BYLAWS
ARTICLE I- GUILD NAME
The
name of the guild is Piecemakers Quilt Guild and is a non-profit
guild. The purpose for which
the Piecemakers Quilt Guild is organized is to encourage, promote and
pass along the art of quilting.
ARTICLE
II: MEMBERSHIP
Section
1. Membership is open to
anyone who has an interest in quilts.
Section
2. Visitors may attend two
regular meetings of the Guild’s as a guest. Any following visits one
must join or pay a $2.00 visitor’s fee.
There may be additional guest charges for special programs.
Section
3. Annual dues are $15.
All renewal dues are payable no later than the workday in
January. Memberships not renewed by then will be terminated and not
included in the next years handbook. New members (those who have
never held membership) will pay $20.00 the first year. This will include
a guild pin and information packet for the one year membership.
It also means if joining during the year the membership will be
prorated plus $5.00 to include pin and packet.
It will be prorated at $1.25 a month for the first year. All
follow-up years will be renewed at the $15.00 annual fee.
Section
4. Members
who reach the age of 80 will be
given free membership provided their attendance is maintained.
ARTICLE
III: ELECTION OF OFFICERS
Section
1. At the January Executive Board meeting, the executive board shall appoint a nominating committee of three guild members, one
of whom shall be a present executive board member.
The duty of this committee shall be to nominate a slate
of officers, obtaining the consent of each nominee, at the October
meeting. (See Section 2 below)
Elections to be held in November,
by secret ballot, all ballots shall be kept for 3 months and then
shredded and the new officers will be installed at the December meeting
by the outgoing president. There also will be no absentee
voting.
All nominees are required to have been an active member of the guild for
a minimum of one year.
Section
2. Additional
nominations for
officers will also be accepted from the floor after the slate of
officers are announced in October.
Nominators should have the nominee’s prior approval.
Section
3.
If an executive board member is unable to complete her
term of office, notice will be given in writing to the board.
Such vacancy shall be filled by an appointment agreed upon by the
remaining board members.
Article
IV. OFFICERS
Section
1. EXECUTIVE BOARD
The
Executive Board shall consist of the
following: President, Vice-President, Secretary, Treasurer, and
Immediate Past President. Duties will be to make decisions when time
does not allow an assembling of the complete board of
directors and to appoint a nominating chairperson and committee.
Section
2. BOARD OF DIRECTORS
The
Board of Directors shall consist of the following; President,
Vice-President, Secretary, Treasurer, Immediate Past President and
Committee Chairpersons.
Section
3. TERMS OF OFFICE
The
terms of office shall be one year, beginning with
the installation at the December meeting.
Section
4. OFFICERS DUTIES
The
duties and powers of the officers shall be as follows:
PRESIDENT-
Shall
preside over all Guild
and Board meetings; shall appoint
special committee chairmen and coordinators; is a member
ex-officio of all committees except the nomination committee and serves
as an alternate signer of checks.
VICE PRESIDENT-
Shall assist the president and preside over the meetings in the event
the President cannot attend;
shall chair the program committee; shall coordinate the programs as set
up by the program committee. Shall be responsible for planning
and scheduling programs and presenters for a 12 month period to run from
March of that year through February of the following year.
Shall publicize monthly programs
in the guild newsletter.
SECRETARY- Shall keep complete and permanent records for
all guild and board meetings; shall present regular guild meeting
minutes monthly and provide a summary for each month’s newsletter; shall
be in charge of all correspondence for the guild.
TREASURER-
Shall receive all funds made available to the guild, shall pay
all bills incurred as
authorized by the board, also keep a written account of all guild
financial transactions including receipts in a consistent manner from
year to year. Records shall
be audited yearly following December meeting with an annual report made
available to any guild member. She will also receive the dues for
membership from the membership chairperson as it comes in.
ARTICLE
V. BOARD OF DIRECTORS
Elected
Officers and Committee chairmen will serve as the Board of Directors.
Chairmen will be appointed by the president. The exception would
be the Nominating Committee chairman on the board. Others are listed
below. The following
committees will be formed when required.
A.) By-Laws: Shall submit proposed changes to the bylaws.
All requests for additions, deletions, or change to the bylaws
must be submitted to this committee prior to being presented to the
board. It will then be published in the next newsletter and voted on
at the following regular
general meeting.
B.)
Donation Quilt: Shall consist of a committee of at least three.
A pattern will be chosen, if they cannot make the decision then
it will revert back to the board to make a decision.
This committee will chose the fabrics, purchase all necessary
supplies , coordinate sewing the quilt top, the backing and also the
quilting of this quilt. A
copy of the pattern and a picture shall be put in the file cabinet for
future reference, also a picture and the pattern shall be given to the
historian for the scrapbook, and finally all receipts should be
maintained in such a manner with the treasurer so as future committee
people will have it to reference accordingly.
C.)
