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Ellis County Quilters Bylaws By-Laws Revised January 2010 This organization shall be called Creative Quilters Guild of Ellis County, Inc. and hereinafter shall be referred to as "the Guild." The Guild is organized and will be operated exclusively for educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code. The purpose of the Guild shall be to perform charitable activities and to preserve and encourge the art of quilting; to promote a gathering of people with this common interest; and to provide instruction for members and education for the public in design and technique of quilting. Section A: Membership shall be defined as an individual who pays annual dues as provided by Article 4, who attends guild meetings, participates in guild activities and/or works on committees. Honorary members shall be named by unanimous decision of the Executive Board if that board determines that some non-member has benefited the organization in an outstanding manner. All current and past Presidents are Life Members with full membership voting rights. Honorary and Life members are not charged with dues. Section B: All members in good standing shall have voting privileges and shall have the right to hold an office or committee chair position, except as provided by Article 7. Section C: Membership in this Guild is not transferable or assignable. Section D: Members must be a member in good standing for a minimum of one year prior to holding office or committee chair positions. Section E: Visitors are welcomed to attend two general meetings at no charge and thereafter will be asked to join the guild or pay $2 per meeting. Section F: A nominal fee may be charged visitors and/or members for special meetings or programs. Such fee shall be established by the Executive Board. Section G: The Executive Board, by affirmative vote of two-thirds of members of the Board present at the meeting, may suspend or expel any member for cause after an appropriate hearing, then followed by a two-thirds vote of all members - cause having been stated. Section A: Dues are payable annually on or before the first general meeting of the fiscal year (January). The annual membership dues for each member shall be determined by the Executive Board. The Board has the authority to propose an increase in dues but any increase must be presented for approval by the membership at the October meeting before the next annual dues are to be paid. The increase shall be accepted or denied by a simple majority vote of the membership. Dues are non-refundable. Section B: New members joining after the seventh month of the fiscal year (August) shall have their dues prorated and pay half the yearly rate. Annual dues will then be payable in accordance with Article 4 Section A. Section C: Annual dues for senior citizens age 60 and over shall be discounted according to the Executive Board. Section A: The guild's fiscal year shall run concurrent with the calendar year, January - December. SectionB: All monies received by this guild shall be made payable to "Creative Quilters Guild of Ellis County (CQGEC)" and paid to the Treasurer, who shall make deposits into a bank account to the credit of the Creative Quilters Guild of Ellis County, Inc. Section C: Financial reports will be presented monthly to the Executive Board and quarterly to the general membership for approval. Section D: The President and two non-board members will form an Audit Committee and audit the club's records in March and September. Section E: Any and all records should be available upon request to any board member within a reasonable period of time. Section A: The guild shall meet on the 4th Monday of each month at 6:30pm for a Fellowship period with the meeting starting promply at 7 pm, except for May and November/December. Due to holiday conflicts the date of the May and November/December meetings will be announced at the preceding membership meeting. Each meeting shall be a combined business meeting and program. Section B: The date and/or time of a general meeting may be changed by a quorum vote of the Executive Board, if necessary, provided all members are notified two weeks prior to the change. Section C: Motions shall be adopted by a majority vote of members present at any general meeting. Section D: Executive Board meetings shall be held monthly at a time to be detemined by each Board and announced to the membership. Section E: Two/thirds of members of the Executive Board shall constitute a quorum. Section F: The rules of parliamentary practice comprised in the currect edition of "Robert's Rules of Order Newly Revised" shall govern all proceedings of the Guild and the Executive Board, subject to such special rules as have been adopted. Section G: The regular meeting in October shall be know as the Annual Meeting and shall be for the purpose of electing officers, receiving annual reports of officers and committees and for any other business that may arise. Section H: Special meetings of the guild may be called by or at the request of the President, the Executive Board, or not less than