by laws

ARTICLE 1 - ORGANIZATION

This organization shall be known as the Common Threads Quilt Guild. This is a non-profit organization in the State of California.

ARTICLE 2 - PURPOSE

The purpose of this Guild is to create a community of quilters to share ideas, develop skills, and encourage the tradition of quilt making in our local area.

ARTICLE 3 - MEMBERSHIP AND DUES

SECTION 1: Membership shall be open to anyone interested in furthering the purpose of the Guild as stated in Article 2. As a condition of membership, each and every member shall hold free and harmless the Guild and each and every other member from any and all liability arising out of the activities of the Guild. Members shall be admitted upon payment of annual dues.

SECTION 2: CLASSIFICATION OF MEMBERS:

(a) ACTIVE MEMBERS: Active members shall participate in and support the projects and activities of the organization, have the privilege of voting and holding office, receive a regular newsletter and pay annual dues.

(b) AFFILIATE MEMBERS: Places of business, community organizations or individuals wishing to support the organization may be affiliate members. Upon joining, the affiliate members shall have a write-up in the newsletter and thereafter shall be named in the roster and brochures. They shall not hold office or constitute any portion of the quorum.

(d) HONORARY MEMBERS: Lifetime honorary members are selected by the Executive Board for their outstanding contribution to the purpose of this organization. Lifetime members have their dues waived and are entitled to all rights and privileges of other active members.

(e) EXPULSION: The membership of any member who:

(1) engages in the theft of the property of the organization or of its members or,

(2) uses the name of the organization with intent to defraud,

(3) through their actions or inaction’s adversely affect the Guild shall automatically terminate at the end of a thirty-day period, provided such member was given a fifteen-day prior written notice of termination. The notice shall state the reason for the termination and give the member a timely opportunity to be heard. The notice shall be delivered personally to the member or sent by registered mail to the last address of such member in writing and shall occur not less than five days before the effective date of the termination. The hearing shall be of five randomly selected voting members of the organization, and as advisors only the President, Secretary and the Parliamentarian of the organization. The hearing shall be presided over by the President, and conducted as defined in Robert’s Rules of Order, Newly Revised. The committee conducting the hearing shall conduct the hearing in good faith and in a reasonable manner. The committee shall have the exclusive power and authority to decide that the proposed termination not take place.

SECTION 3: DUES

The fiscal year shall be from September 1 through August 31. Each member shall pay annual dues as set by the Board of Directors at the beginning of the fiscal year. A member is dropped from the roster if dues are not paid by September 30. Persons joining for the first time after the 6th month (February) of the fiscal year shall pay one-half (1/2) of the annual dues.

ARTICLE 4 - OFFICERS AND DUTIES

SECTION 1: Elected Officers will be selected from the Guild’s membership. They retain all the rights of regular members. Elected officers are responsible for keeping records of their assignments and then giving those records to their successors.

SECTION 2: The president shall preside over all regular meetings, be chairman of the Executive Board and Board of Directors, have power to call special meetings, appoint chairs of committees when necessary and with approval of the board, and perform other duties the office requires. The president shall be an ex-officio member of all committees except the nominating committee. The president shall have been on the Board of Directors for at least one year prior to taking office.

SECTION 3: The vice president shall preside in the absence of the president and take over the duties of the president, if for any reason the office is vacated.

SECTION 4: The secretary shall keep an accurate record of all regular business meetings and all board meetings. The secretary shall be responsible for reporting a summary of the meetings for the next meeting.

SECTION 5: The corresponding secretary shall conduct all correspondence, unless otherwise provided or ordered.

SECTION: 6: The treasurer shall keep an accurate record of receipts and disbursements, pay Guild bills authorized by the board, and give a monthly report to the secretary and president. Guild funds shall be deposited in a commercial bank account designated by the Board of Directors and disbursed upon signatures of any of the following: President, Vice-President, Treasurer or Secretary.

