ByLaws
The
NQA Guild #604
ARTICLE I Name
The name of the organization shall be: The Newtown Quilters’ Guild, Inc.
ARTICLE
II Purpose
1. To provide fellowship among
quilters and to gather together persons interested in quilts and quilt making.
2. To support and encourage the
art of quilt making.
3. To promote knowledge and
understanding of all aspects of quilting.
4. To establish and promote
educational and philanthropic endeavors through quilting.
ARTICLE
III Membership
1. Any person, regardless of
race, color, creed, sex or national origin, may become a member upon application
and payment of dues.
2. Dues shall be payable to the
Newtown Quilters’ Guild on an annual basis no later than the December meeting.
3. Membership in the
organization entitles each paying member:
a.
Membership card
b. Guild
newsletters
c. Membership list
d. Copy of the by laws
e. Eligibility to attend
meetings, workshops, and any trips made available by the Organization, and
participate in the
Guild Quilt Show.
f. Library privileges
4. Responsibilities of Membership
a. Support fund raising
activities
b. Attendance of monthly Guild
meetings
c. Support Guild’s philanthropic
endeavors
ARTICLE IV Elected Officials
1. The officers of the Guild shall be a President, a
Vice-president, a Recording Secretary, a Corresponding Secretary,
and a
Treasurer.
2. Terms of Board shall be two years: January 1st to December 31st of the second
year.
Officers may, upon
election, serve an additional term, with a limit of two consecutive terms in
any given position.
They shall serve
without compensation.
3. A vacancy of any office shall be filled by a
recommendation from the Executive Board.
The candidate must receive a
vote of approval
at the next general meeting following Executive Board action.
4. Nominations and Elections
a. Nominating Committee of three
members shall be appointed every two years by the Executive Board by August
1st.
b. It shall be the duty of the
Nominating Committee to nominate at least one candidate for each office to be
filled and
report their slate of nominees at the October
meeting, consent to serve having been obtained from each nominee.
The
duties of the position shall be explained to each prospective candidate.
c. Election of officers will take
place at the November meeting and terms will begin in January.
ARTICLE V Job Descriptions
1. President
a. Preside at all monthly
meetings
b. Preside at all Executive
Board meetings
c. Appoint all Standing and
Special Committee chairpersons
d. Relay news and information to
be included in the newsletter
e. Distribute pertinent
information to other board and committee members.
f. Instruct successor and pass on all information
pertaining to office.
e. Shall see that all insurance
policies, raffle licenses and permits are kept current. Shall maintain a file on these
documents.
h. Shall serve one year beyond
presidential term as a member of the Executive Board without vote.
i. Notifies the Vice-President in advance if
unable to attend Executive or regular meetings.
2. Vice-President
a. Plan programs for each meeting and
appoint committee members as needed.
b. Presides at meetings in
absence of the President
c. Submit projected budget to
Treasurer and Board members each year, subject to Executive Board
approval.
d. Report to Executive Board
about future programs/workshops.
e. Obtain instructors, make
contractual arrangements, and determine costs for monthly meetings.
f. Arranges housing and transportation for
workshop leaders/speakers.
g. Maintain a notebook
containing guidelines and correspondence for dealing with hiring of teachers.
h. Collect moneys involved and
arrange payment to the instructor/speaker and handle any other expenses
involved.
i. Informs Newsletter Editor and Corresponding
Secretary of upcoming events and other vital information prior to their
respective deadline dates.
j. Notifies the President in
advance if unable to attend the Executive Board meeting.
k. Shall instruct her/his
successor and pass on all information pertaining to the office.
l. Will handle publicity for special events and
workshops excluding the Guild Quilt Show.
3. Recording
Secretary
a. Records the minutes of all
regular and Executive Board meetings. Keeps corporate minutes in official book,
and
maintains log of Executive Board decisions
and general membership votes.
b. Is responsible for notifying
Corresponding Secretary to act as stand in at meetings if unable to attend.
c. Submits monthly meeting
minutes to Newsletter Editor for publication.
d. Identifies policy changes in
minutes.
e. Notifies the President in
advance if she/he is unable to attend meetings.
f. Shall instruct her/his successor and pass on
all information pertaining to the office.
4. Corresponding
Secretary
a. Is responsible for all guild
correspondences at the request of the Executive Board members.
b. Sends thank you notes to
guest speakers/workshop leaders.
c. Sends cards regarding birth,
death, wedding, illness, etc.
d. If Recording Secretary is
unable to attend meetings, act as a stand in.
e. Shall instruct her successor
and pass on all information pertaining to the office.
f. Notifies the President in advance if she/he
is unable to attend meetings.
5. Treasurer
a. Shall have custody of all
moneys of the organization including handling of all funds of the organization,
with
authority to deposit all funds and to draw
checks upon the same as is proper in the course of business of the
organization, subject to control by the
Executive Board.
b. Shall keep regular books and
prepare regular financial statements for inclusion in the newsletter. Also shall present
proposed yearly budget to membership by the
February meeting.
c. Reports in July and December
in writing to the Executive Board comparing actual vs. budgeted funding.
d. Maintain a calendar of
expected disbursements (rent, insurance policies, etc.)
e. Files necessary income tax
forms, nonprofit statements yearly, as needed, with assistance from the
Executive
Board.
f. Will grant final approval of any projects
submitted by committees or the general membership.
g. Notifies the President in
advance if unable to attend meetings.
h. Shall instruct her/his
successor and pass on all information pertaining to the office.