one.tenth of the Guild members having voting rights. Any place may be designated for the meeting site within Ellis County, Texas. Printed or e-mail or phone notice of such Special meeting shall be delivered to each guild member entitled to vote within 7-14 days of the meeting. Section A: Elected officers of the guild shall be a President,Vice President Programs, Secretary, Treasurer, and Standing Committee Chairpersons: Membership, Hospitality, Publicity, Newsletter, Website, Workshops, Texas Association of Quilt Guilds (TAQG), Community Service, Ways & Means, Historian, Quilt Show, and Librarian. Section B:The Executive Board shall consist of the elected officers and Standing Committee Chairpersons. Section C: The officers shall be elected at the general meeting in October for a term of one (1) year and shall be installed in the first month of the new fiscal year, assuming their duties at that time. Section D: At the last Executive Board meeting (in November) the Executive Board meeting shall be attended jointly by the outgoing board members and the incoming board members, with the voting responsibility being maintained by the outgoing board. Section E: No members shall serve in the same office for more than two (2) consecutive terms except for the Historian, Website, TAQG and Ways and Means. No member shall hold more than one board office and/or serve on more than one committee at one time unless approved by a quorum of the Executive Board. No member shall serve on the Executive Board for more four (4) consecutive years except for Website. Section F: Any board member who needs to vacate an office during their term must submit a letter of resignation to the Board. A vacancy occurring in any office shall be filled for the unexpired term by a member elected by the majority vote of the Executive Board. Section G: There shall be a nominating committee consisting of 2-3 members who meet 2 months prior to the elections (August). The nominating committee shall present a slate of one or more nominees for each office at the September meeting. All nominees shall have signified a willingness to serve. Section A: The President shall be the principal officer of the guild and shall: 1. Preside at all meetings of the guild and Executive Board 2. Serve as ex-officio member of all committees except the nominating committee 3. Appoint a chairperson for any temporary committee, e.g. by-laws review. 4. Receive annual reports of all officers and committee chairs at the last Executive Board meeting. 5. Serve as Chairperson of the Audit Committee to review the Treasurer's Records with two volunteer guild members. 6. Vote only to break a tie vote. Section B: The Vice President in charge of Programs shall perform the duties of the president in the absence of the President: 1. Be responsible for programs for the membership meetings and where necessary entertain the guest speaker including arranging meals and accommodations which will be paid by the guild. 2. Send thank you notes to guest speakers. Section C: The Secretary shall: 1. Take accurate minutes of the proceeding of all of the Guild general meetings and publish them in the Guild Newsletter priopr to the next general meeting. 2. Take accurate minutes of the proceedings of the Guild Board meetings and send them to the Board two weeks prior to the next Board meeting. 3. Conduct the correspondence of the guild. Preserve all records and documentation of the guild and its officers in a permanent file. Section D: The Treasurer shall: 1. Have charge of all monies of the guild and shall report thereon monthly at the Executive Board meetings and quarterly at general guild meetings. 2 Pay all bills with signature of Treasurer and co-signature of President or two selected board members or an approved guild member. 3. Keep an itemized record in a permanent file of all receipts and expenditures. 4. Head a budget committee which shall present a budget to the general membership at the first meeting of the fiscal year. 5. Use standardized principles of accounting. 6. Provide the audit committee with complete up to date records for their auit in March and September. Section A: The Standing Committees of the Guild shall be: Membership, Hospitality, Publicity, Newsletter, Web Site, Quilt Show, TAQG, Workshops, Community Service, Library, Historian and Ways and Means. The Committee Chairperson will select members to help carry out the responsibilities of her committee. Membership Committee 1. Chair shall select three members to assist in duties 2. Greet members and guests of the Guild 3. Keep a current Directory of all guild members. 4. Keep a record of all vistors to meetings. 5. Work directly with Treasurer to collect dues and process accordingly. 6. Distribute membership cards and membership directory. 7. Provide attendance and membership figures at monthly Executive Board meetings. 8. Provide mailing addresses and address changes to Newsletter Editor 9. Sunshine and Shadow - shall be responsible for acknowledging births, deaths, illnesses, or other concerns of Guild members. 10. Telephone/e-mail - shall communicate with the membership when deemed necessary. 