SECTION 7: No cause of action shall arise against any person serving as a director or office of this organization on account of any negligent act or omission occurring (1) within the scope of that person’s duties as an officer acting in an official capacity: (2) in good faith: (3) in a manner that person believes to be in the best interest of the organization: (4) is in the exercise of his or her policy making judgment.

SECTION 8: Vacancies:

(a) A vacancy in the office of president shall be filled by the vice-president.

(b) If a vacancy occurs in both the office of the president and vice-president, the secretary shall call a meeting of the Board of Directors for the purpose of electing, from the eligible members of the Board of Directors, a president to fill the unexpired term of president.

(c) A vacancy in the office of vice-president, secretary or treasurer shall be filled by the president with the approval of the Board of Directors. Such appointed officers shall serve until their successors are elected.

SECTION 9: The offices of president and vice-president can only be held for one year. No secretary, corresponding secretary or treasurer shall be eligible to serve more than two consecutive terms in the same office.

ARTICLE 5 - EXECUTIVE BOARD

The elected officers (president, vice president, secretary, corresponding secretary & treasurer) and immediate past president of the Guild shall constitute the Executive Board. An Executive Board member, who without cause has missed more that three consecutive Board meetings shall, with the concurrence of the majority of the board, be asked to resign from office.

ARTICLE 6 - MEETINGS

SECTION 1: Meetings shall be held monthly at a time and place designated by the Executive Board.

SECTION 2: GUESTS. Visitors or guest will pay a fee when attending meetings for which speakers have been contracted.

SECTION 3: A quorum shall consist of a simple majority of the Guild members present.

ARTICLE 7 - BOARD OF DIRECTORS

SECTION 1: The Board of Directors shall consist of the Executive Board & standing committee chairs.

SECTION 2: Only regular members in good standing shall be eligible to serve on the Board of Directors.

SECTION 3: The Board of Directors shall hold quarterly meetings.

SECTION 4: Special meetings may be called at any time by the president. Three (3) days notice shall be given of such special meetings.

SECTION 5: For the transaction of business requiring a vote, a quorum shall consist of a simple majority of the attending Board members.

ARTICLE 8 - NOMINATIONS AND ELECTIONS

SECTION 1: The past president shall chair the nominating committee. The nominating committee shall consist of two (2) members appointed by the president from the Board, and two (2) members chosen from the Guild.

SECTION 2: The Nominating committee shall secure a slate of board members from members in good standing for the positions to be filled, and secure the consent of the nominees to serve if elected. Nominations shall be published in the June newsletter.

SECTION 3: The approved slate of board members shall be presented to the membership at the July meeting. Approval will be by a majority of the members present. The vote will be by voice if only one person has been nominated for an office. If more that one person is nominated for an office, a written ballot must be provided.

ARTICLE 9 - ADMINISTRATION

SECTION 1: The administration of the affairs of the Guild shall be vested in the Board of Directors who shall be responsible for carrying out the directives of the membership, or as contained in these bylaws.

SECTION 2: The Executive Board shall carry out the instructions of the Board of Directors and conduct the affairs of the Guild between meetings of the Board of Directors.

SECTION 3: The fiscal and administrative year of the Guild shall be September 1 through August 31.

SECTION 4: The auditing committee appointed by the presidents will audit the records of the treasurer before newly elected treasurer accepts the records.

R) ARTICLE 10 - COMMITTEES

SECTION 1: Committees shall be: History, Library, Membership, Newsletter, Nominating, Parliamentary, Programs, Projects, Publicity, Roster, and SCCQG Representative. These committees shall be activated as the need arises. The chair of each committee, except Nomination, selects his or her committee and shall submit the names of the members to the Board. The term of office for each committee expires on August 31. All chairpersons shall maintain files and records and shall deliver them to their successors by August 15.

SECTION 2: Committee responsibilities are as follows:

(a) History Committee: shall keep a historical record of the organization, along with noteworthy publicity.

