AN IMPORTANT MESSAGE FROM OUR COMMITTEE
STOP PRESS/UPDATE
The vote has been counted and the membership has voted overwhelmingly FOR the motion proposed by the trustees.
This is excellent news as it means we can move forward knowing that we will be able to retain all our resources and will have a supportive information package from the Guild.
80% of the vote was in favour of the proposal which is a very decisive result.
We are working hard on moving forward as an independent group and next steps for us is to choose a name. Exciting times ahead.
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At the committee meeting in March 2021 we discussed the general meeting to be held on the 4 th March and the proposal being put to members for a vote.
We decided that whatever the outcome of the vote we will be setting up an independent stitch group.
We would prefer to do that with the support of the guild as they have promised us a package that will include sample constitution, advice re insurance etc, policies and practice documents and a small grant to help with start up. We will also receive an excel accounts package in order to support the treasurer ( this is the package Sandra currently uses) The Guild has also said that it will list our new group on its new website and give us gallery space which will enable members of the public looking for a stitch group to join to easily find us. In addition we will still have access to the Folio collection.
At the meeting we looked at an Action Plan for the new group and potential costings for the next two years. We have voted unanimously to continue and to work together to make a bright and exciting future for our members. We discussed our Spring programme and decided we will honour all contracts for our proposed speakers. The Guild has appointed an individual to pay the outstanding contracts for March and April and so the next two speaker costs are covered.
In order for the new group to flourish we will need to ask for membership fees. The committee hope that current members will decide to join the new group in May, which will be our launch date.
At the moment we need to wait for the outcome of the meeting on March 4th to know whether we are able to retain all our resources or whether liquidators will strip the cupboard bare! We still have details to work out so this email is just to let you all know what our intentions are.
Thinking ahead to the kind of programme we would offer it might look like this:-
Holding monthly meetings with speakers 8 times a year. These meetings may be by Zoom or when possible, at a meeting place ( St Marys Hall in Derby)
A programme outlining speakers and events will be made available to members yearly.
Hold a workshop Day once a year using members interests and talents.
Hold a Christmas event every December
Organise a visit to an appropriate venue in August
AGM every May
Sales tables and raffles
Monthly Chat and Stitch groups
Monthly newsletter for all members
“2 Facebook pages, one public and one private.
A web site
Monthly library for members
Visits and Outings to exhibitions and to relevant venues
Hold exhibitions and develop links with the wider community
Engage with other stitch groups within the region
Maintain our position as Derbys premier stitch group and build membership numbers.
Sound familiar? Of course we can add in other activities as funds and volunteers allow.
We do hope that you will offer your support to the Committee and are excited to see what the future holds
Best wishes
Eve and the Committee
Committee Meetings
Covid 19 and its restrictions have put the usual jolly cake filled committee meetings on hold, however, it has not stopped us meeting.
We now have our meetings via Zoom.
We have been discussing a wide range of issues lately : The Hospital Heroes Project, Speakers, National Fees, Branch fees and our finances and most importantly “how do we ensure we keep in touch with members when branch meetings have been suspended?”
The committee decided to share information from Head Office about National Fees and to use branch resources to fund Zoom speakers for November and December. We will not be asking for branch fees before Christmas.
The committee continue to meet virtually and Zoom meetings are arranged till December.
Apologies were received from several members.
Here are the Chair's notes from October's meeting
A Zoom committee meeting was held and reports taken from officers We discussed the online bank account and the ease which it has bought to refunding payments to members for day schools and outings that didn’t happen. Still a few to do but getting there.
Still some difficulties with next years
Speaker bookings as some people still have to return booking forms. As soon as we are able we will publish the list. Pam Keeling will be the speaker in November and arrangements were made to try out the Zoom process in advance.
Membership fees have been paid to head office but we are currently waiting for a clear list and until then we will continue with the list we have from March 2019.
Several new ideas for projects in the New Year were discussed and will be firmed up after Christmas.
The committee discussed the Work of the Hospital sub group and expressed their thanks for the hard work they have been doing.
The branch chair will be attending the next sub group meeting and will feed back to them from the branch committee.
Our Patron Pam fed back the good news that the silk Mill hope to install the large Hospital hanging from the last Hospital exhibition in January or February.