11. Provide new members with a packet including information about the guild including current By-Laws, membership directory, schedule of door prizes and meeting refreshments, patteren for making name tag, etc. 12. Keep track of all Guild, Community Service and quilt show hours and the accumulative hours. 13. Collect and distribute donated gifts and door prizes at general meetings. Hospitality Committee 1. Organize any social functions and extend courtesies to members as needed. 2.Coordinate refreshments at general meetings. Publicity Committee 1. Promote community awareness by publicizing Guild activities to outside sources. 2. Produce any monthly or general publicity flyers promoting Guild meeting or special programs. Also provide press releases to radio and newspaper contacts. 3. Coordinate with Quilt Show Chair for necessary input and assistance. Newsletter Committee 1. Gather information from committees, coordinate, and publish a monthly newsletter for all guild members. 2. E-mail a copy to members with Internet access and send via US mail to those who do not. 3. Work closely with Membership to maintain a current list of guild members' e-mail and street addresses. 4. Maintain a list of members' internet addresses and contact members at the request of President or Executive Board with information deemed suitable for dispersion by this method. Website 1. Web master shall create and maintain a quilt guild website. Workshops Committee 1. Organize and coordinate workshops for educational or charitable purposes. 2. Organize retreats. 3. Organize excursions to shop hops, etc. 4. Be responsible for initiating Block of the Month programs. 5. Organize Block/Fabric swaps. Prepare a pattern and colorway for next month's swap, and distributes the block to participants. 6. Be responsible for Challenges - future. Community Service Committee 1. Investigate and recommend to the Guild charitable programs for the Guild's consideration. 2. Coordinates involvement on local community activities in which the guild is invited to demonstrate the craft of quilting. 3. Allocate charitable donations as per members and Board recommendations. 4. Charity quilts - work with Workshop chairperson in organizing event for charity quilting events. 5. Maintain a permanent record of volunteer hours Guild members serve the Guild or promote the art of quilting in the community. Ways and Means Committee 1. Work with Treasurer to coordinate fundraising activities. 2. Be responsible for coordinating the showing and selling of tickets for the Raffle quilt. 3. Be responisble for promoting Guild memorabilia (t-shirts, pins, etc.). Historian 1. Compile items (newspaper articles, photos, etc.) regarding the Guild and be responsible for maintenance of a yearly record. 2. Take pictures of Show and Tell at general meetings. Library Committee 1. Maintain a lending library of quilt related materials in the guild library. 2. Prepare a list of new materials for the newsletter. 3. Provide materials at the regular meeting of the guild for the benefit of guild members. 4. Keep record of guild materials checked out and/or past due. TAQG 1. Attend TAQG meetings and report back to the Board and Membership at meetings. Quilt Show Committee 1. Has responsibility for the organization of the annual quilt show. 2. Hold regular show committee meetings apart from the Executive board meeting. 3. Submits a budget to the Executive Board of potential expenditures six months priop to the quilt show. Obtains Executive Board approval prior to signing contracts. 4. Appoints committees as necessary to aid in the completion of the show. 5. Coordinates with the Community Services for monies raised at the silent auction and donated to the selected charity organizations. 6. Ensures finances will be handled by the quilt guild treasurer at the direction and clearance of the quilt show chair. 7. Hold a Silent Auction at the quilt show. Section B: All committees requiring funds shall submit proposed annual budgets to the Treasurer prior to the Executive Board meeting in January to set the budget . Any expenses not in the approved budget shall be considered an unauthorized expense, unless otherwise approved by the board, and incurred by the individual. Section C: All committees shall compile amd prepare written annual reports that accurately refects the duties that have been performed by the chairperson and members of that committee. Section A: These bylaws may be amended or revised by a 2/3 majority vote of the members present at the general meeting. Section B: All proposed amendments or revisions shall be presented in writing to the Board and the general membership the month before the actual vote . In the event of the dissolution of the guild, all assets shall be assigned to a charitable organization chosen by the membership in accordance with Section 501(c)(3) of the Internal Revenue Code. Revised and Approved 30 November 2009. Home | Officers | Contacts | About Us | Members Only | Quilt Shows Calendar | Community Service | Gallery | TAQG |  |
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