Membership

Become an Illinois Quilters member and get in touch with your creative, social, nurturing, collaborative, knowledgeable, sharing, charitable, meditative and fun side. All at the same time.

Any person regardless of age, race, gender, sexual orientation, or physical or mental ability is welcome to become a member of IQI. Visit us and discover the joy of quilting for yourself.

Benefits of Membership

Priority access to guild meetings to hear professional artists
Free subscription to our monthly newsletter
Member rates and first access to workshops
Use of the guild’s extensive reference library
Fellowship and opportunities to share your skills and accomplishments with others
The opportunity to share with the greater fiber arts community through the Fine Art of Fiber, with guaranteed acceptance of one quilt into the show yearly
Participation in Community Service projects and fellowship monthly
A members rate and first chance to register for weekend retreats
A vote in matters set before the guild

Responsibilities of Membership

Attendance as you are able
Voting at the annual June meeting and at others, as announced
A friendly and welcoming attitude
Recommended 4 hours of service per year
Purchase or sell $25.00 worth of IQI Raffle Quilt Tickets yearly

Payment

To pay your membership online, just click the button to go to “IQI Membership Fee” on the Shop page:

IQI Members Reimbursement Request

This form is for current, active board members to submit reimbursement documentation to the Treasurer. To download, click this link: PDF Reimbursement Form

Then print and mail it, along with the sales receipts of all expenses you incur in the performance of duties with reimbursable expenses. Any questions? Consult the Treasurer at: info@illinoisquilters.com.

IQI By-Laws

The Board operates according to its By-Laws and Articles of Incorporation. IQI is a not-for-profit organization, operated by the laws of Illinois and managed by a volunteer Board of Directors. These By-Laws are how we are governed.

ARTICLE I: Purposes

1.1. Purpose.

The purpose of IQI (“the Organization”) is to promote fellowship among persons interested in all aspects of quilt making; preserve our quilting heritage and traditions; promote an appreciation of the fine design and workmanship in quilts; encourage quilt making and collecting; contribute to the knowledge of quilting techniques, textiles, patterns, and quilt makers through education and exhibitions; and contribute to and participate in quilt-related projects of service to the community.

1.2. Powers of Organization.

The Organization shall have and exercise all rights and powers conferred on Corporations under the Illinois General Not-for-Profit Corporation Law provided, however, that this Organization is not empowered to engage in any activity which, in itself, is not in furtherance of its purposes as set forth in Section 1.1 above.

1.3. Prohibition Against Private Benefit.

No part of the net earnings, properties or assets of this Organization, on dissolution or otherwise, shall inure to the benefit of any private person or individual or any member or director of this Organization, except that the Organization is authorized and empowered to pay reasonable compensation for services rendered.

ARTICLE II: Miscellaneous

2.1. Name.

The name of the Organization is Illinois Quilters, Incorporated. (“the Organization”).

2.2. Offices.

The registered office of the Organization shall be in the State of Illinois.

2.3. Fiscal Year.

The Fiscal Year of the Organization shall begin on July 1 of each year and end on June 30 of each year. The Board of Directors may designate any other period as the fiscal year of the Organization.

2.4. Books and Records.

The Organization shall keep correct, accurate, and complete books and records of account and shall keep minutes of the proceedings of its Board of Directors and committees having the authority for the Board of Directors and shall keep at the registered agent or principal office a record giving the names and addresses of members entitled to vote, if any. All books and records shall be available for inspection by any director or member or his agent or attorney for any proper purpose at any reasonable time.

2.5. Severability.

If any portion or provision of these bylaws shall be found to be invalid or unenforceable, the remaining provision or portions thereof shall remain in full force and effect.

ARTICLE III: Members

3.1. Eligibility.

Membership is open to anyone who has an interest in quilts.

3.2. Classes of members.

There is one class of membership: Full Members.

3.3. Dues.

The Board of Directors shall from time to time determine the dues for full membership.

3.4. Benefits.

Full members are eligible for the benefits of membership, as determined by the Board of Directors from time to time. Such benefits may include, but are not limited to, reduced fees for classes, the Quilt-In, and other events; free attendance at meetings; and entry of work to the Fine Art of Fiber.

3.5. Voting.

Only paid-in-full members are eligible to vote on matters set before the membership.

3.6 Meetings.

The annual membership meeting shall be held at the June meeting each year for members to vote on matters set before it by the Board of Directors. Special meetings of the members may be called by the Board of Directors by majority vote at a regular meeting of the Board. A majority of the membership present at a meeting is required to pass any motion set before it by the Board.

3.7. Service.

Each member is encouraged to provide a minimum of four (4) hours of service to the Organization’s activities. Service may include, but is not limited to, serving on the Board or any committee of the Board; assisting any of the officers with the performance of his/her duties; working at the annual Fine Art of Fiber; making quilts for charitable service activity; or any other activity that facilitates the functioning of the Organization. The Membership Chair shall ask each member on an annual basis to indicate his/her preferences for service work.

ARTICLE IV: Directors

4.1. General Powers.

The business of the Organization shall be managed by its Board of Directors. It shall retain legal counsel and other professional assistance as it requires from time to time, and it shall approve the budget for the Organization and monitor the income and expense of the Organization. The Board of Directors may delegate authority to conduct business of the Organization to such committees as it selects.

4.2. Number of Directors.

The Board of Directors shall consist of the following officers of the Organization: President, VP Programs, VP Contracts, Treasurer, Secretary, Membership Chair, and Member-at-Large. If the Board of Directors so determines, a board position may be shared by two persons, either of whom may represent the position and vote on matters before the Board.

4.3. Tenure of Directors.

A director shall hold office until the annual meeting selecting his/her successor, or until his/her earlier resignation, removal, or death. A director may serve a maximum of two consecutive one-year terms in one office, with a total of four successive one-year terms on the Board. Directors who have had a hiatus from board membership for at least one year may become eligible again for a position.

4.4. Qualifications.

Directors shall be members of the Organization. Any candidate for President must have a minimum of one year prior tenure on the Board.

4.5. Selection of Directors.

The Board of Directors shall appoint a Nominating Committee in January of each fiscal year. The Nominating Committee shall consist of the Member-at-Large, two other directors, and two non-director members. The Nominating Committee shall prepare a slate of officer/directors and committee chairs to be presented to the Membership. The slate shall be announced at the May meeting and shall appear in the June newsletter for voting at the June meeting. At the June meeting, any additional candidate may be proposed for any officer/director or committee chair position. Written ballots may be requested for contested positions.

4.6. Regular and Special Meetings.

At least eight (8) regular meetings of the Board of Directors shall be held without other notice than this bylaw during each fiscal year in such place and as such time as the board may determine. Special meetings may be held at such times and places as the Board of Directors may by resolution determine. Special meetings may be called by the President of the Organization, pursuant to notice given to all directors by the Secretary.

4.7. Quorum.

A quorum shall consist of fifty-one percent (51%) of the currently serving directors.

4.8. Voting and Manner of Acting.

The act of a majority of directors at a meeting at which a quorum is present shall constitute the act of the Board of Directors, unless the act of a greater number is required under the bylaws or Articles of Incorporation. Each director present shall cast one vote on all questions coming before the meeting.

4.9. Removal and Vacancies.

A director who fails to attend more than three of the regularly scheduled meetings of the Board of Directors in the course of one year, or any other director, may be removed and replaced by a vote of two-thirds of the directors present and voting at a meeting at which a quorum is present. The new director shall serve until the next annual meeting.

4.10. Compensation of Directors.

Directors shall receive no compensation for their services. By general resolution of the Board of Directors, a director may be reimbursed for reasonable expenses incurred in connection with his/her duties.

4.11. Committees.

The Board of Directors shall have the power to create committees as it shall deem necessary from time to time. These committees shall have the powers delegated to them by the Board of Directors or these bylaws. Each director who chairs a project or activity of the Organization may create a committee to assist him/her in the performance of his/her duties.

4.12. Informal Action of Directors.

Any action which may properly be taken by the Board of Directors at a meeting or any committee thereof may be taken without a meeting if all of the directors of the Board or committee consent thereto in writing and the consents are placed in the minutes of the Organization. Any such consent shall have the same effect as a unanimous vote of the board or committee.

ARTICLE V: Officers

5.1. General Provision.

Board of Director positions are also officer positions. The Board may create such additional offices from time to time as it deems necessary.

