Irving Quilt Guild, Inc.

By Laws

Article I -Name

1.01 The name of the organization shall be Irving Quilt Guild, Inc.

Article II - Object

2.01 The Irving Quilt Guild was formed in 1998.

2.02 Its objective: to promote fellowship among persons interested in all aspects of quilting; to preserve our quilt making heritage and traditions; to participate in quilt related projects that are in service to our community.

Article III – Membership/Dues

3.01 The Guild shall have three (3) classes of members:

    A. Charter member – a member who joined from September 1998 – October 1998 and has maintained active membership status continuously since that time. This member is entitled to attend regular Guild meetings, pay annual dues as provided in the Section 3.03, participate in Guild activities, and/or work on committees, vote, hold office or committee chairmanship, and receive a monthly newsletter.

    B. Active member – This member is entitled to attend regular Guild meetings, pay annual dues as provided in Section 3.03, participate in Guild activities, and/or work on committees, vote, hold office or committee chairmanship, and receive a monthly newsletter.

    C. Junior member – a member who is age 10-17. Is entitled to pay annual dues, attend regular Guild meetings, participate in Guild activities, and receive monthly newsletters. Junior members shall not have the right to vote or hold office. Junior members may work on a committee.

3.02 Annual dues shall be paid at the first regular meeting of the fiscal year. The Irving Quilt Guild‘s fiscal year shall run from January through December. Dues can be collected from the November guild meeting to the January guild meeting. The amount of dues shall be determined by the Board at the November budget meeting. If dues are not paid by the January meeting, a one-dollar ($1.00) late fee per month shall be assessed. New members joining during the year will have to pay for full membership dues and will not be prorated. All members are required to wear their current membership card as their name badge. A 50-cent fine is charged if not worn to meetings. (2)

3.03 The schedule of payment of annual dues by Guild members shall be set by the Board and published in the newsletter, on the website, and yearly membership book. The category of members is:

    Active Members

    Active Members (senior -65 or older)

    Charter Members

    Charter Members (senior)

    Junior Members

3.04 The Board of Directors, by affirmative vote of two-thirds, may suspend or expel a member for cause after appropriate hearing. The Board of Directors also may, by a majority vote of those present at any regular meeting, terminate the membership of any member who becomes ineligible for membership, or suspend or expel any member who is in default of paying membership dues.

Article IV – Officers and Elections

4.01 The elected officers of the Irving Quilt Guild shall be President, Vice-President, 2nd Vice- President, Secretary, and Treasurer.

4.02 The parliamentarian shall serve on the Board of Directors but shall not vote and is not elected.

4.03 A candidate for an officer position must be an active member of the Guild in good standing, have served as a committee chair for 1 year.

4.04 At the regular July meeting, a nominating committee of 3 members shall be appointed by the President. This committee consists of the committee chair and 2 members at large. The parliamentarian shall attend all committee meetings but shall not vote. The duty of the committee is to review nominations for officer positions.

4.05 Nominations for officers will be taken from the floor at the August meeting.

4.06 Voting will be conducted at the October guild meeting, with a Quorum of the membership present, or 1/3 of the membership.

4.07 The ballots will remain sealed for 60 days after election, after which they will be destroyed.

4.08 The officers shall be installed at the December meeting. All officers and chairmen shall assume their duties at the January meeting.

4.09 An office vacancy shall be filled by the nominating committee, and the nominee(s) will be presented for election at the next regularly scheduled guild meeting. A simple majority vote shall elect. A committee chair vacancy shall be filled with the approval of the president. (3)

Article V – Duties of Officers

5.01 The President shall preside at regular and board meetings and shall appoint special committees as needed, and be a member of ex-officio of all committees, except nominating committee.

5.02 The Vice-President shall preside in the absence of the President. The officer shall be responsible for coordinating all programs and workshops.

5.03 The 2nd Vice-President shall plan the designated guild retreats, track the volunteer points, manage the President Appreciation gift and assist vice-president when needed.

5.04 The Secretary shall keep accurate records of the regular and executive board meetings, and shall conduct the general correspondence of the Guild. The officer shall submit the minutes of the regular meeting to the newsletter for publication each month.

5.05 The Treasurer shall collect all dues and keep accurate account of all receipts and disbursements of the Guild. A request form approved by the President for all disbursements must be turned into the Treasurer. The Officer shall maintain the Guild bank account, and present a monthly financial statement to the Board and a quarterly statement to the membership. The Treasurer shall provide all information to the Audit Committee for review in December. The Officer shall keep track of the annual budget and present information at the Annual Budget Meeting.

5.06 The Parliamentarian shall be responsible for by-law revisions, as well as making sure all general, board and nominating committee meetings are run according to Robert’s Rules of Order. The officer shall present revised by-laws annually to membership.

