updated 09/27/10
Section 1.
Membership shall be open to all persons interested in quilts who have
paid annual dues amount as determined by the Board. Said dues
shall be paid at or before the September meeting, or upon entry into the Guild.
Individuals joining after April 1 will pay one-half the annual dues.
The five members of the Executive Board will be exempt from paying dues
for the year(s) they serve on the board.
Section 2. Privileges of membership include:
A. The right to vote and hold office;
B. The right to attend monthly meetings and in-house Guild workshops;
C. The right to participate in Guild activities on a priority basis;
D. The right to attend Executive Board meetings as a non-voting member;
E.
A subscription to “The Fat Quarter,”,
the Capital City Quilter’s newsletter;
F. The right to enter quilts in the Guild’s quilt show; and
G. The right to be listed in the Guild’s membership directory.
Section 1. A meeting of the general membership shall be held monthly unless otherwise set by the Executive Board. The time and place of the meeting shall be announced at least one month in advance and published in the newsletter sent prior to that meeting. Part of these meetings shall be devoted to business.
Section 2. The presence of one-third of the eligible membership in person all constitutes a quorum.
Section 3. In the event that a member will be unable to attend a meeting, a written, dated, and signed proxy stating the intent of the member will be accepted by a board member up to the call of the vote for any previously announced voted.
Section 4. There shall be an Annual Meeting of the voting membership to be held each September. At this Annual Meeting:
A. The membership shall elect officers.
B. Yearly membership dues shall be paid.
C. A financial report shall be made to the membership.
D. Bylaws may be revised at this time.
E. Other business shall be transacted as needed.
Section 1. An Executive Board consisting of five elected officers shall administer the Guild: President, Vice President, Secretary, Treasurer, and Director.
Section 2. Officers shall be elected by a majority vote at the Annual Meeting. Nominees for the posts of President and Vice President must be active members for at least one year prior to running for the post. Officers shall be elected for one year, and, if nominated and elected again, may serve for no more than two succeeding years in that office.
A. The Nominating Committee shall present the membership with the names of at least one candidate for each office at the August meeting. These names shall be published in the September newsletter. Nominations for office may be made from the floor at the Annual Meeting with the consent of the nominee.
B. Elections shall be by raised hand vote except when a nomination has been made from the floor, in which event the vote for the contested office shall be by ballot provided by the Secretary.
C. Officers shall assume their responsibilities at the close of the Annual Meeting.
Section 3. Meeting of the Executive Board shall be held:
A. Each month at a time and place called by the President, except when deemed unnecessary by the Board;
B. When called by two other members of the Board; or
C. By written request of five members of the Guild.
Meeting shall be conducted according to standard parliamentary procedures. A quorum shall consist of three of the five elected officers. The Executive Board shall make a full report of its actions at the next meeting of the general membership.
Section 4. In the event a vacancy occurs in the Executive Board during the year, a special election shall be held. The Executive Board shall nominate a replacement to be voted on at the next general meeting. Election procedure shall be conducted in the same manner as outlined in Article III, Section 2.B. of these Bylaws.
Section 5. Each new Executive Board shall administer a survey of the membership to determine what they would like the board to do during its tenure. This survey shall be administered in October.
Section 6. Duties of the Executive Board shall include:
A. General supervision of the affairs of the Guild between its business meetings;
B. Fixing the hour and place of meetings;
C. Making recommendations to the Guild;
D. Serving as editorial board for the newsletter;
E. Making recommendations to the President on an agenda for general meetings; and
F. Performing such other duties as are specified by these Bylaws.
The Executive Board shall be subject to the order of the Guild and none of its act shall conflict with action taken by the Guild. Any action taken by the Executive Board may be rescinded by the membership upon a two-thirds vote of those present, provided there is a quorum.
Any expense over $100 shall be posted in the newsletter and discussed at one general membership meeting. A majority vote on the expenditure will be held at the meeting after the expenditure is posted in the newsletter.
