financial standing report to members at the annual meeting in January.

·       Laison between CCTMQG and MQG

o   Maintain the MQG roster annually and as needed.

o   Confirms the member count prior to the annual renewal.

·       Work with Committees

o   Each committee will work with the Treasurer.  At no time should the committee be considered independent of the guild or fail to submit money or expenses to the Treasurer.  Committees must obtain approval for financial expenditures from the Treasurer or the President and should operate within the annual budget.

·       Membership

o   Maintain the guild membership directory and work with the Vice President to distribute the listing and post it (under password) on the website.

o   Notify the Vice President of new members names and email addresses so they can be added to the MailChimp mailing list.

The Guild Secretary will

·       Record Board meeting minutes

·       Create Board meeting agendas

·       Organize the annual or biannual Guild Retreat(s)

o   Serves as contact with the retreat center.

o   Signs contracts with the retreat center under the direction of the President.

o   Coordinates with the Treasurer to collect payments from the guild members.

o   Sends retreat updates to attendees via personal email or CCTMQG email account.

o   Requests attendee information as required, such as food allergies, potential accommodation needs, etc.

Non-Board Member Committees

·       Socia Media /Photography Committee

o   Takes pictures at all guild activities and events, including programs, sewing days, retreats, show and share, socials, etc.

o   Crops pictures as needed

o   Posts photos and content to the guild Instagram account

§  Monthly activities

§  Show and share

§  Meeting announcement

§  Other events showcasing the guild

o   Sends cropped pictures to the Vice President within 1 week of the meeting or event.

·       Sewing Days

o   Sets up sewing days at board approved locations

o   Sends information to the Vice President to include in the newsletter, website, and announcements.

·       Nominating Committee

o   Recruits candidates for board positions and presents a slate of nominees to the board

·       Social Events Committee (AKA Cruise Director)

o   Coordinates activities around the June and December social events, including set up and clean up, food, drinks, etc.

o   Oversees events such as traveling quilts, block of the month, and other activities outside of the normal guild meetings.

o   Organizes group charity quilts.

·       General Guidance for All Committees

o   Each committee will work with the Treasurer.  At no time should the committee be considered independent of the guild or fail to submit money or expenses to the Treasurer.  Committees must obtain approval for financial expenditures from the Treasurer or the President and should operate within the annual budget.