Member Handbook

CALEDONIA GRAND RIVER QUILTERS GUILD

            HANDBOOK

Introduction

The Caledonia Grand River Quilters Guild (CGRQG) was created in 2005 by Helen Hubert, Margaret Mackenzie, Sue Rummerfield and Anne Jay.  The mission of the CGRQG is to promote through the medium of quilting, social interaction, educational opportunities, artistic development, and community service through each individual’s personal commitment and contribution. The Guild welcomes all people who have an interest in quilting.  Newcomers to the art of quilting have the opportunity to learn from the more experienced guild members.

The purpose of this handbook is to present an overview of Guild activities and procedures to new and present members.

The handbook will be reviewed biannually by the incoming Executive.

Guild structure and Committees

The Guild is a not for profit organization, which depends on the membership to carry out its mission and objectives.  The Guild structure provides for a President, Guild Officers (who form the Executive), Committees and Positions of Responsibility (POR) and the general membership which are all involved in the running of the Guild.  There are two main committees: the Executive Committee and the Program Committee.  Ad Hoc committees may also be established.  The Positions of Responsibility are held by members to carry out the many activities enjoyed by the Guild.  Please refer to the Constitution for more details on these Committees, PORs, elections, and the terms of these positions.

Membership

The cost for membership is $50.00 per year from September 1 to August 31.  The membership fee is due at the September meeting.  Members receive a membership card and membership list, copies of the Constitution and the Handbook.  Membership includes voting privileges, attendance at monthly meetings, use of the library, and receipt of  the newsletter by e-mail.  Members may attend additional activities such as workshops and sewing days for an extra fee to cover rental of the hall and other associated costs. 

Meetings and Activities

Meetings are held ten times a year on the second Wednesday of the month at Grace United Church, 174 Caithness Street, Caledonia.  There are no meetings in July and August.  Meetings begin at 7:00 PM and end at approximately 9:30 PM.

Guests are welcome.  They will be asked to sign in and to pay a fee.  They may participate in program activities, draw table and partake in refreshments.

Generally the meetings start with the Guild business followed by the  program.  Program presentations are made to enhance quilting knowledge.  The program planners attempt to appeal to the variety of interest of the guild members. There is a 10 to 15 minute break between Guild business and program. This is the time for members and guests to socialize, buy draw tickets, visit the exchange table, and check out the library.

Guild members volunteer to provide break time snacks and refreshments. Members are required to help in cleaning and tidying the church kitchen and hall after use.  Members must bring their own coffee or tea mug to each meeting to keep clean up duties to a minimum.

Show and Tell.  This activity is one of the highlights of meetings. All members are encouraged to bring their projects and share them with the Guild during ‘Show and Tell’. Those who participate need to sign up. Occasionally time constraints may limit the number of items shown.

Block of the Month. ( BOM).  At the September meeting members volunteer to present a BOM at one of the next 9 meetings of the year.  At their chosen meeting they will present a sample of a 12 1/2” quilt block, a kit with instructions and (sometimes) fabric for participants to make the blocks for the following meeting. The presenter may charge a small fee. Those interested in doing the BOM sign up and pay the fee.  The participants who bring the completed BOM’s to the next meeting are eligible for the draw to receive all the returned blocks. The sample blocks becomes the property of the Guild and will become part of the charitable outreach projects. 

Draw Table.  The purpose of the draw table is to raise money for the Guild.  Items for the draw table are purchased or donated.  Tickets are sold prior to the meeting and during the break when the items are displayed.  The draw will take place immediately after break time. Members and guests are welcome to donate items for the draw table.

Exchange Table.  This Guild activity involves the exchange of fabric among Guild members.  Criteria for the exchange are determined at the beginning of the guild year (i.e. strips, squares, or blocks).  Interested participants will sign up at the beginning of the guild year and bring their fabrics to the exchange table at each meeting for exchange among participants.

Library.

The Librarian is responsible for stocking the Library with items which are of interest and benefit to members.  New items are introduced through the Guild newsletter.  Items are stored in a limited number of boxes in the church closet.  The Librarian sets up the Library at each Guild meeting and packs it away at the end of each meeting.  The Librarian attempts to respond to Members’ questions and guides searches for particular subject matter.

