Section 1 – Eligibility for Membership

All persons above the age of 15 years expressing an interest in woodworking are eligible to become members.

Active membership requires that the member’s annual or prorated dues be paid. In exceptional circumstances, the Executive Board may reduce or waive the dues of individual active members.

Active membership requires that a member support the purposes of the Guild and refrain from disruptive or unsafe behavior that may interfere with the business of the Guild or endanger any persons or property.

Section 2 – Membership Fees

Annual dues amount shall be recommended by the Treasurer and approved by the Executive Board as part of the annual budget.

Dues shall be made payable to the Howard County Woodworkers Guild, Incorporated or HCWG.

The Guild’s Fiscal Year begins July 1st and ends June 30th.

Dues shall be collected when the individual joins the Guild and during the approved renewal period every year thereafter.

The Renewal Period shall be proposed by the Membership Chair and approved by the Executive Board and is expected to occur on or shortly before and extend to shortly after 1 July.

A late fee as proposed by the Membership Chair and approved by the Executive Board will accrue at the end of the Renewal Period.

The Late Fee will accrue once per fiscal year for a given member who renews outside the Renewal Period.

Dues may be paid by a member either online using the Guild’s eCommerce system and a credit card, or in person with check. Dues shall be collected when in–person by the Treasurer or by the Membership Chair, who delivers the payment to the Treasurer. Dues may be paid in–person to a Shop Monitor at the Guild’s workshop by a member with check. Payment by credit card requires the use of online eCommerce system.

When a new member joins from May 1st through July 15th, the new member dues shall be the same as an existing member’s Annual Dues. When the new member joins from July 16th through April 30th, the dues amount owed shall be prorated at 1/12th of the annual member dues amounts for the remaining whole months in the fiscal year. The prorated amount is then rounded up or down to the nearest whole dollar using standard accounting rules of rounding.

For Example: A new member joins August 10th. The remaining whole months are September through June – 10 months. If the annual dues are $45 then 1/12 of $45 is $3.75. For 10 remaining whole months, the dues amount would be $37.50 and then because of rounding rules for .5, is then rounded up to $38. Rules of rounding are .5 and above is rounded up, and less than .5 is rounded down.

Section 3 – Lapsed Membership

A member who has not paid their annual dues within 30 days after the Renewal Period ends as required in Section 2 will be dropped from the membership and are then lapsed members.

Lapsed members can be reinstated in the same fiscal year by paying the annual dues plus late fee in full as required in Section 2.

Lapsed members who have not participated in Guild activities for more than one full fiscal year after their last paid dues expired may rejoin in that same fiscal year as a new member according to the new member prorate calculation.

Lapsed members may attend Guild activities (except shop) as a guest (without charge) twice during the membership year after their dues expired.

Persons who resign are not lapsed members. Their membership dues are not reimbursable.

Section 1 – Roles

The voting members of the Executive Board of Directors shall consist of the President, Vice President, Secretary, Treasurer, and the following standing appointed committee chairpersons: Business Manager, Education Committee Chairperson, Membership Committee Chairperson, Presentation Committee Chairperson, Workshop Coordinator, and Webmaster.

Members of the Executive Board report to the President.

Executive Board members are expected to attend Executive Board meetings, regular Guild meetings, and special meetings.

Section 2 – Duties

The Executive Board shall handle the business of the Guild.

Section 3 – Meetings

Meetings of the Executive Board shall be held as needed, but at least once annually.

Section 4 – Voting Rights

The Executive Board may invite members or guests with pertinent expertise to address the Executive Board.

Only Executive Board members may vote on Executive Board matters.

The Executive Board may meet in closed session to address problems concerning individuals or issues of a sensitive nature.

Section 5 – Votes

An individual member may hold more than one position on the board, but that individual has only one vote.

A quorum shall consist of more than half of the voting board members, elected and appointed.

A quorum is required for a successful vote.

In the case of a tie, the President’s vote will break the tie. The President may abstain from a vote without prejudice.

A matter up for vote passes with a quorum majority of the Executive Board members who are present voting for the matter.

Section 6 – Minutes

Board approved minutes of routine Executive Board meetings shall be available for members to read on request. Executive Board minutes shall be distributed to Executive Board members at the next Executive Board meeting and shall be corrected if indicated and approved before being available to the general membership.

