Rules of Conduct

AMQG Personal Conduct

Membership may be revoked if any member acts in a way that jeopardizes the Guild’s non-profit or tax-exempt status. Guests are also expected to follow personal conduct guidelines, and may be asked to leave otherwise. Unacceptable behavior includes, but is not limited to:

  1. violating the policies of host locations for Guild events and meetings, which may include, but are not limited to, food and/or beverage consumption (including alcoholic beverages), and solicitation of any kind.
  2. disrespecting the differing opinions of other members and guests.
  3. soliciting money or goods from outside organizations on behalf of the Guild in any manner without explicit permission.
  4. cheating in any manner or otherwise not respecting and following guidelines for all Guild challenges.
  5. use of tax exemption status for personal gain.
  6. altering documents in a dishonest manner.
  7. fraud.
  8. theft of any kind.
  9. misuse or distribution of confidential information.
  10. harassment or sexual misconduct of any manner.
  11. safety violations, including but not limited to horseplay in any meeting place, store or Guild-associated location, throwing or brandishing objects in an unsafe manner, etc.

Failure to act according to these guidelines may result in:

  1. First Offense: warning
  2. Second Offense: termination of membership benefits with no refund of dues

Any activity that is blatantly criminal will result in automatic removal from the Guild and any offices or positions held therein, and may result in charges and/or legal action.


AMQG Membership Benefits

Members are eligible for membership benefits upon payment of dues. Membership benefits include, but are not limited to:

  • Admission to monthly meetings plus access to any discounts provided to Guild members (such as at local quilt shops and other retail outlets),
  • Ability to vote in Guild business transactions (budget, office elections and bylaw changes) Guild polls, and Guild challenges,
  • Free or discounted admission to Sew Days and discounted rates for Guild activities including classes, workshops, and retreats,
  • Priority registration for Guild sponsored classes/workshops that are open to the public,
  • Participation in Guild swaps, exchanges, bees, field trips and special guest speakers,
  • Guild support of member’s business, demonstrated by placement of link to quilting or sewing-based business website, blog, etc., on the AMQG website.  Authorization to advertise member’s business at Guild sponsored events, unless otherwise prohibited.  The Board of Directors reserves the right to refuse support of a business if deemed inappropriate and detrimental to the Guild.
  • Participation in sponsored giveaways and challenges or charity events,
  • Full access to AMQG website forums, Guild resources, posting photos on our website and a link to your blog on the AMQG website,
  • Membership card and name tag.

 AMQG Guest Policy

A Guest of the Atlanta Modern Quilt Guild is defined as any person attending a meeting or other event (sew-in, retreat, workshop, etc.) that is not a paid Member.

  • Guests are invited to attend one (1) meeting free of charge, and will either commit to membership in payment of dues, or pay $5 per additional meeting.
  • Guests may attend three (3) meetings, one (1) free and two (2) paid, before deciding to join the Guild as a Member, or to no longer attend the Guild meetings or events.
  • Special events opens to friends and family, such as quilt shows or other events specified by the Board of Directors, will not count against this limit.
  • Guests may attend an unlimited number of sew-ins without counting against this limit by paying the appropriate fee as designated by the Board of Directors.
  • Should the Guest join and pay membership dues, the amount paid per meeting will be applied to amount due for full membership for the remainder of the fiscal year, not to exceed $10.
  • Guests are not eligible for special Guild benefits (i.e. sponsored gifts, store discounts, participation in Guild activities unless otherwise specified) until they become a paid Member.
  • Guests are expected to follow the same rules and procedures as all Members of the AMQG.

Standing Committee Responsibilities

The following committees will establish each year, concurrent with the Guild fiscal year, unless the Executive Committee and/or Board of Directors determines otherwise:

Note:  Members are eligible to participate in all Committees; however, to ensure proper attention is paid to each Committee’s responsibilities to the Guild, Member’s will fill the role of Chairperson for no more than two (2) Committees at a time.

a. Membership Committee:

The Membership Committee will:

