Standing Rules

Annual Dues

Annual dues for active members are $24.00.  Secondary memberships (family) are $12.00 for each additional family member.

 Ad Hoc Committees

Chairmen will be appointed by the President for ad hoc committees as necessary.  Such committees may include Saturday Specials, Fundraising, Play Days, Early Birds, Budget/Audit, Nominating, Book Orders and Notification.

Standing Committees and Responsibilities

Awards and Memorials Chair oversees the proposal, handling and presentation of awards and memorials.

Directory Chair works with board, membership, workshop, mini-workshop, and hospitality chairs to organize information for Directory which includes By-Laws, Standing Rules, and other information; verifies membership information; obtains cover art for directory; secures advertising and finalizes ad layouts if needed; designs entire layout; works with printers; publishes directory in August

Door Prize Chair gathers door prizes; uses sign-in sheet to draw numbers for winners; distributes prizes at meetings.

Education Chair works with program chair, workshop chair and librarian to approve expenditure of education funds where appropriate; finds new ways to provide money for education fund. 

Exhibits Chair plans exhibits, including Fall and Spring Shows;  publicizes show to members and requests entries; provides forms for show entries; gets invitations made; arranges for posting of exhibits for Guild website and in newsletter.

Greeter Chair has one or more person(s) at each meeting to greet members and guests, and arranges to have new members and guests acknowledged during the meeting.  Greeter Chair is responsible for maintaining two sign-in sheets: one for members, one for guests.  Chair is also responsible for bringing name tags to each meeting, and supplying new members with name tags.

Historian maintains scrapbook of Guild activities; arranges for photographs at workshops, special programs and other activities; organizes information and photographs donated by members; keeps archival set of newsletters, mailings, directories and calendars; brings scrapbooks to potluck dinners.

Hospitality Chair arranges for hosts for Guild meetings; reminds hosts of upcoming meetings; asks for offerings for Potluck Dinners by categories; buys and stores supplies as needed.

Librarian maintains books, tapes, etc., belonging to Guild; makes them available for checkout at meetings; collects overdue fees.

Major Workshop Chair works with Program Chair for major programs; arranges for workshops, teachers and locations; works with teachers for complete supply list; publicizes and provides forms for workshops; arranges for audio-visual and other equipment as needed; signs up members; keeps track of workshop funds; lists workshops on website for the following year.

Membership Chair accepts membership dues; provides list of paid members to Directory Chairman; keeps track of dues and turns in to Treasurer; arranges for update and changes on mailing labels.  Responsible for notifying the Mailing Committee Chair, the Directory Chair, and the Greeter Chair of all new members or updated address information. The Membership Chairman is not responsible for the name tags or the sign in sheet.

Mentoring Committee Chair prepares a statement outlining the mentoring program for the New Member packet; maintains a list of those members willing to be a mentor; links mentors with members who request mentoring.

Mini-Workshop Chair arranges for workshops; asks membership for suggestions; arranges for teachers and locations; works with teachers for supply lists if necessary; publicizes at meetings, provides information for Guild website and in the newsletter; arranges for any audio-visual or other equipment; signs up members; keeps track of funds and turns them in to the Treasurer.

Newsletter Chair publishes Guild newsletter; sets deadlines; gets contributions after establishing guidelines for articles, workshop reviews, book reviews, board policy changes, calendar item information, board information, artwork, etc.; inputs articles and layouts; arranges for posting on Guild website.

Newsletter Librarian collects newsletters received from other Guilds, etc.; organizes newsletters and makes them available for Guild members for check out.

Newsletter Mailing Chair is responsible for maintaining  mailing labels for the newsletter and directory; making any changes to the mailing labels as reported by the Membership Chair;  mailing out the newsletters each month; occasional other mailings as necessary.

Photography Chair takes photographs at activities, meetings, lectures, workshops, etc.; takes individual pictures of pieces in Exhibits; works with Historian and Newsletter Editor.

Program Chair arranges programs before publication of directory for following year; works within budget for each program; works with Workshop Chair for teacher programs; works with Hospitality Chair for special programs like dinners; arranges for set-up and clean-up for each meeting, if necessary; contacts presenters before meetings and gets any necessary audio-visual or other equipment; introduces presenter; obtains necessary information for publicity, the Guild website and newsletter. 

Publicity Chair publicizes meetings, exhibits, and workshops; works with membership chair to provide information for potential members as needed; keeps in touch with city newspapers and other sources, providing them with copy; keeps copies of published articles, etc. for Historian.  

Scholarship Chair confidentially handles all requests and awards for workshop or membership scholarships. A request for workshop scholarship may be considered only after a person has paid two years of membership dues. When a scholarship is requested, the applicant will be asked to write a check for the entire cost of the workshop or membership fee. The Chair will then inform the Treasurer that a scholarship has been awarded, and the Treasurer will provide cash to the Scholarship Chair, who will then reimburse the scholarship recipient.