Conclusions or actions taken in closed session shall be recorded in the minutes of the Executive Board and open to Executive Board members only.

Section 1 – Officers

Executive Board of Directors: (voting members):
President (elected),
Vice President (elected),
Treasurer (elected),
Secretary (elected),
Business Manager (appointed),
Education Committee Chairperson (appointed),
Membership Committee Chairperson (appointed),
Presentation Committee Chairperson (appointed),
Shop Coordinator (appointed),
Webmaster (appointed)

Advisors to the Board: (appointed and no vote):
Repurpose Committee Chairperson,
Recognition Committee Chairperson,
Technology Committee Chairperson

Section 2 – General Duties of Officers

It is a responsibility of officers to act in the best interest of the Guild, to represent the Guild with dignity, and responsibly carry out the duties of the office in cooperation with other Executive Board members. It is a general responsibility of all Executive Board members to document and store official Guild contracts, policies, meeting minutes, committee updates, and all other official materials in a common location on our Guild website for access by other Executive Board members or Guild membership as appropriate.

Should any elected officer be unable to complete their 2-year term the President shall appoint a member, with the approval of the Executive Board, to temporarily fill the role until such time as the Nominating Committee can solicit candidates and conduct an expedited election. The temporary position will have all the rights and responsibilities that normally accrue to the elected role.

Once elected, the new officer shall serve the time remaining from the original term of office.

Should the President be unable to complete their 2-year term the Vice President will succeed to the President position without the need for another election and serve the remaining time of the original term of office. The new President will then appoint a member, with the approval of the Executive Board, to temporarily fill the Vice President role until an expedited election can be conducted as described above.

An officer who does not comply with assigned responsibilities may be relieved of office by a majority vote of the Executive Board.

Section 1 – President

The President shall:

• Preside at all meetings of the Executive Board, general meetings of the organization and at any special meetings called by the President;
• Communicate periodically with other Executive Board members and committee chairpersons to ascertain that the duties of the offices are being fulfilled, to provide a liaison with other committee and Executive Board members, to monitor and reallocate resources, when necessary, provide organizational guidance, and participate in all decisions affecting the Guild;
• Make interim appointments as needed with the approval of the Executive Board;
• Approve all unplanned expenditures, regardless of the amount, which were not approved as a part of the annual budget process. The President will delegate to the responsible party the ability to manage budgeted funds which are approved as a part of the budget process. All unbudgeted expenditures over $100 will be brought to the Board by the Treasurer, as referenced in Article 6 Section 4.
• Assign budgetary approval responsibilities to committee chairs or other members, so that each line item in the budget approved by the Executive Board is monitored and expenditures approved by the member responsible prior to payment.
• Disapprove any expenditure that is not in the best interest of the Guild;
• Serve as an ex–officio member of all committees except for the nominating committee;
• Appoint a Business Manager, subject to Executive Board concurrence, who shall represent the Guild to the Bain Center, County and other organizations with respect to managing the administrative duties of the Guild (except for shop functions).
• Sign all official Guild correspondence or delegate authority to the appropriate member;
• Provide organizational guidance; and
• Participate in all decisions that affect the Guild except deliberations concerning the removal of the President from office.

Section 2 – Vice President

The Vice–President shall:

• Perform the duties of an absent President;
• Serve as point of contact for all subcommittee chairpersons who do not report to other Executive Board members; and
• Maintain contact with members and represent the viewpoint of the members to the Executive Board;
• Assist the President, as requested, in the performance of the President’s duties.

Section 3 – Secretary

The Secretary shall:

• Record the minutes of all proceedings of the Executive Board and membership meetings;
• Record a list of action items, who is responsible for accomplishing them, and when;
• Distribute Executive Board minutes to Executive Board members at the next Executive Board meeting for final approval by Executive Board members;
• Make any corrections to minutes as requested by the Executive Board;
• Maintain the minutes of Executive Board meetings in a form that is available to members on request, except those from closed sessions which will be available to Executive Board Members only;
• Handle the administrative correspondence of the Guild for signature by the President, or by the Secretary at the request of the President;
• Act as secondary manager of the Guild’s business mailbox, collecting and distributing Guild correspondence as necessary;
• Maintain an official file of all guild correspondence that this position handles, as appropriate.

