• Events & Photos

  • Calendar
  • Monthly Overview
  • ASG Conference 2012
  • Photos

• Neighborhood Groups

  • Map of Locations
  • Programs & Group Info

• Sewing Information

  • Projects & Links
  • Member Showcase
  • Member Sewing Teachers

• Member Services

  • Newsletter
  • Retail Discounts
  • Video Library
  • Threads Subscription

• Giving Back

  • Community Service
  • Volunteer Opportunities

• Join Today!

Standing Rules

The Houston Chapter of the American Sewing Guild (ASG) shall follow the National ASG By-laws, the ASG Chapter Charter, the latest version of Policies and Procedures as contained in the Policy and Procedures Manual for ASG Chapters, the Leadership Library Guidelines and the current edition of Roberts Rules of Order Newly Revised. Standing Rules are in addition to those governing documents. The Standing Rules must not contradict the above guidelines. These Standing Rules are specific to the Houston Chapter and may be changed only in accordance to processes described below.

Chapter Advisory Board

Chapter Advisory Board (CAB) members are expected to attend all scheduled CAB meetings with a report which they will send in to the President no later than the evening before the meeting if they cannot attend. They are strongly encouraged to attend all special events. CAB members who do not follow the Standing Rules or Policies and Procedures are subject to removal from their office.

Elected Officers

• Elected officers will include President, Secretary, Treasurer, First Vice President, and Second Vice President.
• The Secretary will email monthly minutes to CAB members before the next scheduled meeting.

Appointed Officers

• Appointed Committee Chairs will include Newsletter Editor, IT Manager, Membership, Neighborhood Group Coordinator, Special Events, Retail Liaisons (North and South), Public Relations, Community Service, Publicity, Librarian, Program/Education, Hospitality, and Historian. The First and Second Vice Presidents must chair one of these committees. Other elected CAB members may chair one or more committees. A person may serve up to four (4) consecutive years in ANY one ELECTED position. Additional Chairs will be determined each year based on needs and skill availability.

CAB Meeting

• The CAB will meet monthly and as necessary to be determined by the chapter President. Scheduled meeting dates, times, and location will be emailed to CAB members by the chapter President.
• Board meeting time and place may be changed as needed by the chapter President.
• Emergency meetings may be called via email or phone call.
• CAB meetings are open to the general membership in an observation capacity only. Remarks during discussion will be limited. Making motions and voting on motions are limited to CAB members only.
• Committee Chair reports will be given at each CAB meeting. If the Committee Chair is not able to attend, she should e-mail her report at least 24 hours prior to the meeting to the President who will present her report at the meeting.
• Items for the agenda must be emailed to the President at least 24 hours prior to the meeting. Last-minute agenda items may be added at the meeting, time permitting.
• There will be no CAB meeting during the month of the Annual Conference unless specifically called by the chapter President.
• A CAB meeting may be held at the conclusion of the annual meeting to exchange materials.

Annual Meeting, Candidates and Elections

• The Annual Meeting will be held in December each year or as determined by the CAB.
• Each member of the CAB will submit an annual report to the President at least three (3) days before the meeting.
• The Nominating Committee will consist of the Secretary and two (2) other members who may or may not be on the CAB. If the Secretary is on the ballot then another CAB member will serve in her place.
• Candidates for office must have been a member of ASG for at least one (1) year.
• Candidates for President must have already served at least one (1) full year on the CAB in either an elected or appointed position within the last three (3) years.
• The roster of candidates and voting form will be provided in the newsletter or by special mailing. The membership will be notified 60-90 days in advance of the annual meeting.
• Under IRS rules, members will absorb all costs of the Annual Meeting unless there is an education component, in which case Chapter funds may be used to defray that portion of the event.

