Policies

 and Procedures 

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  1. It shall be the policy of the Board of Directors to rely on Robert's Rules of Order for parliamentary issues not covered in the By-laws.
  2. The By-laws shall be reviewed at least every four years. Any and all reviews of By-laws must include review of legal sufficiency within the state of incorporation.
  3. Minutes of executive session of the Board of Directors will be attached to the regular board minutes only after all time sensitive information is completed and the sensitive dates passed.
  4. A complete record of approved motions shall be kept by the Secretary. Approved motions effecting Policies and Procedures shall be considered policy until or at such time as they are amended or rescinded by board action. Copies of such motions currently in effect shall be kept with Policies and Procedures.
  5. All Policies and Procedures adopted at Board of Directors meetings shall be printed and attached to the minutes of that Board meeting.
  6. These Policies and Procedures shall be revised annually to reflect changes made by approved motion of the Board of Directors.
  7. Members of AQSG may request and receive a copy of the Policies and Procedures. Requests will be handled by the staff of the AQSG corporate office.
  8. The Board of Directors shall determine which committees shall be standing committees. These shall be: Public Relations, Technology, Mentoring, Library and Technical Guides, Nominating, Personnel, Regional Coordinators, Corporate Sponsors, Paper Presenter Sponsors, Seminar Paper Selection, Publications including Uncoverings and “Blanket Statements”, Collections, Grants Selection, Scholarship Selection, Research Fund, Policies and Procedures.
  9. Each standing committee shall develop Standard Operating Procedures for that committee. Those Standard Operating Procedures shall be reviewed and approved by the Board of Directors. It shall be the duty of the chairperson of each standing committee to report changes or amendments to the Board of Directors.
  10. Operating procedures for standing committees shall be reviewed at least every four years. The review committee shall be made up of at least one current member of the standing committee, one member of the Board of Directors and one member at large from the general membership.
  11. Committee reports should be dated and include the names of members of the committee (as applicable).
  12. Ballots for the annual election shall be sent by voting members directly to our accounting firm for tabulation. The results shall be prepared by the accounting firm, a written report given to the Board of Directors, and the report of results made at the annual meeting and published in “Blanket Statements”. If the election is a special election, the procedure for tabulation will be as for the annual election and the results shall be reported in the next issue of “Blanket Statements”.
  13. The nominees for the Board of Directors will be presented to the membership and voted on as a slate.
  14. Membership renewal policies: a. The billing date for renewals shall be August 1. b. Renewal deadline for all memberships shall be November 1. c. New memberships received May through July 31 shall be at one half the full membership rate. d. New memberships received after August 1 will continue through October 31 of the following year.
  15. The Board of Directors may designate Honorary Members.
  16. Volunteers who staff the AQSG information booth will refrain from any activity that suggests a promotion of non-AQSG activities without the expressed permission of the AQSG. Sales not related to AQSG materials are not permitted without prior permission.
  17. All artifact and research material donations shall be identified and attributed to American Quilt Study Group.
  18. Contracts for editing Uncoverings, “Blanket Statements” and Technical Guides will be on a “work for hire” basis and negotiated at a flat fee.
  19. The Paper Selection, Research Grant, and Scholarship Selection committees shall report results to the Board of Directors through the Executive Director prior to any formal announcement of results to either the submitters or press.
  20. An individual may not act as a reader and submit a paper in the same year. It is incumbent on individuals to disqualify themselves as readers.
  21. An individual may act as a mentor and submit a paper in the same year. It is incumbent on the mentors to disclose to their mentorees their intent to submit. .
  22. The keynote speaker's paper may be published. The determination shall be made in conjunction with the Publications Committee.
  23. It shall be the policy that the underwriting 'paper presenter' sponsorship for a designated paper shall be shared between/among the presenters in the case of more than one presenter for any paper. A portion allotted for publication will be set aside and the balance will be shared by the presenters.