  | ||
 |
Ellis County Quilters Bylaws By-Laws Draft 10/15/2003 6:43 AM This organization shall be called Creative Quilters Guild of Ellis County, Inc. and hereinafter shall be referred to as "the Guild." The purpose of the Guild shall be to preserve and encourage 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 quiltmaking. 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. Section B: All members 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 Section C: Membership in this Guild is not transferable or assignable. Section D: 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 E: 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 A: Dues are payable annually on or before the first general meeting of the fiscal year (January). The annual 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. The guild’s fiscal year shall run concurrent with the calendar year, January - December. All monies received by this guild shall be made payable to "Creative Quilters Guild" 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. Quarterly financial reports will presented to the Executive Board and general membership for approval. Section A: The guild shall meet on the 4th Monday of each month at 7:00pm, except November and December. Due to holiday conflicts, the November/December meeting will be held on the first Monday in December at 7:00pm. 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: Five (5) members of the Executive Board shall constitute a quorum. Section D: The rules of parliamentary practice comprised in the current 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 or may be adopted. Section E: Motions shall be adopted by a majority vote of members present at any general meeting. Section F: Executive Board meetings shall be held monthly at a time to be determined by each Board and announced to the membership. Section A: Elected officers of the guild shall be a President, Secretary, Treasurer, and Standing Committee Chairpeople: VP-Membership, VP-Hospitality, VP-Publicity, VP-Newsletter/Website, VP-Programs, VP-Workshops, VP-Community Service, VP-Ways & Means, Historian, and Librarian. The Executive Board shall consist of the elected officers and the immediate past President. Section B: 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 C: 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 D: No members shall serve in the same office for more than two consecutive terms. No member shall serve on the Executive Board for more four (4) consecutive years. Section E: 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 membership. Section F: There shall be a nominating committee consisting of 5 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: * Preside at all meetings of the guild and Executive Board * Serve as ex-officio member of all committees except the nominating committee * Appoint standing and appointed committee chairmen and when necessary appoint a chairperson for any temporary committee, e.g. by-laws review. * Receive annual reports of all officers and committee chairs at the last Executive Board meeting. Section B: The Vice President in charge of Programs shall perform the duties of the president in the absence of the President. Section C: The Secretary shall: * Take and report accurate minutes of the proceeding of all meetings of the Guild and Executive Board. * Conduct the correspondence of the guild In a permanent file, preserve all records and letter of value to the guild and its officers. * Chair the Publicity Committee. Section D: The Treasurer shall: * Have charge of all monies of the guild and shall report thereon monthly at the Executive Board meetings and quarterly at general guild meetings. * Pay all bills with signature of Treasurer and co-signature of President or Secretary. * Keep an itemized record in a permanent file of all receipts and expenditures. * Head a budget committee which shall present a budget to the general membership at the first meeting of the fiscal year. * Use standardized principles of accounting. The bank account shall be audited by the Executive Board at the end of each fiscal year. Section E: Past President shall: * Attend all meetings of the guild and Executive Board * Advise the guild on all parliamentary questions. * Past President shall serve as voting member of Executive Board only in the case of a tie. Section A: The Standing Committees of the Guild shall be: Membership, Hospitality, Publicity, Newsletter, Programs, Workshops, Community Service, and Ways and Means. The Committee Chairperson will select members to help carry out the responsibilities of her committee. Membership - * Select three members to assist in duties * Greet members and guests of the Guild * Keep a current record of all members and visitors * Work directly with Treasurer to collect dues and process accordingly * Distribute membership cards and membership directory * Provide attendance and membership figures at monthly Executive Board meetings * Provide mailing addresses and address changes to Newsletter Editor * Sunshine and Shadow - shall be responsible for acknowledging births, deaths, illnesses, or other concerns of Guild members * Telephone - shall communicate with the membership when deemed necessary. Hospitality - shall organize any social functions and extend courtesies to members as needed. * Refreshments - shall coordinate refreshments at general meetings. Door prizes - shall collect and distribute donated gifts at general meetings. * Liaison -shall serve as liaison between the Board and the management of the guild’s meeting place. Publicity - chaired by guild Secretary, shall promote community awareness by publicizing Guild activities to outside sources. * Newsgroup List - shall monitor the Guild’s e-group list, files, and calendar * Flyers - shall produce any monthly or general publicity flyers promoting Guild meetings or special programs. Also provide press releases to radio and newspaper contacts. Newsletter/Website - shall gather information from committees, coordinate, and publish a monthly newsletter for all guild members. * A copy is e-mailed to members with Internet access and sent via US mailed to those who do not. * Newsletter Editor shall work closely with Membership to maintain a current list of guild members’ email and street addresses. * Creation and maintenance of a guild website. Programs - shall organize Guild activities for Guild members’ education and enjoyment. * Block of the Month programs * Block/Fabric Swaps - shall prepare a pattern and colorway for the next month’s swap, and distribute the blocks to participants. * Challenges - future * Send thank you notes to guest speakers Workshops - shall organize and coordinate workshops for educational or charitable purposes. * Retreats * Excursions - shop hops, etc. Community Service - shall investigate and recommend to the Guild charitable programs for the Guild’s consideration. * Charity quilts - work with Workshops chairperson in organizing event for charity quilting events. * Special/Donation quilts - coordinate donation quilts for special purposes. Shall be responsible for the planning and construction of the quilt, sale and record keeping of tickets for the quilt, conduct the raffle, deliver quilt to winner, and coordinate the monies to charity. * Volunteer Hours - shall maintain a permanent record of hours Guild members serve the Guild or promote the art of quilting in the community. Ways and Means - shall work with Treasurer to coordinate fundraising activities * Raffle quilt * Guild memorabilia (t-shirts, pins, etc) Historian - shall compile items (newspaper articles, photos, etc.) regarding the Guild and be responsible for maintenance of a scrapbook. 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 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 general membership the month before the actual vote and included in the current printed newsletter. In the event of the dissolution of the guild, all assets shall be assigned to an organization chosen by the membership in accordance with Section 501-C-3 of the Internal Revenue Code. Home | Officers | Contacts | About Us | Members Only | Quilt Shows Calendar | Community Service | Gallery |  |
© 2008 Creative Quilters Guild of Ellis County, all rights reserved. | ||