Frequently Asked Questions
What classifies as volunteer hours when submitting an application for an International Grant?
Acceptable volunteer hours are those hours directly related to the chosen project. For example, if you were trying to obtain original textbooks for the Prairie One Room Schoolhouse, you could only count those hours spent volunteering at the Prairie Schoolhouse and not hours spent working at the local food pantry.
There may be some worthy P&R projects that do not have a volunteer program which allow Questers to participate. In that case, you should state in your application that volunteers are not allowed because of the recipient’s restrictions.
Where does the money come from for the P & R Grants?
$2.50 from each of our members’ membership yearly dues goes into the P & R Grants fund. Donations make up the rest of the money, which is given to chapters in States/Provinces every two years at the International Convention. This is why it is very important that Chapters/States and Provinces continue to donate to this very important fund. By giving donations to the P & R Grants fund, we are continuing to support the purpose of The Questers, Article II of our Bylaws for the preservation and restoration of artifacts, existing memorials, historical buildings and landmarks.
Is there a certificate on the Website for download to recognize a member for longevity; Recognize a member for beginning a new chapter; Recognize a chapter anniversary?
As Corresponding Secretary, one of the duties is to recognize chapter anniversaries by sending out certificates/cards to chapters with anniversaries in five-year increments.
In regard to recognizing a member for longevity, some chapters donate to one of the International Funds in honor of that person. At the international level, there is no procedure in place for recognizing a member for beginning a new chapter. As far as designing certificates on the Website to download for any of these instances, the suggestion may be considered in the future. However, The Quester logo is available on the web site to create your own certificates.
Chapter and State Governance:
“When a committee votes and approves an issue, then passes it to the Executive Board for a vote that is split 50/50 at the Board level, what is the proper resolution?
The President generally does not vote on a motion at the Executive Board meeting unless there is a tie vote, so it is the President’s vote that is the tie-breaker. (This answer is based on an oral vote to a majority rules question.)
Does the incoming president nominate all chairmen for ratification by the Board, or is it permissible for the
P & R Committee to select the P & R Chair without the president’s approval or ratification by the Executive Board?
State/Provincial Bylaw, Article IX - Section I - Committees - The State/Provincial President shall appoint active members for as many committees as the needs of the organization demand, subject to the approval of the State/Provincial executive board. The State/Provincial president is ex-officio member of all committees except the nominating committee.
Added comment if needed: Ex-officio member is a voting member of the committee and has all the rights and privileges of a committee member. The only exception is that the ex-officio member cannot be included in a quorum. They do not have any of the obligations. They are welcome to attend, however, are not required.
Who needs to be notified during the year in case of death, change of address, etc.
According to the International Bylaws “In a Chartered State/Province, the chapter treasurer shall notify the State/Provincial Treasurer within thirty days of any change in membership status or change of address. The State/Provincial Treasurer shall forward immediately the information to Headquarters. In an Unchartered State/Province, the chapter treasurer shall forward immediately any change in membership status or change of address to Headquarters.
Can there be Co-Presidents at the State/Provincial/Chapter level?
NO, according to State/Provincial Bylaws and Chapter Bylaws, States Provinces or Chapters may not have co-presidents. State/Provincial Bylaws Article VI, Officers, Section 1., states The elected officers shall be: President, Vice President, Secretary and Treasurer. This section provides for first and second vice presidents, recording and corresponding secretaries, or a combined secretary-treasurer, but makes no provision for co-presidents.
For a variety of reasons an individual President is elected. Of paramount importance is that one person must be the designated contact for the State, Province or chapter and listed in the International Directory, and who is the person responsible for the legal requirements of the chapter, including the signature on the 990s to the IRS.
The duties of the President may be shared and assigned to other officers or committees. as the State, Province or chapter see fit, but not the title, Bylaws or legal requirements of the position.
Is there a response when a State sends in a chapter disband letter?
Individual memberships and chapter memberships run to the end of the year, May 31. At that time chapters should be contacted. Email have been used to thank and acknowledge contributions of any monies when there is a disband.
