Any person regardless of age, race, gender, sexual orientation, or physical or mental ability is welcome to become a member of IQI.
Members pay yearly dues to support the work and activities of the guild, and are asked to patronize our workshops, attend monthly meetings and support the Fine Art of Fiber quilt exhibition at the Botanic Garden by volunteering at the show and submitting quilts for display.
In return, membership comes with a wide range of benefits (see the pull-down list below). Visit us and discover the joy of quilting for yourself.
Priority access to guild meetings to hear professional artists
Free subscription to our monthly newsletter
Reduced fees and first access to workshops
Use of the guild's extensive reference library
Fellowship and opportunities to share your skills and accomplishments with others ("Bring & brag")
The opportunity to share with the greater fiber arts community through the Fine Art of Fiber
Charitable service projects
Participation in periodic quilting raffles
Annual bus trip to the Madison (WI) Quilt Expo
A reduced fee and first chance to reserve for the annual Quilt-In weekend retreat in January
A vote in matters set before the guild
Attendance as you are able
Voting at the annual June meeting and at others, as announced
A friendly and welcoming attitude
Some service to the guild, a recommended 4 hours per member per year
Complete our online membership form to become a member. Your personal information is never shared with advertisers or other guilds. Never, ever.
If you'd rather use a paper form, click this link to download the PDF. Then complete and mail to us along with your check: Membership Application PDF
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: firstname.lastname@example.org.
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.
The purpose of 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 quiltmaking and collecting; contribute to the knowledge of quilting techniques, textiles, patterns and quilt makers through education and exhibitions; contribute to and participate in quilt-related projects that are 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.
The name of the Organization is Illinois Quilters, Incorporated. (“the Organization”).
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.
If any portion or provision of these By-Laws shall be found to be invalid or unenforceable, the remaining provision or portions thereof shall remain in full force and effect.
Membership is open to anyone who has an interest in quilts.
3.2. Classes of Members.
There is one class of membership: Full Members.
The Board of Directors shall from time to time determine the dues for Full Membership.
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, Quilt-In, and other events, free attendance at meetings, and entry of work to the Fiber Show.
Only paid-in-full members are eligible to vote on matters set before the membership.
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.
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 Fiber Show; 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.
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, 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.
(a) 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.
(b) 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.
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.
(a) 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 slate shall be announced at the May meeting and shall appear in the June newsletter for voting at the June meeting.
(b) 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 by-law 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.
A quorum shall consist of fifty-one percent (51%) of the currently serving directors.
4.8. Voting and Manner of Acting.
Board of Directors, unless the act of a greater number is required under the By-Laws 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.
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 By-Laws. 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.
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.
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.
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 andpayable, deposit such funds received in the name of the Organization in such 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.
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 By-Laws or as required by law; have custody of all corporate records and the By-Laws; 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.
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.
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.
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; and 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 FAOF (Fine Art of Fiber) 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.
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 FAOF Show 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.
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.
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.
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, etc.
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.
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.
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 By-Laws and the purpose statement of the Articles of Incorporation.
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.
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 By-Laws or Articles of Incorporation by the affirmative vote of the majority of the Board of Directors of the Organization.
By-Laws Revised May 2004
By-Laws Revised March 2016
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.
The 2011-12 IQI Board of Directors has worked together to create the fourth edition of the Board Handbook. This revision reflects the continuing growth and changing needs of our organization. We hope this Handbook will be a useful tool to guide future board and committee members.
Reviewed and revised by the 2011-12 IQI Board of Directors;
approved by the 2012-13 Board of Directors
January 21, 2013
Reviewed and revised as needed by the 1998-1999 IQI Board of Directors
June 15, 1999
Reviewed and revised by the 1993-1994 IQI Board of Directors
June 1, 1994
Original edition by the 1990-91 Board of Directors
June 6, 1991
Attend monthly board meetings.
Chair December Pot Luck:
Set up a nominating committee to help recruit members to serve on the next year’s Board, and begin working on this immediately after the holidays. Submit the names of nominees to the members at the May membership meeting and include in the May newsletter.