5.07 Elected officers shall not serve more than two years consecutively in the same position. Elected officer shall be the only voting members at the Board meetings.

Article VI – Meetings

6.01 The regular meeting of the Guild shall be held on the 3rd Thursday of each month at 7:00 p.m.

6.02 The regular meeting in December shall be known as the annual meeting and shall be for the purpose of installing officers, receiving annual reports, and for any other final business.

6.03 One- third of the membership shall constitute a quorum for the transaction of business at any regular meeting of the Guild. The majority will carry the vote.

6.04 Special meetings may be called by the President and shall be called upon the written request of ten (10) members of the Guild. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least 3 days notice shall be given.

6.05 All board meetings are open to membership; the locations, date and time will be printed in the newsletter prior to the meeting. They shall be conducted on the 2nd Thursday of the month. (4)

6.06 The Annual Budget Meeting shall be conducted in November of each year. They must be attended by all board members, committee chairs, and officer elect.

6.07 Officers are to attend 10 board meetings, 10 guild meetings and the budget meeting.

6.08 Committee chairs are to attend 9 board meetings, 9 guild meetings and the budget meeting.

Article VII – Standing Committees

7.01 The standing committees shall be: Angel Quilts, Audit, Door Prizes, Historian, Hospitality/Refreshments, Keeper Quilts, Membership, Newborn In Need, Newsletter, Nomination, Parliamentarian, Quilt Show, Quilts of Valor, Raffle Quilt, Scholarship, Sunshine and Shadow/Welcoming, TAQG, and Webmaster.

7.02 The chairs for these committees will be on a volunteer basis and be approved by the President.

7.03 Duties of Committee chairpersons are to present a monthly report at the board meeting.

    A. Angel Quilts – shall be responsible for collecting and distributing all Angel Quilts. This position shall give a list of volunteer hours to 2nd Vice-president and the coordinate 48 Hour Appreciation Program.

    B. Audit – shall be responsible for review of the Treasurers books in January for the previous year and provide a report to the Board and guild in February.

    C. Door Prizes – shall be responsible for collecting and distributing monthly door prizes.

    D. Historian – shall be responsible for maintaining the history of the Guild through photos, newsletters, etc.

    E. Hospitality/Refreshments – shall coordinate refreshments at the meetings and organize any social function.

    F. Keeper Quilts – shall be responsible for collecting the quilts to donate to charitable organizations to be used for their fundraiser.

    G. Membership – shall be responsible for collecting dues, keeping up the member information and list. This position shall give all new members a new member packet.

    H. Newborn in Need – shall be responsible for collecting and distributing all Newborn In Need items and providing the volunteer points to the 2nd Vice President.

    I. Newsletter – shall be responsible for compiling, and providing a monthly newsletter. The position shall be responsible for arranging all advertising in newsletter.

    J. Nomination – shall collect all nominations from the floor. This position shall preside over committee meetings and ensure all candidates meet all requirements for nomination. This person will notify candidates of their nomination status and will preside over election and announce the new officers.

    K. Parliamentarian – shall be responsible for by-laws revisions, as well as making sure all meeting run by proper procedures.

    L. Quilt Show – shall be responsible for coordinating the Quilt Show.

    M. Quilts of Valor – shall be responsible for collecting and distributing all Quilts of Valor. This position shall give a list of volunteer points to the 2nd Vice President.

    N. Raffle Quilt – shall be responsible for the planning and construction of the quilts, as well as the sale and record keeping of the quilt tickets. This position shall turn in ticket sales to Treasurer.

    O. Scholarship – shall be responsible for reviewing the applications submitted by the local school board, make the selection and present the scholarship to the recipient at the May meeting.

    P. Sunshine and Shadow/Welcoming – shall be responsible for presenting to membership personal news of the members and welcoming guests and new members.

    Q. TAQG – shall be responsible for attending TAQG meetings and providing a report to the Board. TAQG shall consist of two members and an alternate.

    R. Webmaster – shall be responsible for maintaining the IQG website.

7.04 All committee chairs shall have any information needed to be supplied in the monthly newsletter to the newsletter committee by the Sunday after the Guild meeting. Input must be emailed to the Newsletter Chairman in a readable format.

Article VIII – Amendments of Bylaws

8.01 These bylaws may be amended at any regular meeting of the Guild by a two-thirds vote, provided the amendment has been submitted in writing at the previous meeting and printed in the newsletter. They shall take effect immediately after the vote.

8.02 Procedures not covered herein shall be governed by Robert’s Rules of Order.

8.03 Any amendments adopted by the Guild shall be published in the next Guild membership book.

Article IX – Dissolution

9.01 In the event of the dissolution of the Irving Quilt Guild, Inc., all assets shall be assigned to an organization chosen by the membership in accordance with Section 501c (3) of the Internal Revenue Code or corresponding sections of any future Federal tax code.

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