Amended 17 June 2013. (Numbers in brackets refer to Clauses of the Bylaws.)
Definitions: Wherever written or mailed is indicated, either hardcopy via postal service or electronic mail via the member’s preferred email address is to be understood.
(4) Membership is open to those interested in the art of weaving and/or spinning. Application forms are available from the Membership Chair, to be submitted, together with the appropriate dues, through the Membership Chair to the Executive.
Recommendations for Honorary Life members (6.d) may be made to the Executive by any Active (6.a) or Honorary Life member. There shall be no Honorary Executive positions (i.e. Honorary Life President).
(7) Active members are required to pay annual membership dues of $25.00. Dues for Associate members (6.b) and Student members (6.c) shall be one-half (½) that of Active members. Two persons, with the same mailing address, may have two Active memberships for one and a half (1½) times the cost of a single annual membership on the understanding that they shall receive only one copy of each issue of the Guild newsletter. Honorary Life members are exempt from dues.
The annual membership dues shall be payable by September 30 each year. Applicants accepted on or after March 1 shall pay one-half (½) the annual dues, and their membership shall expire September 30 of the same year. Members who have not renewed by September 30 shall not be considered as Guild members until dues are paid. Members who fail to renew for more than one year shall be required to re-apply for membership as in Section I.
(11) A General Meeting shall be held in the evening, once each month, except for the months of July, August and December.
(15) An Annual General Meeting for the tabling of Annual Reports and the election of the Executive and other officers shall be held immediately following the June General Meeting each year. Written notice of such meeting shall be sent to all members not less than two weeks prior to the Annual Meeting.
(26) In addition to the five Directors stipulated in 26(1), the following shall be Directors: Immediate Past President; Newsletter Editor; Programme Chair; and Workshops Chair (Total 9).
(27) Directors shall be elected for a one year term and may hold the same office for no more than two consecutive years. A joint meeting of the old and new Executive shall be held no later than two weeks after the Annual General Meeting. At this time audited records, procedure manuals, and other information shall be turned over to the new Executive. (All Directors and Chairs shall maintain a manual of procedures, suggestions, and copies of the annual reports.)
Directors shall choose their own assistants or committees. Each Director shall be responsible for preparing a report of the year’s activities to be submitted at the Annual General Meeting.
The Executive shall appoint a NOMINATIONS CHAIR who shall:
advertise a call for nominations in the March newsletter (nomination forms to be available at the March General Meeting or from the Nominations Chair);
receive nomination papers;
contact all nominees and arrange a slate of candidates for executive positions;
publish the slate in the May newsletter;
conduct the election of officers at the Annual General Meeting;
compile a list (from the nomination forms) of suggestions for the Chairs of Standing Committees in accordance with Section V.l.
V. Duties of Officers (in addition to those outlined in the Bylaws)
a. (41) The PRESIDENT shall be ex-officio member of all committees, with the exception of the Nominations Committee. It shall be the responsibility of all Committee Chairs to inform the President of all meetings so that she may, at her discretion, attend in her ex-officio capacity.
b. (42) The VICE-PRESIDENT shall assist the President as required.
c. (43) The SECRETARY shall be responsible for communicating items of interest to the webmaster.
d. (44) The TREASURER shall:
arrange for insurance coverage for equipment, both on and off Guild premises, display and sale items, liability, library, permanent collection, and other coverage as deemed necessary from time to time;
present proposals for investment of Guild funds to the Executive for approval, and shall invest same as approved;
in conjunction with the President, Past-President, and Vice-President, prepare an annual budget for presentation at the September General Meeting;
make advances of funds available to committees as required and as approved by the Executive;
maintain an asset inventory of the library, equipment, and permanent collection.
Items, other than advances, which are in excess of $200.00 and which are not included as part of the Guild’s annual budget, must be presented for approval at a General Meeting.
e. (45) The MEMBERSHIP CHAIR shall:
receive all membership dues and issue receipts;
maintain a supply of printed Constitution and Bylaws, and Rules and Regulations for distribution to members;
prepare the membership book for distribution at the October General;
maintain membership email list;
present new applications to the Executive for approval (or rejection);
welcome new members and visitors at General Meetings;
keep a record of the number of members attending each General Meeting;
send cards of congratulations or condolences to members, including birthday cards to life members, as required.
f. The NEWSLETTER EDITOR shall be responsible for compiling, producing, and mailing of the Guild Newsletter to all members, and to other guilds on an exchange basis if requested.
