Frequently Asked Questions

No. However, it is okay to let members know of the offer so those who want to provide the information voluntarily may do so at their own initiative.

No. EGA membership lists can be used only for EGA purposes. However, you can offer to address the envelopes for them, or to forward the invitation to your members.

Yes, available back issues may be purchased here or by calling EGA headquarters at 502-589-6956.

Occasionally a chapter or region has a need to address a matter which is not provided for in the sample bylaws. Contact the EGA director of bylaws for assistance. The contact information for the director of bylaws is included in the EGA Who’s Who Directory.

At chapter or region classes selling should not take place during class. However, before or after class, during a lunch break, or other convenient time is acceptable.

At National Seminars selling is allowed only at the Merchandise event.

Yes. Submission guidelines can be requested from the embroidery editor, and are also available in the Document Downloads page (under All Categories, select Needle Arts).

Yes. A chapter can have as many additional elected officers as desired, but should avoid including a position it is not going to fill.

Yes, if there is a need. For example, if a chapter or region wishes to make several significant changes throughout the document, or perhaps to incorporate a number of amendments which had been made since the current bylaws document was adopted.

Yes.

Yes, in accordance with established policy/procedures, and as described in any written contract with the teacher.

Yes, but in accordance with policy/procedures that have been established by the chapter or region. If policy/procedures do not address the situation, then the executive committee or board of directors of the chapter or region could make the determination. In the case of a chapter, the members might want to make the decision.

Yes, but there must be at least 3 elected positions. To satisfy state laws governing non-profits, the positions of president and treasurer should not be combined.

Yes.

Yes. Reimbursements can be made in accordance with established policies and procedures. Usually the member must complete a form and provide receipts.

Yes, but members should be careful to avoid actions or statements that could be interpreted as coming from EGA. For example, don’t pin the button to your nametag or EGA signage, no political literature on function tables, and so forth.

No. Per EGA bylaws, it is the chapters which are members of a region. Members-at-large are members who have chosen not to join a chapter.

Yes, if invited to do so by the chapter or region. Also, chapters welcome visitors to their meetings, allowing individuals to visit for a set number of meetings before being asked to join (the number of meetings varies from chapter to chapter.)

Yes. Contact the EGA director of bylaws for appropriate language.

Yes

No. Members’ join dates are not tracked by EGA headquarters.

Yes, but you will need a president and at least 1 other position to maintain the required minimum number of 3 elected positions.

Yes

Robert’s Rules of Order strongly recommends against proxy voting or the use of absentee ballots because they limit a member’s right to hear and participate in debates. If your chapter or region feels it has a need for proxy voting or absentee balloting, contact the EGA director of bylaws for appropriate language.

No. Members can make updates to their address, telephone number, or email address directly on their profile page. After logging in, you can update your information by clicking Edit Contact Information on the left side of your profile, under Account Settings. Chapter members should also make sure their chapter has their updated information.

No. It is available to all members in the Document Downloads section.

No. Members not wishing to join a chapter, may join EGA as a member-at-large.

No. EGA is a non-profit educational organization. Our non-profit status is maintained by providing education at the national, region, and chapter levels.

No.

No. Basically that provision means that a member who has a conflict of interest in a matter under consideration should not participate in a decision on such a matter. It is advisable that a member who has a conflict of interest not be present during the discussion and voting. For example, in a situation where a member, or a member’s relative, offers to provide a professional service.

The 7 officials who constitute the executive committee are elected every 3 years at the EGA Annual Meeting. Each of the region directors is elected by the region’s board of directors.

There are many ways to contact headquarters:

Contact Form: Link

Email: egahq@egausa.org

Phone Number: 502-589-6956

By Mail or in Person: 1205 East Washington Street, Suite 104, Louisville, KY, 40206

Our Locate a Professional page has a list of EGA certified professionals in the embroidery field including certified teachers, certified appraisers and certified judges.

See the full list here.

If any of your chapter’s information needs to be updated on the egausa.org website, please email rduren@egausa.org with all the changes needed.

If you would like to change your password, you can do that here: https://egausa.org/change-password

Note: You will need to be logged in to update your password. 