5.2. President.

The President shall be the principal officer of the Organization and shall supervise and control all of its affairs. The President shall chair all meetings of the membership and the board of directors; represent the Organization in activities that promote the purposes of the Organization; assist the Treasurer in drafting the annual budget; secure facilities for member meetings and board meetings; and implement decisions of the membership or the board.

5.3. VP Programs.

VP Programs shall perform the duties of the President in the event of his/her absence or inability or refusal to act. VP Programs has the primary responsibility for monthly program meetings; coordinates workshops and scheduling workshop hostesses (with Workshop Chair); facilitates lodging, meals, and transportation for invited speakers; and writes monthly newsletter article about upcoming programs.

5.4. VP Contracts.

VP Contracts is responsible for hiring speakers for the following year and coordinates facilities for workshops with the President. VP Contracts shall serve as VP Programs in the following term. VP Contracts also coordinates the monthly meeting dates and occasional member excursions.

5.5. Treasurer.

The Treasurer shall be the principal accounting and financial officer of the Organization. He/she shall have charge and custody of and be responsible for all funds and securities of the Organization; receive and give receipts for moneys due and payable, depositing such funds received in the name of the Organization in banks or other depositories as shall be selected by the Board of Directors; keep adequate business records of transactions of the Organization, including its assets and liabilities, gains and losses, receipts and disbursements; and in general perform all duties incident to the office of Treasurer.

5.6. Secretary.

The Secretary shall keep minutes of the meetings of the Board of Directors; see that all notices are duly given in accordance with the provisions of these bylaws or as required by law; have custody of all corporate records and the bylaws; execute all instruments requiring his/her signature, and in general perform all duties incident to the office of corporate secretary.

5.7. Membership Chair.

Membership Chair keeps a record of members; collects dues for delivery to Treasurer; distributes membership cards; coordinates the printing and distribution of the Membership Directory; signs up guests and new members; tallies service activity forms; and distributes results to directors.

5.8. Member-at-Large.

Member-at-Large acts as advisor to the Board; chairs the Nominating Committee; coordinates the work and reporting of committees; and organizes the December Holiday Party and the June Membership meeting. Member-at-Large must have a minimum of one year prior Board service.

5.9. Compensation.

Officers shall receive no compensation for their services. By general or special resolution of the Board of Directors, an officer may be reimbursed for reasonable expenses incurred in connection with his/her duties.

5.10. Duties of Officers May Be Delegated.

In the absence of any officer of the Organization or for any other reason, the Board of Directors may delegate certain powers or duties to other officers or agents for a specified act or period of time.

5.11. Year-End Report.

Each officer shall prepare a year-end report detailing the activities of his/her office for the June meeting.

ARTICLE VI: Committees

6.1. General Provision.

Each officer may create a committee to assist him/her in the performance of his/her duties, except President, Secretary, and Treasurer.

6.2. Additional Committee.

In addition to those committees formed by officers, certain regular committees are created to assist the Organization in its activities, as itemized in this Section.

6.3. Service Committee.

The Service Committee selects the service activity, provides materials as available, and coordinates publicity with the Communications committee.

6.4. Friendship Committee.

The Friendship Committee plans special events for the Organization to encourage member interaction.

6.5. Communications Committee.

The Communications Committee disseminates publicity about the Organization to membership and the media and promotes the activities of the Organization to the media. This committee will oversee activities of the newsletter editor, website coordinator, social media, and publicity persons.

6.6. Library Committee.

The Library Committee selects, purchases, and processes material for the Organization’s library and makes such material available to members at monthly meetings; it also collects fines for overdue materials for delivery to Treasurer.

6.7. Quilt-In Committee.

The Quilt-In Committee organizes and administers the annual retreat before and during the event; secures the location; collects fees for delivery to Treasurer; arranges for speakers and workshops; and coordinates lodging and food for attendees.

6.8. Audio Visual Committee.

The Audio Visual Committee keeps the presentation equipment, lighting, etc in working order and assists the VP Programs or speakers at monthly meetings; and sets up quilt frames or other equipment as needed at monthly meetings.

6.9. Budget Committee.

The Budget Committee shall prepare the preliminary budget to present to the Board. Members of the Budget Committee shall include the President, Treasurer, and VP Programs.

6.10. FAOF Committee.

The Fine Art of Fiber (FAOF) Chair organizes and administers the annual show in such fashion as the Board of Directors determines each year. The FAOF committee assists the FAOF Chair with the annual show. Positions on the FAOF Committee shall include but are not limited to public relations; quilt raffle sales coordinator; show treasurer; boutique sales; quilt sales; silent auction; volunteer coordinator; set-up and take-down; and preview party planner.

6.11. Historian.

The Historian collects and preserves accounts of the Organization’s activities and keeps a scrapbook of photos, memorabilia, newsletters, patterns, and media coverage.

6.12. Nominating Committee.

The Nominating Committee prepares the slate of officers and committee chairs as described in Sec. 4.5 above.

6.13. Raffle Quilt Committee.

The Raffle Quilt Committee creates the raffle quilt for the annual Fine Art of Fiber as a fundraising event for the Organization. Duties include proposing a design for the quilt for Board approval; coordinating the design, construction, and quilting of the quilt; design and printing of raffle tickets; and display of raffle quilt at Organization events and other quilt group events in the Chicago area.

6.14. Challenge Committee.

The Challenge Committee creates a challenge project to be offered to the membership, collects material fees (if any) for delivery to the Treasurer, and organizes awards.

6.15. Workshop Committee.

The Workshop Chair works with VP Programs in coordinating workshops and scheduling workshop hostesses; registers enrollees for classes; collects workshop fees for delivery to Treasurer; provides supply lists to workshop enrollees; and creates a year-end report of workshop attendance and workshop income and expense for the Board.

ARTICLE VII: Indemnification

7.1. Indemnification of Directors and Officers.

The Organization may purchase and maintain insurance on behalf of any person who is or was a member, director, or officer of the Organization against expenses and liabilities incurred by such person in connection with any action, suit, or proceeding, civil or criminal, arising out of such person’s status as such, to the extent permitted by law.

ARTICLE VIII: Contracts, Loans, Checks, Deposits and Grants

8.1. Contracts.

The Board of Directors may authorize any officer or agent to enter into any contract and deliver any instrument in the name of and on behalf of the Organization.

8.2. Loans.

No loans shall be contracted on behalf of the Organization unless authorized by resolution by the Board of Directors. Such authority may be general or confined to specific instances.

8.3. Checks, Drafts, and Orders.

All checks, drafts, or orders for the payment of money or other evidence of indebtedness shall be signed by such officers or agents of the Organization and in such manner as the Board of Directors designates by resolution.

8.4. Deposits

All funds of the Organization not otherwise employed shall be deposited to the credit of the Organization in such financial institutions as the Board of Directors may select.

8.5. Grants and Gifts.

The Board of Directors may accept on behalf of the Organization any gift or grant for general purposes or special purposes of the Organization. The Board of Directors may by resolution establish various programs for making corporate grants, loans or gifts to individuals or other not-for-profit organizations for purposes that promote the activities of the Organization.

ARTICLE IX: Distributions

9.1. Distributions Prior to Dissolution.

The Board of Directors may authorize and the Organization may make distribution of its assets prior to dissolution provided that such distribution will not render the Organization insolvent, cause the Organization’s assets to be less than zero, or render the Organization unable to carry on its corporate purpose.

9.2. Distribution Upon Final Dissolution.

The assets of the Organization in the process of dissolution shall be distributed in accordance with the provision of Article I of these bylaws and the purpose statement of the Articles of Incorporation.

ARTICLE X: Non-Discrimination

10.1. Non-Discrimination.

The Organization shall not discriminate in the awarding of contracts, grants, or the approval or disapproval of projects for eligibility under the Organization’s programs on the basis of sex, race, age, national origin, marital status, sexual orientation, or any other basis prohibited by federal or state law.

ARTICLE XI: Amendments

11.1. Amendment of the By-Laws and Articles of Incorporation.

These By-Laws and the Articles of Incorporation of the Organization shall be subject to amendment, alteration, repeal, or the adopting of new bylaws or Articles of Incorporation by the affirmative vote of the majority of the Board of Directors of the Organization.

By-Laws revised May 2004, March 2016 and May 2019

Board Handbook

The IQI Handbook contains information which is useful for members. From time to time, the Board of Directors acts to update the Handbook and By-Laws and reports such action to the general membership at the Annual Meeting in June of each year.

Directors

The Directors of IQI’s Board are elected positions. These officers have a vote when asked to make decisions on behalf of the guild.