Commercial advertising shall be accepted in the Newsletter with payment of $25.00 for the year. “For Sale” advertisements from non-members should be submitted in writing, and accompanied by a fee of $5.00 for each average insert. There is no charge for advertisements submitted by members.
g. (47) THE PROGRAMME CHAIR shall :
organize a program or speaker for each monthly meeting except December (the holiday potluck) and June (the AGM). A maximum of $250.00 may be paid to any guest speaker. ;
take suggestions for programs and speakers from members of the Guild as well as outside sources;
contact potential speakers and establish fees/honoraria and travel expenses;
arrange for accommodation (billeting is preferred) for visiting speakers and equipment set up;
arrange for a guild member to introduce the speaker and a different guild member to thank the speaker after the program;
organize the annual Ruth Anstey Memorial Lecture, normally to be held in April of each year;
co-ordinate Show & Tell at General Meetings.
h. The WORKSHOP CHAIR shall:
regularly plan and arrange for workshops for interested members;
announce proposed workshops at meetings and in the Newsletter well in advance of the registration cut-off date;
prepare information sheets for each workshop, and arrange for the purchase of materials, if required;
ensure that sufficient Guild table looms are available for weaving workshops;
keep a record of Guild table looms and related equipment (e.g. reeds). Items borrowed by Guild Members shall require a $25.00 damage deposit;
register participants and collect fees;
in conjunction with the Executive, disburse bursaries which may be applied for by or awarded to workshop participants who are Active, Student, or Honorary Life Members of the Guild;
reserve and set up premises to accommodate each workshop.
Workshops shall be open to Guild members. If not filled, and at the discretion of the Executive, they may be offered to the public at a higher fee. If there is sufficient interest, weekly classes may be arranged. If workshops or classes are not filled by the specified cut-off date, they shall be cancelled.
Ideally, all workshops shall be self-supporting. However, as a mandate of the Guild is to provide education to its members, support from Guild monies is acceptable to ensure that a workshop can continue, at the discretion of the Executive. The Chair shall submit all monies regularly, together with a detailed report on the income and expenses of each workshop, to the Treasurer. All fees, unless otherwise stipulated, are payable in advance. Separate cheques, payable to the Guild, should be requested for each workshop. Deposits are not refundable, unless a workshop is cancelled. Refunds may be given at the discretion of the Executive as advised by the Workshop Chair.
l. STANDING COMMITTEES: Chairs of the following committees, if required, shall be appointed by the Executive no later than the September executive meeting. Chairs shall be responsible for choosing necessary additional members for their committees.
The duties of the Standing Committees shall be as follows:
The LIBRARIAN shall:
purchase library resources (including periodical renewals) using her discretion and suggestions from the Executive and membership;
keep a current list of library resources with replacement values (a duplicate copy of the list to be kept off premises), maintain an index of library materials by subject and author, and take inventory of all library holdings every two years;
inform members of new publications, acquisitions, gifts, and any missing items in the Guild newsletter;
have members check out any items borrowed, with limits at the discretion of the Librarian and the Executive;
collect fines on overdue books at a rate determined by the Executive, such fines to be added to the Library budget rather than to general revenue.
Designated books, as listed in the Librarian’s manual, shall be loaned at the discretion of the Librarian. Library resources may be sold to the members or disposed of at the discretion of the Librarian and the Executive.
The EXHIBITION CHAIR shall be responsible for any display, its publicity and arrangement, collection and return, and all transportation of items to and from Guild sales and/or exhibitions, and shall work in conjunction with the Standards Committee. A current inventory of all exhibition supplies and equipment shall be maintained.
The STANDARDS CHAIR with a committee of four members who shall be elected at the Annual General Meeting shall:
assist and advise members on technical matters to help them attain a high standard of craftsmanship in the making and finishing of their work;
encourage artistic awareness and excellence;
provide learning opportunities in the form of programmes or any other means they consider would benefit Guild members;
maintain a check list which the Committee uses when examining work;
award Guild Standard labels to all work accepted for sale and/or exhibition, and return all unacceptable items to their owners, or designates, with an explanation;
work together with the Exhibitions Committee to co-ordinate sales and/or exhibitions.