EGA has Policies & Procedures along with a number of helpful forms and informational material. All of this information is on the egausa.org website in the Document Downloads page after logging into the website.

There are several types of donations you may make. Read more about donations here: https://egausa.org/support/

The elected officer positions are established by the chapter’s bylaws.

Any member may call the meeting to order, and then a temporary chair would be agreed upon by the members, either by vote or by general consent.

At least every 10 years, each region, and all chapters within the region, must review bylaws according to the following schedule. When the review of a region’s and chapters’ bylaws are completed, their next required review is scheduled 10 years into the future.

2023 – New England Regions
2024 –Pacific Southwest Region
2025 – Rocky Mountain Region
2026 – South Central Region
2027 – Sun & Tennessee Valley Regions
2028 – Carolinas & Greater Pacific Regions
2029 – Great Lakes Region
2030 – Heartland Region
2031 – Metropolitan Region
2032 – Mid-Atlantic Region
2033 – (Schedule revolves to beginning)

You may check your membership card, check the mailing label of Needle Arts, contact your chapter’s membership officer, or contact EGA headquarters.

Yes, contact your chapter’s membership officer. If you are a member at large, contact EGA headquarters.

A new member packet will be mailed to you within two weeks of receipt of your dues at EGA headquarters.

If you are an EGA member and are having trouble receiving your Needle Arts magazines, let us know using the Contact Us form here and selecting the Needle Arts: Subscription Issues category.

If you are an EGA member and haven’t logged in before, but you do receive our emails, you may enter your email address under Forgot Your Password on the Login Page. You will then receive an email with your login information. In the case that the email is missing information, you may reply to that email you receive from EGA or email egahq@egausa.org and let the team at EGA Headquarters know and we will assist you with your password.

If after following the steps above you don’t receive an email with your login information, it is most likely because we don’t have an email address for you, have an old one, or the email we have is not connected to your membership. If this is your case, please email rduren@egausa.org and he can make sure your correct email is in the system and will provide you with your login information.

Note: Your username will be your email address, not your member number. And your password for our previous website(before 2018) won’t work since we are using a new, more secure system.

No. To make it fair to all, the 10-year schedule was set on a region by region basis so that any one year is not inundated with bylaws to review. Depending on the number of years remaining until the scheduled year, the EGA director of bylaws may be willing to extend it by 10 years. For example, if the scheduled year is 2017 and the chapter’s bylaws review is completed in 2016, the director of bylaws may be willing to extend the deadline for to 2027. If the bylaws for a region is completed early, the extension, if any, would apply only to the region bylaws and not the chapters in the region.

Yes, in most cases.

No. It could be part of the annual budget. That is, the chapter can budget a certain amount for scholarships in one year. Accounting should be maintained so that the amount of scholarship(s) awarded in one year does not exceed the amount budgeted. Chapter members, or its board of directors, could approve going over budget.

No. However, a chapter or region may adopt a policy suggesting that members not discuss contentious issues, but instead focus on the mission of embroidery and embroidery education.

Yes. Bylaws provide that national, a region, or a chapter may “…contract with individual members in their professional capacities.”

Meeting in local businesses, including local needlework shops, is permissible, but avoid the perception it is an EGA-preferred vendor.

No. EGA’s nonprofit status prevents EGA, including chapters and regions, from supporting or opposing candidates running for office.

Yes

Yes, if a quorum is present. According to Robert’s Rules of Order Newly Revised (commonly called “Robert’s Rules”), regular meetings mean the “periodic business meetings” of an organization so it would follow that the business portion is necessary. However, members could decide to shorten a particular meeting by general consent or by a specific motion on the day of the meeting. Under general consent the presiding officer would call the meeting to order and then say something like “If there is no objection, we will dispense with the business meeting today and adjourn.”

If the meeting section of your bylaws includes a clause which reads something like “…unless otherwise ordered by the membership or the board of directors,” the membership/board of directors could vote to dispense with a business meeting that is scheduled for a particular date. For example, if a regular meeting is scheduled for March 2016, you could vote not to have the business meeting that day, but you could not vote to dispense with all March meetings except by changing the bylaws.