Eve Cook
Chair
Committee Members
Eve Pam Angela Sandra Elizabeth
Chair Patron & Special Projects Secretary Treasurer Membership Secretary
Sarah Marjory Viv Post Vacant
Programme Secretary Programme Secretary Marketing & Publicity Outings Secretary
Stitch Friday IT
Here are the individual roles and responsibilities of our Committee
Chair
THE CHAIR IS RESPONSIBLE FOR THE OVERALL RUNNING OF THE BRANCH
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It is expected that the Chair will attend as many Branch and Committee Meetings as possible
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Event
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Task
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Time
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At all times
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Is available to members
Communicates information from HQ
Communicates information from Region
Communicates info from Branch to Region and HQ
Send notices, information etc to IT Rep for webpages
Send notices, information etc to IT Rep for newsletter
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When necessary
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Committee Meetings
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Arranges agenda with secretary
Chairs committee meetings
Communicates news from Regional Committee to Branch Committee to keep them informed
Communicates news from the Branch to the Regional Committee as necessary
Agrees accuracy of minutes with secretary before secretary sends minutes to committee
Aims to ensure all roles on the committee are covered
Ensures that each committee member has a job description that accurately describes their roles and responsibilities
Ensures that all committee members understand their own role and that of others on the committee
Ensures that Committee members are working within the policies and guidelines set by HQ
Creates a safe environment for members and encourages good working practices
Is a source of help and support for committee members if needed
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At least four times a year
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Branch Meetings
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The chair has overall responsibility for meetings, talks and workshops and co-ordinates and delegates jobs
Makes members aware of opportunities available through Regional and National initiatives and their impact on the branch
Communicates effectively with members, gets to know people as individuals and encourage involvement with initiatives and the committee
Ensures microphone is set up and IT cupboard is open
Opens up storeroom and Guild cupboard.
Ensures speaker is introduced and a vote of thanks is given
Ensures venue is safe and suitable with easy access for all opens up building before the meeting and closes building after meeting
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Monthly (excluding August)
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AGM / EGM
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Organises the branch AGM, EGM and draw up agenda in conjunction with the Secretary
Agrees accuracy of minutes with secretary before secretary sends minutes to members
Chairs AGM and gives Annual Report
Represents Branch at Regional AGM and reports back to Branch or delegates appropriately
Clarifies National “Direction of travel “ as outlined in AGM reports and creates a branch level plan to respond to it.
Represents Branch at National AGM and reports back to Branch or delegates appropriately
Attends as many Regional events as possible
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Annually
or where necessary
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Makes links with other organisations to promote the work of the Guild and its members
Creates opportunities to showcase work and Encourages members to produce work for display at exhibitions
Ensures the face book page is kept up to date after branch meetings and Guild events as well as maintaining a weekly “ presence” on the page
Ensures that in line with its charity requirements the branch undertakes activities that have a public benefit and reports these back to Head office when requested.
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Secretary
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Event / Task
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Job
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Time
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AGM /EGM
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Draws up and agree agenda with chair
Collects nominations and prepare ballot papers if necessary
Notifies all members of AGM at least 14 days before election
Takes minutes of meeting
Prepares draft minutes, send to chair for proof reading and agreement
Sends out minutes to members
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Once a year October / November
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Committee Meetings
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Draws up and agree agenda with chair
Sends out agenda to committee members
Takes minutes of meeting
Prepares draft minutes, send to chair for proof reading and agreement
Sends out minutes to committee members
Books venue for committee meeting
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Monthly
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Branch Meetings
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Updates noticeboard and take to each meeting (drawing members’ attention to points of interest.)
Book venue
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Monthly (excluding August)
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Correspondence
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Responds to (all) correspondence
Ensures that all appropriate correspondence is sent to committee and / or members, particularly communication from the national guild and regional committee
Proof reads Newsletter
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When necessary
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In addition in the absence of a Publicity Officer I send advertisements for our meetings to the free newspapers (five in total) 4 monthly, 1 two-monthly
Treasurer
THE TREASURER IS RESPONSIBLE FOR ALL THE FINANCIAL DEALINGS OF THE BRANCH
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Event
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Task
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Time
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At Branch meetings
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Collects fees from workshop organiser or delegates to another member, checking amount against register.