It is not necessary to have eight members to keep a chapter charter. Charters may be held in hopes of re-populating the chapter. Bylaws allow for money in the treasury to be sent to International or another chapter. Bylaws allow for monies to go to Preservation and Restoration at International or State level or donated to another chapter for Preservation and Restoration.
If a Third Vice Presidency exists in a chapter, what is the job description?
Third Vice President is not listed as a Chapter officer per the Chapter Bylaws, Article VI Officers and Duties which reads as follows in Section 1: The elected officers shall be: President, Vice President, Secretary, and Treasurer. (If the size of your chapter lends itself to having first and second vice president, recording and corresponding secretaries, or a combined secretary-treasurer, include in Section 1 above.)
So you can see, there being no provision for a 3rd Vice President in the Chapter Bylaws, there is no Job Description. This officer recommends that a chairman be appointed to assume responsibilities or duties which your chapter would have designated to a 3rd Vice President.
How do we handle chapter names when two chapters losing members decide to combine?
One chapter can disband and the two chapters combine under the name of the other or, if they wish, combine names and apply for a name change. An active chapter may adopt a dwindling chapter and keep it active with even one member. The active chapter could help the adopted chapter with all officer duties including finances.
How many members must a chapter have to keep their charter?
The Questers’ International Bylaws states in (Article XIX Chapters Section 4.) “A minimum of eight active members is required to charter a chapter.” However, nowhere in the Bylaws nor International Policies are there a required number of members for the chapter to keep its charter; and International would never take away a chapter’s charter because of a drop in the number of members below 8. A chapter is only disbanded at the request of a chapter.
Can chapters and also States make their own rules concerning what can and cannot be considered for a P & R project and funding of the project?
Chapters - Only when a chapter is receiving an International or State/Provincial P & R grant award must a chapter follow those respective P & R Grant Guidelines. Otherwise, when choosing and funding a chapter P & R project with chapter raised P & R designated funds, chapters should do so within The Questers' purposes. States & Provinces - States and Provinces do not have to follow International P & R Grant Guidelines when awarding State/Provincial P & R grants, States/Provinces can define their own guidelines in keeping with The Questers' purposes. International recommends that whether a State/Province chooses to follow International P & R Grant Guidelines or define their own, guidelines should be stated in State/Provincial Policies. As P & R Fund contributors, chapters should know how State/Provincial Grant Guidelines come to fruition.
I know the question has been asked a million times, but we have a new member in my chapter who does appraisals and I wondered what we should tell her about promoting her business.”
International Bylaws Article III, Section 1 states: ”…no member or unit of the Organization shall use the name of Questers or its membership lists for personal profit…The Questers shall not promote the private commercial interest of any member except to acknowledge Quester authorship of published research.”
Section 2: “…The Corporation does not contemplate nor shall there be personal financial gain or profit incidental or otherwise to its members.”
Additionally to this question are the following:
Does that mean that a Quester who owns or works for a catering company or runs estate sales
cannot cater a Q event or manage a Quester-sponsored yard sale, or does it mean that the company must do so only at cost?
Can Questers have a meeting at a restaurant owned by the family of a Quester member?
Can a Quester who is an antiques appraiser work for Q members privately?
In none of these cases would the company owner be allowed to advertise their Quester connection to promote their business or promote their business to Quester members of the chapters. When working at a Questers-sponsored event, it should be as a voluntary active member of the Organization, not on behalf of a personal business. Contacts made through Questers should not be used privately.
Because The Questers is a 501.c.3, are Chapters, States and Provinces exempt from sales tax?
The EIN (Employee Identification Numbers) that each chapter, State and Province is assigned identifies each as a subsidiary of the parent Organization and its primary use, in addition to the filing of the 990’s is to open a bank account. It does NOT provide sales tax exemption. ” The Questers’ tax exemption is for Federal Income Tax only, and not for sales tax.
Is there a provision for elderly persons not to pay dues?
Chapters may pay the dues of elderly members. They become honorary active members. The only difference is in who pays the dues.
Is there any financial help for chapters from Headquarter to reach out to new members? Is there any help with advertising in newspapers?