The ANWG REPRESENTATIVE shall:
coordinate plans for Guild participation in the Conferences.
The ARCHIVIST shall:
continue the file of the history of the Guild, its members, activities, and other pertinent information;
arrange for photographs of Guild functions and activities;
arrange for conservation and/or restoration of all archival material;
work in coordination with the Librarian.
The HOSPITALITY COORDINATOR shall:
arrange for refreshments to be served at General Meetings and special functions sponsored by the Guild;
maintain an inventory of all supplies and equipment pertaining to food service.
The PERMANENT COLLECTION COORDINATOR shall:
acquire articles, working within their budget, deemed suitable for addition to the collection.
The SCHOLARSHIP CHAIR shall:
see Section VIII. Scholarship Fund
The WEBMASTER shall:
maintain and update the Guild’s webpage.
The DISASTER RESPONSE COORDINATOR shall:
take command in case of disaster (natural or otherwise) affecting Guild assets, as described in the Guild Disaster Response Plan (2012).
VI. Amendments (64)
These Rules and Regulations may be amended by a majority vote of the membership at any General meeting, provided notice of the proposed amendment has been sent to each member at least seven (7) days prior to the meeting. The Rules and Regulations shall be kept current by the Secretary. One copy shall be available in the Library for reference.
VII. Management of Funds (65)
Signing Authority—All cheques for payment of money by the Guild shall be signed by any two of: President, Vice-President, Treasurer. Any change of signing officers for the accounts shall be the responsibility of the Treasurer.
Ruth Anstey Memorial Fund—Annual interest from this fund shall be used to pay for the programme at the Memorial Lecture at the April General Meeting. Costs may be augmented by the programme budget. Any annual interest not used for the Memorial Lecture shall be added to the principal on renewal of same. Memorial donations during the current year shall be added to the principal at the time of renewal. The Fund is separate from and not included in the Assets of the Annual Financial Report of the Guild.
Hazel Cairns Fund – Monies in this fund are to be used to fund special projects and events.
VIII. Scholarship Fund
Purpose—to assist a member of the Guild in furthering her weaving or spinning education by contributing funds towards attendance at a workshop or class, normally offered by an organization other than the Guild.
The Scholarship Committee—shall be composed of a chair and four members, all appointed by the Executive. Members should represent a cross-section of interest in many types of weaving and spinning. Members will normally serve for two years. The Committee shall remind members of the Fund and its guidelines and obligations by a notice in the November newsletter. The Committee shall examine all applications and interview each applicant. Financial need is not a consideration. The Committee shall recommend to the Executive the number of grants to be made, the amounts of the grants, and the times of disbursements. The budgeted amount may be split and awarded to more than one applicant at the discretion of the Executive if recommended by the Scholarship Committee.
Guidelines for applications—the applicant shall be an Active, Student, or Honorary Life member of the Guild, shall have a serious commitment to weaving and/or spinning, and shall submit:
a definite educational proposal in writing, including a brochure or outline of the intended course (which should normally be outside the Victoria area);
a résumé of weaving and/or spinning experience;
a brief proposed financial budget, including course fee, accommodation and travel expenses, possible funds to be received from other sources (e.g. Canada Council grant), and the amount the applicant is prepared to contribute.
Applications should normally be received by February 15 each year. However, monies may be granted at any time upon formal submission by an applicant, but will vary according to the funds available, i.e. if no applications are received or if all the monies are not expended in February.
Obligations of Recipients—Upon completion of the course, each recipient shall present to the Guild a comprehensive lecture, a workshop, or some suitable display. The recipient shall discuss the type and details of this presentation with the Scholarship Committee who, in turn, shall notify the Executive (Programme or Workshop Chair) of decisions. The Executive shall arrange for the presentation within a reasonable period of time. If a recipient wishes to give both a lecture and a workshop, the lecture shall fulfill the obligation and the workshop shall be arranged through the Workshop Committee.
Record—a permanent record shall be kept of all successful applicants.
The colours of the Guild shall be Violet, Heliotrope, White, Silver and Green (VHWSG)
Gifts of appreciation to retiring officers are not necessary