Any officer unable to fulfill a specific duty shall notify the Executive Board in advance. Each officer shall turn over all materials of the office to the successor and furnish any records as may be required.
Section 7. Duties of Officers
A. Preside at all general membership and Executive Board meetings;
B. Set and post agendas for meetings;
C. Be the chief administrative officer of the organization;
D. Make a report of the work of the organization at the Annul Meeting;
E. Appoint committee chairs;
F. Be ex-officio, non-voting member of all committees with the exception of the Nominating Committee;
G. Be authorized to co-sign checks of the organization;
H. Serve as a liaison with other organizations;
I. Have such usual powers of supervision and management as may pertain to the office of President; and
J. Serve as Director on the Executive Board the year after serving as President.
The Vice President shall:
A. Arrange monthly UFOs;
B. Arrange locations for monthly meetings;
C. Serve as presiding officer in the absence of the President;
D. Be authorized to co-sign checks of the organization;
E. Publicize general meetings;
F. Serve as Director on the Executive Board the year after serving as Vice President in the event the President is unable to assume the Director position; and
G. Serve as Chair of the Nominating Committee
The Secretary shall:
A. Record the minutes of all meetings and type them to be included in the subsequent newsletter;
B. Provide the newsletter with summaries of these meetings prior to the newsletter deadline;
C. Be responsible for any correspondence which does not relate specifically to an activity or responsibility being carried out by another committee chairperson or officer;
D. Arrange programs for the monthly meetings of the general membership;
E. Keep past year’s minutes and have them available at monthly meetings; and
F. Serve as Director on the Executive Board the year after serving as Secretary in the event neither the President nor Vice President can assume the Director position.
The Treasurer shall:
A. Be the chief financial officer of the Guild;
B. Have the general care and custody of all securities and funds;
C. Collect and disburse the funds of the organization;
D. Present a financial report at each meeting of the Executive Board and post the report in the each month’s newsletter;
E. Report on the status of the budget and existing obligations when expenses are proposed;
F. Be authorized to co-sign checks of the organization;
G. Be responsible for checking the Guild mailbox and distributing mail to the Board or other appropriate person;
H. Provide the Newsletter Mailer with names and addresses of new members; and
I. Keep the membership roll.
The Director shall:
A. Be the immediate past President of the Guild. In the event of a current President being elected to another office or being otherwise unable to serve as Director, this position shall be filled by the Vice President or the Secretary of the current board; and
B. Form an ad hoc committee of three Guild members prior to the annual meeting in in September to audit the financial records of the Guild prior to being turned over to the new Executive Board.
Section 1.
The Nominating Committee shall be formed at the July meeting. The
Vice President shall serve as chair and the remainder of the committee shall be
solicited from the membership at large.
The chair shall then solicit
suggestions for nominations of officers from the general Guild membership.
The Nominating Committee shall meet and shall present the name of at least one
candidate for each office at the August Guild meeting. The Vice President
shall ensure that ballots to elect the new CCQ Board are available to members
attending the Annual Meeting each September. The Vice President and the
committee will count ballots and announce the newly elected officers.
Section 2.
The Education Committee shall be formed at the October meeting, as
needed. The committee shall solicit
suggestions for instructors from the general membership, and through contact
with other
The Education Committee shall also have the responsibility of researching additional teacher candidates and compile an on-gong list of possible instructors throughout the year.
Other responsibilities shall include:
A. Soliciting any informational and educational materials of interest and use to quilters for publication in the newsletter; and
B. Organizing UFO mini-workshops and provide Newsletter Editor with times and topics of the mini-workshops to be published in the newsletter.
Section 3. The Membership Committee, chaired by the Librarian, shall have the ongoing responsibility for welcoming new members, providing an informational flyer to visitors, distributing nametags and encouraging and enabling monthly get-acquainted activities. With the Education Committee they shall organize a yearly “Quilt Basics” workshop and solicit mentors for new quilters.
