Willamette Valley Chapter
of the American Sewing Guild

2023 Chapter Advisory Board

Willamette Valley Chapter of the American Sewing Guild Chapter

Chapter Advisory Board Elected Positions

It is a requirement by the American Sewing Guild that each chapter have a President, Treasurer and Secretary. The Willamette Valley Chapter of ASG has also chosen to include the 1^st Vice President and 2^nd Vice President in the elected category.

Each officer is elected for a one-year term and may not serve more than four terms per position. The President may not serve more than four (4) consecutive terms.  Terms run from January 1st through December 31^st.

The duties of the President include:

• Preside over all meetings of the Chapter Advisory Board (CAB) including the preparation of the meeting agenda.
• Edit, approve and write a column for the quarterly newsletter.
• Edit and approve the CAB meeting minutes prior to distribution.
• Oversee the Annual Business Meeting.
• Together with the Treasurer prepare the proposed budget for approval of the CAB.
• The President assumes overall responsibility for all Chapter finances and operations.
• Is a liaison between the Chapter and National Headquarters.
• Ensure the Chapter is kept in compliance/good standing by following the needed requirements as set by ASG National Headquarters. The requirements are listed on the asg.org website under the  Leadership Only section. If you do not have access to this area please contact a CAB member for this information.
• A computer with internet access is necessary.

Kathy Howald - 1st Co-Vice President Special Events

Trudy Eikenberry - 2nd Vice President

Secretary

The duties of the Secretary include:

• Attend CAB meetings, record, maintain and distribute the minutes of each meeting, including the yearly Annual Business Meeting.
• File certain banking and Chapter compliance paperwork.
• A computer with internet access is necessary.

Jolae Reed - Secretary

Cindy Clapp Pease - Treasurer

 American Sewing Guild Advisory Board Appointed Positions

There is one NGLC for the groups on the east side of the Cascades and two for the groups in the Willamette Valley.  

• They function as liaisons between the CAB and the NGLs.
• Contact new members in their area.
• Help find new NGLs when needed.
• Offer moral support to NGLs.
• Keep NGLs updated on upcoming events in our Chapter.
• A computer with internet access is necessary.

Jerry Lindstrom - Neighborhood Group Leader Coordinator - East
Jerry is the Neighborhood Group Coordinator for the eastern side of the state. She started sewing after finishing college because it seemed like a good idea.  She and her husband, Ken, were living in Concord, CA and Ken thought they might as well just throw the cost of a Kenmore sewing machine to the wind.  After moving to San Diego Jerry took classes at the Stretch and Sew store in National City.  She started teaching at the store while teaching high school during the day.  She and Ken moved to Arlington, VA where Jerry found a job at a Stretch and Sew before she found a place to live!  During the time in Virginia, she joined the newly-formed Northern Virginia Chapter of ASG.  Her day job required lots of travel so she had to stop working at a fabric store. 20 years later they moved back home to Oregon where she is able to be more involved in ASG and spends her free time fondling fabric in her sewing cave. Jerry enjoys teaching "Getting to Know Your Sewing Machine" through one of the stores in Bend; the classes are either part of Kids Camp or for adults.

 Tina Martin - Neighborhood Group Coordinator - North Willamette Valley

Support and Encouragement

This person sends cards to Chapter members who have been ill, are recuperating, have suffered a loss or celebrated a momentous event such as a wedding or birth in the family.

Historian

Clarice Gibb - Historian
The position of the Historian is to keep records of what our Chapter is currently involved with:

• Special Events, including pictures as desired.
• Newsletters
• CAB Minutes

The Newsletter Editor plans the newsletter production.

• Confers with the Chapter President and other CAB members to collect articles and information.
• May include sewing related articles and information from other sources.
• Sends electronic or hard copies to each member of the Board of Directors at National Headquarters.
• Sends the newsletter to the Chapter Webmistress to post on the Chapter website.
• Posts the newsletter on the ASG National website.
• A computer with internet access is necessary.

Marsha Minten - Newsletter Editor

Website Editor

 The Website Editor maintains and updates the website to keep content current:

• Works with Chapter President to review the website.
• Content complies with the ASG National Chapter Web Site Policy.
• Updates website links.
• Maintains privacy for members.
• Follows website best practices.
• A computer with internet access and familiar with website management or CMS (Content Management Systems).

Marsha Minten - Website Editor

American Sewing Guild Neighborhood Group Leader

Volunteer Position

The neighborhood group leader is the group's guide. They serve as the contact person for the group, field phone calls from interested members and non-members, and guides the pace and content of the meetings. They communicate the group's activities and concerns to the chapter's advisory board and communicates news from the board to the group.

But for all of this, the neighborhood group belongs to the members of the group and not to the leader.  They do not rule the group; they don't present all the programs; They don't make all decisions for the group without involving them.

Lots of groups have co-leaders or even tri-leaders. One person might like to handle the running of the meeting, while another acts as the contact person and keeps the newsletter editor up-to-date. There are also groups that have no designated leader----the jobs are split among the group.