Receives and checks raffle money and afternoon workshop money for banking
Receives and checks fees for day schools
Pays tutor / speaker agreed fee – arranged in advance
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When necessary
At every Branch Meeting
Collects fees for pm workshops
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Booking
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pays rental for venue for Branch Meetings, liaising with Programme Secretary
pays rental for venue for Day schools etc, liaising with Programme Secretary
Books and pays rental for venue for Stitch Friday etc, liaising with Stitch Friday Organiser
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When necessary
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At Committee meetings
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Reports of current position given at committee meetings
Committee expenses should be paid on receipt of a claim form detailing expenses
Prepares and presents a budget to the committee for the following year by February of the current year. The budget will be based on rental and fees allowing a certain amount for contingencies. Estimate amount from subs and entrance money based on last year. Suitable subs can then be determined.
Ensures branch has a minimum of a years worth of running costs
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At every Committee Meeting
Annually by February
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Guild subscriptions
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Keeps records of members names and addresses for Branch records
Pays subs to HQ (This is usually in the autumn after the first meeting of the Branch year and then every time one or two new Members have joined.)
Pays subs for Stitch and Embroidery Magazines to Guild HQ and Creative to River Media in Devon
Pays Annual Branch insurance premium to HQ, (in September)
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Annually / twice a year
Autumn Update as necessary
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Banking
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A new Treasurer should set up or maintain the bank account or building society account
Ensures sufficient signatories to enable 2 signatories which are required for cheques – (usually Treasurer + 1 but all three Branch Officers can be listed on the Bank mandate to make it easier to get cheques signed.)
The signatories are: Treasurer, Secretary, Chair and membership secretary
Cheques in chequebook should not be pre-signed
Ensures Money collected is banked as soon as possible after collection (except for a small amount for Petty Cash).
Ensures careful records and books are kept showing money collected and money paid out.
Ensures Receipts are given for all money collected and receipts collected for purchases or expenses.
Asks Tutors/speakers to sign a form to say they have received their fee.
Carefully fills in cheque book stubs and reconciles bank statements every month.
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As necessary
Chair / Membership Secretary (EE)
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Auditing
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Ensures that A person suitably qualified to do so audits the Branch accounts. (This need not be a hugely expensive firm of accountants and usually a small fee or gift is all that is needed. Members with contacts within other organisations can usually provide suitable contacts).
Ensures accounts are closed on 31st August and audited as soon as possible afterwards and always before the AGM in September or October.
Forwards accounts by 16 October to Hampton Court for consolidation within the whole Guild’s accounts.
Ensures the financial statements from the Young Embroiderers are included in the annual branch accounts.
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Annually
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Vice Chair
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Event
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Task
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Time
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At Branch meetings
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Deputises for Chair
Supports committee with issues of health and safety
Organises meetings in conjunction with chair – setting up room etc.
Is available to discuss last minute details before meeting
Supervises clearing away and locking up at the end of meetings in conjunction with chair
Has overall responsibility for seeing that visitors are welcomed and introduced to other members etc
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When necessary
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At Committee meetings
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Deputises for Chair
May chair any sub- committees formed to deal with specific projects
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When necessary
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Other
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Liaises with IT Rep when a prospective member or visitor is referred to us by the National Website
Follows up other enquiries about the Branch and Guild eg when stewarding at exhibitions
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When necessary
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IT Rep
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Event / Task
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Job
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Time
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Web Pages
EMREG and National
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keep EMREG web pages up to date at least monthly and attach newsletters, annual programme etc ongoing
compile branch album for Regional Day slideshow
keep national web pages up to date, attach programme change officers / contact etc
submit info about branch exhibitions to national website and emreg website.
change officers / code holders as necessary
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Ongoing
May
when necessary
when necessary
when necessary
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Internet access for members
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help with any members’ problems with accessing above
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ongoing
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Programme
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compile layout and text for programme in conjunction with programme secretaries, quote speakers’ websites blurb, reproduce images – (if permission given by speaker)
send draft to Programme Secretaries, Chair, Secretary, YE Rep and Stitch Friday Organiser for proof reading
send finalised programme to printers
compile pocket sized programme for members only
typeset programme for Young Embroiderers
and proof reading sent to YE organiser.