Chair the June Pot Luck, following the directions for the December Pot Luck
You may want to include a special activity at one or both pot lucks.
I included in the supplies tablecloths in seasonal colors on all round tales where members attended to eat (10 were plenty) and also bought 5 for the long tables for the food, beverages, and ice. This made the tables look more festive and seemed to be appreciated. I bought small centerpieces for each table that were given as door prizes, method to be determined. I found cute winter baskets for $100 each at a party store, blue or green with a winter bird painted on the side and put real greens in each. Again, several members commented that they felt they were attending a real party for the holidays.
Assign a larger number of members for main dishes, rather than appetizes and desserts. We DO meet at the dinner hour and people are hungry.
Submitted by Diane Capitana, 2011-12
The rules of the challenge quilt are presented in September or October and the entries are revealed at the June potluck. The challenge quilt coordinator determines the rules. These may include size, theme, and/or fabrics. If necessary, the coordinator creates fabric packets to sell to participants. Any expenditures for the challenge will be reimbursed by the guild.
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 6:30 p.m. on Thursday, with weekend hours 10 a.m. to 5 p.m. 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 Oakleaf Editor, attend IQI Board meetings, and make necessary announcements at guild meetings.
Submitted by Jan Aaron, 2011-2012
The IQI Historian is usually the immediate past president and keeps a record/copy of all newsletters of the year(s) he or she is in office, a program 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 (March, 2012), 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.
Submitted by Diane Capitani, 2011-2012
1. Purchasing / Receiving New Materials for the Library:
2. Processing New Materials:
3. Preparation for Monthly Meetings:
4. Monthly Meetings
5. Between Meetings:
7. Board Meetings:
Turn in fine or book sale money to treasurer
8. Oakleaf Newsletter:
Write blurb about new books, include cover pictures as available
If no new books, highlight books or subjects in our collection
Try to have Library column in each newsletter
Remind editor to include ”Bring Library books” to front page monthly reminder
Submitted by Linda Feinberg, 2011-2012
1. Maintain file of current members:
Update electronic database
Keep file of membership applications
2. Provide services to members:
Attend guild meetings to answer membership questions
Have two attendants at membership table at guild meetings beginning half an hour before meeting (to collect guest fees, oversee sign-in sheet for guests and members, distribute door prize raffle tickets)
Have extra help at Sept, Oct, May meetings to take member applications/distribute name badges, directories, etc.
Prepare and provide name tags for all members
Prepare and provide membership card for all members
Prepare and provide store discount card/s (i.e., advise Vogue Fabrics) and/or information about obtaining other store discounts (Jo-Ann, Hancock’s)
3. Provide services to IQI:
Receive member applications and payments. Give payments to Treasurer.
Provide names and addresses to Oak Leaf editor for mailed subscriptions
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 Sept 15, have printed (# = membership + 30); distribute at October meeting
Prepare and distribute directory update in January of members joining after September 15
Provide member mailing labels to raffle quilt chairman
Review fees* and member application with board
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
Provide form to editor and to website manager
Conduct door prize drawings
Solicit door prizes from area shops, or purchase
Note attendance at meetings
Prepare IQI informational flyer and distribute to area stores
Provide IQI applications and info for Fine Art of Fiber show
*Full member: $50.00 / With emailed Oak Leaf or mailed Oak Leaf: +$10.00 / Newsletter-only member: $10.00 / Guest fee: $5.00, applicable toward membership paid if within a month. Membership discounted after February.
Revised by Cynthia Churchwell, 2011-2012
Method of 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.
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 & Mail Snail
Start with the date of each meeting and work backwards through the above dates, allowing adequate time between steps.
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)
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 #s 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
Fine Art of Fiber information (June through October/November)
December potluck information
June annual meeting, challenge quilt and potluck information
Optional information to be included when provided by committee chairs and board members:
Any news of interest to quilters
Announcements of shows, awards, etc.
The board approved the following rates for advertising in 2009:
Ads may be solicited from members and outside organizations. The editor reserves the right to refuse any advertising.
Reporting of past events may be included.
