Uhuru Quilters Guild Committee List
and Procedures Manual

Community Service

A major initiative of our guild is to use our talents and skills to contribute to our community.  The community service Chair shall provide input for the Guild’s annual planning calendar and bring to the guild suggestions for community service projects and activities and coordinate the members’ efforts.

Education, Programs and Workshop

This Chair is responsible for finalizing contracts and agreements with members and/or professionals (i.e., speakers, instructors/teachers, presenters, lecturers, and merchandise sales.)  The Chair should make arrangements regarding fees, cancellations, travel, housing/dining, time limits, use of cameras, and other equipment.  The Executive Board must approve all contracts and fee arrangements.  Registration fees for all workshops must be paid in advance at the time of registration and are not refundable (except in the case of cancellation of the workshop by the Executive Committee.)  A member who has paid and cannot attend can send someone else in his/her place.  A calendar of workshop events should be made available to guild members.

Exhibits

This Committee shall provide input for the Guild’s annual planning calendar and locate places where we as a guild can display our works of art.  This committee is responsible for finalizing contracts and agreements to be approved by the Executive Committee.  This committee is also responsible for coordinating the delivery and return of members’ works and/or display equipment for exhibit.

Fundraising (Raffle Quilt, Retreat, Road Trips, & Quilt Show)

The Fundraising Chair coordinates the activities of committees engaged in raising funds in the name of the guild. The Chair shall provide input for the annual planning calendar and will work closely with the Guild Treasurer and the Chair(s) for the Quilt Show/Retreat, Membership, and Road Trip committees.

The Raffle Quilt Committee oversees the construction, marketing, and ticket sales of the raffle quilt that the guild makes each year. The Raffle Quilt Chair will work closely with the Guild Treasurer and the Quilt Show Chair(s).

Quilt Show This Chair shall provide input for the Guild’s annual planning calendar.  The committee is responsible for coordinating the guild quilt show in odd-numbered years and the retreat in even numbered years.  The Guild Coordinator with the approval of the Executive Committee shall appoint the Chair and Co-Chairs of this committee.  The Chair or Co-Chairs will solicit volunteers from the general membership to complete sub-committees tasks deemed necessary in order to ensure an event’s successful completion

Retreat A member who has paid and cannot attend can send someone else in his/her place.  A calendar of workshop events should be made available to guild members.

Road Trip A member who has paid and cannot attend can send someone else in his/her place.  A calendar of events should be made available to guild members.

Membership

The Membership Chair will collect members’ dues, keep records of active and inactive membership and provide membership packets to new members consisting of Membership Card, Constitution and By-laws, Uhuru Quilters Guild Committee List, Nametag Pattern, & Membership Roster.  The Membership Chair will also collect nametag fines and is responsible for producing the Guild informational flyer/pamphlet and keeping it up-to-date and in supply.

Block of the Month

The Block of the Month Chair, with input from the general membership, selects the patterns or theme for this activity and makes suggestions for fabrics, colors, etc.  The Chair prepares a sample block to be shown at the preceding general meeting and distributes the pattern and/or instructions for making the block if appropriate.

Challenge

The Challenge Chair will provide input for the Guild’s annual planning calendar by creating challenge projects twice a year.  At least one challenge should be with another guild as a networking opportunity as well as an opportunity for growth in creativity.

Charm Squares

The Charm square Chair will provide input for the Guild’s annual planning calendar and maintain and oversee the monthly charm exchange of 6½”, 100%, pre-washed cotton squares of a designated color or pattern.  Members sign up at the general meeting to participate in the exchange to take place at the next meeting.  The number and color are also to be published in the Guild newsletter, but a member must sign up to participate.

Door Prize

The Door Prize Chair will solicit donations from guild members and organize a door prize to be held at each guild meeting.  This Chair shall provide input for the Guild’s annual planning calendar.  When possible there may be two raffles:

Hospitality

The Hospitality Chair will coordinate light refreshments for the monthly meetings, and organize hosts/hostesses and greeters for each general meeting, to welcome guests and members, direct them to the proper station and/or seating area, assist them and  provide information about the guild.  The Hospitality Chair assists the Workshop Chair with providing lodging for guests and instructors.  The Hospitality Chair also organizes activities and refreshments for the Annual Birthday and Christmas Party.

Library

The Library Chair has the option, with the approval of the Executive Committee, of selecting a person to assist him/her as Historian in maintaining the Guild history.  The Librarian shall maintain and provide a current list of materials available.  This should be updated quarterly and distributed to the members.  The Librarian shall ensure that all library items are identified as belonging to the Guild.  Only members are permitted to check out library materials.  Library materials are loaned to members for a period of one month and must be returned at the next general meeting

Newsletter/Website

The Newsletter Chair shall publish the newsletter monthly and posted at least two weeks before the monthly general meeting of the Guild.  The deadline for newsletter submissions is the Saturday following the regularly scheduled monthly meeting with distribution stated for two (2) weeks prior to the meeting.  Articles to be published may be submitted via email or directly to the newsletter chair.

Ad-Hoc Committees

Uhuru Jr.
Round Robin
Small Groups and Bees

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