Any given member may receive one scholarship every two years; no more frequently than that.  The Scholarship Fund will bear 50% of the cost of the workshop for a maximum of two applicants, providing that there are sufficient general funds to cover that cost. Scholarships for the full amount of membership dues may be awarded annually.

Webmaster updates all Board-approved content on the SACG website; for example, the Webmaster works directly with the Newsletter Editor to obtain and upload the monthly newsletter. Also responsible for monitoring, troubleshooting and improving site performance as required.

 Newsletter Guidelines 

Deadlines for each of the ten newsletters per year will be the first Thursday of the prior month to publication (e.g., the first Thursday in September is the deadline for the October issue).  Articles may be sent via email or given to the editor at the regular meeting.  Calligraphy and art work submitted for the publication should be black and white originals or good quality photocopies; colors, grays or very fine lines may not reproduce well.  Photocopies in several sizes are especially helpful.

Library Guidelines

Availability: The library will be available at each monthly meeting for Guild members in good standing only. Books may be checked out before the meeting is called to order.

Procedure for Checkout: The borrower must sign the book out using the notebook kept in the library. The name of the book and author are indicated, along with the borrower’s name, phone number and the due date (usually, the date of the next General Meeting). An item may be checked out for no more than one month, and there will be no check outs during the summer break.

Procedure for Return: Items shall be returned to the library at the next General meeting. The Librarian will initial the sign-out sheet to acknowledge that the book was returned and in good condition.

Gocco Printer: There is a security deposit of $150.00, rental fee of $5.00 and supply cost of $7.50 to borrow this unit. There are also experience requirements that the Librarian will discuss with the borrower prior to check out. The unit is available for a one-month checkout period. Deposit fee, rental fee, supply cost, and rental time period are subject to change without prior notice for the protection and availability of Guild property.

Notification Guidelines

In the event of an emergency or death where members need to be notified, the President or Vice-President must be called first. They, in turn, will contact the Notification Chairman to activate that committee.

Memorial Guidelines 

Upon the death of a Guild member or a member’s immediate family (parent, spouse, child or sibling), the Secretary will send a sympathy card to the member’s family or to The Guild member.

Following the death of a current Guild member, the Awards and Memorials Chairman will be notified. A memorial book with a maximum cost of $50.00 will be purchased for the Library in the deceased member’s name.

A selection committee–consisting of the Awards and Memorials Chair, the Library Chair, and at least one other member of the Guild–will select a book to purchase, after requesting and  considering any preferences which the family or other Guild members may have.

The selection committee will also take into account the number of topic-related books already available in the Library, and purchase books that balance out a broad educational spectrum.

The purchase will be made and the book presented to the Guild Library with a short memorial dedication as soon as possible. The family will be invited to the dedication.

In addition, anyone who wishes to make an individual or group memorial gift is free to do so on his or her own.

Exhibit Guidelines 

Eligibility:  Membership in good standing.

Entry Restrictions:   All entries in the Annual Exhibit(s) must be original work that has never been exhibited previously in a Guild exhibit. We will accept traditional and nontraditional lettering, calligraphy, type design, letter carving, graphic design, book art and fine art that employ hand lettering or calligraphic marks as a major visual element.

Specifications:  Each piece must be ready to hang, preferably with wire and any special accessories needed for hanging securely attached. Pieces 20” by 24” or larger require Plexiglas instead of glass.  Each piece must be carefully wrapped with the member’s name and title of the piece in large letters on the wrapping. The label must also have the member’s address, phone number, medium; the price if it is for sale or insurance value if it is not. All of the information on the label must also be provided on a separate 3” by 5” card at the time of entry.

Exhibit Entry Fees:  Ten dollars ($10) for one entry; five dollars ($5) for each additional piece.   Members may submit up to five pieces, but only three are guaranteed to be hung.  A member’s fourth and fifth pieces may be hung on a space-available basis at the discretion of the Exhibit Committee. The pieces should be numbered one through five in order of preference for inclusion in the show, with number one being first choice, two the second, and so on.

Sales:  All sales are transacted directly between the calligrapher and the buyer unless otherwise specified. All pieces must remain on display for the duration of the show.

Delivery and Pick-up:  Delivery and pick-up of pieces must be accomplished in accordance with the instructions provided by the Exhibit Chairperson for specific shows.

Major Workshop Guidelines 

Each workshop is filled on a “first-check-received” basis accompanied by a completed registration form.

Major Workshop fees will vary due to the instructor’s fee and transportation.

All fees are payable prior to the workshop.

An additional fee will be charged to non-members for all workshops.