  1. be responsible for maintaining the master membership database, consisting of both paid Members and Guests, and circulate the database to the Board of Directors upon updating.
  2. send a welcome email and information about joining the Guild as a Member when a new person joins the Guild website.
  3. greet Members and Guests and be responsible for Member and Guest sign-in at each general meeting and special meetings as needed.
  4. be responsible for handling Member name tags and cards, and distribute as necessary.
  5. update the President monthly with any information regarding budget, upcoming events, needs, and general progress.
  6. respond to email questions about Guild membership.
  7. maintain a current procedure document in case of absence.
  8. submit a proposed budget for the following year to the President, due on a date prior to the Annual Meeting as set by the President.
  9. change membership status/access on Guild website as Members join or cancel membership.

b. Social Events Committee

The Social Events Committee will:

  1. plan three (3) field trips per year (stores at a distance, quilting events, etc.)
  2. stay aware of local and online quilting challenges, contests, quilt shows and other events of interest to Guild Members, and promote these to guild members.
  3. assist in arranging sew-ins and other related events.
  4. research, plan and arrange for Retreat event(s) for Members.
  5. research, plan and arrange for an annual holiday party for the Guild.
  6. research, plan and arrange for Guild challenges, swaps, bees and other Guild activities (Guild-sponsored, manufacturer-sponsored and non-sponsored).
  7. submit a proposed budget for the following fiscal year to the Treasurer no later than Annual Meeting.
  8. give a short presentation at each general meeting in regards to upcoming events and to promote Guild-sponsored activities.
  9. help promote the Guild’s purpose through various avenues of social media when possible.
  10. assist in keeping the social events calendar updated on the Guild website.
  11. keep the Guild website updated with pages specific to Guild-sponsored events (i.e. Summer Retreat, challenges, etc.) and keep the front page updated with upcoming events.
  12. update the President monthly with any information regarding budget, upcoming events, needs, and general progress.
  13. assist in arranging Member speakers, presentations and topics at general meetings.

c. Community Service & Education Committee

The Community Service & Education Committee will:

  1. be chaired by the 2nd Vice President.
  2. plan at least two (2) large community service and/or charity events per year, and promote group participation in the events.
  3. organize several smaller charities throughout the year to give Members a chance top participate.
  4. research, suggest and plan classes, workshops, teachers and speakers – four (4) classes sponsored by the Guild per year and one (1) major workshop sponsored by the Guild per year.
  5. keep up with classes available at local shops and online, and promote them (these are not guild-sponsored classes).
  6. assist in organizing the Mentorship program.
  7. assist in maintaining the Guild Library and tracking lending.
  8. work with the 2nd Vice President to prepare a budget as needed for supplies, charity expenses, library materials, etc.
  9. assist in maintaining the Guild’s Service page on the Guild website.

d. Challenge Committee

The Challenge Committee will:

  1. watch for local, regional, or national challenges, typically sponsored by manufacturers or retailers (i.e. Kona, Habitat, etc.).
  2. Identify and organize two (2) major challenges for the Guild per year.
  3. form a voting committee for each challenge.
  4. establish challenge rules specific to each challenge.
  5. assist in soliciting and obtaining donations for prizes for each challenge as needed.
  6. organize party or elaborate show and tell at the end of each challenge.

e. Nominating Committee

The Nominating Committee will:

  1. form in May, concurrent with the Fiscal Year of the Guild, and will consist of three (3) or five (5) General members.
  2. not currently hold office on the Board of Directors, not seek office with the Board of Directors in the next election and commit to attending 80% of general meetings, as well as attending the Annual meeting for the term duration of the Nominating Committee.
  3. assist in calling for Members interested in the Board of Directors offices.
  4. be responsible for determining the best three (3) candidates for a specific position for the official ballot should there be more than three (3) interested Members, based on observation and use of a candidate checklist (see Election Process).
  5. send notice to Members to solicit for absentee ballots, and send a ballot to each Member (Chair).
  6. collect absentee ballots for official counting at the Annual meeting (Chair).
  7. establish a voting space at the Annual meeting.
  8. ensure that quorum for voting has been met by counting eligible voting Members and absentee ballots.
  9. administer a paper ballot to all eligible voters in attendance and mark their name on a master Member list (Chair).
  10. tabulate the votes in private (Chair) and verify the count by a designated member of the Nominating Committee.
  11. announce the final results (Chair).
  12. assist in carrying out a runoff vote if necessary.
  13. vote on the removal of a Board Member if necessary (Chair).