EGA has established sample chapter and region bylaws to provide a template for consistent construction based on requirements of EGA and Robert’s Rules of Order Newly Revised. Certain provisions are mandated and must be included in all bylaws.

No. Members may not be selected by any voting process or examination of their qualifications at embroidery, etc.

No. The projects are for the use of EGA members only.

The non-members could use the instructions during the program but would not be able to keep them.

Yes, if it is a program scheduled for chapter members.

Yes

This is accomplished through an amendment to the bylaws. The proposed amendment should be submitted to the EGA Bylaws Review Chair for approval before it is voted on by the chapter members. Instructions and an amendment template are available in the Document Downloads section.

No. EGA files a tax return, known as Form 990, which covers the national organization and all regions and chapters.

Yes. The EGA chapter/regions bylaws review chair will review the document and advise you of any changes that might be needed to address conflicts between provisions and to assure the inclusion of all mandatory provisions.

The contact information for the chapter/region bylaws review chair is provided in the bylaws instructions as well as the EGA Who’s Who Directory. The documents are available in the Document Downloads section.

Yes, in most cases. Contact EGA headquarters to check availability of the article, delivery options, and possible mailing costs.

1. Complete the form as follows.

a. Do not check or complete any items under number 1 on page 3.

b. Check the box on page 4 for the sentence that begins “My organization is a subordinate organization…” and fill in the blanks as follows:

Name: The Embroiderers’ Guild of America Local and Regional Chapters

EIN: 51-0201050.

c. Check “Other reason for not filing” on page 4, and for the explanation state “Filing deadline for EIN 51-0201050 was extended.”

d. Sign and date under item 2, remembering to include the title of the person signing the form.

2. Keep a copy of the completed form for your chapter records and mail or email a copy to EGA headquarters.

3. Mail the original to the IRS.

Ask the member. If the member hasn’t received it, contact EGA headquarters.

Immediately send it to EGA headquarters for handling.

Immediately send the notice to EGA headquarters for handling.

Not required, but can be done. The board of directors or chapter members would need to vote to set it up, and it would be necessary to track the incoming and outgoing amounts. Since a reserve fund would be part of the chapter’s financial assets, it would still be necessary to budget for the payment.

The bylaws of an organization define the rules by which the organization operates. Bylaws:

Contain essential provisions of an organization relating to its name, object, members, officers, and meetings.
Classify members’ rights and privileges.
State the degree of control the membership has over the actions of the board and what functions the board can pursue independently or in the name of the organization.
Define additional fiscal details and outline the procedure for instituting amendments.

Non-mandated provisions include those addressing additional officer positions, meeting quorums, standing committees, timing and frequency of chapter and board meetings, makeup of the nominating committee, how to fill an officer vacancy, when officer elections take place. These are all matters that are specific to each region and chapter.

The annual meeting is held in conjunction with the national seminar; the date of each national seminar is advertised in Needle Arts, on the website’s Event page, and in e-News. The exact date and time are published in the seminar brochure.

February 1 for June issue

May 1 for September issue

July 25 for December issue

November 1 for March issue

The 3 positions of president, secretary, and treasurer.

Members in good standing are those whose membership dues are up to date.

The packet includes a membership card, a Where Needle Art Lives totebag, Needle Arts magazine, and more.

The executive committee or board of directors of the chapter or region could make the decision for each particular event. In the case of a chapter, the question might be put to the membership or maybe just to those participating in the event.

The chapter or region’s policy/procedures would govern.

No, as stated above.

This is a time saving step which can be used by the presiding officer when there seems to be no opposition in routine business or on uncontroversial matters. Also known as “unanimous consent,” “general consent” can be used as long as you have a quorum and do not violate a ByLaw. The presiding officer states, “If there is no objection [ ] is adopted [or approved, etc.].”

A quorum is the minimum number of voting members who must be present at a properly called meeting in order to conduct business in the name of the chapter or region, board of directors, etc.

Each chapter and region is required to review its bylaws to assure the document is up to date and to submit a new document for approval. It is a fairly easy process.

