STUDIO CC - OPERATIONAL GUIDELINES
               Sewing Textiles Unique Design Inspiring Originality, Coast to Coast
           Inspiring and supporting through sewing and textiles arts

Organisation:

Purpose:
To inspire and support each other to develop our sewing and textile-based skills and interests.

Preamble:
The organisation known as STUDIO CC is an association established for people who want to inspire and support each other in sewing and textile-based interests.

The primary function is to encourage garment construction skills, but other interests which associates might pursue could include (but are not limited to) felt making, leather accessories, millinery, quilting, machine embroidery and yarn-based activities in conjunction with, or to accessorise their garments.
These guidelines provide a broad base within which the organisation will operate. It is expected that common courtesy, respect for each other and property are underlying principles.
 
Structure:
Some formal structure is needed for any organisation to operate efficiently. An aim of this organisation is to have open and transparent management with genuine input from associates.
The organisation will operate with a hub and spoke model to form an area network.
 
Each will be called a STUDIO e.g. STUDIO FROCKS
 
The administrative hub will be the Management Team that will be elected by the membership present at the Annual General Meeting. There will not be mail or proxy voting. All STUDIO events will be open to all associates unless there are mitigating circumstances e.g. available space.

Management team meetings will be held as required and a representative from each STUDIO may provide feedback and input. This may be in person or via email.
 
An area communication meeting will be held at each FROCKS STUDIO gathering (third Saturday of the month). The representative from each local STUDIO who attends the FROCKS STUDIO will provide feedback to the other local STUDIOs at their regular meetings.
 
Non-financial people may attend one (1) gathering at a local STUDIO to see whether the association or group suits their needs. After that they will be required to become a financial member to attend.
 
STUDIO CC Activities:
All STUDIO CC events and activities will operate on a ‘first in’ basis with full payment and registration form. Deposits MUST be accompanied by the registration form either by mail or email for registration to be valid. Direct deposits must include the attendees SURNAME and INITIAL in the reference line to be valid.  
 
* Attendees must be an associate of STUDIO CC to attend retreats and convention. 
* Priority for workshops is for associates. If a workshop has available spaces non-associates may attend. Workshop price for
​   non-associates is the fee plus $20 extra per day. 
* At Promotional Events (e.g. Sew Much Fun Day) non-associates may attend at associate prices. 
* Day time excursions – non-associates may attend at associate prices.

 
Cancellation Policy:
Full payment secures a position at an activity if spaces are available. If an activity is oversubscribed a waiting list will be established.

Fees will not be refunded in the event of an associate cancelling their attendance at an activity unless they are able to find a replacement or there is a waiting list. In this circumstance the associate will receive a refund of their money. The waiting list will remain until after the event. Money will then be refunded to people on the waiting list.

Associates
Any person agreeing to follow the purpose and general principles of the organisation may apply to become a STUDIO CC associate. To do this the person needs to complete the application form and forward it to the STUDIO Treasurer. Methods for payment of annual fees are outlined on the application form. Once the fee is received an applicant will become a STUDIO CC associate. All associates will receive a STUDIO CC name badge when they join.
 
The annual association fee is $40. This fee will be reviewed each year. There is NO proportional payment.
 
STUDIOs
Each STUDIO will operate autonomously and have a Coordinator who will be elected at an annual general meeting by the end of June each year.
Each STUDIO will arrange their own venues and activities and operate a bank account if required or desired. If there is no bank account, then petty cash records should be kept and reported to associates at the STUDIO gathering.
 
Local STUDIO activities will be promoted to all area associates through the website and via email. It is also expected that each local STUDIO will provide content, including photos, for the website. STUDIOs can meet as often as desired, but usually no less than once per month.
 
The Role of Associates is:
*  To follow the purpose and general principles of the association by demonstrating respect to other associates and property.
*  To assist the management team where possible by volunteering to undertake tasks, promoting the organisation to others and
​    contributing ideas at meetings.
*  Supporting other associates in their sewing practice.
 
The role of the STUDIO Group Coordinator is:
To undertake or delegate the following tasks:
* Organisation of leases and equipment and to check venue requirements regarding public liability insurance. STUDIO CC holds a public
   liability insurance policy suitable for venues that require this.
* To represent the STUDIO Group on the management team and provide feedback to associates.
* To keep a register of STUDIO Group associates including name, address, telephone and email.
* To communicate regularly with their STUDIO associates to keep them informed of other STUDIO activities and general sewing related 
   events.
* To plan STUDIO Group events and activities with associates and inform the management team.
* To provide photos and copy of local STUDIO activities for inclusion on the website.
* To be a signatory or authority on the STUDIO Group bank account (if applicable) or to keep a petty cash
   records.

STUDIO CC Management Team:
The management team will support the operations of STUDIO CC. They will be nominated and elected by the associates attending the annual general meeting in June each year. They will meet as required (a minimum of once a year) to develop an annual activity plan based on input from associates. They will provide advice and support to STUDIO Groups as they establish. Communication will occur via emails and telephone.
The activities and events planned for STUDIO CC may include (but are not limited to):
* Annual General Meeting                   * Workshops   * Shopping trips/bus tours     * Retreats
* Seminars/Convention                        * Social events and celebrations (Christmas party, luncheons etc.)
* Show and Tell exhibition/parades   * Information days/sessions (e.g. Sew Much Fun Days)
 
The role of the STUDIO CC Management Team Coordinator:
* To prepare the agenda and chair management team meetings and to keep and distribute the minutes from these meetings to
​   associates.
* To keep an updated register (obtained from the Treasurer) of all associates including name, telephone number, address and email.
* To publicise the activities of STUDIO CC to all associates and the wider sewing community.
* Other actions as required arising from management team meetings.

The role of the STUDIO CC Management Team Treasurer:
* To establish and maintain an area bank account.
* To keep accurate financial records & provide feedback to management on income/expenditure.
* To arrange payments as required.
* To be an active and contributing member of the STUDIO CC management team.
* To record and keep an updated and accurate register of all associates including name, telephone number, address and email.

The role of the STUDIO CC Web Administrator:
*  To develop and maintain the website www.studiocc.net.au
*  To upload content from coordinators to promote the activities of STUDIO CC.
*  To be an active and contributing member of the STUDIO CC management team.
 
The role of the Billets Coordinator:
* To develop and maintain a database of associates willing to provide accommodation and/or transport
   for out of area associates or tutors attending events or workshops.
*  To provide information regarding commercial accommodation and public transport options.
*  To be an active and contributing member of the STUDIO CC management team.

The role of the STUDIO CC Events, Workshop and Retreat Coordinators:
To undertake or delegate the following tasks –
*  To develop an annual plan of activities, workshops and events and costings in consultation with the
    management team and associates.
*  To source and book tutors and venues.
*  To oversee activities and delegate responsibilities to ensure that they operate effectively.
*  To source and distribute prizes e.g. Lucky Door etc.
*  To provide the Studio CC Coordinator and Web Administrator with notice of events and follow-up with
    articles and photos after each event. All events will be open to all associates across Australia.
*  To be an active and contributing member of the STUDIO CC management team and/or STUDIO group.