Note: In the event that the Committee does not have the appropriate number of Committee Members, the Board will fill in as necessary, starting with any Board Members not seeking office in the upcoming election, followed by the 1st Vice President, then the Treasurer, then the Secretary until there are no less than three (3) Committee Members.

f. Website/Creative Committee

The Website/Creative Committee will:

  1. Maintain ownership of the guild’s logo and other marks.
  2. Develop and maintain usage policies for the guild’s logo and other marks.
  3. handle design of external Guild documents – flyers, thank you notes, business cards, etc., or designate someone to handle the design.
  4. provide a budget for supplies, merchandise, promotional material, etc.
  5. keep artwork and architecture on the website current.
  6. maintain website domain and keep registrations current.
  7. produce/coordinate branded merchandise for guild purchases
  8. be responsible for ordering business cards/promotional material

Officer Roles and Responsibilities

Office of President

Subject to the rights and powers of the Board of Directors, the President will:

  1. manage the Guild’s business and affairs, serve as the chairperson of the Board of Directors and the Executive Committee and preside at all general meetings of the Guild.
  2. be responsible for the administration of Guild policies and overall management of the Guild’s financial affairs, subject to the delegations set forth in these Bylaws.
  3. be responsible for all paperwork and procedures for maintaining non-profit and tax-exempt status with the assistance of the 1st Vice President and 2nd Vice President.
  4. have such powers and perform such duties as specifically imposed on them by law and as may be assigned to them by the Board of Directors.
  5. Be authorized to co-sign checks and handle financial matters if/when Treasurer is unavailable.
  6. instruct the Secretary regarding the issuance of notices, minutes and general correspondence as needed.
  7. draft an agenda before each general and executive meeting and distribute to the other Board Members prior to the meeting.
  8. schedule monthly meetings and organize locations with the assistance of the Social Events Chair.
  9. be a representative of the Guild to external organizations and businesses.
  10. serve as an ex-officio member of the Executive Board.
  11. serve as a consultant to the incoming President at the end of their term.
  12. agree to attendance policy set forth for the Board of Directors, which includes, but is not limited to, missing no more than two (2) general meetings and one (1) BOD and Executive Committee meeting.

Office of 1st Vice President – Administration

The 1st Vice President will:

  1. chair the Bylaws Committee and act as a consultant to the Nominating Committee.
  2. perform the duties of the President in the absence of the President.
  3. coordinate the annual updating of the officer and committee responsibilities and they will be responsible for a remembrance of the outgoing President.
  4. assist the President in all paperwork and necessary procedures for maintaining non-profit status, keeping up with deadlines, etc.
  5. serve as Parliamentarian (an ‘expert’ in the bylaws, rules and procedures of the Guild) with responsibility to see that the rules set forth in the bylaws and the Rules & Procedures document are followed.
  6. shall oversee the review of the bylaws every year or as needed.
  7. be authorized to co-sign checks and handle financial matters if/when Treasurer is unavailable.
  8. in the event that the President cannot complete the term of office elected to, the 1st Vice President will assume all duties and responsibilities of the office of the President for the remainder of the term.
  9. In the event that one of the VP offices is vacant, the duties will be combined into a single office until an appointment can be made.
  10. serve as a consultant to the incoming 1st Vice President at the end of their term.
  11. agree to attendance policy set forth for the Board of Directors, which includes, but is not limited to, missing no more than two (2) general meetings and one (1) BOD and Executive Committee meeting.

Office of 2nd Vice President – Education & Service

The 2nd Vice President of Education & Service will:

  1. assist the President and 1st Vice President in maintaining the Guild’s non-profit and tax-exemption status.
  2. stand in as President in the event the President and 1st VP are not available.
  3. chair the Education & Service Committee.
  4. assist the E&S Committee in planning at least two large community service or charity projects per year and promote the Guild’s participation.
  5. assist the E&S Committee in promoting smaller charity opportunities throughout the year.
  6. assist the E&S Committee in researching and coordinating classes, workshops, teachers, external speakers, and meeting content  related to charitable work or external speakers throughout the year.
  7. coordinate and manage the Mentorship program to pair experienced quilters in the guild with those wishing to learn new techniques or skills.
  8. coordinate, house and manage the Guild library, assist in obtaining materials for the library, and collect overdue fines from Members.
  9. provide an annual budget as needed.
  10. manage the Guild Library with the help of the Education & Service Committee.
  11. maintain the Service page on the Guild website (photos of completed projects, announcements and reminders about upcoming projects, etc.).
  12. plan annual Service award for deserving member, collect nominations for candidates for the award and determine the winner with input the Board of Directors.
  13. In the event that one of the VP offices is vacant, the duties will be combined into a single office until an appointment can be made, or the next election cycle.
  14. agree to attendance policy set forth for the Board of Directors, which includes, but is not limited to, missing no more than two (2) general meetings and one (1) BOD and Executive Committee meeting.

Office of Treasurer

The Treasurer will:

  1. have the care and custody of the Guild’s funds.
  2. maintain accounts at institutions approved by the Board of Directors and pay all accounts owed by the Guild.
  3. will collect and deposit all moneys due or belonging to the Guild.  In the event they are unable to attend, a Board Member or their designee will collect necessary funds.
  4. pay for and enroll persons in classes or other events after money is collected, and ensure that each person receives their receipt from the store.
  5. will keep accurate records of all receipts and disbursements, publish periodic financial reports, and be responsible for all tax, insurance and other financial affairs. Copies of all financial records and documents will be delivered to all board members, or published on a private website or database accessible to Board Members.
  6. prepare the books for audit at the close of each fiscal year.
  7. will serve as a consultant to the incoming Treasurer at the end of their term.
  8. present a Treasurer’s report to the Guild at each meeting
  9. agree to attendance policy set forth for the Board of Directors, which includes, but is not limited to, missing no more than two (2) general meetings and one (1) BOD and Executive Committee meeting.

Office of Secretary

The Secretary will:

  1. attend all general meetings, Executive Committee and Board of Directors meetings. In the rare event they are unable to attend, they will appoint a Board Member to handle minutes during meetings and handle any other responsibilities.
  2. record all votes and minutes of all proceedings and meetings.  Once the minutes are complete, each office on the Board of Directors will sign their approval on the minutes and the minutes will be stored in a master binder. The Secretary will bring the binder to each meeting (General, Board of Directors and Executive meetings).
  3. will post each meeting’s minutes to the Guild’s website and give a short review at each month’s general meeting of the previous month’s meeting minutes.
  4. have custody of the Guild’s corporate seal (if one exists) and will have the authority to affix the seal to any instrument, the execution of which is duly authorized, and will attest to the same by their signature whenever required.
  5. give any required notice of Executive Committee and Board of Director meetings.
  6. may conduct general correspondence for the Guild as needed (via email, thank you notes, etc.).  The Secretary will be responsible for checking the guild email on a daily basis and forward emails to the appropriate people.
  7. shall maintain a master calendar that includes all aspects of the guild (general meetings, board meetings, guild events, etc.). The calendar shall be updated at all times and accessible to Board Members and general members. Note:  A separate social calendar will be maintained by the Social Events committee on the guild’s website.
  8. conduct Guild meetings in the absence of the President and 1st and 2nd Vice-Presidents.
  9. serve as a consultant to the incoming Secretary at the end of their term.
  10. agree to attendance policy set forth for the Board of Directors, which includes, but is not limited to, missing no more than two (2) general meetings and one (1) BOD and Executive Committee meeting.

AMQG Junior Members Policy

  1. Junior Membership is open to people age 10 to 18 with a membership form co-signed by a parent or guardian and payment of annual dues at a discounted rate determined by the Board of Directors.  Junior Member may attend one (1) meeting free of charge, after which membership dues will need to be paid.
  2. Junior Members must be sponsored by a Guild Member in good standing.
  3. Junior Members will have all the privileges and be subject to the responsibilities of a Guild member with the exception of voting and holding elective office.  Junior Members will pay the same cost as Members for classes, workshops and any other event.
  4. Participation in Guild sponsored events and classes will be determined by the host and their individual age requirements.  Junior Members must attend all meetings, classes, workshops and any other event under the care and supervision of a parent, guardian or Guild Sponsor, in accordance with any rules and policies set forth by the store or facility.

Updated January 6, 2018 to make pronouns gender inclusive.