Submitted by Roberta Levin, 2011-2012
Consult with Linda Fineberg in April or May about scheduling board meetings for the upcoming year at the Wilmette Public Library. We currently meet the third Monday of the month from September to May, except for December. The June turn over meeting is a potluck held at someone’s home.
The budget committee (president, program vice president, treasurer, and member-at-large) meet over the summer to create a proposed budget for the upcoming year. It is submitted to the board at the September 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.
In April or May, contact Bruce Hershman at Beth Hillel Congregation Bnai Emunah (847-256-1213, ext. 15) with dates for the upcoming year. Check beforehand to see if the High Holidays or Easter observances conflict with our meeting dates. Remind him we need seating for about 80 people, podium and microphone, and a small projector table in the center aisle with tables for library, speakers, committees around the outer walls.
Contact Jan Kirby at Gloria Dei (847-272-0400) with dates for our workshops, service meetings, and December and June potlucks.
Call the meeting to order promptly at 7:30 p.m. and make any announcements. Call for other announcements, then arrange for the speaker introduction. After the lecture, announce show and tell.
A column on the front page of the newsletter is reserved for the president’s use. Copy deadline is set by the Oakleaf editor.
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.
At a mutually agreed-upon time, pass files and any other relevant materials to the incoming president.
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.
The first part of the meeting is generally reserved for refreshments and socialization. After passing on the files and encouragement, the outgoing board leaves and the new board holds its first meeting.
Revised by Jennie Gordon, 2011-2012
This position is responsible for guild publicity regarding monthly meetings and workshops.
Prepare a press release and email it by the second Tuesday of the month to Kevin Beese (email@example.com), so he can add the information to the community calendar. Copy should include the meeting time, date, and location as well as the speaker’s name and lecture title. The release should also include workshop information.
Other PR sources should be identified and added to the regular monthly release list.
Submitted by Angel Sidor, 2011-2012
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.
Select workshops and arrange for teachers.
Set supply list deadline with teachers; request samples of their workshop pieces.
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 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.
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 & October
Have registration forms and class samples at September & 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.’
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.
Distribute reminder letters at potluck meeting, mail any remaining ones.
Receive balance payments.
Plan for irons and ironing boards.
Prepare attendee packets with schedule, map, class supply lists and mystery quilt instructions per individual registrations, snack and equipment assignments, roommate name/s.
Distribute attendee packets at member meeting, mail remaining.
Pursue balances due.
Two weeks before arrival date, give Divine Word guest room assignments & meeting room needs, including any A/V equipment.
Provide meal counts (= guarantee) and any special dietary needs by Monday before retreat Friday.
Prepare goody bags & name badges, collect IQI irons & boards.
Review invoice for balance due; submit to treasurer.
Sign contract for next year’s dates, submit copy with request for deposit to treasurer.
Keep a second copy, return contract & deposit to Divine Word.
Confirm dates for following year, schedule dates three years ahead.
Prepare report for February Board meeting & Oak Leaf.
Arrive early (as arranged with Divine Word) to prepare for attendees. Have fun!
At wrap-up session Sunday morning, have notes taken of discussion (to help plan the next Quilt-In) and solicit new leaders (provide names to Member-at-Large).
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 should be willing to entertain suggestions from the Board. It should be at least 90 x 90 inches square, but somewhat larger is preferable. A design that finished to 90 x 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 applique). 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 of 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. Make 20% more kits than will be 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.
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.
Submitted by Georgia Cibul, 2011-12
The travel committee (1-2 people) is to plot out the travel schedule for the quilt. There are many people in the IQI guild that belong to other guilds, workplaces, quilt stores that would show the quilt and sell tickets.
Timetable: For example, the raffle quilt for the 2013 show began in the Fall of 2011, when the design was selected and approved. The quilt was quilted by summer and the ticket sales began after the Fine Art of Fiber, in December. Ticket sales and travel began in January 2013.
The travel committee is also responsible for delivering the raffle quilt and tickets to the Fine Art of Fiber at the Chicago Botanic Garden. In addition, they name someone to pick up pre-show ticket sale money during the show to give to the treasurer and have someone at the show at 4:00 p.m. Sunday to conduct the drawing and contact the winner.