ARTICLE VI Standing Committees
1. Hospitality Chairperson
a. Signs up and instructs
members to supply refreshments at regular meetings.
b. Maintains supply of cups,
napkins etc.
c. Shall instruct her/his
successor and pass on all information pertaining to the position.
2. Librarian
a. Has charge of and is
responsible for the safekeeping and distribution of the Guild’s library.
b. Makes the library available
at general meetings.
c. Maintains a listing of the
books in the library, submitting titles of additions to the newsletter and
webmaster.
d. Purchases new books.
e. Shall instruct her/his
successor and pass on all information pertaining to the position.
3. Newsletter Editor
a. Shall compile and publish the
newsletter.
b. Maintains a permanent file
containing one copy of every newsletter.
c. Shall instruct her/his
successor and pass on all information pertaining to the position.
4. Membership
a. Attends all monthly meetings.
The Chairperson or a member of the committee must be present at least fifteen
minutes
before each meeting. The chairperson or
a member of the committee shall greet members and guest at
the door with a sign in book.
b. Prepares folders for new
members containing a letter of greeting, membership card, name tag instructions,
membership directory, and a copy of the by
laws.
c. Shall tally number of members
and guests present at each meeting.
d. Maintains membership file.
e. Gives list of new members to
Newsletter editor and Treasurer.
f. Is responsible for updating and distributing
the membership directory no later than March of each year.
g. Shall prepare and tabulate
ballots for general membership votes and reports results to President.
h. Shall instruct her/his
successor and pass on all information pertaining to the position.
5. Historian
a. Shall be responsible for
maintaining a history of the guild, including newspaper clippings, snapshot
album, Quilt
Show programs, and any other items of
interest.
b. Shall instruct her/his
successor and pass on all information pertaining to the position.
NOTE: Former ByLaw, Standing Committee #6
eliminated It read: ”Publicity a. Shall
be responsible for notifying the
local newspapers, guilds, etc. of meetings,
special events, and any other items of interest. b. Shall instruct her/his
successor and pass on all information
pertaining to the position.” ( this was
moved to VP,L)
6. Philanthropy
a. Shall consist of a
chairperson and the committee members.
b. Shall oversee all guild
sponsored philanthropic endeavors.
c. Shall instruct her/his
successor and pass on all information pertaining to the position.
7. Webmaster
a. Shall be responsible for
maintaining and updating the www.newtownquiltersguild.org.
b. Shall seek Executive Board
approval for additional content/links.
c. Shall instruct her/his
successor and pass on all information pertaining to the position.
ARTICLE VII Special
Committees
1. Raffle Quilt
Committee
a. Shall consist of chairperson
and at least two other committee members.
b. Will organize, plan and
design quilt for fund raising purposes.
c. Will submit proposed project
ideas to the Executive Board for approval.
d. Will inform Executive Board
of progress and expense, and submit bills promptly.
e. Is responsible for printing
and distribution of raffle quilt tickets, collection of ticket stubs and moneys
and exhibition
of quilt at appropriate venues for ticket
sales.
f. Shall submit a written report
to the Executive Board (kept by the President) in order to pass on all
information
pertaining to the committee.
2. Quilt Show
Committee
a. Shall consist of a
chairperson and at least four other committee members.
b. Shall submit estimated budget
of projected expenses for quilt show to Executive Board for approval at least
nine
months
in advance of the event.
c. Expenses required other than
on budget are subject to further approval by the Executive Board.
d. Shall obtain necessary
insurance coverage, township permits, and show premises.
e. Shall give monthly reports at
Executive Board meeting at least six months prior to the event.
f. Shall submit a written report to the Executive
Board in order to pass on all information pertaining to the committee.
ARTICLE VIII MEETINGS AND
WORKSHOPS
1. Meetings shall be held on the third Tuesday of each month
unless otherwise announced.
2. Guests may attend meetings and pay current guest fee,
except first time visitors who would be exempt from this fee for
that evening only.
3. For purposes of conducting business, at least one-fourth
of the current membership must be present.
A motion is
carried by the
affirmative vote of a simple majority present.
4. Workshops and Trips
a. If a member has to drop out
of the activity, they shall notify the chairperson who will handle replacements
by
notifying the next name on the waiting
list.
b. Refunds will be given if
applied for before the deadline date. After that date, if there is no waiting
list, refunds will be
handled on an individual basis.
c. Trips can be arranged by any
interested party, subject to approval of the Executive Board.
ARTICLE IX AMENDING BYLAWS
These bylaws may be amended at any regular meeting by a
two-thirds vote of those members present, provided at least ten days previous
notice in writing has been submitted to the membership.
ARTICLE X
In the event of dissolution, the net assets, including
durable and perishable goods, shall be distributed to a 501c (3) organization
whose purposes are similar to the guild’s.
No funds shall inure to the benefit of any guild member.