International helps chapters in Unorganized States. There is a budget of $350 for meetings, rental, ads, etc. for promoting Questers. Established chapters should look to States/Provinces for assistance. As a rule, publicity does not help get members. It works better to advertised projects. Send any suggestions for membership to the International Executive Board.
What are the current bank requirements to open an account? Could we use our chapter account for hosting a state/provincial meeting or must we open a new account?
Each bank has its own set of rules. The Bank uses your EIN number and if they want more you can request a 501© 3 letter from the International Treasurer which says that your chapter or state/province is in good standings with The Questers. Second part of this question, No you do not have to open a new checking account for a state/provincial meeting. Just make sure you keep very good records, and keep the meeting as a separate line item in your checking account.
Many older members want to leave money to their chapter. Is there guidance from International concerning how to state this donation in our wills?
Consult your lawyer, and write in your will the amount of money you wish to go to The Questers. Designate where the amount is to go, Scholarship, Fellowship or Preservation and Restoration.
Scholars and Fellows:
What is the amount of the award for Fellowship and Scholarship program?
The Fellowship award is for the Winterthur/University of Delaware Program in Art Conservation. The graduate program is limited to 10 students for three years. Questers support one of the ten fellows. Our fellowship total for the three years is $40,000.00. The Fellowship is not for tuition but is intended to assist in covering education costs such as books, fees, supplies, and equipment in addition to living cost and travel. The university disburses the money as needed.
The Scholarship award is to Columbia University in the Graduate School of Architecture, Planning and Historic Preservation. The Questers’ Scholarship supports one student for two years in the total amount of $34,000.00.
Who selects the Fellow and Scholar and do they have any training?
Selection process is similar for both the Fellow and Scholar. The Questers International Board is given names and qualifications of Graduate students at Columbia University by The Dean of the Graduate School of Architecture, Planning and Preservation. The Chair of the Department of Art Conservation at the University of Delaware supplies names and qualifications for the Fellow candidates. The candidate’s resumes are given to each voting member of the International Executive Board. The Officers rank the candidates on the basis of excellence and need. The International President tallies the votes and the results are sent to the Third Vice President who contacts the recipient.
Are relatives and family members of The Questers exempt from receiving Scholarships and Fellowships offered by The Questers?
Relatives are eligible to apply.
Scholarship: To qualify for consideration for the Questers Scholarship, the student must be accepted into the Columbia University in the Graduate School of Architecture Planning and Historic Preservation.
Fellowship: To qualify for The Questers Fellowship Award, the student must be accepted into the Fellowship Program of the Winterthur/University of Delaware Program in Art Conservation.
Why do we fund Scholarship/Fellowship programs at only two Universities?
The International Executive Board investigated many schools when the programs were started and the decision was made to fund programs at these schools. Other schools have been investigated periodically, but we have always come back to these schools. These programs are considered the top two in the country. Students from all over the United States apply, and we choose from the top five applicants who have been accepted into the programs and whose names the Deans have submitted to us. The International Executive Board will consider proposals for change when presented.
Are candidates for scholarship and fellowship programs interviewed by The Questers?
Candidates are not interviewed by The Questers. Candidates are interviewed by the Deans of the programs, and the scholarship and fellowship recipients are chosen by a majority vote of the elected officers of the International Executive Board from those recommended by the Deans.
Are scholarship and fellowship recipients and family encouraged to join The Questers?
It is always our hope that the recipients of The Questers’ Scholarship and Fellowship programs will consider joining or beginning a Quester chapter, however, after their graduation and fellowship completion, it is difficult to keep in contact with the students. Often the institutions do not have current contact information of the students after they leave their campuses and begin their careers.
What are we doing to raise money for the Fellowship and Scholarship Funds? Seems like there is a disparity in donations reported from the various State/Provinces. What should we be doing? What can we do?
Work in the Chapters to promote individual donations. Speak to your chapters. At the State level meetings, plan a fundraiser for International Funds. If your chapter received a Preservation and Restoration Grant, plan a fundraiser and make a donation to the International Preservation and restoration/Grant Fund to enable another chapter to realize the completion of their Preservation and Restoration project. When supporting individuals (Scholarship and Fellowship Funds), we must be careful. No public money, money raised outside the organization, may go to individuals. Public money may go to Preservation and Restoration - from public to public.