President

Elected for one year, may be re-elected, term is usually 2 years, may be elected for two more one-year terms on the board. (4 years total)
Attends monthly Board meetings to make reports, run the meeting and has a vote.
President must have a minimum of one year prior Board service.
Officer with vote.
Board Election is held in May, followed by Guild election in June.
By-Laws: Section 5.2.

Job Description

President is the principal officer of the Organization and shall supervise and control all of its affairs.

Role and Responsibilities

1. Board Meetings

Preside over monthly Board meetings.
Confirm with the Levy Center in April or May the scheduling of Board meetings for the upcoming year. Meetings are currently the third Monday of the month from August to May, except for December. As the January meeting falls on Martin King, Jr., Day, a city of Evanston holiday, the Levy Center is closed. Request a volunteer to host this meeting in her/his home or suggestions for an alternate venue.
Preside at the change-over meeting.
The budget committee (president, program vice president, treasurer, and member-at-large) meets over the summer to create a proposed budget for the upcoming year. The budget is submitted to the Board at the September (August in 2018) meeting for approval.
Generally, a board member should request agenda time for a concern requiring Board discussion and/or decision. Estimating time needed for each Board member on the printed agenda can help keep meetings moving. Matters not covered on the agenda can be brought to board attention as old or new business.

2. General Meetings Coordinating with your Vice Presidents for Contracts and Programs, in April or May contact the facility with dates for the upcoming year, first checking the calendar for Jewish High Holidays or Christian Easter Observances conflict. Remember that we need seating for 80 people, podium and microphone, and a small projector table as well as tables for library, speakers, and committees. The monthly general meeting is called to order promptly at 7:00pm, the president makes any announcements, calls for other announcements from board members, followed by show and tell, then the speaker introduction. After the lecture, the membership chair(s) hold the raffle.

The monthly general meeting is called to order promptly at 7pm, the President makes any announcements, calls for other announcements from Board members, followed by show-and-tell, a break, then the speaker introduction 8-9pm. After the lecture, the membership chair(s) holds the raffle.

3. Annual June Business Meeting Election of officers is the main order of business at the meeting. The slate, presented at the May meeting, is elected through a motion and second to accept the slate as presented. A verbal Yay or Nay, by those present completes the election process. The Challenge Quilt competition is also held during the June meeting.

4. June Cross-over Meeting The cross-over Board meeting is a responsibility of the outgoing Board, but the date should be cleared with the incoming President. The outgoing Board acts as the host group. When someone stays on for another term, that member is both host and guest — it is a potluck held at a current Board member/committee chair’s home. The first part of the meeting is generally reserved for refreshments and socializing. After passing on the files and encouragement, the outgoing Board leaves and the new Board holds its first meeting.

5. Publicity: Website and Oakleaf Column A column on the front page of the Oak Leaf newsletter is reserved for the President’s use. Copy deadline is set by the Oak Leaf editor. Website updates are important, and the entire site is updated for the May meeting, with upcoming events, etc. President may want to write a “column” on the site.

6. Quilt Travels Contact the insurance provider prior to any display of the raffle quilt other than regularly scheduled IQI general meetings to ensure the quilt is properly insured. Get contact info from prior President.

7. Legal Agent The current president shall obtain a copy of the appropriate form from the Illinois Secretary of State’s Office, fill out the form to transfer legal agency to the incoming president. The incoming president shall ensure the form is properly filed.

2020

Vice President, Contracts

Elected for two years, serves second year immediately as VP Programs. Can be re-elected to two more successive one-year terms on the board, in new position, a total 4 years on the Board
Attends monthly Board meetings to make reports, has vote
Officer with vote
Board Election is held in May, followed by Guild election in June
By-Laws: Section 5.4

Job Description

Role and Responsibilities

The VP of Contracts is responsible for arranging the IQI presenters and workshops for a rough calendar year. When the VP assumes office, after the change-over meeting, her/his responsibility is to arrange for speakers and workshop leaders during the following year, for the year after she or he is VP of Contracts.

1. Finding Speakers

The Contracts VP decides which speakers/workshop leaders to invite to IQI. The VP may float ideas to the Board or solicit suggestions, but ultimately it is her decision. Check with the Treasurer and Board to understand the IQI budget for contracts and stay within budget parameters in assessing and hiring speakers, many of whom (especially when nationally-known) include workshops requirements for presenting a lecture. Consider previous speakers and topics and avoid repetitious topics or workshops.

Some things to consider:

Some speakers may not be available during the desired dates because they tend to schedule far out, especially if they are well-known and in high demand; you may therefore schedule a speaker beyond your preferred timeframe.

Once elected, the VP Contracts should start assessing speaker possibilities by doing some research, looking at existing info provided by the previous IQI VP of Contracts, and, as mentioned above, asking the Board (or other members) for ideas.

Most speakers being considered have websites containing info about fees. Look these over carefully when allotting your budget.

In the summer after being elected, the VP of Contracts should begin contacting likely prospects via email, as this can be a lengthy process. Describe IQI, mention our interest in the type of programs offered by the quilter, and ask if she or he might be available during the dates you have in mind.

Once a speaker is confirmed, gather relevant info and estimate total cost: lecture and workshop fees, airfare or mileage, hotel, and meals.

Workshops ideally, but not always, pay for themselves. In reviewing or establishing a budget, workshop fees should be realistically anticipated at an average of five participants per workshop. Costs for workshops generally run about $55.00 per person but depends on the speaker’s experience and reputation (as of 2019).

Aim to have the dates set for likely candidates by the Fall, and then the Board should be notified of the lineup. Make tweaks to the calendar if needed after receiving board feedback. Presentations are on the first Thursday evening of the month, and workshops are on the Friday or Saturday (or both) following presentations.

Once the yearly lineup is complete, the VP will need to confirm dates for both the presentations at Lutheran Church of the Ascension, Northfield and the workshops at Gloria Dei Lutheran Church, Northbrook. As of April 2019, the contact for Lutheran Church of the Ascension. Note that the VP of Contracts must work closely with the president to set and confirm program and workshop dates and then the president sets the contracts with the churches. Be aware of religious holidays that will interfere with the workshop dates and meeting site availability.

2. Next Steps: Contracts and Rack Cards

As the new lineup of speakers is confirmed, contracts must be signed. Once the speaker lineup for the coming year is complete, a rack card must be printed.

Sometimes the only contract signed is the one provided to the speaker by IQI. However, especially with “name” speakers, the contract signing often goes two ways: the speaker has a contract that is reviewed and signed by the IQI VP of Contracts, and the speaker must review and sign the IQI contract (there is a template contract that you can customize as needed).

Obviously, both contracts must reflect the same info or at least not contradict each other. Sending the forms as email attachments and then signing, scanning, and returning them as attachments is most efficient (so is using a scan, if that option is available). Sending contracts through snail mail is another option, though much more time consuming. Each speaker must sign a W-9 form, and that can be done at the time of the general contract signing or before the presentation. The speaker will not be paid until the form is signed, so do not overlook this step.

Design the annual rack card, the front of which describes IQI and the back of which lists IQI events, including presentations and workshops. See previous rack cards for examples and use Vistaprint for reasonable rates and efficient delivery. You will need a photo of the IQI Raffle Quilt to use on the rack card; that should be available in January or February at the latest. Coordinate that step with whoever is in charge of the raffle quilt.

Vistaprint offers many rack card templates. Choose one, upload any photos desired (including the raffle quilt on the front), and type in the info, following instructions to edit and review as desired. As with other costs paid for up front by the VP, after purchasing the cards, fill out an IQI reimbursement form (downloadable from IQI’s website), include any receipts, and submit it to the IQI Treasurer.

Order 1,500 rack cards in January or February. Check with the President to determine the quantity. Some go to the membership people and others go to the publicity chair. Still others will be offered to members during monthly meetings for distribution among quilt shops. They will be offered at the April show in Rosemont, so they must be ordered and received before then.

3. Publicizing Speakers and Workshops

This information will also be used on the IQI website, so you will need to coordinate with the webmaster and newsletter people as well. Also, the workshop person needs the info to publicize workshops—make sure to obtain and provide the workshop supply lists to the workshop registration person, newsletter and web people.

Create a PowerPoint Presentation. You will need to provide descriptions of upcoming programs and workshops on a PowerPoint presentation at the June annual meeting following your election as VP of Contracts (essentially, a year later). You will also need bios of the speakers, and photos (head shots) of them, plus photos of quilts representing their topics and workshops. IQI has a projector you can use for your PowerPoint presentation if needed.