(b) Library Committee: shall keep a record of all magazines, books and patterns available for member use. Give book reviews.

(c) Membership Committee: Responsible for maintenance of the Guild database with information about members, guests, Charter members, Honorary members, advertisers, etc., be aware of total membership number. Shall be responsible for sign-in sheets at each general meeting and prepare a copy of attendance report to the Secretary. Shall collect membership forms for each paid member.

(d) Newsletter Committee: Shall be responsible for the monthly newsletter and to maintain a file of newsletters. Shall be responsible for mailing the monthly newsletter and to maintain a mailing list of members.

(e) Nominating Committee: Shall, at the July meeting, present the name(s) of a candidate(s) for each position, following which additional nominations may be made from the floor.

(f) Parliamentary Committee: shall review and understand the Common Threads Quilt Guild bylaws and policies, be available to the President should they have any questions pertaining to the operation of the Guild, and help keep the board meeting on track using Robert’s Rules of Order.

(g) Programs: shall have a two-year tenure. Shall make contracts with monthly Guild speakers for the next year and be responsible for program presentations in the following year. Signed contracts shall be made available to the Guild president and treasurer.

(h) Project Committee: Shall plan and coordinate all Guild projects for the organization.

(i) Publicity Committee: Shall plan, coordinate and disseminate publicity regarding meetings and special events of the organization. Edit and publish brochures and booklets for exhibits. Solicit advertising for the newsletter.

(j) Roster Committee: Shall be responsible for printing the annual roster with updates for board members, programs, membership, bylaws, policies and procedures. Roster will be distributed at the November membership meeting.

(k) SCCQG Representative: shall represent the Guild at SCCQG’s annual meeting and apprise the Guild of any pertinent information.

ARTICLE 11 - PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.

ARTICLE 12 - AMENDMENTS OF BYLAWS

SECTION 1: Members may submit suggestions for changes in the bylaws to the board, in writing. These suggested changes will be reviewed by the Board of Directors & if accepted will be published in the next newsletter and voted on at the following regular meeting. A 2/3 majority vote of members present will be required to change the bylaws.

SECTION 2: Bylaws shall be reviewed every other year by the Parliamentarian & a committee of 3 or more members. Suggested changes will be presented to the Board of Directors for their approval. Changes will than be printed in the newsletter & voted on at the next regular meeting. Policies and Procedures shall be reviewed and changed as needed.

Grace Hoya, Parliamentarian

Committee:

Rita Buchler

Karen Eymil

Barbara Sawyer

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POLICIES AND PROCEDURES

1. Policies and Procedures: These policies and procedures shall be reviewed as necessary. They are not part of the By-laws; they are guidelines.

2. Meetings: Monthly membership meetings are to be held on the first Thursday. If there is a conflict, an alternate date will be selected by the board.

3. Dues: Dues shall be $25 for the fiscal year. New members joining after March 1 shall pay one-half of the current dues rate.

4. Guest Fees: Guest fees are $5 and shall be collected by the Membership Chairperson at the door for which speakers have been contracted.

5. Workshops: Workshops shall be posted in the newsletter. Fees shall be charged for workshops. Non-members shall be charged $5 more than member fees for a workshop. Members shall have first choice of workshops. Workshop registration shall be done at regular meetings on a first come basis with a waiting list. Supply lists will be available at time of sign-up.

6. Special and Standing Committees: The president shall appoint as many committee chairs as needed for the conduction of Guild business. Chairs shall maintain notebooks of duties and activities, and present same to the incoming chair at the July meeting. Chairs may select their own committee members from the general membership.

7. Budget: Members of the Board of Directors shall provide a proposed budget to the Treasurer for their area of responsibility. The Board of Directors will review and present the full budget for review at the September membership meeting.

8. Roster: Use of the membership roster for other than Common Threads Quilt Guild business is not permitted, unless permission is given by a vote of the Board of Directors, this shall be a one-time use only. The roster is to be published by November’s membership meeting.