Suggested by Quester member: If each member gave $5 to $10 to each of the funds, we would not have funding problems.
How does one donate stocks and collections to Scholarship and Fellowship Funds?
The Questers will help transfer stocks. One should sell collections and then donate the proceeds to one of the funds.
Why not have the city one is from on our badges at the Convention?
From other convention comments, Questers would like to have their State/Province in a larger type, rather than include City and State/Province in a smaller type as to space allowance.
Are all State/Provincial members invited to the Annual State/Provincial Council Meeting?
Yes, Just as International Bylaws Article XV, INTERNATIONAL COUNCIL, Section 3., states: The International Council Meeting, open to all members,….., the same is true for State and Provincial Annual Council meetings. State and Provincial Bylaws require one Annual Council Meeting per year, and this meeting is open to the general membership.
When an item is purchased for sale at the International Convention, should the cost of the item be deducted from the P & R fund, since all profits from the sale go to the P & R fund, or should the item be paid for out of the General Fund and only the profit from the sales at Convention go into the P & R fund?
If an item is purchased for a P & R Project, the cost can be recovered from the proceeds of said sale.
Managing Questers Headquarters:
How much are utilities, taxes, and insurance at Headquarters?
Expenses keep growing at Headquarters, just like at home. June 1, 2015 to current to date:
Utilities: $ 6,885.70
Taxes: $ 8,915.27
When sending donations to Headquarters, where is the form available to fill out?
If you have access to the Quester Website, you will need to click on “Members”, and then “Forms”. Here you will find three forms: Scholarship Fund, Fellowship Fund, and one form for P & R/Grant, 210 Headquarters Maintenance, and Educational Resources Funds. All International forms are downloadable and printer ready.
Is emailing the Quester Quarterly possible to save mailing expense?
The membership has the option of viewing, downloading and printing the Quester Quarterly on the web site instead of receiving a copy via the postal service. In fact, every QQ from 2007 can be enjoyed in living color on the web site. Thank you to those who have elected the online option, as mailing expense has been reduced.
Our current Web Site server does not have the capability to send individual email addresses a personal copy of The Quester Quarterly . Larger servers who do have the capability are far more expensive. Also, there is not enough capacity to have a “link” to add your email address to the web site for an automatic notice that the QQ is posted.
Headquarters computer does not presently have the capacity either without a costly upgrade. Headquarters is usually the last one to receive an email address change; therefore it would be an impossible and time consuming task to keep the database of almost 11,000 addresses updated.
Currently, our Web site Editor sends every State/Provincial President and Unchartered State/Provincial Organizer an email notice that the QQ has been posted on the web site. The Web Editor requests the President to send a notice to the appropriate officer, appointed chair or to every Chapter President asking to inform the membership that the QQ is now available via the Web Site.
Another option: The appropriate officer or appointed chair could download The Quester Quarterly and electronically send to each member or to each Chapter President for distribution, who usually has current email addresses.
If you are not being notified that the QQ has been posted, ask your President. The QQ is always posted on the 15th of July, September, November and March. However, would it be a time and cost saver if the membership who have internet and computer capabilities take the responsibility to check the Quester web site. You may find other current and interesting information besides viewing or downloading and printing the QQ in living color.
Submission of Study Papers:
Would it be possible to allow submission of research papers in paper and non-paper formats?
The practice of paper only is now going to be revised to permit research papers to be submitted electronically using PDF. However, our practice will still allow submission by hardcopy sent via snail mail.
Managing State Websites:
Why is it necessary for State/Provincial websites entities to show a link to the International website?
There are limits in our Policies and Procedures regarding web sites. Specifically excluded are advertisements by businesses, organizations, or individuals selling products. The International Web Site Editor is to monitor all websites to keep them in compliance with our non-profit status. If you have questions regarding proper use, please contact the International President, International 2nd Vice President or the International Web Site Editor.