Do your bylaws allow you to meet (and vote) online?
A suggested bylaw amendment to meet and vote via the internet:
Meetings Held Electronically. Except as otherwise provided in these bylaws, meetings of the board (and/or membership) may be conducted through use of internet meeting services, designated by the president (and/or board) that support visible displays identifying those participating, those seeking recognition to speak, showing (or
permitting the retrieval of) the text of pending motions, allowing members to vote, and showing the results of votes.
There are also apps available that allow you to vote anonymously if you choose to add them (VoxVote, MyVote, etc.) In the meantime……record in your minutes what you’re doing and why, for example, “Meeting called to order via Zoom due to a global health crisis, or quarantine, or inability to meet in person."
Your group should adopt special rules on how to meet online.
Some sample rules and/or things to consider:
1. Login information—secretary (or president) sends out the login information to every member before each meeting along with your online meeting procedure. An agenda may help with expectations.
2. Call-in time—secretary (or president) logs in 15 minutes early to handle technical issues.
3. Co-host—it is very helpful to have a co-host. While the chair is handling the meeting, the co-host monitors the waiting room, raised hands, questions in chat, and informs the chair.
4. Arrival/departure announcements—if requested, members can announce themselves when joining or leaving the meeting (without interrupting a speaker) (Zoom uses a waiting room or you can set up a sound that chimes every time someone enters or leaves a meeting). You can specify when setting up the meeting if you
would rather have members muted as they enter or choose to mute everyone when you call the meeting to order.
5. Quorum—how will you indicate that you have quorum—roll call, number of attendees indicated by software? (Zoom displays number of participants)
6. Obtaining the floor—how will members seek recognition by the chair: verbally address the chair, raise hand (Zoom), something else? There should be only one person talking at a time so the chair can keep control of the meeting and the secretary can take minutes easily.
7. Motions—how will members make motions? Some possibilities: members may submit motions to the chair in writing by emailing or in the chat? Screen sharing? Something else? Are verbal motions okay? Make sure the secretary has what she needs for the minutes to be accurate.
8. Voting—how will you take a vote—raise of hands, voice, roll call? (Zoom also has a yes/no). Another example: The secretary can post the question using screen sharing, the chair can alert the members that the polls are open to cast their votes online. Allow at least two minutes before closing the polls. Or use unanimous consent to conduct business as a time saver (“If there’s no objection, the minutes are approved as distributed.”)
9. Technical malfunctions—each member is responsible for their connection to the internet; no action shall be invalidated on the grounds that a malfunction prevented a member’s participation in the meeting.
10. Forced disconnections—the chair may disconnect or mute a member’s connection if it is causing undue interference with the meeting.
These guidelines are very general and might not fit every group’s needs. If you have any questions or need help, feel free to contact me!
Vicki Walter, Registered Parliamentarian
Here's a great article from AARP explaining Zoom and how to use it:
How do I enable Breakout Rooms?
Login to your Zoom account, then go to Settings. Scroll down and you can see Breakout Rooms, Polls, and other options. Once you've enabled them in your account, you can use them (or not) on all calls you initiate. They will appear as options in the menu bar at the bottom of your screen (the one that starts with Audio and Video) although they may be in the . . . on the right side.
How do I save Chat after a call?
To save chat, left click on the three dots and select "save chat." You can only save the chat that was directed to "everyone" in the general session - not in a breakout room.
General information about who is allowed to conduct raffles in the State of California - and how:
Specific Regulations (the Penal Code)
The internet is discussed in section (C) (f) 2.
The NCQC Rep may be the ONLY person who gets notices of when dues are due. We assume this email would be shared with the board of your guild and/or forwarded to your Treasurer.
The guild representative is responsible for dispersing NCQC meeting information to guild members and/or at the guild board meetings. Many guilds ask the representative to write an article for their newsletter to inform guild members of upcoming NCQC activities and share ideas from the meeting. Guilds are encouraged to put a link to NCQC's website in the guild newsletter and on their website if they have one.
One of NCQC's important activities is presenting "Meet the Teachers" meetings where guilds can come and preview teachers interested in making presentations and/or teaching classes. If the NCQC rep is not the Guild's Program chair, we hope they will bring their Program people with them to a Meet the Teachers meeting.
We ask that the NCQC Rep be responsible to keep NCQC up to date on any changes to the contacts of your guild and other guild information by checking their guild's webpage on the NCQC website and submitting changes through the contact form. This information will go to the responsible NCQC person and your information will be updated.
Yes! In fact, we sponsor a $100 monetary award for "Best Use of Color" at the State Fair. The fair's quilt judging committee determines the quilt that should receive the Best Use of Color award on our behalf.
Dues are $25 for one year or $40 for two. This applies whether you are a guild, teacher, quilt shop, vendor, long-arm quilter, judge, or show organizer. If you are more than one (such as teacher and judge) you need only pay one set of dues. If you belong to a member guild you may come to any NCQC meeting and do not need to be an "individual" member.
Dues apply to a calendar year and are not pro-rated.
To find the appropriate form to join or renew your membership, click on the Forms tab (under Membership) and you will find the "guild membership form" or the "non-guild membership form." They should be self-explanatory.
Your NCQC rep should go to the Membership-Forms page and use the contact form to request such a list from our Membership chairperson. She will send you an Excel file with the guilds and their mailing addresses. Be sure to tell her where you want it sent (or emailed).
Even though most - if not all - quilt guilds participate in community service, making and donating quilts and other items to other non-profit organizations in their areas, some are designated by the IRS as 501(c)3 and others aren't.
One of our member guilds recently applied for 501(c)3 status and was turned down. Their application emphasized that the two major items the guild focused on were education and community service, both of which are exempt activities. Aside from a small amount for administrative overhead - like meeting place rent, storage, newsletter, website - nearly all the money the guild raised went to their exempt activities.
Although we don't believe the law has changed, it appears that the IRS may be interpreting - and implementing - it more stringently than they have in the past. This guild was told that because the guild offered activities to its members, such as camp, block exchanges, fabric exchanges, challenges, etc., it was not formed solely for charitable purposes but also benefited its members. They were determined to be a 501(c)4 organization (tax exempt, and performing social welfare functions), and decided they could not expect to win an appeal of that determination.
The IRS representative who was queried about the difference in the way guilds have been treated opined that the ones currently designated (c)3 are essentially "grandfathered in"; if they were to apply now they should not get the same designation and were they ever to lose their status and have to re-apply, they should not get it. It's hard to say, though, if that is universally applied.
The primary difference between (c)3 and (c)4 are that donations to 501(c)3 organizations are tax-deductible to the donor but donations to 501(c)4 organizations are not. Guilds receive a lot of donations (often fabric) and those who are not (c)3 need to be sure the donees know their donations are not tax-deductible.