Submitted by Ellie Rest, 2011-2012
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 looseleaf binder, as a record to be passed on to the next secretary.
Revised by Donna Derstadt, 2012
Organize Service Saturday, currently held at Gloria Dei Lutheran Church in Northbrook on the
3rd Saturday of each month. This would include preparing kits, and bringing any fabric, supplies
and batting to work on current quilts-in-progress.
(Note: The Service Chair is currently working with GD to add an additional Service Day each month during the summer. This would be on a weekday, during the day. It is hoped that this added time will increase the number of members who are involved in IQI service activities.)
Take pictures of all service quilts completed prior to their distribution. These will make up a gallery to be used as part of a slide show for FAOF (using the guilds laptop which is currently being held by the librarians).
Coordinate and deliver completed quilts to the designated charitable organizations. This would be done when there are sufficient quilts to facilitate the delivery. Currently, preemie quilts are given on a monthly basis to Ann Hart who is the liaison to St. Francis Hospital and Evanston Hospital NICUs. Ann will take pictures of preemie quilts that were received directly by her, and forward them to Service so that a comprehensive gallery of quilts that have been made and donated can be accumulated. (Note: Currently, Ann takes the preemie quilts and washes them before they are delivered.)
At Monthly Guild Meetings
Set up a table to collect finished quilts and tops, and fabric and supplies from members. Distribute kits to be completed by members and then returned at the next meeting.
Make any relevant announcements regarding upcoming events, and any needs. Report on year-to- date completions.
Prepare monthly notice for the Oakleaf regarding upcoming service events.
Currently, the Service Committee maintains a stash of fabrics, supplies and batting to be used for service quilts. Additional required materials are purchased, as needed, at the best possible price, and receipts are submitted to the Guild Treasurer for reimbursement on an annual basis for reimbursement.
Items to be included in the annual Service budget include the following:
Fabrics and backings, batting, thread, rotary cutter blades, photocopying expenses and other specific items needed to perform the required duties.
This committee will work to help new members become active in guild activities. Currently, this committee is not active but the Service Committee is trying to work with new members to include them in service activities and help them to meet other members in a casual, friendly environment.
Revised by Donna Derstadt, 2012
The year you are responsible for will be September–June of the next calendar year. In other words, if you are elected in June of 2012, your program year will be September 2013-June 2014. Start by setting up a worksheet with all the days listed. Check these dates for conflicts with holidays- secular and religious.
You need to set up programs for all months except November, December, and June. December and June are potluck dinners and November is the Fine Art of Fiber. There is no regular meeting for those months. Workshops generally are scheduled for Friday and Saturday. As of the time of this revision, Friday workshops are harder to fill due to many members working. Because of this, schedule two one-day workshops rather than two day workshops. This may change as our membership changes, so check with the workshop signup person to see how the last couple of years' signups have gone to see if there is a change in the trend.
As soon as elected, begin collecting names, addresses, email addresses and websites of people you know of and like on the lecture circuit.
Consult the files for information received but not used the previous year, check magazine articles, fliers/websites for major shows and ask for suggestions from Board or membership.
Also check the files for previous years’ programs so as not to duplicate speakers from recent years. It is a good idea to try to find as wide a variety of styles and techniques as possible, so that the programs will appeal to a large portion of the membership.
In July, contact possible speakers for more information either by email or snail mail. Describe our guild, state our meeting times and what months are still available. Ask which months are possible for the lecturer, but don’t try to fit a schedule yet.
Once you decide to work on details with the speaker, ask them what type of communication they prefer. At this time, more and more speakers prefer email.
When you receive information from a potential speaker, look to see if the programs offered are of interest to you and to the general membership.
Estimate the cost of the program, including lecture and workshop fees, airfare or mileage, hotel and meals.
Estimate the cost of the workshop expenses (workshop fee, hotel for one night, one day’s meals) and divide by 12 (as of 2011-2012, subject to change by the board) to find out what we would have to charge each person attending the workshop. If the cost seems reasonable, bring the information to the board for approval at the September board meeting.