9. Conduct of Business at Meetings: All possible business is to be conducted at the Board of Directors meetings so that general membership can accommodate maximum time for quilting program speakers and projects.

10. Special Procedures for Approving Membership Meeting Minutes: The secretary shall appoint two people to read and approve the previous meetings’ minutes.

11. Summary of Board of Directors Minutes: A summary of the minutes of the Board of Director’s meetings shall be published in the following month’s newsletter.

12. President’s Gift: The Vice-President is to purchase a gift for the outgoing President and coordinate the President’s quilt blocks.

13. Guild assets such as quilt stands can only be borrowed by guild members for their use with prior approval of the President.

Revised May 2007

Block of the Month

Purpose: An opportunity to learn new techniques and use up some of those little scraps you have been saving. Each month the committee will select a block to be constructed by members. Block will consist of a pattern and may include a feature fabric. Blocks are returned at the next meeting. Each block returned receives one ticket for the drawing. One member receives all blocks. Winner must complete the quilt top before they are eligible to win again. Participation is optional.

Challenge Quilt

Purpose: To push and challenge member’s capabilities and encourage them to try something new. A set of guidelines is established for each member to follow and may be as simple as requiring use of a specific fabric. Rules are set by the committee chair. . Participation is optional.

Great Little Quilt Sale

Purpose: To raise funds to support Komforters for Kids and We Care quilts. Members are encouraged to construct small quilts to donate to the Great Little Quilt sale. Quilt size may range from miniature quilts to small wall quilts (24X24). Any technique and theme will be appropriate for this fund project. Quilts will be sold at the Guild booth during the Lemoore Recreation Department “Fourth of July in the Park.”

Komforters for Kids

Purpose: To provide quilts to local law enforcement agencies to be used to comfort children. The Guild’s goal is to place a Komforter in each and every Lemoore and Corcoran Police Departments’ car, Kings County Sheriff’s car, and California Highway Patrol car. Participation is optional.

Mystery Quilt

Purpose: Everyone in the group will complete the same quilt using fabric of their choice. The quilts will each be unique based on fabric chosen. Each month the project chairman tells the group the color value and quantity of fabric to select and provides cutting and construction directions, the final result will not be known until the final month. Participation is optional.

Opportunity Quilt

Purpose: To raise funds to support operating expenses of the Guild, Speakers and Workshops. The Opportunity Quilt committee members organize the formation, creation, and construction of a quilt for the community. Guild members can earn chances to win a gift by helping construct the quilt, selling tickets for the Community quilt, and volunteering to sell tickets at functions like Quilt Shows, etc.

Round Robin

Purpose: To learn new techniques and creativity. Groups are composed of no more than six members. The group establishes the guidelines and may change the technique that they will use. Participation is optional.

We Care Quilts

Purpose: To provide quilts to local groups or individuals who could use a little love and caring at special times in their lives. Candidates are provided by Guild members and local community organizations. Participation is optional.

White Elephant Sale

Purpose: To raise funds to support Guild projects and help you clear out some of that “stuff” cluttering up your studio. The December meeting each year will include a White Elephant Sale. Members are encouraged to contribute “stuff” they no longer use, ugly fabric, project boxes, patterns and books, and non-quilt related items. Remember: one woman’s trash is another woman’s treasure.

Guild Library

Books of interest to quilters will be available at Guild meetings. Books may be checked out for 30 days. Donations of quilt books will help build the library. Books will be purchased from Guild funds as appropriate.

Speakers and Workshops

Speakers will be invited throughout the year; their visit may include a workshop for members. There will be a fee charged for participation in the workshops. This is a good way to learn new techniques and improve your quilting skill level. Participation in the above workshops is optional.

Show and Tell

Each Guild meeting will include a time to show and tell. This is an opportunity for members to share their work. A special theme may be selected such as your first quilt, quilts made by family members, or UFO’s.

Revised May 2005