The Tudor Rose Sampler Guild Guidelines


The name of the organization is Tudor Rose Sampler Guild, hereafter referred to as the Guild.


The Guild’s purpose is to promote the art of sampler making, both historic and contemporary, through programs of education, the study of sampler history, and the preservation of antique needlework.


There will be at least one meeting a month to be held on the 1st Tuesday of each month throughout the year. In case of meetings which may conflict with holidays, the meetings can be cancelled by a majority vote of the members present at the meeting prior to the holiday. In case of inclement weather, the meetings can be cancelled by the President and members of the board. Other meetings will be determined by the special needs of the Guild.


Membership is open to any person regardless of race, color, creed, sex or national origin, upon payment of dues.

The cost of membership is $40.00 annually effective January 1, 2020. Guests may attend two meetings without becoming a member of the Guild.

Membership shall be considered lapsed and automatically terminated if member’s dues are not paid annually by January 31st.

Name Tags: All members shall wear needle-worked name tags by the 3rd month of membership.


The fiscal year of the Guild is from January 1st through December 31st.

The books and accounts of the Guild shall be kept in accordance with sound accounting practices.

Dues shall be due annually by January 31st.

Donations made by the Guild may be made to any organization which is in compliance with Section 501(c)(3) of the United States Internal Revenue Code and which the Guild, by a majority vote of the members present at the meeting, has designated as the recipient.

In the event of dissolution of the Guild, all its assets and funds remaining after payment or provision for payment of all debts and liabilities of the chapter shall be distributed to one or more organizations which are in compliance with Section 501(c)(3) of the United States Internal Revenue Code and which the Guild, by a majority vote, has designated as the recipient.


The Executive Board of the Guild shall consist of the elected offices of President, Vice President, Treasurer, Membership, Secretary, Programs Chairperson(s), and Workshops Chairperson(s).

The President shall appoint the Committee Chairs of Guild Historian, Outreach, Workshop Assistant, Programs Assistant, and Technology Coordinator. The Board of Directors shall consist of the elected officers and committee chairs.

Terms of office shall be one year from January through December, with the exception of the Technology Coordinator. Nominations/volunteers for officer positions will be made during the October meeting and the election of officers shall take place during the November meeting. Officers shall be elected by a majority of members present at the November meeting.

All positions will be posted and volunteers will be solicited with the exception of the Technology Coordinator. Each year positions will be posted two (2) months prior to the end of the year. Positions will be held for a period of one year. No one person may hold more than two positions at one time nor serve more than two terms in a row as the same officer. More than one person may share a position.

If a member who has been elected or appointed to the board is unable or unwilling to fulfill their obligation for whatever reason, they can be removed from office by a majority vote of the executive board.

Officer’s Duties


The President presides over all Guild meetings and coordinates the work of all officers. The President presides over quarterly Executive Board meetings and may call for additional Board meetings as necessary. The President represents the Guild with the public and new members.

Vice President

The Vice President assists the President, learns the President’s position. The Vice President presides over Guild meetings in the absence of the President.


The Treasurer establishes an account for the Guild and will accurately account for all money received and dispersed by the Guild. The Treasurer makes quarterly written reports of financial activity which are available at Guild meetings. The Treasurer shall use sound accounting practices and file all appropriate tax forms in a timely manner. An annual review/internal audit should be completed by a member of the Board and one general member no later than the end of March each year. This review shall be performed by reviewing reconciliations from the previous fiscal year.

Miscellaneous unbudgeted expenditures above $100 require approval of the executive board.


The Membership Chairperson keeps all records concerning the membership of the Guild. The chairperson is responsible for the annual membership directory, taking new membership applications, keeping the mailing list up to date; monitoring and approval of member requests on Facebook and sending new member welcome letters.


The Secretary records the minutes of all Guild meetings, maintains copies of the minutes of all meetings and maintains attendance rosters for all meetings. Copies of the minutes of meetings will be available for members by individual requests.

Program Chairperson(s)

The Program Chairperson is responsible for planning programs throughout the year and keeping members advised of upcoming programs.

Workshop Chairperson(s)

The Workshop chairperson is responsible for planning workshops during the year. The chairperson contacts prospective teachers, secures a meeting place and handles arrangements for visiting teachers and speakers. The chairperson works with the Treasurer to determine final member cost of each workshop.

Members teaching programs at the monthly meeting will not be paid a teaching fee. Members teaching a workshop will be paid a teaching fee.

Members who host teachers at their homes will be reimbursed the cost of the kit and class fees after the workshop. These fees will be absorbed by the rest of the participants in the workshop. The host member is responsible for the transportation and meals of the teacher unless otherwise designated by the Guild.

Guild Historian

The Guild Historian documents the meetings, workshops and other membership functions with photos and articles to be placed in the Guild’s permanent records.

Technology Coordinator

The Technology Coordinator (“Coordinator”) is appointed by the President and is subject to review by the Executive Board each year to either renew or replace the Coordinator. This review should take place in May of each year to avoid conflict with the transition of officers in December/January and to offer continuity between the incoming and outgoing Board. This role as Technology Coordinator has no voting rights on the Board or Executive Board but simply as a general member of the Guild. This role is intended as a liaison between the Board and external technology providers and support. The Coordinator will be responsible for maintaining ownership and renewal of the Guild’s domain name and management of technology accounts (such as social media, marketing, and automation). The Coordinator will also be the Guild’s external contact for questions or concerns with regard to privacy and accessibility.


Any changes or new proposals to the guidelines may be brought up at any Guild meeting. Approval/denial is granted by a majority of the members present at the meeting.

Revised October 5, 2021