Note that IQI membership must be renewed in May and June for members to qualify for the member discount for workshops that are announced in June. The Membership Committee will give renewal slips for workshop signups at the June Potluck meeting.

If you have any questions, feel free to call former VPs of Contracts for their perspectives.

2020

Vice President, Programs

Elected for two years, serves first term as VP Contracts, can be re-elected to two more successive one year terms on the board for a maximum of 2 additional years
Attends monthly Board meetings to make reports, has vote
Officer with vote
Board Election is held in May, followed by Guild election in June
By-Laws: Section 5.3

Job Description

VP Programs shall perform the duties of the President in the event of her/his absence or inability or refusal to act. VP Programs has the primary responsibility for monthly program meetings; coordinates workshops and scheduling workshop hostesses (with Workshop Chair) facilitates lodging, meals, and transportation for invited speakers; and writes monthly newsletter article about upcoming programs.

Role and Responsibilities

1. Initial Contact Obtain list of speakers and their contact information from Vice President, Contracts. Email the speakers a few weeks before their scheduled lecture date to firm up plans. Give the speakers your contact information, as well as another Board member’s contact information, as a back-up. If you were the VP Contracts person the previous year, you will be familiar with travel plans. The speaker may want to ship material or quilts prior to arrival, so be certain those plans are clear. You will need to confirm media requirements, such as a laptop if she doesn’t bring her own. IQI has a projector that lives in the library cabinet.

2. Hotel Reservations Ask where teachers were housed in prior years. Contact hotel to hold the reservations and ask for any discount for making a year of reservations. You need to use your own credit card to hold the reservation. Ask for a first-floor room. Get a copy from the Holiday Inn with reservation numbers. You will use your own credit card to pay the speaker’s bill and get reimbursed from the Treasurer. You can pay the week before the date. If you don’t wish to do that, check what the final bill will be when you make the reservation, and secure a check from the Treasurer prior to the Thursday meeting so you can reimburse the speaker. If the speaker prefers staying in a private home, the Membership Chair has a list of members who volunteered for this.

3. Transportation If necessary, arrange to pick up the speaker at the airport. You will need another person to help you if you don’t wish to park. The best way is to drop off one person at baggage claim to meet the speaker, while the other person circles the arrival area. Meet the speaker at the escalator. When you have her baggage, the arrival person calls the circulating driver, and she and the speaker can move to the third lane area for pickup. If all else fails, you can arrange a cab through American Taxi, Uber or Lyft. Be certain to get a receipt. You will need to arrange transportation to the lecture if needed. You may submit your mileage if you use your car for any of the transportation. The hotel may have a shuttle available to the speaker to get her/him to Gloria Dei for her workshops. The driver will help load and unload. This must be arranged at the front desk the day before the workshop. The workshop hostess or another member can return the speaker to the hotel. If there isn’t a restaurant within walking distance, the workshop hostess should be certain the speaker has had dinner. Ask about a refrigerator, and if breakfast is included at the hotel. Is there a swimming pool? Relay information to the speaker.

4. Thursday Night Dinner The Board members host the speaker at dinner on Thursday at 4:45pm at a restaurant of your choice at the and convenient to meeting location: Ascension Lutheran Church on Willow Road. The week before the meeting, email the Board members to see who will be able to attend the dinner. Make a reservation if possible and request individual checks. VP Programs pays for the speaker’s dinner and submits for reimbursement by the Treasurer.

Arrange for transportation from the lecture to the hotel, if needed.

Mail ahead or hand the speaker the W-9 document so the Treasurer can pay her/him. No payment will be made without this completed and submitted form.

5. Paying The Speaker Check with the Treasurer to be certain that the speaker’s check will be available at the Thursday night meeting. Be certain to get an invoice from the speaker. Collect the speaker’s completed W-9 Form and submit to Treasurer.

2020

Board Member-at-Large

Elected for one year, may be re-elected, for one additional one-year term. May serve up to four consecutive years on the Board before rotating off for at least one year
Attends monthly board meetings to make reports, has vote
Member-at-Large must have a minimum of one-year prior Board service
Officer with vote
Board Election is held in May, followed by Guild election in June
By-Laws: Section 5.8

Job Description

Attend monthly Board meetings; design and set up December and June Potlucks; Chairs the nominating slate for new Board members.

Role and Responsibilities

1. Insert notice in IQI newsletter at least two issues before the pot luck date, asking for volunteers to help set-up and clean-up.

2. Make food assignments in newsletter. One person brings ice, Board brings beverages. Assign a larger number of main dishes rather than appetizers and desserts. Call and arrange with Gloria Dei Lutheran Church to have 9-10 round tables set up, 4-5 long tables for food and beverages. Check cabinet for table cloths ahead of time and set the tables with volunteers about an hour ahead. Doors open at 6:30pm doors and serving begins. Members will be waiting!

3. Check the supply cabinet to make sure there are enough plates, cups, napkins, plastic flatware, and plastic tablecloths for serving and beverage tables. Shop for large box of cutlery at Costco if needed for potlucks and workshop lunches and submit costs to Treasurer.

4. Set up a nominating committee to help recruit members to serve on the next year’s Board openings (see By-Laws section). Begin search process and make contacts after the December holidays. Submit the names of nominees to the Board in May and if approved, put into the June newsletter. At the June Potluck, make a report to the membership on the nominees and work with the President to hold the election. Bring enough paper to make written ballots if needed.

5. Chair the June Potluck, following the directions for the December Potluck.

2019

Membership Chair

Elected for one year, may be re-elected for one additional one-year term. May serve up to four consecutive years on the board before rotating off for at least one year
Attends monthly Board meetings to make reports, has vote
Officer with vote
Board Election is held in May, followed by Guild election in June
By-Laws: Section 5.7

Job Description

Keeps a record of members, collects dues for delivery to Treasurer, distributes membership cards, coordinates the printing and distribution of the Membership directory, mailing or electronically; signs up guests and new members, tallies service activity forms and distributes results to directors.

Role and Responsibilities

1. Maintain file of current members:

Update electronic database, knowledge of Excel Spreadsheets important.

Keep file of membership applications.

2. Provide services to members:

Attend guild meetings to answer membership questions

Have one or two assistants at membership table at guild meetings beginning half an hour before meeting (to receive membership applications, collect guest fees, oversee sign-in sheet for guests and members and distribute door prize raffle tickets).

Have extra help at September, October and May meetings to take member applications/distribute name badges, directories, etc.

Prepare and provide name tags for all members.

Prepare and provide store discount card/s (i.e., summer letter to Vogue Fabrics) and/or information about obtaining other store discounts (Jo-Ann, etc.).

3. Provide services to IQI:

Collect mail from Wilmette Post Office box. Process member applications and distribute other mail at board meetings and general meetings.

Receive member applications and payments. Convert any cash to personal check. Give payments to the Treasurer.

Receive member applications and payments. Convert any cash to personal check. Give payments to the Treasurer.

Provide email list for electronic distribution of Oak Leaf to Communications Committee Chair. Print and mail copies of the Oak Leaf for those who paid the supplement for standard mailing.

Provide to committee chairs by October the lists of volunteers to help them; update as new members join.

Prepare annual Directory of Members joining by September 15, send to Communications Committee for electronic distribution before October 1; Print copies for those who paid the supplement for standard mailing and distribute at October meeting.

Prepare and distribute electronically a directory update in January of members joining after September 15; Print and distribute copies for those who paid the supplement for standard mailing.

Provide member mailing list or labels to Raffle Quilt chairman.

In February or March, review fees* and member application with Board.

In April, submit updated membership application to Oak Leaf editor and to website manager.

Prepare and copy member application before May meeting.

4. Promote membership:

Answer membership inquiries from website.

Attend board meetings and give membership report.

Submit articles for Oak Leaf.

Remind members in May and August/September Oak Leaf issues to renew.

In September or October, email directly or phone members who have not renewed for the year.

Provide form to editor and to website manager.

Conduct door prize drawings.

Solicit door prizes from area shops, or purchase.

2014

Secretary

Elected for one year, may be re- elected for one additional one- year term. May serve up to two consecutive years in another position (4 years total on the Board, then one year off)
Attends monthly Board meetings to make reports, take minutes and vote
Officer with vote
Board Election is held in May, followed by Guild election in June
By-Laws: Section 5.6

Job Description

Shall keep minutes of meetings of the Board of Directors and perform all duties incident to the office of corporate secretary. See By-law 5.6 for fuller description.