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To be ready for September meeting
August
August
Sept meeting
September meeting
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Newsletter
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compile and send monthly newsletter to members using up to date members' list
keep Visitors' Book and send newsletter and programme to any visitors who leave their email addresses
send above to any enquirers sent from Membership Secretary / contacts via national website
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ongoing
ongoing
ongoing
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Publicity
(until publicity officer is in place)
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ensure that programmes plus other publicity is available at every meeting
ensure that above is available at exhibitions and other public events
send info to Pat Tempest at HQ for Contact
submit info about branch exhibitions / events to Embroidery, Stitch, Creative
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for every meeting
when necessary
when necessary
when necessary
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Data Protection:
Authorised Code Holders
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guide the Branch Chair on the need to include the Authorised Access Policy on the Branch AGM / EGM agendas and to ensure branch code holders are approved by a simple show of hands. (There may be up to 5 branch code per branch.)
keep up to date members’ list with chair, secretary, membership secretary and treasurer.
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at AGM
Ongoing as new members join
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Membership Secretary
THE MEMBERSHIP SECRETARY HAS THE RESPONSIBILITY OF THE WELFARE AND MEMBERSHIP OF ALL MEMBERS AND POTENTIAL MEMBERS
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Event
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Task
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Time
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Membership
administration
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Prepares the letter and form for application for membership of the Guild and Branch
Issue forms, letters and Grant Aid forms to existing members
Pass the returned GA forms to the Treasurer
Collect all the forms of application with included payments of branch and national membership fees and pass to the Treasurer
Record all the information regarding method of payment of the subscriptions and amount
Add members to database to generate a form to give to Treasurer for payment to headquarters {2 copies}
Monitor years of membership and inform Regional Officers on 25years of membership
Keep the National database up-to-date with members details
Prepares a list of Members / Register of Members for use at the door at branch meetings, also for correspondence
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May each year
June each year
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Membership welfare
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Generate a list of birthdays of those who have provided that information
To send birthday as appropriate as from members of the Branch
To send ‘Get Well cards to sick members and ‘Sympathy cards as and when necessary to members and or families
To receive enquiries from potential members either by telephone or email
To communicate with IT ‘officer’ with their email address for newsletter
To receive queries and deal with those from existing members and potential members
Check that members are ‘comfortable’ in Branch meetings and are not alone especially new members
Know where members have travelled from to get to meetings to check any requirements they may have
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When necessary
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At Committee meetings
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To attend and support the committee
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At every Committee Meeting
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Magazines
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Determine those who wish to order ‘Embroidery, ‘Stitch’, and ‘Creative’
Order and collect subscriptions and submit to treasurer
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Workshops at Meetings
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Prepare Register for afternoon workshops
Take the register at Branch meetings and fee, submit to Treasurer
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Programme Secretary
THE PROGRAMME SECRETARY HAS OVERALL RESPONSIBILITY FOR SPEAKERS AND WORKSHOPS
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Event
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Task
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Time
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At Committee meetings
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Agrees budget for the following years Branch meeting Speakers and Workshop Tutors with Committee, given by the end of May
Send finalised programme to IT Rep by end of June so that copies of programmes will be ready for distribution to members at September meeting
Liaise with Assistant Programme secretary regarding Day Schools and when drawing up programme etc
Keep Committee Members up to date with developments
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Annually
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General
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Contacts prospective speaker / tutor and agrees dates and fee
Sends booking form to prospective speaker / tutor, (2 forms one for speaker / tutor to keep the other to be returned to Programme Organiser establishing any special requirements ( alternatively using gmail)
Gets permission to use material from website for reproduction / links in programme for branch programme web page, newsletter and facebook page.
On receipt of booking form sends confirmation letter – keep on file
( alternatively use G Drive to store all completed forms and correspondence)
Confirms dates and arranges booking of venue with Treasurer when booking form has been received
Sends information for Programme to IT Organiser for paper programmes, Branch web pages and National website as soon as possible
Confirms at least 2 weeks in advance that speaker / tutor is still available and checks whether he / she has any queries or further requirements
Prepares a report for Branch AGM
Confirms hall bookings have been made
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When necessary
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At Branch meetings
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Sets up sound system etc greets the speaker, arranges help to unload and set up etc
Checks speaker has tea / coffee / refreshments
Arranges for introduction and for vote of thanks to speaker, helps speaker pack away and load car.
Checks that Day School Organiser / Hostess has cheque for tutor and the key for door and cupboard for the next Day school.