Chapter Finances

• Chapter fiscal year will be from January 1 through December 31.
• The Treasurer will work with the President to develop a budget in the late Fall of each year for the following year. The budget will be submitted to the CAB 30-45 days before the Annual Meeting for approval.
• The Treasurer will reimburse expenses only with receipts and the proper ASG expense form.
• Treasurer is required to file quarterly reports in a timely manner as requested by National Headquarters.
• The chapter will pay for the President’s expenses to attend the ASG National Convention (as chapter finances permit) as follows:
  • Travel to the National Conference: Air travel reimbursed for coach class, by the most direct and economical route. Use of a personal car to drive to the conference may be reimbursed at either the exact mileage to and from the conference location at the IRS mileage rate or the cost of a coach round-trip airline ticket, whichever is less.
  • Added travel reimbursement will only be for travel to and from hotel on first and last day of conference. Additional travel expense at the conference is the responsibility of the President.
  • Hotel reimbursement will be made at rate of two (2) guests per room, and will not exceed the required days for attendance (i.e., President’s day and core conference). In order to receive reimbursement, attendee is required to stay at the hotel for which special rates have been negotiated for meetings. Meals will not be reimbursed except by CAB vote.
  • The President will initially pay for all expenses, and then submit all receipts for reimbursement.
• Mileage for CAB members during their regular duties as board volunteers will not be reimbursed except by special vote of the CAB. No tax statements will be given for volunteer work done for the Chapter. (See Neighborhood Group section for more information on mileage reimbursements.)
• All invoices must be submitted to the Treasurer within 45 days of the date of the receipt. They are not to be held or delayed.
• Committee Chairs are responsible for spending in their area of the budget.
• All personal expenses must be submitted by the Committee Chair in a timely manner, which is considered to be within ninety (90) days. If an expense is incurred by someone other than the Committee Chair, the Expense Reimbursement Form must be given to the Chair to approve and then submitted for payment.
• Budgeted line items do not need prior CAB approval unless they exceed the budgeted amount.
• Expenses outside the budget must be approved by the CAB prior to the expenditure being made.
• Reimbursements will not be made for expenses incurred before CAB approval.
• Reimbursement policies for canceled reservations at special events will be determined for each event by the Event Chair in coordination with a CAB vote.
• Disputes of reimbursements will be handled in the same manner as any other grievance procedure.
• The chapter President shall sign all contracts. All contracts must be approved in advance by CAB.

Membership

• Membership Chair will email a list of all members to each CAB member yearly. The list should include each member’s zip code so that Neighborhood Group Leaders can identify members who live in their geographical area.

Community Service

• Each Neighborhood Group is encouraged to support the annual Service Project promoted by National Headquarters.

Newsletters

• Newsletters must be published four times annually.
• The Newsletter Editor will strictly enforce deadlines as published and will balance news and photos to include various Neighborhood Groups.
• Newsletters will be posted on the ASG Houston website in the Member Area for members who have registered for the online version of the newsletter. Members will be notified via e-mail when a new newsletter is available for viewing. Members without email, or any other member not registered for the online version, will be mailed a hard copy of the newsletter.
• Deadlines for newsletter submissions are published in the newsletter.
• The Newsletter Editor will edit articles for spelling and grammar. If additional corrections are needed the article will be returned to the author to make.
• Advertising rates are published in the newsletter.
• A member may advertise for free in the newsletter once a year. The size of the ad is limited to a business card size ad or smaller and must be sewing related.
• Advertising in the newsletter is limited to the sewing industry and related areas.
• All advertising will be directed to the Newsletter Editor. The Retail Liaisons, chapter President, or other CAB members may solicit ads and complete the Newsletter Advertising Agreement with the vendor.
• Members may post sewing-related items for sale at no cost.

Neighborhood Groups and the Neighborhood Group Coordinator

• Attendance may be taken at the Neighborhood Group (NG) meetings and retained by the Neighborhood Group Leader (NGL). The NGL may provide a roster to the Neighborhood Group Coordinator (NGC) at least once annually.
• Each NG is encouraged to submit programs for upcoming NG meetings to the IT Manager and Newsletter Editor so the website and newsletter NG calendars are current.
• The NGC may schedule annual training for new leaders. The date and location will be determined by the NGC.
• The NGC should ensure each NG takes part in at least one charity project annually. This may be a project that serves a need in that NG community and/or is part of the National or chapter service project.
• The NGC will keep and distribute current NGL lists to each NGL annually and as changes occur. This will facilitate communications among the NGLs.
• The President and the NGC will be paid $25 if they attend 4 NG meetings per month.

Special Events

• A Special Event is defined as an event where the speaker’s fee costs over two hundred dollars ($200.00) and is coordinated by the Special Events Chair. If it is under two hundred dollars ($200.00), it is considered a workshop or educational event.
• At all events there shall be a price differential between members and non-members.
• There shall be at least one Special Event annually and an event may be scheduled at least three (3) months beyond the Chair’s term of office.
• The Special Events Chair may elect to not pay for her admission to the event or associated workshop that she plans and coordinates. Her net admission (admission fees and any associated supplies) may be included in the expenses for the event as long as Standing Rules are followed.
• In cases of illness or other emergencies, the Event Chair(s) may authorize a refund or credit.

Librarian

• A list of library contents will be published at least annually in the newsletter and posted on the website.
• Library rentals to NGLs are to be at no charge. NGLs must pay postage and return the rentals within 90 days or sooner upon request.

Amendment of these Standing Rules

• A designated standing rule may be suspended or suspended for a designated period of time by a 2/3 vote of the CAB.
• Standing rules will be reviewed by the CAB each January or as determined by the chapter President.
• Recommendations for adding a new rule or changing an existing one must be submitted in writing to the President. The CAB will review the recommendation and vote on it.
• A change approved by a 2/3 majority will take effect the first day of the following month.
• The Secretary shall keep an updated copy of the Standing Rules in the CAB meeting minutes book.
• Each new chapter President must provide an emailed or paper copy of the Standing Rules to each new CAB member each January. The standing rules will be posted on the web site.