The following rules have been established by this Chapter as a supplement to the bylaws and Procedures Manual set forth by the National Organization. The intent is to better clarify how our Chapter functions and to facilitate a more efficient operation of the Chapter Advisory Board. The president shall be the official representative of our chapter. Any other representation must have prior approval by the president and or the Chapter Advisory Board.

Chapter Advisory Board (CAB) Positions and Meetings

All individuals in the positions listed are members of the Willamette Valley Chapter Advisory Board. The approval of a majority of those members present at a CAB meeting shall be required to adopt any resolution or to decide any question. Issues arising that must be decided between meetings may be voted on by an email vote.

The Chapter Advisory Board meets at least quarterly.  CAB members may attend a meeting using electronic means.

In the event that any of the Officers or CAB members are unable to fulfill their term of office, a new Officer or CAB member shall be appointed by the Chapter President with CAB approval.

Two (2) consecutive unexcused absences from a scheduled Chapter Advisory Board meeting shall constitute grounds for termination from the Chapter Advisory Board.  Unexcused absences are defined as a CAB member who does not advise the president that they are unable to attend the meeting.  Termination shall be implemented by a majority vote of the Chapter Advisory Board.

All business correspondence, Chapter business and information received from National must be submitted to the chapter president prior to distribution to the membership of the chapter. This includes all chapter business sent to National and any full chapter correspondence.

1. The President and Treasurer will prepare the incoming budget recommendation for the Chapter Advisory Board (CAB) meeting in November.  This proposed budget is to be approved by the current CAB.  Budgeted revenue will be based only on the membership dues for the proposed budget year.  The final approval of the proposed budget will be at the first CAB meeting of the new year.

2. The Treasurer, President and Secretary are authorized to sign checks.  All funds collected on behalf of the Chapter should be turned over to the Treasurer.

3. The quarterly accounting report shall be prepared by the Treasurer, reviewed and approved by the President.

4. The CAB will maintain a reserve fund of $5,000 and the CAB will review the reserve fund balance on an annual basis. 
5. The Chapter will pay $900 towards the President’s travel expenses to the National Convention.  This dollar amount will go to offset some of the expenses of travel, registration, and food.  Receipts must be presented to the treasurer with the expense reimbursement form prior to the chapter paying any of these expenses.  Budgeted amount can be carried over to the presidents second term.

6. The budget should be written to include:

a. An annual stipend to the neighborhood groups of $50.  Neighborhood Group Leaders will submit their request in writing specifying items purchased with attached receipts.  Monies can be used for group supplies, printing, postage, supplies for the hosting facility or presenter cost.
b. In honor of Rita Hathaway, a donation will be made to promote youth sewing.
c. A donation to “Make It With Wool” organization
d. Community service activities and supplies.
e. The general operating expenses of the Chapter.

7. All expense reimbursement must be submitted by December 10^th to be included in the current year budget. 

At the Spring CAB meeting, the current president will appoint the chair for the nominating committee from members of the CAB.  The current president and the current secretary shall not be the committee chair.  If all CAB members are running for election again, a nominating chair may be selected from the chapter membership.  At a mid-year CAB meeting, the chair will present names of members interested in running for office.  Screening of potential candidates and selection of nominees will be completed by early September.

The Annual meeting shall be held in the Fall and may be combined with another event.  This meeting will be for the purpose of existing officers’ reports and electing the new CAB.  The CAB term will be January through December.

A person interested in joining ASG may attend two (2) Neighborhood Group (NG) meetings before submitting application for membership and dues.  Benefits of membership include attending any NG meeting, chapter newsletter “Sew What’s New in the Valley”, National ASG correspondence publications and access to the Willamette Valley Sewing website. 

Chapter members may place an ad for sewing related items or sewing related services once a year at no charge in the Chapter newsletter.  The free ad may be approximately 25 words.

Our chapter will hold, at a minimum, the following chapter wide events each year.

1. Annual Meeting/Fall Affair
2. Spring Fling
3. Sewing Retreat
4. Chapter wide Community Sew project
5. Combined leadership meeting/training with CAB and NGL
6. Events for the most part should be self-supporting; however, the CAB may vote to subsidize an event if the Reserve goals have been met. 

The CAB may approve a refund up to 50% of the event fee; if the refund deadline has passed and the member cannot attend the event or leaves early from a multiday event due to unforeseen circumstances approved by the board.  

Emails sent to multiple people should be sent using Blind Copy (BCC) to protect the privacy of each recipient.  Everything possible should be done to protect member privacy.
 

Maintaining membership records for the chapter is the responsibility of the 2^nd Vice President.  

This includes:

1. Check the National membership data base on a monthly basis.
2. Send out new member packets.
3. Forward membership information to NG leaders.
4. Send updated membership information to the web manager for website maintenance.

The 2^nd Vice President will prepare and send a new member packet which may include:

Welcome letter
Name tag and holder
ASG member pin
Copy of leadership listing for chapter
Address for the Chapter website