Snowflake is a
nonprofit, charitable organization whose primary function is to sponsor an
art/craft sale in
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Snowflake Boutique shall consist
of no more than 35 members. Membership
will be by invitation of the Executive Board.
Persons will receive a written invitation and will have two (2) weeks to
respond to the treasurer to accept or reject their invitation.
After this two-week period, if there is no response either verbal or
written, the invitation will be considered declined and the next person on the
wait list will be invited.
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Membership in the club gives each
member the right to sell items on their approved jury sheet free of commission
when membership guidelines have been followed.
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Each item must be 75% handcrafted or handmade by the Consigner.
Any other items may be considered by the Executive Board.
No kits or preprocessed items will be allowed. It is each member’s
responsibility to update his or her jury pictures.
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Members are required to fulfill
their responsibilities as stated in the “MEMBERSHIP RESPONSIBILITIES”
section below.
v Each member is required to pay club dues yearly. The Executive Board will determine dues yearly and members will vote on any changes. Paid membership prevents other members or consignors from duplicating items listed on each person’s jury sheet. Failure to pay yearly dues by said date lets other members/consignors make items previously juried. Only payment protects juried items from duplication!
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All members must be paid by May 1 or membership will be
relinquished at the first May meeting. New
members have 14 days after accepting an invitation to pay their dues.
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Each member is responsible for
attending all but one meeting of each calendar year.
The first and last meetings of the year are MANDATORY.
The Executive Board may call additional mandatory meetings.
All members must attend these meetings.
These meetings may not be used as the one (1) missed meeting in that
year.
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If a person is asked to become a
new member, they must attend all required meetings since their invitation in
that calendar year.
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A 5% commission fee will be deducted from the member’s post show
sales for missing more than the excused meeting.
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Each member will be required to
work the agreed upon times the week of show:
Wednesday, Thursday, Friday,
Saturday, and Saturday breakdown. If
a member is not available during the required times they must submit
notification prior to the Wednesday set up.
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Failure to work required shifts
will result in additional commission fees, a percentage to be determined, unless
pre-arranged with the Executive Board.
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Members are fully responsible for
their own product. This includes
inventory, tagging, delivery, and pickup of all items.
This also includes loss, theft, and breakage as well as any injury,
illness, or damages caused by an individual member’s product.
Each member will be required to sign annually a letter assuming all
responsibilities, and releasing Snowflake Boutique, its Executive Board, and its
members from any responsibilities incurred to or by an individual’s product.
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Each member is allowed a one (1)
year leave of absence during any five-year period.
This must be requested in writing to the Secretary no later than
the May meeting!
During this time, items that the absent member has juried become
available to other members for that year. After
that leave year is over, it is the responsibility of the absent member to attend
the first meeting of the next year and pay the dues by the May meeting.
This will secure the returning member’s previously juried items.
A member may return after the first meeting by notifying the Treasurer
and paying their dues. They must
re-jury items from previous years if they do not attend the first mandatory
meeting. This may be done with jury
photographs, and is up to the discretion of the Executive Board.
If the member does not return within the year after their leave of
absence, they will not be considered an active member, and may be placed on the
wait list for membership. This
is up to the discretion of the Executive Board.
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Each member has the option during
their year off to pay the membership fee and 10% commission, attend no meetings,
and display at the show or pay no dues, attend no meetings, and do not display
at the show. They will be governed
under the rules for consignors for the next year.
Notification guidelines to come back as a member will be the same as for
members taking a leave of absence. The
reduced commission is only offered once every completed five (5) years.
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Membership dues are nonrefundable.
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Any person may jury items that
are at least 75% hand crafted or hand made for
consideration for sale at the Snowflake Boutique.
All rules governing member’s products will also be required for
consignors and visa versa.
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Only juried or board approved (3
board members) items will be considered for sale.
Items must be juried again or updated every three (3) years.
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Each consignor will be required
to pay the yearly-established registration fee at the time of jury.
Failure to pay this fee will result in items not being accepted.
Consignor’s items are also protected from duplication as long as their
fees are paid. The registration fee
for return consignors must be paid by June 1st.
After this time the items which were protected are open for others to
jury. All registration fees are nonrefundable.
The executive board will be nominated and voted upon
at the first General meeting of each year. An
Executive Board member must be a member for one year and have worked the
previous year’s show to be considered for an executive position (with the
exception of the Jury foreman, which requires that a candidate be a member for
two years.) These positions and
their description are as follows.
Responsible for running the meeting, overseeing all
other officers and committees, keeping a copy of the treasurer’s report,
meeting minutes, and membership/consignor Consigner lists.
The chairman is responsible for knowing all aspects of the running of the
club and the Snowflake Boutique. The
chairman must create and/or delegate the advertising flyers to be made.
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Works
closely with the Chairman.
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Will be
responsible for knowing all aspects of the set-up of the show.
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Also
will secure and oversee the set up and break down crews.
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This
person will assist the Chairman in other areas and stay informed in all areas.
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Needs
to attend the Aug, Sept., and Oct. juries.
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Is
responsible for keeping minutes at all the executive and member meetings.
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Copies
of these minutes will be given to the Chairman.
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Responsible
to let members know about jury and meeting dates.
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Will
also keep a list of members/consignors phone numbers and current addresses.
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Handles
all other correspondence.
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Keeps a
dated book of all records and correspondence.
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Is
responsible for all aspects of bookkeeping including yearly tax statements and
filing.
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Treasurer
is required to give a balance of Snowflake Boutique’s Checkbook at each
meeting.
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The
treasurer will receive all dues and fees from members/consignors and will be
responsible for keeping a current list of each member/consignor.
