Policies

Printable: Policies

 Westside Quilters Guild Adopted Aug. 2, 2021 

Policies

Westside Quilters Guild, Inc.

Meeting Cancellation Policy for Inclement Weather
The Westside Quilters Guild will cancel its regularly scheduled monthly meeting for inclement weather (snow or ice) when the Hillsboro School District is closed. If the storm arrives after school is over for the day, closures will be announced at westsidequiltersguild.com.

Workshops and Retreats

Workshops: Workshops will be self-funded.
Payment: Payment in full is due at the time of sign up for the workshop. If the payment cannot be made, the member/attendee may be placed on the waiting list until payment in fulls received. Placement on the wait list is subject to workshop availability and the discretion of the registrar.
Refunds: A refund will be given if notice of cancellation is received no later than two weeks before the date of the workshop. No refund will be given after this date. However, the attendee who is cancelling may transfer their class to another attendee and recoup payment if mutually agreed upon. If there is a wait list for the class, the registrar may facilitate transfer of
the class to another attendee. Any changes to attendance at the workshop must be communicated to the Program Chair and/or the Registrar. Exceptions to this refund policy maybe allowed in the event of a medical or family emergency, at the discretion of the Program Chair or designee.
Signups: Current, active Guild membership is required prior to signing up, which is defined as membership dues paid in full. The sign-up list will be arranged on a first-come, first-serve basis.Registration will be conducted on-line or via phone conversation with the Registrar. Sign up at Guild meetings may be offered. However, workshop registration will be filtered through the Guild’s web site and payment made on-line through the payment portal unless alternative payment arrangements have been made directly through the Registrar.
Non-members: Non-members may attend if no Guild members are on the waiting list and will pay an up-charge based on an amount determined by the Program Chair and at their discretion. Non-members may register no earlier than 2 weeks prior to the workshop.

Westside Quilters Guild July 29, 2021
Retreats:
Retreats will be self-funded with attendees paying the full cost of attendance. Rarely, the Program Chair, with Board approval, may offer a Guild funded scholarship for retreat attendance which discounts the tuition in part or in full.
Payment: Payment of the registration fee must be received 90 days in advance of the date of the retreat to retain a slot unless the Program Chair authorizes a different payment schedule.
Refunds: A refund will be given if notice of cancellation is received no later than three weeks before the date of the retreat and there is someone on the waiting list; otherwise no refundswill be given. A person who has signed up may transfer their retreat slot to another member and obtain renumeration if mutually agreed upon. All changes to attendance must be communicated promptly to the Retreat Coordinator and/or Registrar. The Registrar may
facilitate transfer of retreat attendance through use of the wait list. Exceptions to this refund policy, subject to the discretion of the Program Chair, may be allowed in the case of a medical
or family emergency.
Signups: Current, active membership is required prior to registering for retreats, which is defined as payment in full of annual dues. Registration will be conducted on-line or via phone conversation with the Registrar. Sign up at Guild meetings may be offered. However, retreat registration will be filtered through the Guild’s web site and payment made on-line through the payment portal unless alternative payment arrangements have been made directly through the Registrar.
Non-members: Non-members are not eligible to attend retreats.

Charitable Donations to Another Charitable Organization
Westside Quilters Guild, a 501(c)(3) charitable corporation, provides a suitable quilt for othercharitable organizations for the purposes of a raffle. Up to five quilts per fiscal year may beprovided The following criteria must be met:
a. There is a suitable quilt available to WQG for donation.
b. The requesting organization is a charitable organization with a 501-federal
designation, and documentation of that designation is received.
c. The documentation is kept with the Second Vice President.
d. The organization plans to use the quilt in a legal raffle to raise funds for the support
of their designated charities.
e. There is a written request with the above documentation to the WQG.

Westside Quilters Guild July 29, 2021
Wording and formatting altered slightly for clarification and consistency.
Entire section of Workshops/Retreats revised.