Membership
Membership Directory: The membership directory shall be distributed to the Chapter Advisory Board (CAB), Committee Chairs, Neighborhood Group Leaders, and members annually or as needed. The directory is for the sole purpose of conducting Chapter business and maintaining contact between Chapter members. The directory may NOT be given or sold to any organization or individual for any other purpose. Should any member abuse this privilege they may be removed from the Chapter by vote of the CAB.
New Members: The membership chair will send a welcome letter to all new members and will periodically arrange a welcome reception for new members.
Lapsed Members: The membership committee will contact lapsed members to determine the cause for the lapse in membership.
Non-Members: Any non-member may attend two NHG meetings before joining (ASG Policies and Procedures Manual, Section 4).
Illness or Bereavement: The Hospitality Committee will send a card in the case of sickness of member or death in the member’s immediate family (parent, spouse, child or sibling).
Standing Rules: Members should have access to the Standing Rules in a password protected area on the website and upon request from the Chapter President or Secretary. NEIGHBORHOOD GROUPS Leaders: New NHG Leaders should be approved by the CAB. A member may volunteer to be group leader or the CAB can recruit members for leader positions. A Leader can be removed from service at the discretion of the CAB for failure to adhere to ASG/Hampton Roads Chapter polices and procedures. Neighborhood Group Leaders are expected to be thoroughly familiar with the most recent Neighborhood Group Leader’s Guide, published by ASG. Mileage Reimbursement: A mileage allowance of $.50 per mile for Neighborhood Group Leaders (NGL) traveling to NGL meetings over 25 miles one way and tolls will be reimbursed for miles in excess after a reimbursement form is submitted to the Treasurer. E.g.: If a NGL travels 40 miles each way to NGL meetings, their total reimbursed mileage would be $.50 for 30 miles = $15.00.
Inclement Weather Policy: If the schools in the area are closed, then the NHG meeting is cancelled.
Keeping Attendance: NHG Leaders should keep a sign-in sheet/attendance record at each meeting, sending it to the NHG Liaison each quarter. It is recommended that Leaders contact long-absent members.
Petty Cash: No neighborhood/special interest group may hold petty cash funds over $100.00 (ASG Policies and Procedures Manual, Section 4). If more is accumulated, the excess should be turned over to the Treasurer for safe keeping. The funds will be accounted for separately from other Chapter money. The funds will be easily available to the Group.
Projects: Any extensive NHG or community service project involving teaching or something more than a specific sewing project should be brought before the CAB for approval prior to any start-up. This would include any long-range projects.
Neighborhood Group Allocations: Each NG can be allocated a maximum of $150 annually to be used for education or community service projects. All requests must be pre-approved by the NG Liaison. A current form with guidelines is available on our chapter website. The NG Liaison will contact the Treasurer for the issuing of checks to the NG or presenter. Each NG loses their allocation or any unused portion if it is not used in a calendar year.
CHAPTER ADVISORY BOARD The CAB shall have an odd number of members and shall have no fewer than three (3) members. The CAB must consist of at least the Chapter President, the Chapter Secretary, and the Chapter Treasurer. These three (3) positions are elected at the Chapter Annual Meeting as outlined in the ASG Policies and Procedures Manual. The determination of additional CAB positions and appointees to these positions is the duty of the elected CAB.(ASG Policies and Procedures Manual, Section 5). Additional positions may be filled with qualified candidates as decided by the CAB: Special Events Chair, Newsletter Editor, Membership Chair, Retail Liaison, Neighborhood Group Liaison, Education Chair, Vice President, Publicity Chair, Member-at-Large, Membership Database Manager, Community Service Chair, Web Manager and/or Yahoo Group Manager. If a position is shared, only one vote per position is allowed. Term Limits: According to the ASG Policies and Procedures Manual, elected CAB members may only serve four consecutive years in the same position (Section 5). CAB members in appointed positions should serve term lengths at the discretion of the President and CAB, however, CAB members may not serve any longer than seven consecutive years on the board in any position.
Membership Reimbursement: The Chapter will begin paying CAB member’s ASG membership fee after they have served on the CAB for six months.
Mileage Reimbursement: A mileage allowance of $.50 per mile for CAB members traveling to CAB meetings over 25 miles one way and tolls will be reimbursed for miles in excess after a reimbursement form is submitted to the Treasurer. E.g.: If a CAB member travels 40 miles each way to CAB meetings, their total reimbursed mileage would be $.50 for 30 miles = $15.00.
Other Reimbursements: President – full registration fee and expenses for annual ASG Conference (registration fee for chapter presidents is one-half the full amount). 1st Vice President – full registration fee for annual ASG Conference, effective 2016. Secretary and Treasurer – one-half registration fee for annual ASG Conference, effective 2016. For all CAB members, the chapter will pay full registration for any chapter-wide event totaling $25 or less, excluding kit fees. For any chapter-wide event costing more than $25, CAB members will receive a $25 discount plus 10% off registration fees over $25, excluding kit fees. Effective 2016.
Meetings: CAB meetings will be held quarterly and as needed. Conference calls may be arranged in lieu of an actual meeting to expedite chapter business. To assist the President in preparing the agenda, each CAB member will submit their reports at least one week prior to the CAB meeting. Any member may attend CAB meetings. Meetings will be listed in the Newsletter and on the website calendar with a note to contact the Chapter President. Although general members may not vote at CAB meetings, they may request in advance from the Chapter President that they speak on a particular topic (ASG Policies and Procedures, Section 7). CHAPTER FINANCES All special events and the newsletter should be self-supporting through budgeting, admittance fees, advertising or planned fund-raising.. Any profit made on any special event can be tagged for a particular purpose. The President’s trip to the national conference will be funded for: hotel expense covering only the nights required for attending the Presidents’ meeting through the core of the conference. It is expected that the President will share a room. Meals will be reimbursed for reasonable amounts. Travel expenses will be reimbursed at cost—gas or airline tickets for coach class. CAB members will be reimbursed for expenses when receipts are given to the Treasurer with a Reimbursement Form. The Chapter will purchase an appropriate gift at the end of the year for the retailers, churches, and others who support us by advertising, offering meeting space, managing our website or other assistance.
Chapter Events
Advertising at Chapter-wide events: There will be no unsolicited advertising at Chapter events. If sewing-related advertising is desired by the planning committee for any event, the committee will contact all retailers to solicit participation. The charge and form of the advertising will be at the discretion of the planning committee. Any income from the advertising will go toward the expenses for the event in question.
Refund Policy: Each event flyer will have a deadline for payment, after which no refund will be given. If an attendee finds someone to take their place, then that individual may attend, even if they are not an ASG member.
Amendment Process for Standing Rules
The Standing Rules will be reviewed by the CAB in January of each year. A committee appointed by the President will review and draft any changes to be presented to the CAB for vote. Changes will take place as of the meeting vote. Any chapter member may recommend changes to the Standing Rules by contacting the President for inclusion of the next CAB meeting agenda. A vote will be taken of the proposed change at that meeting.
Approved and ratified by the CAB on November 5, 2017