No one who is registered in a workshop will get a refund unless his or her place is actually filled from a waiting list.  If a place is filled from the waiting list, the canceling participant’s check will be returned after the workshop. If no one is available from the waiting list, the registrant may designate an individual to fill that place.

The instructor may limit the number of participants in a workshop.

If a Guild Member wants to offer a major workshop that would be of interest to Guild members, the instructor may put a flyer or workshop announcement in the Guild newsletter, free of charge, space available.  Notify the current Newsletter Editor to arrange. Every effort will be made to accommodate each instructor; however, publishing space is provided at the discretion of the Newsletter Editor.

The instructor is responsible for collecting all workshop fees.

The instructor is responsible for identifying and making rental arrangements for the workshop classroom.

Workshops will begin promptly at 9:00 AM and end at approximately 4:30 PM, unless otherwise set by the instructor.  Doors will be open by 8:30 AM.  Instructors should arrive early to set up.

 Mini-Workshop Guidelines

Fees for mini-workshops will be $5.00 for members and $6.00 for non-members. Checks should be made payable to SACG and given or mailed to the current Mini-Workshop Chair prior to the workshop. Alternately, members my pay ahead for all mini-workshops with a single payment at the beginning of the program year. Please identify the workshop(s) on checks.

All persons including assistants attending mini-workshops are required to pay the Guild fee for the workshop.

Fees must be paid prior to the beginning of class.  At the time of payment, the member will receive a receipt.  This receipt is to be brought to the workshop in case there are questions regarding payment.

Members who have not paid prior to the beginning of the workshop will be asked to leave before the workshop begins.

Mini-workshop fees are non-refundable.

The size of each workshop may be limited at the discretion of the instructor.  The Mini-Workshop Chair will provide a sign-in sheet for recordkeeping purposes.

Participants may be requested to bring basic supplies.

Mini-Workshop instructors will receive a minimum of $75.  Payment adjustments will be made as needed.

Minis will begin promptly at 7:00 PM and end at 9:00 PM.  Doors will be open by 6:30 AM.  Arrive early to set up.

 Saturday Special Guidelines 

Saturday Specials are one-day workshops designed to provide classes at a reasonable cost to participants.

Cost is $20 for members and $25 non-members. Checks should be made payable to SACG and given or mailed to the current Saturday Special Chair.  Please identify the workshop(s) on checks.

The class fee must be paid prior to the Saturday Special Workshop.

Class size will be a minimum of 10 participants and a maximum of 20 unless otherwise accepted by the instructor.

Registration Deadlines:  Ten participants must sign up two weeks before the date or class will be cancelled, unless the instructor is willing to teach fewer than 10 students and accept a smaller stipend.  If there are more than 10 students, participants may continue to sign up until one week before the scheduled class date.  Sign-up less than one week in advance will require permission of the instructor.

The instructor’s stipend for 10 students will be $175.  For 11 or more students, the maximum stipend will be $200.  If there are fewer students–providing the instructor agrees–the fee will be $20 times the number of students, minus the $25 room fee (for example: in the case of 8 students, the stipend would be 8 x $20, minus the $25 room fee, for a total stipend of $135).  Fees for more than 12 students or the $5 extra fee for non-members will go to the SACG General Operating Fund.

There will be no class refunds, but participant may arrange for someone to take his/her place and be reimbursed by that person.

Specific course descriptions by instructors will be presented at the time of registration.  Instructors may also charge a supply fee, which will be paid directly to them at the time of the class.

Classes will be held at Christ Episcopal Church Parrish Hall unless otherwise announced.

Classes will begin promptly at 10:00 AM and end at 4:00 PM, unless otherwise set by the instructor.  Doors will be open by 9:30 AM.  Arrive early to set up.

 Program Presenter Reimbursement

Program presenters will receive $50.00 plus an additional $25.00 for travel outside a fifty-mile radius from San Antonio.

 General Workshop Policies 

The Workshop Committee, the Mini Workshop Committee, and the Saturday Special Committee present these additions to our policies in an effort to answer the most frequently asked questions and make all of our Guild classes as pleasant as possible for all involved.  Participants may always feel free to contact a member of the committee if any details of a particular event are unclear.  If changes arise, they will be announced at the general meeting and publicized in the newsletter.

Please arrive 15-30 minutes early in order to get set up in your space and be ready to work at the beginning of class. Please plan to stay at least 15-30 minutes later in order to clear your space and help clean the room before we leave.  This includes disposing of trash, putting up tables and chairs, sweeping, and cleaning other areas.

The Discovery School has excellent kitchen facilities, including a refrigerator, microwave, and some utensils.  It is customary for members to bring snacks/food to share with the group.  There is always plenty for everyone.  At the present time, the Carriage House does not have the same kitchen facilities.  If a class is held there, participants should pack a sack lunch, drinks, utensils, and whatever else they might want for the day.  On Tuesdays, a hot lunch is available in the Church Parish Hall for a nominal fee.