Role and Responsibilities

Record attendance and minutes at the monthly Board Meeting, and any other business meetings of the organization, including the annual business meeting in June.

Distribute meeting minutes to the Board members, Committee chairs and other interested members for input and approval prior to the next Board meeting.

Forward approved minutes to the Newsletter / Website Chair for inclusion as appropriate.

Maintain a hard copy of meeting minutes, in sequence, in a loose-leaf binder, as a record to be passed on to the next Secretary

2019

Treasurer

Elected for one year, may be re-elected, for one additional one-year term. May serve up to four consecutive years on the board before rotating off for at least one year
Attends monthly Board meetings to make reports, has vote
Officer with vote
Board Election is held in May, followed by Guild election in June
By-Laws: Section 5.5

Job Description

Shall be the principal accounting and financial officer of the Organization.

Role and Responsibilities

In conjunction with the Board of Directors and Committee Chairs, the Treasurer will provide input for budgeting and expenses for the fiscal year for IQI. The Treasurer will coordinate with the Board to ensure that spending and income is on target with that year’s budget and expenses and discuss alternatives, if necessary, where required adjustments will need to be made to stay on budget or additional spending can be accommodated.

Write checks for monthly expenses and reimbursements after appropriate receipts have been submitted.

Deposit checks to the bank checking account as received. Whenever possible, Committee chairs should not give cash to the Treasurer. They should provide a check for all cash transactions they have received to provide a good audit trail.

The VP of Programs and V.P Contracts must provide to the Treasurer a copy of contract, invoice and W-9 for all speakers and instructors (whenever fees exceed $600) no later than the month prior to their engagement for timely payment. If the Treasurer is unable to attend monthly meeting, arrangements should be made to get the check to VP of Programs or arrange for an alternate mutually agreed form of payment method. Additional expenses, IE. hotel, meals, mileage and other incidentals will be reimbursed after appropriate receipts are received and usually after completion of lecture or classes. Treasurer will verify that W-9s are on file for all speakers / instructors in order to provide them to the accountant for IRS filing at year end.

Record deposits and check transaction for the month into QuickBooks.

Reconcile bank accounts and PayPal on a monthly basis.

Transfer money from the PayPal account into the Bank Account monthly or as needed to maintain adequate balances in each account.

Treasurer is responsible for entering all transactions in QuickBooks to the proper general ledger account or accounts in which the transactions belong.

Using QuickBooks, reconcile each of the bank accounts, PayPal payments and fees, to ensure the account statements match the QuickBooks balances. Print reconciliation reports using QuickBooks to a file that Treasurer can produce to Board as needed.

Print financial statements monthly from QuickBooks for the board to review.
1. Profit and Loss – YTD
2. Balance Sheet
In December, contact IQI’s CPA and submit a listing of the speakers that were paid more than $600 for current calendar year January – December. Treasurer will provide CPA the payment amount and the W-9 for each speaker / instructor that was submitted by the VP of Programs or Contract and verify information included. Once the CPA reviews and files the paid amount to IRS, the CPA submits the 1099 forms to the Treasurer. A copy of each is filed and the original 1099 is mailed to each recipient prior to January 31.

At the end of June, reconcile all accounts and prepare to have all the financial information, accounts, passwords, contacts and necessary backups to submit to new incoming Treasurer. Outgoing Treasurer should meet with new in-coming Treasurer so that they can go over all the financial information, files, downloading and installing QuickBooks on their laptop, and changing any information and / or passwords as needed for a seamless transition of IQI financial information.

In July send CPA the IQI year-end financial statements and general ledger that details the transactions for each general ledger account. This information is used to file Illinois form 990 tax return for IQI. Treasurer must include all transactions through June 30 of the fiscal year that have been paid and recorded before sending to CPA. This includes any amounts in the PayPal account that pertain to the fiscal year.

CPA will provide the Illinois Charitable Organization form that needs to be filed with the state. This should be signed and submitted in person at the State of Illinois Center, downtown Chicago in order to ensure that it is stamped as received and filed.

In July, move all the money that has been received for the next fiscal year workshops and memberships from deferred income to current income.

2020

Officers

IQI members serve on committees to perform job duties on behalf of the guild. Their job descriptions are included here. To learn more, please refer to the appropriate sections of the By-Laws.

Challenge Quilt Coordinator

Elected for one year, may be re-elected annually without term limits.
May attend monthly Board meetings to make reports.
Committee of the Board
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.14

Job Description

Creates a challenge project to be offered to the membership, collects material fees (if any) for delivery to the Treasurer, does publicity all year and organizes awards. Encourage participants to enter the piece in FAOF.

Role and Responsibilities

Create a theme and rules for the annual IQI Challenge Quilt, buy or source fabric for the Challenge, create packets (including rules sheet) to be sold to members for a nominal fee (2017 made 20 kits, and sold out), promote and remind people to work on their Challenge pieces throughout the year, and then in June collect Challenge pieces from members, hang anonymously at the potluck, facilitate voting and award prizes and ribbons.
Theme and rules: often there are limitations, such as size or shape, number of fabrics used, percentage of Challenge fabric that must be used. Other requirements, such as use of the Challenge fabric on the front. Often there are creative limitations, such as a specific theme or visual category required. Rules are made by the Coordinator; for example, if participants “run out” of a specific Challenge fabric and they may or may not be granted more, if available.
Fabric and packets: Coordinator decides the number of fabrics to be used; divides them up into roughly equal packets, adds themed instructions, and sells them at IQI meetings. Fabric can be purchased, whether from the bargain bin or other, or taken from coordinator’s stash (as long as every packet gets a piece). Currently, there isn’t much of a budget for the Challenge. Perhaps packet sales support fabric purchase, and the Guild provide prize money.
Promotion: Getting up and announcing the Challenge and components during Guild business meetings, encouraging people to buy packets and participate. Write up in Newsletter throughout the year and post information on website via the Website Coordinator.
At June potluck, have a hanging system ready. Previously we have used clothesline and clothes pins (check workshop storage locker) strung over/around random heavy pieces of furniture in the room. Collect Challenge pieces (rolled up and not visible), and hang “anonymously”, attaching a voting number to each one. Pass out ballots and pencils and attendees write in their 3 favorites by voting number. Count ballots, announce and award prizes.
Prizes may be whatever you like, but fabric, notions, or gift certificates are often used. Regarding ribbons, either purchase or create for the Challenge First, Second and Third place awards.

2019

Fine Art of Fiber Co-Chairs

Elected for one year, may be re- elected annually without term limits
Attends monthly board meetings to make reports
Committee of the Board
Board Election is held in May followed by Guild election in June
By-Laws: Section 6.10

Job Description

The FAOF Chair organizes and administers the annual show in such a fashion as the Board of Directors determines each year. The FAOF Committee assists the Chair with the annual show. Positions on the FAOF Committee shall include, but are not limited to public relations, quilt raffle sales coordinator, show treasurer, boutique sales, quilt sales, silent auction, volunteer coordinator, set-up and take-down.

Role and Responsibilities

The Fine Art of Fiber is an annual multi-guild exhibition and sales event held the first Thursday, Friday, Saturday, and Sunday in November at the Chicago Botanic Garden. The show opens at 6:30pm on Thursday, with weekend hours 10am to 5pm. All areas of the show are set up beginning on Wednesday morning, with the exhibit hung Thursday morning and early afternoon. Participating guilds include IQI, North Suburban NeedleArts Guild, and Weaver’s Guild of the North Shore. The primary function of guild chairs is to serve as part of the FAOF steering committee, which oversees all preparations of the show, as well as interfaces with CBG event personnel. Responsibilities are divided among the various show chairs.

Steering committee meetings are held at CBG several times throughout the year and review and update previous shows, as well as manage needs for the upcoming show including PR/media communications (i.e., maintaining show mailing list, ordering postcards and posters, providing CBG with information regarding trade magazines, etc.), develop lecture program schedule for the show, maintain and update website data regarding entry forms for the various needs of the show, select and lay out exhibit entries, and act as principal troubleshooters during the show. Chairs also work with various standing sub-committee volunteers including Silent Auction, Volunteer, IQI/NSNG Show Treasurer, Raffle Quilt and Education.

In addition, IQI chairs prepare and submit newsletter articles on FAOF to the Oak Leaf Editor, attend IQI Board meetings, and make necessary announcements at guild meetings.

2019

Historian

Elected for one year, may be re- elected annually without term limits
May attend monthly board meetings to make reports
Committee of the Board
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.11

Job Description

Collects and preserves accounts of the Organization’s activities and keeps a scrapbook of photos, memorabilia, newsletters, patterns and media coverage.