Make any additions/corrections necessary and present a final schedule at the October board meeting.
Contact the selected speakers and see if you can fit them into the dates available.
When all dates are filled in, write the contracts.
Send each speaker two copies of the contract and a W-9 form (available on the IRS website; just google W-9 form) and ask that one copy be signed and returned ALONG WITH the W-9 form to you by a specified date -- usually two weeks. Many speakers today have their own contracts.
Review each contract to make sure that it is sensible and that we can honor the speaker’s requests. Stress that we must have the information in our files at the same time the contract is signed.
If possible, send the contracts out before Thanksgiving. This should give you the contracts in time for the January board meeting.
Ask each speaker to provide four or five images pertaining to the workshop, so that you can prepare a PowerPoint presentation of the entire year’s programs for the general membership.
After receiving all contracts back from speakers, prepare an estimated budget of the year’s program expenses for the Board. This should include for each speaker, airfare or mileage (check the current IRS rates), hotel lecture fees, workshop fees, meals, meeting room rent and workshop room rent. This will help prepare the budget for the following year.
From these numbers, calculate what to charge for a workshop. At the time of this revision, we are using 12 as a
break-even point. Add one day’s hotel expense, meals and the workshop fee; then divide by 12. The result should
be the fee to charge. The non-member fee at this time is an additional $10. As an aside, currently day rates are
running between $600.00 and $700.00; lectures are about $300.00-$350.00.
[Note: In the 1990-91 version, there was a specific instruction to NOT include the workshop room rental in the calculation, as that was considered a fixed cost in the budget- this is up for discussion]
Program Brochure and Supply Lists
When you have determined what our workshop fees will be, prepare a brochure and all materials for the website describing all the programs.
Each lecture and workshop should be briefly described, including a brief synopsis of content, skill level and workshop fee and supply fee.
A supply list should be received for each workshop and provided to the webmaster, public relations person, Oak Leaf editor and workshop coordinator.
General Membership Presentation
At the May general meeting, present the coming year’s programs by showing the PowerPoint presentation you have made.
Make the brochures available at this time and begin accepting registrations for the entire year’s workshops. Note that to sign up for workshops at the member’s rate, the member needs to renew their membership at the May meeting.
Continue to heavily promote remaining workshops throughout the year, through the website, newsletter, PR person and any other means available. You have worked hard this year to put together an excellent program for the guild; after this work is done it is in the guild’s best interest to do as much as possible to fill these workshops.
Revised by Roberta Levin, 2011-12
Get the list of speakers and their contact information from Vice President, Contracts.
Contact speakers about six weeks before their scheduled lecture date.
Introduce yourself and check their travel plans and any special needs they may have.
Be sure they have your contact information.
Ask if they plan to ship quilts or other materials. If so, give them your address.
Use your own credit card to hold the reservation. The speaker will pay with her own card when she registers and will be reimbursed by IQI’s treasurer.
Or the speaker may be lodged in a member’s home if she prefers. The membership chair will have a list of members who volunteered for this. Offer the choice to the speaker.
If necessary, arrange to pick up the speaker at the airport. You can do this yourself or have another member meet her. If all else fails, she can take a cab.
Arrange for transportation after the lecture if necessary.
Thursday Night Dinner
Tell the speaker about the dinner date before the lecture.
Notify board members of the time and place. We have been using the Cheesecake Factory at the north end of Old Orchard shopping center, which is convenient to the hotel and Beth Hillel.
Paying the Speaker
Call the treasurer and make sure the speaker’s check will be available Thursday night.
Revised by Roberta Levin, 2011-12
Meet with the outgoing website administrator and get the account information for the current website host and domain registrar. Get trained on how to access and load pages for the website and how to access email for the website administrator. If outgoing website administrator is not available, the IQI president should have all this information available.
Contact the current website host and change the account over to your email and contact info. Understand the billing cycle and become aware of when the website renewal fee must be paid. This bill will come to you.
Post the current newsletter to the website – this will be provided by the newsletter editor. This copy of the newsletter should NOT contain phone numbers or personal email addresses.
Make sure the site navigation is current (has links to current newsletters and does not list past events, etc).
