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POLICIES AND PROCEDURES 

Allatoona Quilters' Guild

Policies and Procedures as of Feb 21, 2021

RETENTION OF MEETING MINUTES-Effective November 17, 2021

Archive Documents: A motion was passed and all present at the Executive Board meeting agreed that it is only necessary to maintain three years of minutes (current, previous two years). Minutes are included on website but due to size restrictions, purged after about 10 months. 

MEMBERSHIP- Effective January 1, 2017

Annual dues for year for current members are:  35.00 if receiving newsletter by email (passed by a vote of 12 votes for increasing due; $45.00 if receiving newsletter by US mail Late fee of $5.00 will be charged for returning members who pay dues after January 

New members’ dues – First time joining only $35.00 if join between January 1st and June 30th; $10.00 extra if receiving newsletter by US mail. $17.50 if join between July 1st and December 31st. (applies to first year only);  $5.00 extra if receiving newsletter by US mail.
 

COMMUNITY SERVICE:

Community Service Chairperson should write thank you notes for fabric donations made to the
Guild.
 

CELL PHONES – Effective September 1, 2016

A $1.00 fine will be imposed on any Guild member whose cell phone rings during a General Meeting. This measure passed a Board vote on 7/19/16 with 12 votes in favor of imposing the fine and 1 vote against imposing the fine.
 

SAVINGS ACCOUNT – Effective 7/19/16

Executive board voted to designate the funds in the Guild Savings Account for emergency expenditures only. These funds cannot be transferred out of savings to be used for budget item expenditures. Passed the Executive Board vote with 14 votes for the restriction and 2 votes against the restriction.

NAME TAG FINES – Effective 7/19/1

Fines collected from Name Tag Fines will be donated to the Mars Hill Food Bank.
(Board vote was 12 in favor of donating the fines and 1 voted against donations of the fines.)
 

CHARGE FOR GUEST VISITATION- Effective 7/19/16

 A charge of $5.00 fee will be collected for any visitor who visits on the day of a paid outside
speaker. (Passed by a vote of 13 for charging the fee and 2 against charging the fee.)

WORKSHOPS

Effective Oct 19, 2022

Non-Members will be permitted to register for a workshop 30 days in advance and will pay an additional $10 fee for the cost of the class.

Effective Feb 21, 2023

For Workshops fees collected from participants over the $ amount that speakers requested fee for the workshop will be returned to the Program Funds. Voted and all approved. 

REDTOP - Effective May 9, 2022 

Changes were made to the Red Top Chair duties- This is where we made a change to the Refund Policy for Excess Funds.

Any funds remaining greater than $200 at the end of the retreat will be refunded to participants.  Refund will be given via “cash” payment with signature confirming refund received by each participant.