Section 4 – Treasurer

The Treasurer shall:

• Have charge of all the funds of the organization;
• Draft an annual budget for approval by the Executive Board in June;
• Deny payment of any amount to anyone who seeks reimbursement without approval of the member assigned to monitor expenses for the budget category that will be charged with the Executive Board approved expense.
• Deny payment for any amount to anyone who seeks reimbursement without approval of the President when the President’s approval is required (See Section 1 of this Article).
• Approve and Pay all expenditures $200 or less that are:
  • within the budget approved by the Executive Board, and also
  • approved by a member assigned by the President to monitor expenses for the budget category charged with the expense;
  • Obtain the President’s approval prior to payment for any of the following expenses:
  • over $200, and/or
  • in excess of the budgeted amount, and/or outside the approved budget categories.
• Submit to the Board for approval any expense over $100 that is miscellaneous, unbudgeted or not specifically approved within the budget.
• Use discretion in submitting questionable expenses to the Executive Board for approval;
• Deposit income into and pay approved expenses from the appropriate Guild account and charge them to the appropriate budgetary item;
• Make monthly financial reports to the membership;
• Keep records of the reports in a manner available on request by the Executive Board and membership;
• Sign all checks;
• Maintain records of sources of income and expenses with attached receipts; and
• Submit records to a past Treasurer or person(s) appointed by the Executive Board for verification once annually prior to the end of the fiscal year.
• Responsible to ensure the Guild annual tax or exemption documents are filed in a timely manner using budgeted CPA resources, or if self-prepared checked and approved by another elected officer.

Section 1 – Standing Committee General Duties

• Standing committee chairpersons shall report to the President any activities relevant to the Executive Board as soon as possible.
• Standing committee chairpersons shall report any activities relevant to the Guild at monthly Guild meetings in a format prescribed by the President.
• Oversight and prior approval of payment for expenses within the approved budget for activities relevant to their office is the responsibility of the chairpersons or a member assigned by the President.

Section 2 – Standing Committees

• The Standing Committee chairpersons shall be appointed by the President with the approval of the Executive Board and shall be those included in Article 4, Section 1.
• When one member assumes two positions on the Executive Board, that member has only one vote.
• When more than one member assumes chairmanship of a standing committee, the President shall appoint one responsible member to represent the committee and vote at Executive Board meetings.

Section 3 – Membership

The Membership Committee Chairperson shall:

• Maintain an electronic list of names, addresses and phone numbers of all Active Members,
• Forecast and maintain membership records, renewals, and new member registrations, to be used for budgeting and trending purposes,
• Develop and maintain the manual provided to new and prospective members appropriate.
• Send e–mail information to membership regarding membership dues and renewals as directed by the President.

Section 4 – Presentation

The Presentation Committee Chair shall:

• Engage presenters for the monthly meetings. Request written permission to record the presentation.
• Report on the presentation schedule to the Executive Board at Board meetings, including the timely notification of the web site editors so that they can disseminate publicity for upcoming programs.
• Communicate the time needed for the presentation with the person setting up the meeting agenda.
• Coordinate with the Audio Visual (AV) Team to meet presenter’s AV needs.
• Coordinate with the shop coordinator and meeting set-up team to ensure the presentation space is set-up (tables, tools and materials) to meet presenter’s needs.
• Introduce the presenter at the monthly meeting.

Section 5 – Workshop Coordinator

The Workshop Coordinator shall:

• Promulgate and enforce the Executive Board approved Workshop Policy and Guidelines,
• Coordinate shop monitors,
• Schedule shop functions,
• Coordinate subcommittee chairpersons for shop maintenance and safety, and
• Represent the Guild to the Bain Center concerning shop functions.

Approve sales of shop equipment. Before shop equipment is sold, the Board must also approve the sale.

Section 6 – Webmaster

The Webmaster’s role shall be to support the Board, Committee Chairs, and general Members by publishing information and providing tools through the website and email.

Publications shall encompass general notices, committee updates, public relations announcements, and classified advertisements.

All content for publication shall be delivered in its final form by the responsible Board member, Chair, or Member. For content originating from the Board, a Committee, or a coordinator, an hcwg.org email address shall be required so that any responses or questions can be directed appropriately.

Digital resources and tools shall be made available to simplify key processes, including the scheduling of home shop tours and social events, the submission of election and recognition nominations, the execution of election voting, and membership renewal.