Role and Responsibilities

The IQI Historian is usually the immediate Past President or appointed by the President and keeps a record/copy of all newsletters of the year(s) he or she is in office, a postcard of the Fine Art of Fiber show, membership directory and any other documents that are deemed worthy of inclusion in the archives (i.e., photos, etc.).

At the time of this writing, the archives are being stored at the Wilmette Historical Society Museum, where items can be added to the storage boxes, and where they can be viewed at any time the museum is open to the public.

2019

Hostess

Role and Responsibilities

Pick-up and drop-off of the speaker on workshop days. First, check with VP Programs about the need for hotel transportation to Gloria Dei Lutheran Church, 1133 Pfingsten Road, Northbrook, the workshop site. The hotel may have a transport van.

Introduce yourself to the speaker at the monthly IQI meeting. Explain transportation and lunch arrangements. Pick up the class list at the end of the Thursday night meeting from the Workshop Registrar.

The hostess and teacher may arrive at the workshop site between 8:15-8:30am. On a Friday, ask the church staff whether the room will be used that evening or whether the machines, irons and boards can be left out overnight for Saturday class. Announce to the class participants.

Set up hot water urn in kitchen, along with items from our bin in the locked cabinet: coffee, tea bags, powdered creamer, sweetener, spoons, etc.

The hostess will help the teacher arrange tables for supplies, etc., and make sure there are sufficient tables and chairs for the workshop attendees. Cabinet key is hung via a long wire behind the cabinet. If needed, put out ironing boards and extension cords from the storage area and IQI supply cabinet.

Greet students as they come in and check off names on the class list. Ask students to wear nametags, or make them with masking tape, (in the cabinet).

During the workshop, the hostess helps distribute materials and assists the teacher in any way that she/he can. Hostess should help the attendees with pressing, un-sewing or whatever is appropriate, so they enjoy their class experience.

Hostess will buy the teacher’s lunch at a nearby restaurant or deli. Get a receipt to be reimbursed for the teacher’s lunch cost. Students are asked to bring a packed lunch. Arrange eating space away from the quilting. Typically, hostess calls in the speaker’s lunch order around 11 am, with pick-up set about 11:30am so lunch can begin at noon. Menus are kept in the cabinet or in the door panel.

At 3:00pm, announce the workshop will end at 3:30 and clean-up will be starting. Start putting away snack items, extension cords and assisting the teacher with any packing. At 3:30pm, before the end of class, give a “five-minute warning” about finishing with the irons, so they will cool, and participants will all pack up and leave by 4pm.

Turn off, unplug and empty the irons to give them time to cool. Also unplug the hot water urn. Remind students to clean their work areas and to reclaim any personal items from the refrigerator. Clean up kitchen and make sure work room is clean and tidy.

Ask speaker if she/he has dinner plans and help make suitable arrangements with workshop participants to also attend. Submit the speaker’s meal receipt to the guild Treasurer.

Return the teacher to the hotel or airport or see that she/he meets the cab or other ride. Send a mileage reimbursement request to the Treasurer; if a personal car is used, include tolls with the receipt to be reimbursed for the teacher’s meals.

If any cabinet supplies are running low, inform the Member-At-Large, who will restock them.

2020

Library Committee

Elected for one year, may be re- elected annually without term limits
Attends monthly board meetings to make reports
Committee of the Board Board
Election is held in May, followed by Guild election in June
By-Laws: Section 6.6

Job Description

Selects, purchases, and processes material for the Organization’s library and makes such material available to members at monthly meetings; it also collects fines for overdue materials for delivery to Treasurer.

Role and Responsibilities

Purchasing / Receiving New Materials for the Library
1. The library receives a budget for the buying of new books, decided by the IQI Board
2. After purchasing books, turn in receipts with reimbursement form to the Treasurer for reimbursement. Convert cash into personal check and submit to Treasurer for reimbursement.
3. Gifts of books can be accepted with the understanding that if the book is not needed in the collection (duplicate, off-topic, of no benefit to collection) the book can be sold to provide funds for other purchases. Use post-it notes to mark each book with date received and donors name
4. Write thank-you note for all gift books

Processing New Materials: See hard copy Library report.

Preparation for Monthly Meetings
1. Set up 3-5 tables 45 to 60 minutes before meeting (place tables for easy viewing)
  1. Membership Chair provides list of interested people (from membership form)
  2. Volunteer(s) are contacted for help on an as needed basis
  3. Volunteers will be instructed on duties when they arrive (60 minutes before meeting starts). Duties can include:
    1. Removing books from cabinet and placing on tables
    2. Checking in returned books
    3. Checking out materials to members
    4. Replacing books into cabinet at end of meeting

Monthly Meetings
1. Set up 3-5 tables 45 to 60 minutes before meeting (place tables for easy viewing)
  1. Use one table for check-in and check-out services
  2. Take books out of cabinet and place on table (designate space with sign for new books and topics of books if desired), use book ends as needed
  3. During member announcements when meeting starts, go up and present information to membership about the library, as needed. See additional info in hard copy Library report.

Between Meetings
1. Produce/type list of all items checked out. Include:
  1. Members name with e- mail address and/or phone number (obtained from membership directory)
  2. List all books checked out, including notation for month due
  3. Separate list by items due at next meeting, items with one-month grace period (no fines due), and overdue (with notation of fine owed at next meeting)
2. Within the week before the next meeting communicate by e-mail or phone items on above list
3. For very overdue materials, contact member by phone to resolve difficulties
4. When damaged books are brought to our attention (usually at a meeting), take them home and repair using book tape (heavyweight packing tape or cloth tape, as appropriate)

Inventory
1. Approximately once a year run inventory on books to determine missing/lost titles

Board Meetings
1. Turn in fine or book sale money to treasurer in personal check form.
2. Turn in report (or present oral report) of issues that need board attention

Oak Leaf Newsletter/ Website
1. Write blurb about new books, include cover pictures as available
2. If no new books, highlight books or subjects in our collection
3. Try to have Library column in each newsletter
4. Remind editor to include “Bring Library books” to front page monthly reminder
5. Keep website library content up to date and current

2019

Newsletter Editor

Elected for one year, may be re-elected annually without term limits.
May attend monthly Board meetings to make reports.
Part of the Communications Committee
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.5

Job Description

Working with the Communications Committee, the Newsletter Editor disseminates publicity about the organization to the membership and the media and promotes the activities of the Organization to the media. This Committee will oversee activities of the Newsletter Editor, Website Coordinator, Social Media, and Publicity persons.

Role and Responsibilities

Newsletter Distribution:

The Oak Leaf is published every month, one week to 10 days prior to each general guild meeting. The majority of members receive their newsletter through email (either as an attachment to email or through a link to the newsletter posted on the IQI website). Snail mail is provided to members without email for an added cost as determined by the Board and is payable with membership dues.

If the editor is also the webmaster, the PDF format of the newsletter can be uploaded to the web, along with an email letting the membership know that it is available. If the editor and webmaster are two separate people, the editor can choose whether to email the PDF, or just link. It depends upon the lead time needed by the webmaster. If there isn’t time to upload and link, then just email the pdf and the webmaster can upload as soon as possible.

Each month obtain a copy of the electronic membership spreadsheet to create a current email distribution list. The membership chair will have the latest information. If any emails bounce back, contact the membership chair to verify the email address. If you receive any changes from a member, be sure to forward this information to the membership chair.

Print and mail a black and white copy of each newsletter to the members on the snail mail list.

Print five additional copies of the newsletter to have available at the membership table for new members.

Provide the Treasurer with receipts for postage and printing for reimbursement.

Publication date:

The date on the newsletter is in the format of month, year. The volume for program year 2011/2012 will be 31. Start counting the issue with September as 1. The issue named September is the one published in late August, just ahead of the September meeting. At the beginning of the year, set a monthly schedule of dates as follows:

Reminder, Submission, Publish, Upload, Email link, Print and Mail Snail.

Start with the date of each meeting and work backwards through the above dates, allowing adequate time between steps.

Articles:

Email a reminder to each board member and committee chair on your “reminder” date. This is vital, even though you will give these individuals the schedule for the year.

In rare cases, a phone call may be necessary if you are missing a vital article.

Every issue will have:

A calendar of upcoming events (include guild meetings, workshops, board meetings, service dates, etc. through the following month’s meeting).

President’s letter.