Update content related to potlucks, upcoming speakers, etc.
Post updates to our Facebook page about upcoming speakers, events, etc.
June through August:
Update the website with all information about the upcoming program year. This includes information about the meetings, speakers, workshops, supply lists, potlucks, Quilt-In, board meetings, the raffle quilt and the Fine Art of Fiber. There may be more/different information – this list is pretty current at this moment.
Update the list of board members for the incoming board.
Make sure you get a copy of the coming year membership renewal form, quilt in registration form and workshop registration form. You can get copies of forms for submission to the Fine Art of Fiber directly from their website.
Check email directed to the website coordinator.
Update the website with workshop information as it becomes available.
Update the website with treasurer reports and board minutes as they are published by committee chairs.
Submitted by Ellen Pomes, 2011-2012
As soon as it’s available, get a list of next year’s programs from the VP Contracts. Make a poster display of classes and dates. Use pictures from the VP Contracts or from the teachers’ websites. Bring this to each guild meeting to stir interest and encourage sign ups.
Make a form for registration including registrant information: name, phone, email and address for non-members; workshop dates, titles, and fees for members and non-members. 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.
Coordinate with VP Contracts to get supply lists. Usually you can get this information from the teachers’ websites. Finalized copies need to go to web master as soon as available. Keep a couple of copies in your workshop sign up book for those who cannot access them on computer.
Make a form for each workshop with the following information: payment method (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. Check with the registrant that they can get the supply lists on line, or offer them a printed a list.
Put all checks in an envelope, marked that they are workshop fees and deliver to the treasurer. I usually give them to her at the monthly meeting. Material fees are paid to the teacher – do not collect them.
Registration is opened to non-members in September. You may take their names and phone numbers prior to that and call them if space is available.
At the monthly meeting before the workshop, identify the hostess for the classes and provide each with a list of paid registrants.
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. Be sure you let the Board know the number of signups for each class each month.
Revised by Chris Deering, 2011-2012
The Workshop Coordinator will hostess workshops or delegate those duties to others. A list of workshop hosting volunteers is provided by the Membership Chairman. The duties include:
Pick-up and drop-off of the speaker on workshop days.
It is a good idea for the hostess to introduce herself to the speaker at the monthly IQI meeting.
The hostess should make arrangements to get the speaker (from the hotel where she is staying) to Gloria Dei at 1133 Pfingsten Road, Northbrook, by 8:15 to 8:30 am on Friday or Saturday mornings.
The hostess will also pick up the class list at the end of the meeting from the workshop sign-up coordinator.
The hostess and teacher should arrive at the workshop site around 8:30. On a Friday, ask whether the room will be used that evening or whether irons and boards can be left out overnight for Saturday class.
Set up hot water urn in kitchen along with items from our bin in the locked cabinet: coffee, tea bags, powdered creamer, sweetener, etc.
The hostess should also help the teacher arrange tables for supplies, etc., and make sure there are sufficient tables and chairs for the workshop attendees. If needed, put out ironing boards and extension cords from the storage area and our supply cabinet. Greet students as they come in and check off names on the class list. Ask students to wear nametags.
During the workshop, the hostess should help distribute materials and assist the teacher in any way that he/she can.
Hostess should help the attendees with pressing, un-sewing or whatever is appropriate so they enjoy their class experience.
Hostess should buy the teacher's lunch at a nearby restaurant or deli. Get a receipt to be reimbursed for the teacher's lunch cost.
Fifteen minutes before the end of class, give a "five minute warning" about finishing with the irons.
Turn off, unplug and empty the irons to give them time to cool. Also unplug the hot water urn.
At the end of the workshop remind students to clean their work areas and to reclaim any personal items from the refrigerator.
Put supplies away. Return irons to the storage cabinet. Clean up kitchen and make sure work room is clean and tidy. Room should be vacated by 4:00 pm.
Return the teacher to the hotel or airport or see that s/he meets the cab or other ride. Send a reimbursement request to the Treasurer, along with the receipt to be reimbursed for the teacher's lunch.
Revised by Mary Meyers, 2011-2012