The Webmaster shall ensure that the Board of Directors approved Privacy Policy is followed for all information published on the Guild HCWG.ORG website.

The Webmaster shall work to ensure the web tools and technology used by the Guild represent the professional nature of the Guild and its programs and are easily utilized by members and the public.

Section 7 – Education Committee

The purpose of the Education Committee is to advance woodworking, in all its forms, through education and activities that encourage the sharing of woodworking knowledge and skill.

The Education Chairperson shall:

• Periodically conduct surveys of the Guild membership to aid in developing education priorities.
• Serve new beginner woodworkers by creating courses especially designed to assist them in getting a solid foundation of skills and knowledge in our craft.
• Develop and teach classes and courses for members that advance their knowledge, skill and understanding of a wide range of woodworking topics.
• From time to time, bring in regionally or nationally known experts to share their knowledge and experience with our membership.
• Set up and coordinate mentorship and Subject Matter Expert (SME) programs.
• Set up and update a recommended list of YouTube Channels for members.
• Work closely with the Presentation Committee to identify presenters.
• Encourage the formation of Special Interest Groups.

Section 8 – Business Manager

The Business Manager shall be the Resident Agent, as known to the Maryland Department of Assessment and Taxation. The Business Manager will file any notifications of personnel change as the department may require and maintain all official records of incorporation.

The Business Manager will be the primary manager of the Guild’s business mailing address, ensuring that the Guild has an active business address, collecting and distributing items received as appropriate, and managing other approved users of the mailbox (e.g. Secretary).

The Business Manager will be the primary point of contact for managing meeting room space in County facilities, reserving rooms, managing contracts and payments as needed. The Business Manager will be the primary point of contact for other County-based communications as needed, except for the Workshop.

The Business Manager is responsible for maintaining the Guild’s liability insurance policy, communicating with the insurance provider, providing proof of insurance, assisting with claims as needed, and maintaining official insurance records.

The Business Manager will be an owner of all Guild financial institution accounts and the primary account holder for the Guild’s financial institution online access capabilities.

The Business Manager will assist the Executive Board with administrative items which do not clearly fall in the job descriptions of other Board members as needed.

Section 1 – Nominations

An Election Committee consisting of a chairperson and additional members shall be appointed by the President and announced at or before the July meeting.

The Election Committee Chair will be invited to participate in the July, August, and September board meetings.

The Committee’s duty is to nominate the officers for the next administration.

The Election Committee shall propose a slate of members who have agreed to run for office. Other nominations or volunteers shall be requested from the floor. Discussion or comments by nominators, nominees or other members shall be entertained, but not required.

A report from the nominating committee shall be made at the July, August, and September general meetings.

Section 2 – Electing New Officers

The nominating committee shall conduct elections of officers in the manner described next.

Voting will be finalized at the September meeting unless the Executive Board announces a new date, with justification. In the case of a delayed vote, standing Executive Board members will continue in office until new officers are elected. Each member shall have one vote, except for the President who casts the deciding vote in the case of ties.

During the September meeting the voting shall be by voice vote or the showing of hands. Alternately, the Election Committee may decide among themselves to conduct a secret ballot or to include online voting. Also, if any member demands it, a secret ballot method shall be used.

During the September meeting the Election Committee tallies the total votes and announces the results of the election at the conclusion of the September meeting.

Officers elected in the previous year shall remain in office during the month following elections during which they shall communicate with the newly elected officers, transfer information collected during their tenure and orient new officers to their positions.

Newly elected officers shall take office at the meeting following the meeting at which they were elected.

Section 3 – Terms of Office

The President, Vice President, Secretary, and Treasurer shall each serve a term of two years.

The President and Secretary election shall occur in one year and the following year the Vice President and Treasurer election shall occur.

Officers may not run unopposed for more than two consecutive terms for the same office.

There is no limit to the number of times the membership may nominate the same member.

After an individual has been in office for two terms, every effort will be made by the Election Committee chair to ensure that at least one other person is nominated for the office in the succeeding terms.

Section 1 – Regular Meetings

There shall be monthly Guild meetings except in emergencies. In the case of cancellations or changes of venue, efforts shall be made to inform the membership as promptly as possible by e–mail.

Section 2 – Special Meetings

Special meetings may be called by the President.