Elections

Meetings

The first meeting of each month is for business; the second is program oriented.
Sit C Sews are held at Jackie Lynn’s in Irondequoit and in Henrietta. A fee per member attending at Jackie Lynn’s is charged. (as of 2022)

Membership cards are no longer required (as of 9/1/20).
Name tags are provided by Membership Coordinator(s).
Members are encouraged to participate in club activities and share quilting knowledge.
Permanent status is granted to those reaching 90 years of age (as of 7/19/22).
A page honoring active members who are now deceased is included in the directory (as of 9/19/17).

Member data in the directory is stored electronically by Membership Coordinators. The birth year of members are not included.
Digital communications are maintained by the Web coordinator. Data posted on the web site will not include the last name of members, specific financial information of the club, and pictures of members not wanting them to be posted.
Minutes distributed by email or US mail (as of 9/3/19).

Class sizes and fees are set by instructors and Program Coordinator(s).
HǪC pays 50% of guest teacher fees with the rest covered by participants.
Member demonstrations are unpaid, but non-member demos can be compensated up to $50, higher fees require approval by Executive Committee.

Receipts are required for member reimbursement for approved expenditures. Requests go to the Treasurer.

Annual donations will be made to the Henrietta Public Library.
For deceased members, collections are taken, and the Treasurer rounds up to the nearest dollar.
Holiday donation recipients are voted on by members.

Requirements for scholarships, eligibility, application process, deadlines, decision timeline, and recipient responsibilities are clearly defined in a document on the HǪC Website.
Each year, two scholarships are available, with each scholarship valued at $50. A total of $100 is set aside annually from the proceeds of the fabric auction, specifically to fund these scholarships. (as of 5/6/25, 6/3/25)

Surplus funds are retained in the treasury (as of 11/5/19).
Reserve Fund account created for the accounting of specifically designated donations made to the club. (as of 5/6/25)
Reserve funds are available to fund speakers and/or group educational opportunities. (as of 5/6/25, 6/3/25)
Book and magazine sales will be added to the general treasury.
Funds from book and magazine offerings held at the library are allocated for the annual library donation (as of 5/6/25, 6/3/25).
Auction and exchange proceeds support the club.
A minimum of 25% of funds raised from HǪC fabric/notions auction sales will be added to the Reserve Fund.

Members are encouraged to make comfort quilts.
Suggested comfort quilt sizes are posted on the HǪC Website.
Distribution and charity rotation are managed by the committee.
New charities require membership approval.
Batting is provided for comfort quilts; the budget is increased as necessary (as of 6/5/18, 4/1/25).

The annual picnic in June features an auction of fabric and notions.
The holiday luncheon is arranged for each December and cost to members will be determined annually.

An inventory spreadsheet Is to include any assets belonging to the club that are stored in various locations. The sheet is to be used to log the items belonging to the club, the location, date moved to that location, the custodian, and date transferred to a new custodian, as well as other information necessary to track and monitor assets.
The log is to be maintained and retained by the president.

Amended 10/7/2025