Because of limited storage space and monthly set up and take down, the items accepted for the Library are restricted to quilting related subject matter and may be discarded based on publication date, usage, duplication, etc.  The Library is provided with an annual budget for purchasing materials.  Library items consist mostly of books, magazines, and patterns.

•    Patterns: most have been donated; the selection is limited

•    Magazines: from donation or subscription. Usually two subscriptions are maintained at a time and may change over time and in response to Members’ preferences

•    Books: acquired through purchase or donation.

•    Some other items may be allowed, e.g.. DVDs

Items are catalogued, numbered and labeled as property of the Guild

Guild members may borrow an unlimited number of items.  There is no set or enforced borrowing period; however, Members should return items in a timely manner for the benefit of others.  Books and magazines are signed out on the Library Checkout list.  Patterns are signed out on the Patterns Checkout List.  When items are returned, they are signed back in on the appropriate list.  Sign-out and returns are self serve.  There is no fee for long-overdue items and no policy is in place to charge for lost items.  Occasionally the Librarian will review the sign-out list for long-outstanding items and remind borrowers to return the items.

The Librarian tracks, from the sign-out pages, the number of times an item is borrowed. The information is used to identify infrequently used items for removal and disposition.  Lost items are noted in the ‘disposed items’ list.  Items for disposal are removed from the boxes and held by the Librarian until there is a sufficient amount of disposed stock to hold a book sale.  Funds from the book sales are put toward purchasing new Library material.

Dinners.   

The ladies of Grace United Church provide a catered dinner for a set price on most meeting evenings.  Guild members will receive notice of the planned meal by e-mail. Participants are required to sign up in advance.  The Guild organizes potluck dinners for the December and June meeting days.  Dinners start at 6:00 PM.  Guests may be invited at the set price.

Newsletter.

A Guild newsletter is distributed to members prior to each meeting on a best effort basis.  Members are welcome to submit photos, commentary, tips for quilters and new or interesting ideas.

Newsletter items must be submitted no less than two weeks before the next meeting date.

  

Blog.

The Guild has a Blog which gives information about the Guild, its Constitution and Handbook, and the monthly activities.  Available at http://www.caledonia-quilt-guild.blogspot.ca

Community Outreach.

In the past the Guild and individual members have supported various outreach programs with quilts for palliative care and victims services, toiletry and handbags for woman’s services, pillow cases and placemats.  Each year the Guild determines appropriate projects and recipients.

Quilts from BOM samples are pieced and quilted by the Guild members either individually or as a group activity. The completed quilts are kept on hand for cases of need.

Caledonia Fair.  Annually the Guild supports the Caledonia Fall Fair by having a quilting exhibit staffed by Guild members.  Members are encouraged to enter their quilted projects.  Occasionally the Guild donates a quilt created by the membership for the Caledonia Fall Fair raffle.

Sewing days.

The Guild has several sewing days during the month.  Those days are excellent opportunities to work on projects, share skills, and socialize with likeminded people. The sewing days take place at the same location as the meetings:  Grace United Church in Caledonia.  The church hall is available for sewing from 9:30 AM to 4:30 PM.  Participants are welcome to use Guild owned property such as cutting mats, rulers, irons and ironing boards.  Members who come to sew on these days are expected to tidy up when finished: tables and chairs returned to storage areas and the floors swept.  Donations of goodies for hungry quilters during any sewing days are always appreciated.

Sewing days on Meeting days.  Members can come to sew during the day prior to the evening meeting in September to June, as well as on the 2nd Wednesdays in July and August.  The fee is $5.00 for the day. 

  

UFO days.  Opportunities to sew and complete UFO’s or ‘unfinished objects’ occur on the 4th Wednesday of the following months:  September, October, November, January, February, March and April.  The fee is $5.00 for the day.

Scrappy days.  The “Scrappy Club” is a separate but related activity of the Guild organized on the initiative of Guild members.  The purpose of the club is to have a sewing day specially for making use of all the scraps of fabric quilters have the habit of collecting.  Patterns for ‘Scrappies’ are available on the Guild’s blog.  Interested members sign up for the Scrappy Club in January.  The cost for hall rental is shared among the participants and is due in January.  Scrappy days are on the last Monday of every month except December.