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Monthly
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Assistant Programme Secretary
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At Branch meetings
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Advertises Day Schools giving details
collects names, contact numbers and deposit / fees, - price agreed with Programme Secretary - giving money to the treasurer, (the balance must be paid by the previous branch meeting.)
Check with Programme Secretary if materials will be provided and if not give students a requirements list before the workshop
Responsible for seeing that Day schools are hosted – give host list of attendees, list of duties and cupboard keys
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Start at least 2/ 3 (?) months ahead of workshop
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Committee meetings
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Keeps members up to date, if necessary
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If necessary
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At the Day School
the host
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Unlocks building and set up room in preparation, help tutor prepare
Provides tea, coffee, milk for members
Provides lunch for speaker if required
Gives tutor vote of thanks – before packing up
Pays fees and obtain receipt
Helps tutor pack away and check everything is left neat and tidy ( see booking agreement)
The host is responsible for tidiness - checks room and kitchen for tidiness and sees that it is clean before leaving
Locks up
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Workshops
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Supports Programme secretary to create a rolling programme of afternoon workshops.
Liaises with committee to ensure workshops support Branch projects when needed ( eg Sudbury at Christmas and National Day of Stitch)
Encourages members to lead a workshop and offers support
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Publicity and Marketing Organiser
( please note there is no budget allocated for publicity )
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Event
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Task
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Time
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Publicity
Job s now done by IT organiser
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Notifies local press about forthcoming branch meeting or any specific additional event
Notifies Stitch, Embroidery, Workbox etc of any special events ie exhibitions
Contacts Pat Tempest for publicity flyers, posters etc
Flyers etc for libraries etc – liaise with IT Organisers
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Monthly – usually in first week.
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Marketing
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Creates a SMART marketing plan for the Branch generally and for any specific project as needed
Ensures plan aims are in line with Guild HQ objectives
Shares plan with chair and then with committee
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At Branch meetings
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Informs branch of developments if necessary
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As necessary
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At Committee meetings
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Informs committee of developments if necessary
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As necessary
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General
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Liaises with IT Organiser for publicity for web pages
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When necessary
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Stitch Friday Organiser
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Event
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Task
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Time
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At Branch meetings
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Informs members of dates of meetings
Collects names and fees from members for three month period
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Every three months
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At Stitch Friday
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Opens up hall and prepares tables if necessary
Provides tea / coffee and biscuits
Supervises tidying and clearing of rooms
Locks up after the meeting
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Every month
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Booking the rooms
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Arranges dates of meetings with venue and signs agreement and risk assessment form
Pays for the use of the rooms
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Every three months
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At Committee Meetings
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Keeps Committee informed of numbers etc
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Where necessary
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General
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From time to time keeps IT Organiser up to date for website (checks on dates for “What’s On In April?” section)
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When necessary
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Outings Secretary
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Event / Task
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Job
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Time
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Agrees destination with committee
Visits destination, if it has not been visited before, and plans itinerary liaising with others as neccessary
Provisionally books coach
Calculates price of tickets and agree with treasurer / committee
Advertises and collects money
Liaises with IT Organiser for publicity on web pages
Pays non-returnable deposit (usually 10%) to coach company
Confirms booking and pays balance to coach company
Provisionally books any other activities on visit
Confirms booking of any other activities planned and pays organiser (if necessary)
Reminds those going on trip of details – event, date, pick up point, time, leaving time etc – send to IT organiser for web pages
On the day checks off members going and gives out tickets etc if necessary
Checks members on return
Oversees other excursions
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At least twice a year
Annual Outing
NEC for Fashion, Embroidery and Stitch - Harrogate for Knitting and Stitching Show
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Textile Library
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Event
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Task
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Time
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At Branch meetings
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Brings library books and arranges on tables
Maintains a register of book loans
Checks on return of books to see that all books are accounted for
Buys new books when funds allow
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Monthly
Annually
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General
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From time to time keeps IT Organiser up to date for website
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When necessary
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Refreshments
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Event
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Task
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Time
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At Branch meetings
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Provides tea / coffee and biscuits/cake for which she is reimbursed from branch funds
If she is unable to be at the meeting will ask another member to deputise
Sets up the kitchen before the meeting and makes teas and coffees with help from the rota of volunteer branch members
Supervises the collection of cups and saucers and washing up before the meeting
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Monthly
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