Supplies and class materials can be left in the Discovery School classroom overnight; the room is locked and no one has access.  This is not the case at the Carriage House, where there are nightly activities for teens.  Therefore, if classes are held in the Carriage House, please be prepared to take your supplies home at the end of each day.

We all have different requirements for light and temperature, and it is impossible to satisfy everyone in a class at every moment.  So please bring a sweater, even in the warmer months, in case the air conditioning or heating situation is not comfortable for you.  Also, please bring a portable lamp, especially in the Carriage House, in case you have a seat where the lighting is not optimal for you.

Chairs vary, but are usually metal chairs with no cushions.  If you need a pillow on your seat for comfort or height, please bring that with you.

There is no smoking allowed in any classroom.

As a courtesy to the instructor and to other participants, please refrain from talking while the instructor is lecturing or demonstrating.  And please talk quietly at your seat when others are working.  We realize that conversation with classmates/tablemates is natural and is part of the fun of a class.  However, some students and instructors are distracted by loud conversation and will appreciate a quiet and peaceful environment.

Please put all cell phones and pagers on silent mode and take all calls outside of the classroom.

Only one member of the Workshop Committee will put names on the class list, maintain the list, accept the class fees and assign participants to classes when there is a repeat of a class.  He/she will use a receipt book. Each participant will receive a receipt stating the class he/she is in and what has been paid.

If a participant appears in a class and his/her name is not on the committee’s class list, the participant will be asked for the receipt.  If the receipt indicates that the error is on the part of the participant, that person will be asked to leave the class unless it is not full and the teacher is prepared for that extra student.

We ask the Guild members to please take the classroom setting seriously.  When we enter the classroom, we immediately enter into a special relationship with the teacher and with

our classmates.  We are artists, and we are thus in a situation in which we bare a part of ourselves when we create in a group setting.  Our art and the words we choose to calligraph all say something about us that we don’t necessarily say to everyone.  We trust our teacher to provide constructive critique and to help us to create.  We trust our classmates to do the same.  Just as a school child is intimidated and inhibited when a visitor comes to observe the classroom, so we are intimidated and inhibited when a visitor appears in a class.  Visitors are an invasion of privacy in the classroom, and therefore are unwelcome.

We therefore are asking our members not to visit a classroom unless they are participants in that class.  It is not appropriate to come to the classroom while class is in session in order to visit the teacher or a student.  It is not appropriate to come to the classroom to do any kind of business with the teacher during class time.  It is not appropriate to come to the classroom to check on the supply list for the next class.  If the results might be disruptive to anyone, please don’t do it.

If you feel you have legitimate business to conduct with the teacher, please contact the teacher prior to his/her arrival and make arrangements to conduct your business outside of the classroom.  Remember that the class participants have paid for the privilege of spending the entire day with the teacher, including the lunch hour.  The teacher may be available before or after the class, but in making requests to do business with them, please have consideration and understand that a teacher needs some down time during the course of any teaching effort.

The Workshop Committee members recognize that in the past we have felt that there is no need for anyone other than the teacher to be in charge in the classroom; we realize now that this is incorrect.  The teacher is here to teach, and not to manage anything else that goes on in the classroom.  The teacher visits many different Guilds, all with different workshop policies.  Therefore, the Workshop Committee members view it as our responsibility to be in charge of what occurs in the classroom.  We are certain that we have no ability to foresee what problems might arise in a workshop, and therefore we will make no attempt to create a list of “don’ts.”  Rather, we will make every attempt to assure that each participant in a class is afforded the privacy expected in a classroom, the time with the teacher that he/she has paid for, and the best workshop experience we can possibly provide.

If we see anyone behaving in a manner that we deem inappropriate for the classroom, we will go to that person and ask that he/she stop.  Whenever possible, more than one Workshop Committee member will speak with that individual to avoid any confusion regarding what is said or how it is said.  If there is only one Workshop Committee member present, that person will ask any Board Member who is in the class to accompany her in speaking with the individual.  If no Workshop Committee member is in the classroom, we request that the Board members present either contact us immediately or accept the responsibility to handle the situation themselves.  Again, we want to ensure that everyone in a class has an optimal experience.

Finally, we believe that every member of every committee works hard to do his/her job carefully and takes a committee position seriously.  We assume that appointment to a committee indicates the Guild’s confidence in a person to do a job as it should be done.  We also hope that it indicates a trust that the job will be done with the best interests of the Guild in mind at all times.  So, if any member of the Guild questions the actions of a Committee member, we ask that they go directly to that individual and discuss the issue.  If you are not satisfied with the answer or resolution, we encourage and welcome you bring your questions or concerns to the Guild President.

We thank you for your participation and cooperation, and as always, we welcome feedback on all workshops.