The current document is updated to reflect amendments, if any, which had been approved. It is then compared to the “sample bylaws” to make sure that all mandated provisions are included. Non-mandated provisions are reviewed to determine whether the chapter or region needs to make changes.

It may be helpful to assign the review to one person, or a small committee. The chapter/regions bylaws review chair and the EGA director of bylaws are available to answer questions.

See the “annotated sample bylaws,” bylaws checklist, and instructions available in the Document Downloads section for further information. A “working copy” of the sample bylaws is available in Word format.

This is a wide-ranging term which includes the types of services that could be provided by a member.

Examples include but are not limited to: teaching, needlework/craft/fiber arts materials and supplies, printing/copying, framing, quilt shop, bead shop, public relations, consulting, legal, accounting.

After logging in, you will be taken to your personal Profile page. If you visit another page of our website, you can always go back to your profile page  by clicking Profile on the top right corner of the screen.

These are some of the things you can do on your Profile:

Update your contact information and password: This can be done by clicking Edit Contact Information on the left section of your Profile. When you edit your information there, this will automatically update it in our records at headquarters.

Access Members-only information: Petite Projects and Document Downloads can now be found on the center section of your Profile.

Connect and communicate with other EGA members: To see other members, click here or click Member Directory on the center section of your Profile. You can become someone’s friend on the Members Directory page or by visiting their profile and clicking Add Friend under their Profile Photo.

Join and participate in Embroidery groups: To see the groups available, click here or click Group Directory on the center section of your Profile.

It is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion. Most organizations from Congress to EGA use the rules set forth in “Robert’s Rules of Order Newly Revised (commonly called “Robert’s Rules”)”.

A chapter must have its bylaws, and amendments, approved by the chapter membership. In the case of a region, it is the region board of directors which has the authority to adopt or amend the region bylaws.

A 2/3 vote infavor is required after a 30 days’ written notice in advance of the meeting at which the bylaws will be voted on. A quorum must be present at the meeting.

The parliamentary authority for all of EGA is the current edition of “Robert’s Rules of Order Newly Revised (commonly called “Robert’s Rules”)”. EGA national, region, and chapter bylaws are written in such a way that as a new edition of Robert’s Rules is published, it automatically replaces the previous edition as EGA’s parliamentary authority. This book is now in its 11th edition.

While there are many books available with “Robert’s Rules” in the title, be aware that only the 2011 editions of Robert’s Rules of Order Newly Revised, published by Da Capo Press, are the current, official versions. Robert’s Rules of Order Newly Revised In Brief may be useful as a supplementary reference. The official RONR website may also be helpful.

You can learn more about the process in the Guidelines for Chapter Formation document.

It is similar to that for a “bylaws review.” For additional information, see the amendment template and instructions available in the Document Downloads section.

The purpose of Stitch in Public Day is to promote EGA and embroidery. Embroidery is labeled as a needlework craft and involves a range of stitching from simple hand stitching to high tech computerized stitching. Most American consumers do not realize the magnitude of the art or the skill involved with embroidery.

Some of the mandated text is required by IRS regulations or state law. Other provisions are required because they have been approved by the EGA national board of directors.

No business can be transacted, including voting on motions and approving minutes. Reports can be heard and members can engage in general discussion. The presiding officer could call the meeting to order and then adjourn after the secretary announces that a quorum isn’t present.

EGA’s Outreach is defined as activities that increase the awareness of EGA as well as promoting membership. Outreach events may also include EGA-sponsored activities that benefit the communities around our chapters. Visit the Outreach page for more information.

The scholarship guidelines should be in writing, and approved by chapter members.
The scholarship should be open to all chapter members.
It is best to establish a committee of more than one person to decide who will receive the scholarship.

A complete copy of the bylaws and an explanation of, and rationale, for any changes.

Purpose of the scholarship.
Statement that all members are eligible.
Other conditions to be met, if any.
Who is responsible for determining the recipient; that is, the members of the committee.
Procedure and deadline for applying.
Frequency and number of awards.
Amount to be awarded.
Deadline by which the committee will determine the award.
Date on which the award will be announced.
All applicants will be notified of the results before the winner is announced.

