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Section 1. | | The type of memberships shall consist of active and patron.
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| A. | An active member is one who may attend meetings, has voting privileges, may participate in special events, and has priority in signing up for workshops before opening the event to other guilds and the general public.
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| B. | A patron member is one who supports the Guild with monetary donation, but receives no active membership benefits.
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| Section 2. | | Membership is open to anyone over the age of 18 who has an interest in quilts or anyone younger who can demonstrate their interest and ability to quilt.
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| Section 3. | | Application for membership can be made at any time during the year by filling out a membership form and making payment of dues.
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| Section 4. | | Annual dues are due and payable at the January meeting. New memberships, paid after August 1, shall be 1/2 of the current dues. Any change in the amount of dues shall be determined by a 2/3 majority vote of members present at a meeting, and will be determined annually by November. A membership card will be issued to each member upon payment of dues.
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| Section 5. | | No person will be denied full membership rights or otherwise discriminated against under these bylaws because of race, creed, religion, or sex.
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| Section 6. | | Non-members may attend two (2) meetings before membership is required.
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Section 1. | | ELECTED OFFICERS:
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A. | Officers of this organization shall be president, vice-president, secretary, treasurer and historian
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B. | In the event the office of the president becomes vacant, the vice-president shall automatically become president. A general election shall then be held to fill the vice-president's position. A similar election shall be held to fill a vacancy for the secretary, treasurer, or historian.
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Section 2. | | EXECUTIVE BOARD:
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A. | The elected officers comprise the Executive Board
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B. | The Executive Board may vote on any financial decision not in the budget up to $50.00 without putting it to a vote of the general membership.
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Section 3. | | ELECTIONS:
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A. | Officers shall be elected each year during the month of November and installed in December
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B. | At the regular meeting held in August, a nominating committee of three (3) shall be appointed by the president to prepare a slate of officers.
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C. | The chairman of the nominating committee must be on the board of directors. The other two (2) members shall be from the membership at large.
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D. | The nominating committee shall obtain the consent of the nominees to place their names on the slate.
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E. | Officers are eligible to serve for consecutive terms in the same office for a maximum of two (2) years and shall be eligible to be elected for that office after an interval of one year.
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F. | The nominating committee will present the slate to the membership at the September meeting.
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G. | Additional nominations may be made from the floor provided the nominee has been notified prior to the nomination and has agreed to serve if elected.
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H. | Voting privileges will be one active member - one vote and active members must be present at the October meeting to be able to vote. No absentee ballots are permitted.
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I. | A plurality shall constitute an election.
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Section 4. | | DUTIES OF OFFICERS
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A. | The president shall preside at the Guild, Executive Board, and Board of Directors meetings, appoint the standing committee chairman, appoint special committees, and serve as ex officio member of all committees except the nominating committee.
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B. | The vice-president shall assume the duties of the president in her absence, automatically become president in the event that the office of president becomes vacant, and serve as program coordinator.
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C. | The secretary shall record all proceedings of the regular Guild meetings, the Executive board and the Board of directors; handle all correspondence, and confirm that an accurate membership roster is maintained.
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D. | The treasurer shall collect all dues and care for the Guild's funds; keep an accurate record of receipts and payments; submit a financial report at each regular business meeting; and an annual report at the end of the year.
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E. | The historian shall arrange for all photography at meetings and other activities of the Guild; and keep a scrapbook.
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Section 1. | The Board of Directors shall consist of the officers and chairs of the standing committees.
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Section 2. | The Board of Directors shall meet at least twice a year.
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Section 3. | A majority of the Board of Directors shall constitute a quorum.
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Section 4. | The Board of Directors shall have supervision over the affairs of the organization between meetings. It shall see that the objectives of the guild are accomplished.
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Section 5. | The Board of Directors may adopt rules for the transaction of its business, provided such rules do not conflict with these bylaws and the Articles of Incorporation.
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Section 6. | It is the duty of the president and the Board of Directors to see that the budget is followed.
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Section 7. | The Board of Directors shall be in charge of budget and finance planning and will present a budget at the January meeting for the upcoming year subject to the approval of the membership.
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Section 8. | The Board of Directors will choose the meeting place.
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Section 3. Notice of dissolution must be mailed to active membership 15 days prior to the meeting date.
This Constitution and By-Laws of the River Heritage Quilters' Guild will be effective July 1, 1994. Amended January 1999. Amended November 2005.