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Treasurer
will update the Chairman and Secretary based on these lists.
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Treasurer
is also in charge of all money related matters during the Snowflake Boutique
show.
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All
cash register pulls, readings, making change, bank deposits etc. will be done
under the guidance of the treasurer.
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The
treasurer and chair will be in charge of securing a crew to sort tags and run
sale tapes during and after the show.
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Will be
responsible for dispersing funds to Consigners.
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The
treasurer, Chairman, and another board member’s name will appear on the bank
signature card.
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Treasurer
will also handle and update legal documents such as assumed business name and
charitable, non-profit status.
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Is
responsible for taking and developing photos for the jury notebooks.
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She is
also responsible for setting dates, times, and places of juries at the beginning
of the year so information is available to be mailed out in the consignor
packets.
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Jury
foreman has the final say in the case of a tie.
Foreman must attend all juries.
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Is responsible for all aspects of advertising the Snowflake Boutique Show.
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This chair will also be responsible for working with the charity of choice
to secure advertising, plan the charity event and inform the charity
representative and Snowflake members of all charity happenings.
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She is also in charge of setting up and taking down signs for the show.
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Is
responsible for all correspondence with the consignment Consigners, including
making sure all Consigners receive and return required information packets.
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This
person will be the information line for all consignors.
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They
will receive registration fees and forms from the consignors and will transfer
fees to the treasurer. They will
need to attend all juries.
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She is
in charge of ordering and selling tags.
Organize their own committees and assume full
responsibility of their specific jobs. They
are also responsible for keeping a notebook that fully outlines their jobs and
actions that year to make the transition easier for incoming board members.
The Executive Board may be required to attend up to, two (2) Executive
Board meetings each year. Executive
Board members will be charged ½ of the yearly dues.
Only Executive Board members will be allowed at executive meetings.
All Executive Board members must be willing to fill in when needed at
jury meetings.
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The
jury committee will be comprised of the three (3) Executive Board members and 1
appointed member who have been members at least two years.
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This
committee will be responsible for assuring that the quality and duplication
rules are adhered to.
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Meeting
times and jury times will be decided upon by the new Executive Board at the end
of the first meeting of the year.
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A
letter will be sent to each member no later than two weeks after these dates
have been set.
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If a
meeting/jury has to be canceled or changed, members will be notified as soon as
possible by phone or mail.
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All
items that are sold at the Snowflake Boutique Show are required to be juried.
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Items
that are accepted can be sold at the show. Items,
which are not accepted or are a conflict, may not be sold at the show.
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All
items for jury consideration must be 100% finished and show ready.
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Jury
committee will attempt to protect style and technique to the best of their
ability.
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Jury
committee will have final say in the acceptance of all items.
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Some
items may have to be resubmitted before they are accepted.
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Only
Jury Committee members and Executive Board members are to be present at all
juries.
Jury in the
Snowflake Boutique serves two (2) purposes.
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The
first is to control the quality of the items.
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Second
is to try to eliminate duplication of like items.
Each
member/consignor will be held to high quality standards.
Items, which are accepted at the jury, based on quality, but then are
delivered to the show in less than a high quality standard may be removed from
the show and not put on the sales floor. This
decision will be made by a vote of all available Executive Board members.
All items
brought to the show must have a Snowflake approved price tag securely attached
to each item. NO EXCEPTIONS!
No marked down prices or corrected tags will be allowed.
Prices are to remain the same during the entire show.
Merchandise without tags will be removed.
All merchandise that is for sale must be in the building at a time to be
determined by the jury foreman. All
paperwork must be in the Snowflake files on Wednesday during check-in.
No extra merchandise can be brought in or added to an inventory sheet
after Thursday morning. Members/Consignors
are required to remove all unsold products from the sales floor the evening of
the last day of the show. Items left
will be donated to charity.
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Payment to Consigners will be by check drawn on the Snowflake checking
account.
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Consigners are paid by tag
count only.
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Inventory sheets are required but will not be used to figure payment.
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They will be used to check and secure proper tag count.
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Members/Consignors will
not be paid for lost, stolen, broken, or missing items.
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Checks will be available to
Members/Consignors no later than two (2) weeks after the show.
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Any discrepancies must be
finalized by December 31st or Consigners forfeit any adjustments.
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At the
first Board meeting after the close of the Snowflake Boutique Show, a projection
will be made as to the costs for the next year’s show.
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At that
time the amount to be donated to the charity of Snowflake’s choice will be
determined.
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The
Treasurer will prepare a check and forward it to the charity.
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In the
event that a Member/Consignor commits an act, which caused possible harm,
embarrassment, or other ills to the Snowflake Boutique or show, or if an
individual does not fulfill their membership/consignor agreement, the following
will take place.
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Members-
Said member will be notified in writing that a motion has been presented to the
Executive Board for their expulsion. The
member will have a choice of presenting their case to the Executive Board or the
general membership at the next scheduled meeting.
In extreme cases, a special meeting may be called.
At the conclusion of the hearing the membership will vote, out of the
presence of the said member to decide if expulsion or other measures are
necessary. If the hearing is done
before the Executive Board, a full executive vote is needed to hand out any
decision.
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Consignors-
Executive Board will meet and discuss the matters presented to them regarding
the consignor. This can take place
at a regular or specially called executive meeting.
The board will then notify the consignor in writing as to the actions
being taken.
The Executive Board reserves the right to waive any membership rules
in the case of hardship or special circumstance.
It is the members/consignors responsibility to notify the Executive Board
of any hardship or special circumstances.
Revision
Date: 09/08/09