If you have not received your magazine by the end of the month, contact headquarters to request a replacement copy.

The president, or region director if region, signs and dates several copies of the document. The date should be the date the document is approved by the membership/region board. See bylaws checklist and instructions available in the Document Downloads section for further information.

No part of this website may be published, reproduced, stored in, or introduced into a retrieval system, or transmitted in any form or by any means whatsoever (including electronic, mechanical, photocopy) other than for personal or chapter/region use without written permission from the copyright holder.

The EGA board of directors meets at least twice a year: in the spring at headquarters and in conjunction with the national seminar.

The first Saturday of February was designated as EGA’s national Stitch in Public day to coincide with National Embroidery Month.

Chapters that may not be able to participate in February, may select another date to stitch in a public place to get the word out about EGA and its mission.

You should receive your Needle Arts within the first two weeks of March, June, September, and December.

All documents pertaining chapter and region bylaws including templates, working copies, and more can be found in Document Downloads.

Visit the Chapter Map and enter your zipcode to find a chapter in your area.

Document Downloads is a members-only section that includes EGA documentation regarding a wide variety of topics ranging from our Who’s Who Directory, Bylaws, chapter and region documents and forms, to Marketing and Branding resources.

Once you are logged in to the website, you will see Document Downloads in the top center section of your profile, under Member Resources. If you can’t see Document Downloads and Petite Projects, please Contact us to make sure you have proper access.

The Document Downloads section has easy to access categories and its own search bar to help you find the documents you are looking for.

Extended Study Programs can be found in the Events section.

Registration Paperwork, Thread Colors, and Pilot Stitcher application for Group Correspondence Courses can be found on the GCC page, under GCC Documents and more information.

Registration Paperwork, Thread Colors, and Pilot Stitcher application for Individual Correspondence Courses can be found on the ICC page.

EGA offers scholarships and awards to encourage study and excellence in needlework.

If you are looking for information about the Gold Thread Award, Bobbie Pilling Award, or any other Scholarship & Awards information, visit the Scholarships & Awards page.

Minutes are available to all members in the Document Downloads section, or by requesting a hard copy from headquarters.

Petite Projects is a collection of over 60 beautiful projects in a wide-range of techniques made available as a benefit to EGA members.

Once you are logged in to the website, you will see Petite Projects on the top center section of your profile, under Member Resources.

If you are interested in getting access to the Petite Projects, you can learn more about becoming an EGA Member here.

Visit the Stitch in Public Day page for more information. Membership brochures can be requested here at no charge.

The Glossary of Terms is the work of many members of EGA. They have given of their time and knowledge to create a serious work comprised of usable definitions of terms used in the field of needlework.

You can find the Glossary of Terms here.

The Dorothy Babcock Memorial Library consists of a lending library of more than 2000 needlework books and a non-circulating reference section of rare and historic materials. Members are welcome to borrow up to four books at a time for a period of 30 days. Books are shipped via USPS Media Mail and borrowers are responsible for shipping and handling.

You can find the Library in the Resources section, or by clicking here.

The aim of the Master Craftsman programs is to reward those who demonstrate mastery of a technique, enabling them to reach excellence in needlework.

A link to the Master Craftsman Programs can be found in the Get Certified section, or by clicking here.

EGA’s Technical Excellence Programs are designed to recognize excellence in the execution of hand embroidery. These programs give the experienced needleworker the opportunity to demonstrate excellence in their area of expertise.

A link to the Technical Excellence Programs can be found in the Education section of the website menu, or by clicking here.

Board minutes are available to all members in the Document Downloads section, or by requesting a hard copy from headquarters.

Please send your suggestions to EdNA@egausa.org.

The 20-member board of directors consist of the 7 nationally-elected officals (who constitute the executive committee) and a director from each of the 13 regions.

Anyone may attend.

Federal and state laws provide that non-profit organizations cannot be operated to benefit private interests.

Because it’s a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization.

That is the minimum number that will satisfy all state laws and IRS requirements for non-profit organizations.