The Membership Committee shall purchase plates, napkins, cups, and utensils for use at Guild sponsored functions. They shall solicit assistance in organizing (setting up, greeting, cleanup) functions held during the year.
Section 4.
The Community Service Committee will be appointed from the membership, as
needed, to recruit volunteers, plan projects and organize work time and places.
Quilts made by Capital City Quilter’s Guild for fund raising by
organizations in the
Section 5.
The Workshop Committee shall be formed for each out-of-town instructor.
This committee shall coordinate all housing, transportation, special
needs, and communications with the instructors.
They shall make site and equipment arrangements.
As compensation for these duties, the Workshop Committee members shall be
entitled to attend one of the instructor’s classes free of charge.
Otherwise they are on hand to run errands or assist the instructor.
They may participate in other classes, as space is available.
A. Maintaining a collection of quilting reference materials and pattern books for members to borrow from the library, including purchasing new materials with the approval and an allowance given by the Executive Board and the disposal of obsolete materials;
B. Providing and inventory of reference materials and pattern books to the Communication Committee for publishing in the "Fat Quarter".
C. Ensuring the reference materials and historical documents are readily available to the Executive Board and membership; and
D. Developing a "check out" system for members to borrow and return materials from the Guild's Library, including follow up with members that fail to return borrowed materials.
Section 7. The Communication Committee shall consist of one or more members interested in maintaining communications with the Guild's membership. The Chair shall be known as the Guild's Newsletter Editor and be appointed from the membership. The Chair may recruit volunteers from the membership to assist in the responsibilities assigned to the Committee including roles of newsletter mailer and webmaster, as needed. Responsibilities of the Committee shall include:
A. Prepare the newsletter known as the "Fat Quarter" covering major business/issues conducted at the Executive Board meetings and the monthly Guild meetings, including the Treasurer's report.
B. Have electronic or hard copy of the newsletter available for the printer by the fifth of the month, or as directed by the Executive Board.
C. Be responsible for getting the newsletter from the printer and distributing the newsletter in accordance with the guidance and direction of the Executive Board.
D. Deliver to the Librarian copies of documents produced by the committee (hard copy of electronic) during the period October through September.
E. Mail the newsletter to Guild members by the tenth of the month or as directed by the Executive Board;
F. Produce the annual membership directory;
G. Other duties may include developing and maintaining a website; and mass mailings to the membership at the direction of the Executive Board.
Section 8. The Retreat Committee shall consist of one or more members interested in organizing one or more quilting retreats for the Guild's membership, as directed by the Executive Board. The Retreat Committee shall make site arrangements, including identifying a location, planning for meals, and negotiating a contract if one is required. The Committee shall determine cost to the membership, if any. Membership will be informed of the Retreat details during the Guild meetings.
Section 9. the Quilt Show Committee shall organize, at the direction of the Executive Board, to schedule a date, identify and reserve a location, notify members, prepare forms, and perform other tasks related to producing a Guild sponsored quilt show.
All proposals for Guild participation, activities and events from any source are subject to discussion, amendment, and final approval by a show of hands or by ballot of a majority of members present at a regular monthly business meeting. Whenever possible, proposals should be published in the newsletter prior to discussion and vote by the membership. Should a proposal arise with the Executive Board considers of obvious benefit or interest to the Guild, and such a proposal requires an immediate commitment, the Executive Board is authorized to make that commitment with the consent of two-thirds of the Executive Board.
Section 1. Amendments and additions to these Bylaws shall be made by vote of the general membership at the Annual Meeting in September. They shall require approval by a two-thirds vote. Proposed changes may come either from the Executive Board or from individual members. In either case, the proposed change(s) shall be presented at the August meeting and printed and distributed to members prior to vote at the September meeting by means of the monthly newsletter.
Section 2.
Upon the recommendations of the Executive Board or the written request of
five members at large, the President shall appoint an ad hoc bylaws committee
chair who will then form a committee of no less than three members to review the
By-Laws and make recommendations to the Executive Board.