A list of all upcoming workshops, lectures and other programs for the rest of the year. Start with the May or June issue – as soon as the workshops are announced, and continue to run the information, deleting past information as needed.

Publish workshop supply lists or a link to the website.

A workshop registration form.

Meeting and workshop location information.

Raffle Quilt information and photos.

A complete listing of Board members and Committee chair phone numbers and email addresses (this will need to be addressed due to the new policy of posting the newsletter on the website — either it can be in the member’s only section, if we have one; otherwise, attach it to the email containing the announcement and link to the newsletter.

Seasonal information to be included in corresponding issues:

Fall 2012 — highlight meeting location at least through December.
Membership form.
Fine Art of Fiber information (June through October/November).
December potluck information.
June annual meeting, Challenge Quilt and potluck information.

Optional information to be incuded when provided by committee chairs and board members.

Membership news.
Library news.
Service report.
Challenge Quilt.
Etc.

Other information:

Any news of interest to quilters.
Announcements of shows, awards, etc.

Advertising:

The board approves any advertising and the advertising rates. Ads may be solicited from members and outside organizations. The editor reserves the right to refuse any advertising.

Reporting:

Reporting of past events may be included.

2019

Publicity

Elected for one year, may be re-elected annually without term limits.
Attends monthly Board meetings to make reports.
Part of Communications Committee
Committee of the Board
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.5

Job Description

Works with Communications Committee to disseminate publicity about the organization to membership and the media and promotes the activities of the organization to the media. The committee will oversee activities of the newsletter editor, website coordinator, social media, and publicity persons.

Role and Responsibilities

1. Two to four weeks before each meeting enters speaker and lecture title into an on-line website called Metro Mix, under their events section. This system also generates an article that goes into the weekly local Pioneer Press newspapers.

2. Contact additional local publishers to generate a sentence or two under their “calendar” section regarding IQI speakers (Northbrook Tower, Glenview Lantern, Wilmette Beacon, and/or The Evanston Roundtable).

3. Distribute The Oak Leaf electronically each month when received from the editor to the IQI membership through our GoDaddy website.

4. Update and maintain the email membership list on GoDaddy or other website used by IQI.

5. Communicate IQI program/speaker and workshop information to other area quilt guilds on a monthly or quarterly basis.

6. Enter information and maintain IQI relationship with Quilting Hub website.

2019

Quilt-In Committee

Elected for one year, may be re-elected annually without term limits
One member of the committee attends monthly Board meetings to make report
Part of Communications Committee
Committee of the Board
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.7

Job Description

Committee organizes and administers the annual retreat before and during the event, secures the location, collects fees for delivery to Treasurer, arranges for speakers and workshops, and coordinates lodging and food for attendees.

Role and Responsibilities

Hold wrap-up meeting with new and old committees. New committee can select its chair to act as IQI board representative, as well as a Treasurer of the committee.

March/April Select workshops and arrange for teachers. Set supply list deadline with teachers; request samples of their workshop pieces.

May
Announce workshop plans at IQI meeting. Send information regarding class description and any supply lists to website manager. Show any samples at meetings as soon as available. Get pictures of samples and sign-up form and other information for inclusion on website. Submit news item to Oak Leaf for June issue regarding classes, etc.

Update registration form and provide to website manager. Costs are estimates, as Divine Word does not set room costs, etc., until late each year.

August
Submit news items & registration form to Oak Leaf editor. Ask for form to be in September issue. Submit reminder articles for later Oak Leaf issues.

September and October
Have registration forms and class samples at September and October meetings, take sign-ups and deposits and keep careful records. (Comfortable maximum 58-60). Solicit or buy door prizes (one per attendee); plan arrival ‘goody bags.’

November
Prepare reminder letters: for each person, list workshop signups and notice of any balance due (to be paid by 1/15), request meal count and info about special dietary needs. Plan tentative room assignments, match unpaired roommates.

December
Email reminder letters by December 10th, including balance due. Receive balance payments. Plan for irons and ironing boards. Prepare attendee packets with schedule, class supply lists and mystery quilt instructions per individual registrations. Assign snack, equipment and roommate names.

January
Email attendee packets by January 5th. Mail remaining packets to attendees with no email. Pursue balances due. Two weeks before arrival date, give Divine Word the guest room assignments and meeting room needs, including any A/V equipment. Provide meal counts (= guarantee) and any special dietary needs one week before retreat on Friday. Prepare goody bags and name badges, collect IQI irons and boards.

2019

Raffle Quilt Coordinator

Elected for one year, may be re- elected annually without term limits.
Attends monthly Board meetings to make reports.
Part of Raffle Quilt Committee
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.13

Job Description

To manage all aspects of ticket sales and showing the yearly IQI Raffle Quilt.

Role and Responsibilities

1. Order Raffle Quilt tickets from: www.beaconraffletickets.com (Beacon Printing, Inc). Usually 7,000 to 8,000 tickets are ordered. Submit invoice to the Treasurer for reimbursement.

2. Have labels made for current list of IQI members and distribute 30 tickets in labeled envelopes to each member at meetings in February through May. Collect payment for tickets at each meeting and turn funds in to Treasurer.

3. Tickets not retrieved are mailed to the members around the end of May. Get labels from Membership.

4. Enter the Quilt-In local quilt shows by submitting forms for each show (usually Rosemont). Schedule workers for the show and coordinate bringing quilt and retrieving it at end of show.

5. Contact local quilt guilds and schedule visits to show the IQI quilt and sell raffle tickets. The Raffle Quilt is taken to about 7 or 8 quilt guild meetings. Travel dates may be made through the month of October. There is a spreadsheet with all of the local guilds listed. Schedule IQI guild members to travel to the guilds (usually two for each meeting attended).

Transfer the quilt to the member who is bringing the quilt. The member taking the quilt to each guild will need to take a small cash reserve (about $30.00) for making change, along with the raffle tickets and a supply of our rack cards to display.

The cash box of $30.00 is established by the committee in one of two ways: by personal funds, which will be returned to the committee when ticket sales money can replace it, or by filling out a request for funds and submitting it to the Treasurer. The $30.00 will be deposited to the raffle quilt account or returned to the Treasurer respectively after The Fine Art of Fiber.

7. Coordinate with the President to purchase travel insurance for the quilt. Submit a roster of sites scheduled to host the quilt to the President, who will purchase the insurance and documentation. Prepare roster with enough time to make the arrangements.

6. Incoming cash is deposited into a committee member’s personal checking account and a check made payable to IQI is submitted to the Treasurer. (No cash is transferred directly to the Treasurer).

8. Update the list of local quilt guilds each year, according to each guild’s website and/or a phone call to the contact person.

9. The travel committee delivers the Raffle Quilt and tickets to the Fine Art of Fiber at the Chicago Botanic Garden for the show and contacts one of the FAOF chairpersons to request a rod for the raffle quilt to be displayed at FAOF ahead of time. Also, collect any pre-show ticket sale money and deliver to the Treasurer and designate someone (the President) to conduct the drawing on Sunday at 4 pm (if you cannot do it) and notify the raffle winner.

2019

Raffle Quilt Design and Piecing

Elected for one year, may be re-elected annually without term limits
Attends monthly Board meetings to make reports
Part of Raffle Quilt Committee Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.13

Job Description

Works with volunteers and the Raffle Quilt Committee to design, create and finish the annual IQI Raffle Quilt. The committee will adhere to the necessary timelines to complete the quilt, so the quilt is complete and ready for photos and travel well ahead of the FAOF Show.

Role and Responsibilities

The Member-at-large will find volunteers for the raffle quilt committee.

A design must be either chosen, adapted or created by the committee members and approved by the Board. The committee members must be willing to entertain suggestions from the Board.

The quilt size needs to be at least 90×90 inches square, but somewhat larger is preferable. A design that finished to 90×108 will cover either a queen or king bed and thereby serve the majority of people who are interested in buying tickets.

When choosing the pattern, keep in mind that the quilt is to be constructed by many different hands. There seems a consensus that a block construction, a strip construction or some other similar division is preferable, so that kits can be distributed to a number of members for piecing (or appliqué). Both hand and machine piecing have been used together in past raffle quilts.

When a design is chosen, a clean copy of the design should be retained for whoever is doing the quilt show publicity, to be used for flyers, etc.

Cutting the pattern can be done by one or several people. Directions, if blocks or strip assembly are used, are written and the kits, with instructions, distributed at Lecture meetings. Make 20% more kits than needed to complete the top. Some are always either lost, destroyed or returned in unusable condition. Keep a record of who takes the kits and make the deadline date for their return clear. Once the blocks are returned, the top can be assembled and passed on to the quilter.