Handbook: Shall be responsible for coordinating and compiling all
information requested for the handbook, to include bylaws, policies,
programs, officers, committees, special projects, directory of all
current members and or other special details as necessary and
appropriate.
D.)
Historian: Shall maintain the scrapbook on a
current basis. She will also
be required to take care of all guild historical related information and
records of membership. All
of these materials shall be maintained in the file cabinet in room 319.
E.)
Hostess: Shall be
responsible for setting up and decorating for all special occasions
including July and December. Be sure to have dates for the July and
December meetings on the calendar for use of the multi-purpose room
downstairs no later than February.
F.)
Librarian: Shall be responsible for all books, periodicals and Audio
Visual materials: checking items out to members;
will also maintain a list or a master card file to be updated at
least once a year. She shall be available at least 30 minutes before
guild meeting to display books and to stay as needed after the meeting
for the purpose of checking books in and out. She will maintain all
copies of outside guild newsletters in the library for one year and then
they can be disposed of properly.
G.)
Membership: Collects
dues from members and new members which shall be turned in to the
treasurer. Shall be responsible for maintaining attendance records:
signing up new members and guests at the regular meetings.
Has each person sign in on attendance sheet furnished by the
Senior Center, and makes a copy for our records. Furnishes names of
visitors to the president to announce at the meeting. Checks to be sure
members have a nametag on and collects fines as set forth by the
guild, $.25. Submits names and addresses of new members to the
communication tree, newsletter editor and sunshine chairmen and handbook
chairperson. Supplies new members with a handbook, current newsletter,
nametag, guild pin and a new member packet.
H.)
Greeters: Responsible for compiling a list of persons to greet
members upon arrival to guild meetings. The greeter volunteer will
welcome visitors as well as members at the door to the guild meeting.
I.)
Newsletter Editor:
Shall be responsible for writing , editing, publishing, and mailing the
monthly newsletter no later than the Monday before the workday for that
month. Deadline for
information will be the second Wednesday of the month.
She will maintain a file of our guild newsletters for the year in
the file cabinet.
J.)
Project Coordinator: Shall coordinate a committee which is
responsible for organizing and planning any service projects as approved
by the guild, also planning
and implementing any ongoing activities including opportunities for
basic beginner classes at least once a year.
K.)
Sunshine: Shall be responsible
for sending cards to members, as appropriate. In the event of the
death of a guild member the guild will send flowers not to exceed $50.
OR a donation of $50.00 to a charity of the families choice.
In the event of the
death of one of the member’s immediate family (husband, son or
daughter), the member may select a book, to be purchased by the guild,
to be placed in the library in their honor.
L.)
Telephone Tree: Shall be responsible for creating a list of members beginning with the
president who calls all officers with information to be passed on. This
is to be used in emergencies or if information needs to be communicated
quickly.
M.)
Workshops:
Shall be responsible for organizing, scheduling and coordinating
all aspects of workshops sponsored by the guild.
N.)
Quilt show : We will
have a show every 2 years on the odd years.
The chairman(s) will appoint committee’s to handle jobs related
to the show.
O.)
Quilts on Wheels: (see information listed on the QOW page in
handbook).
P.)
Webmaster: She is responsible for the development and maintenance of
the website to include setting up and updating the website in a timely
manner. She makes changes as
required; she posts new information and keeps all info up to date.
The committee approves/disapproves all information that members
wish to add to the web page before it can be posted.
Q.)
Publicity: Shall provide information to appropriate news media
relative to special guild meetings, functions and activities for the
guild. Not to include the
quilt shows.
ARTICLE
IV: MEETINGS
The
regular guild meeting will be at the Lincoln County Senior Center at
10:00 AM - 12:00 noon on the 1st Wednesday of each month, with the
exception of days the Center is closed for which a new date will be set.
If regular meetings are to be changed to an alternate date, members must
be informed well in advance. In case of inclement (ice, snow, etc.) weather, the meeting will be
cancelled. When in doubt, members are encouraged to contact one of the
officers. We will go by the
Lincoln County School system. When they are closed due to inclement
weather we won’t meet. Notice
of special meetings members shall be given at least one week
prior notice by telephone or in a written notice.
Section
2. The board shall meet as needed with a minimum of four per year.
Section
3. Special activities may be held on other than regular meeting days.
Section
4. A majority of the Board
will constitute a quorum for the transaction of any business at any
meeting of the board. At any
regular guild meeting a majority of those present and voting shall be
sufficient to adopt any measure, unless otherwise specified in the
bylaws.
ARTICLE
VII. FISCAL YEAR
The
fiscal year shall be from the first of January to the 31st of December
unless otherwise determined by the guild.
Article
VIII. AMENDMENT OF BYLAWS
These bylaws may be amended in
whole or part by a 2/3 majority vote of the members present at a regular
guild meeting. The proposed change(s) shall be made available in the
newsletter and announced that these changes will be voted on at the
following meeting. This will give those that have an
interest to vote a chance to be at the meeting to cast their vote.
Article
IX. DISSOLUTION