River Heritage Quilter's Guild
Policy and Procedure Handbook
This handbook is designed to be a convenient reference for the organization and function of the River Heritage Quilters' Guild. This handbook is meant to provide guidance, instruction, and/or information. If you have any questions concerning any item please contact an officer or a member of the Board of Directors.
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Topics for Discussion: Topics of new business should be presented to the president prior to the meeting. Only quilt related topics will be discussed.
Committees: Each guild member is encouraged to participate on the various committees that keep the guild functioning. Standing committees are: Membership, Newsletter/Yearbook, Community Projects, Special Projects, Hospitality, Special Events, Pattern of the Month, Audit, Nominating, Library, Publicity, Website, Quilt Show, and Home Tour (as scheduled).
Chairperson Responsibilities: - Each chairperson will be responsible for coordinating activities with the committee, attend board meetings, keep a planning notebook to pass on to future committee chairpersons for reference, conducting committees meetings to plan for yearly activities, try to involve as many members as possible in committee functions, keep the president informed of committee activities and present report of committee at guild meetings.
Committee Responsibilities:
Membership: The duties of the membership chairperson and its members will include: presenting new members with membership packets, maintain a roster of attendees and providing this information to the secretary for inclusion into the permanent record, make temporary, and provide a door prize to be given away at each meeting. In the event the membership chairperson cannot be in attendance, a member of the committee shall act in their place.
Newsletter/Yearbook: The duties of the newsletter chairperson and its members is to compile information on new members, quilt shows, guild information, events, and items which might be newsworthy for the general membership. The chairperson will establish guidelines, deadlines, etc. under which this committee will function. The Board of Directors will decide the number of newsletters to be published during the year. The yearbook is the compilation of the programs, committee chairpersons and members and the membership list. The yearbook will be distributed at the March meeting with additional copies available at $1.00 each.
Community Projects: The duties of the community projects chairperson and its members are to work on quilt projects, which will be provided free of charge to various community organizations. The committee may work on projects to be auctioned or sold to subsidize the work of this committee. The committee may also participate in other charitable quilting activities at the discretion of the committee. Note: Every guild member is welcome to participate whenever possible.
Special Projects: The duties of the special projects chairperson and its members will include various fund raising activities which include the opportunity quilt. This involves the designing and making of the quilt, arranging quilting sessions and printing the tickets.
Hospitality: The duties of the hospitality chairperson and its members will include any setup and cleanup required at the monthly guild meetings, providing and/or arranging for any refreshments and the Christmas Social dinner food and drinks and Guild picnic.
Special Events: The duties of the special events chairperson and its members will be to completely coordinate workshops, seminars and/or lectures for the guild, and bus tours outside the monthly programs. This committee will also coordinate any guild sponsored quilt displays outside of the Quilt Show and Home Tour.
Pattern of the Month: The duties of the pattern of the month chairperson and its members will be to present a pattern(s) during each monthly guild meeting. Handouts of the pattern(s), instructions and a sample of the patterns will be presented to stimulate interest in the general membership. The pattern(s) will be decided upon by the committee.
Nominating: The duties of the chairperson and members of the nominating committee are outlined in Article IV, Section 3 of the bylaws. This committee will consist of a chairperson from the board and two general members of the guild.
Library: The duties of the library chairperson and its members will be to open the library at least 30 minutes before the meetings and close 5 minutes prior to the start of the meeting. It will also open during the break and after the meeting. They will also be responsible for the card file and envelopes in the books and keeping the library orderly. Books will be purchased from the proceeds of the Christmas Silent Auction, up to but not exceeding the amount determined in the budget.
Audit: The audit chairperson and its members will audit the financial books between December 30 and February 1 of the given year. Any discrepancy will be brought to the attention of the treasurer.
Publicity: The publicity chairperson and its members will coordinate the publicity needs of the guild in reference to special events such as quilt shows, home tours, workshops, lectures or community service.
Website: The website chairperson and its members will manage the guild website.
Quilt Show: The quilt show chairperson(s) and its members will plan and oversee the quilt shows and appoint chairs of special sub-committees as needed for the show.
Home Tour (as scheduled): The home tour chairperson will plan and oversee the home tour. They will arrange for the homes to be included, appoint a chairperson for each house on the tour, and appoint chairs of special sub-committees as needed for the home tour. This committee will only exist in years in which the guild has a home tour.
Inclement Weather: The decision to cancel a meeting due to inclement weather will be made by the president who will then contact each officer. Guild members are responsible for contacting an officer for information concerning cancellation of a meeting. There will be no make-up of a cancelled meeting.
Revised 8/98
Further revised 10/2005
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