Keep a record of who takes the kits and make the deadline date for their return clear. Once the blocks are returned, the top can be assembled and passed on to the quilter.

The quilt is generally machine-quilted by a generous volunteer. The binding is done by members of the committee. The committee also does the back-label listing all the people who worked on the quilts.

Check with the board and Treasurer about reimbursement for any associated costs.

Timeline: The raffle quilt committee may commence picking a pattern / requesting fabrics / assigning tasks / sending out packets and requesting help of membership as early as February, but not later than June (with production over the summer months), in order to have the quilt ready for quilting by late Fall. The finished quilt must be ready to travel in the new year. Photos are needed by the VP, Contract in January or earlier.

2019

Service and Friendship Committee

Elected for one year, may be re-elected annually without term limits
Attends monthly Board meetings to make reports
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.3 and 6.4

Goal

To share our love of quilting with others by making quilts and offering them to charitable groups within our communities. To coordinate, book service dates, make announcements and collect donations at monthly meetings.

Role and Responsibilities

To get together and enjoy our craft while creating quilts for others.

Create a setting so members enjoy getting together in small groups to share ideas, creativity and learn together and enjoy one another’s company.

Make charity quilts using the donated fabric and small budget provided by the guild. Budget is used for batting, thread, some fabric and miscellaneous supplies.

Gratefully accept donations of cotton fabric and share companionship, skills and teaching skills as needed and requested.

Publicize Service meeting dates, organize basic supplies, materials and ironing boards from the storage cabinet. Members provide their own lunches and beverages.

Deliver donated quilts quarterly to DCFS (Department of Children and Family Services), hospital Neonatal Intensive Care Units and other sites as determined. Report numbers of quilts donated to the membership and board.

Current quilt sizes: NICU size 20” to 24” square; younger children: 36” x 45”; and older children 40” or 42” up to 60”.

2019

Social Media Manager

Elected for one year, may be re-elected, may serve without term limits
Attends monthly Board meetings to make reports
Part of Communications Committee
Board Election is held in May, followed by Guild election in June
By-Laws: Section 6.5

Job Description

Works with Communications Committee to disseminate publicity about the organization to the media and promotes the activities of the organization to the media. The committee will oversee activities of the newsletter editor, website coordinator, social media, and publicity persons.

Role and Responsibilities

The Social Media Manager is in charge of the guild’s presence on social media platforms, especially Instagram and Facebook.

Two to four weeks before each meeting, enters speaker and lecture title into the IQI social media platforms.

Connect with suburban and city-wide events calendars to generate interest. The manager is expected to update current members and attract potential members through engaging posts that announce speakers and workshops, followed up with photos of the workshops and other events. On both Instagram and Facebook, the manager should include hashtags for IQI and other quilting sites within each platform (#illinoisquiltersinc, #iqi, #iqiworkshops, #quilting, #quilts, #quiltsofinstagram, #fineartoffiber, etc).

The Social Media Manager networks with IQI members to obtain photos for posting, and share photos to be highlighted on the IQI website or newsletter. Promote IQI through member profiles (with permission; see IQI’s Instagram feed for examples) and other posts about the guild (such as highlighting the Raffle Quilt and Quilt-In Retreat, etc.).

Be alert for new social media platform opportunities to promote IQI. For example, if the manager views Twitter as a viable outlet for IQI promotion and can commit the time necessary to engage with it, they could establish an IQI Twitter account and commit to regular tweets about IQI.

Communicate regularly with all members of the Communications Committee so that the IQI presence and events are well promoted and timely.

2019

Workshop Registrar

Elected for one year, may be re-elected annually without term limits
Attends monthly Board meetings to make reports
Part of Workshop Committee of the Board
Board Election is held in May, followed by Guild election in June
By-laws: Section 6.15

Job Description

Workshop Chair works with VP Programs coordinating workshops and scheduling workshop hostesses; registers enrollees for classes; collects workshop fees for delivery to Treasurer; provides supply lists to workshop enrollees; and creates a year-end report of workshop attendance and workshop income and expense to the Board.

Role and Responsibilities

1. Create a display of the year’s workshops with pictures of class projects, dates, and teacher information. Have a list of class supplies (from the VP of Contracts, or the teacher’s website) on hand for reference (students can access the list on the website: illinoisquilters.com)

2. Make a registration form with registrant information: name, phone, email and address for non-members; workshop dates, titles, and fees for members and non-members.(Note: You might want to make 2 forms, one without your personal mailing address for use on the web, and one with your mailing address for meetings.) You can also make single workshop sign up forms on quarter sheets to save on paper. Include your contact information for questions and /or mailing in registrations. Double check the dates. Send copies of the registration form to newsletter editor and web master.

3. Make a form for each workshop with the following information: payment method (PayPal, cash or check number), amount paid, name, contact info, and date check sent to treasurer. As sign-ups are received at meetings or by mail enter the info on the appropriate list.

4. At meetings

a.) Set up display, a stack of registration forms, and pens. b.) Put all checks in an envelope, marked that they are workshop fees and deliver to the Treasurer, either at the monthly meeting or by mailing. Material fees are paid to the teacher – do not collect them. c.) Registration is opened to non-members in September Returning members must pay dues before signing up for classes or two receive the member discount. You may take their names and phone numbers/email prior to that and contact them if space is available. Work with Membership Chair to keep current on membership renewals.

5. Hostess After the monthly meeting, email the “Hostess Duties” document to the Hostess and the VP Programs, along with a list of paid registrants.

6. PayPal Additional registrations may come via PayPal. You’ll also receive emails from the Webmaster with this information.

7. Cancellation of workshops It is very important to keep an eye on the number of registrants, as IQI will lose money if there are not enough people signed up. It is written into each contract that we can cancel up to one month prior if workshops are not full. Work with VP Programs monthly on the signups. Report to the Board the number of signups for each class each month.

2020

Meetings:

Lutheran Church of the Ascension
460 Sunset Ridge Road
Northfield, IL 60093

Workshops:

Lutheran Church of the Ascension
460 Sunset Ridge Road
Northfield, IL 60093
(Unless otherwise noted)

Snail Mail:

Illinois Quilters, Inc.
P.O. Box 39
Wilmette, IL 60091

Membership

IQI Membership Form

Online Membership Application

Payment

IQI Members Reimbursement Request

IQI By-Laws

1.1. Purpose.

2.1. Name.

2.2. Offices.

2.3. Fiscal Year.

2.4. Books and Records.

2.5. Severability.

3.1. Eligibility.

3.2. Classes of members.

3.3. Dues.

3.4. Benefits.

3.5. Voting.

3.6 Meetings.

3.7. Service.

4.1. General Powers.

4.2. Number of Directors.

4.3. Tenure of Directors.

4.4. Qualifications.

4.5. Selection of Directors.

4.6. Regular and Special Meetings.

4.7. Quorum.

4.8. Voting and Manner of Acting.

4.9. Removal and Vacancies.

4.10. Compensation of Directors.

4.11. Committees.

4.12. Informal Action of Directors.

5.1. General Provision.

5.2. President.

5.3. VP Programs.

5.4. VP Contracts.

5.5. Treasurer.

5.6. Secretary.

5.7. Membership Chair.

5.8. Member-at-Large.

5.9. Compensation.

5.11. Year-End Report.

6.1. General Provision.

6.2. Additional Committee.

6.3. Service Committee.

6.4. Friendship Committee.

6.5. Communications Committee.

6.6. Library Committee.

6.7. Quilt-In Committee.

6.8. Audio Visual Committee.

6.9. Budget Committee.

6.10. FAOF Committee.

6.11. Historian.

6.12. Nominating Committee.

6.13. Raffle Quilt Committee.

6.14. Challenge Committee.

6.15. Workshop Committee.

7.1. Indemnification of Directors and Officers.

8.1. Contracts.

8.2. Loans.

8.3. Checks, Drafts, and Orders.

8.4. Deposits

8.5. Grants and Gifts.

9.1. Distributions Prior to Dissolution.

9.2. Distribution Upon Final Dissolution.

10.1. Non-Discrimination.

11.1. Amendment of the By-Laws and Articles of Incorporation.

Board Handbook

Directors

Job Description

Role and Responsibilities

Job Description

Role and Responsibilities

Job Description

Role and Responsibilities

Job Description

Role and Responsibilities

Job Description

Role and Responsibilities

1. Maintain file of current members:

2. Provide services to members: