REVISED: 8/14/2010

Country Piecemakers' Quilt Guild Bylaws

Article I. Name

The name of the organization shall be the Country Piecemakers' Quilt Guild.

Article II. Purpose

Our mission is to preserve quilt history and expand quilt knowledge and techniques for both quilters and non quilters alike.

Article III. Membership

Section 1

Membership is open to all those interested.  The number of members will be limited as needed based on the capacity of the meeting location.  If the membership reaches its capacity, any persons interested in joining will be placed on a waiting list in the order that they have made contact with the membership chairperson.  Our current location, The Powhatan Library Meeting Room, has a maximum occupancy of 50 persons, when using tables and chairs.  To allow for presenters/speakers, visitors, and guests we will need to limit our membership to 45 members.

Section 2 - Dues

All members shall pay annual dues, which are due in December of each year.  Members not paid by January will be dropped from enrollment.  A partial membership fee of half the annual dues shall be collected from new members joining after July 1. Dues should be payable to "Country Piecemakers' Quilt Guild" via the Membership Chairperson. An increase in annual dues must be approved by a majority vote of the general membership. 

Section 3 - Visitors

Visitors may attend two meetings before committing to membership.  Dues should be paid prior to attendance of the third meeting.

Section 4 - Registration Preference

First preference for registration in workshops or other activities shall be given to members.

Article IV. Officers

Section 1

Officers must be members of the organization.

Section 2

Officers of the organization are: President, Vice President, Secretary, Treasurer, and Parliamentarian. 

Section 3

Term of office will be two years.

Section 4- Duties of Officers

President -

• Preside at all meetings of the organization and of the board
• Aids in directing all committee chairpersons and their duties

• After consulting with the board, act on matters whenever they cannot be taken up at a regular meeting
• Oversee Membership, Devotion & Library Committees

Vice President -

• Perform the duties of the President in case of the President's absence
• Act as Program Chairperson by arranging and facilitating all guild programs
• Oversee Brown Bag, Block of the Month & Challenge Quilt Committees

 Secretary -

• Keep a record of all meetings of the Board and the Organization
• Keep all records and copies of all correspondence pertaining to the organization on file including a book of minutes containing a copy of these bylaws and any amendments
• Respond to information requests from individuals or other guilds
• Present minutes for additions or corrections at monthly meetings
• Maintain membership attendance for all meetings and a current roster of membership
• Send out cards  

Treasurer -

• Oversee and monitor the guild checkbook and all financial transactions
• Collect all monies exchanged from guild membership
• Prepare a monthly treasurer's report to be given to the secretary at each meeting to keep with the meeting minutes
•  Manage all guild financial obligations with board approval
• Oversee Hospitality & Historian Committees

The books are to be audited when the Treasurer leaves office by a committee of three non board members.

Parliamentarian-

•  Aid in the direction and support of all board and membership matters as they pertain to protocol
• Oversee Baby Quilts & Charity Committee

Section 5 -

The officers shall constitute the Board.  The Chairpersons of standing committees shall be invited to Board meetings as necessary.  The Board shall consider all questions of policy and present recommendations to the general membership for action or ratification.

Article V. Committees

Standing Committees will be:          Charity

                                                             Devotions

                                                    Historian

                                                             Hospitality

                                                             Library

                                                             Membership

                                                             Programs

Other committees may be formed as deemed necessary by the Board and membership.

Appointments shall be for a two year term renewable if no one expresses’ interest and present person is willing to continue.

Article VI. Nominations and Elections

Section 1

Elections for officers will be held as follows:

Even years - President and Secretary

Odd years - Vice President, Treasurer, and Parliamentarian

Section 2

In November, the President shall appoint a nominating committee of three members, which shall serve for one election period.  The nominating committee will contact members of the organization to ask them to consider running for office.  The nominating committee will create the ballots for the election. The Chairperson of the Nominating Committee shall report the slate at the December meeting.  Any additional nominations from the floor will be accepted at that time.  It is required for the nominating committee to hold the election information in confidence and to be fair and impartial during this time.

Section 3 - Elections

1.    Elections and voting rights are offered to paid members in good standing with the guild.

2.     Elections shall be held at the December Meeting

3.    The vote shall be by ballot.  In case of a non-disputed election, where there is no competition for any of the offices, the Secretary will be asked to cast the unanimous vote.

4.      A simple majority vote of the members in attendance shall elect

5.     Those elected shall take office at the opening of the January meeting, having attended the December board meeting.

Section 4 - Vacancies

Any vacancy occurring among the officers shall be filled by the Board after the vacancy is announced to the membership. The appointee(s) will fill the vacancy until the end of the term.

Article VII Meetings

Section 1 - General Meetings

Meetings shall be held the second Saturday of each month.  Attendance will be taken by the Secretary.  Meetings for workshops may be scheduled at times other than the general meeting in order to meet room requirements of the time schedule of the guest speaker.

Section 2 - Board Meetings

Board Meetings will be held every month after the regular meeting.  Additional meetings may be held at the request of any board member.

Article VIII Funds

Section 1

1.     The organization shall be non-profit. Any contributions shall be made to qualified charitable organizations

2.     Arrangements with a bank shall require the signature of two officers.  The Vice President and Treasurer are authorized to write checks for the organization.

Section 2 - Expenditures Directed to Members

Any and all monies directed/expended on the behalf of a member, albeit for recognition, acknowledgment, or condolence shall be referred to the board for review.

Article IX. Amendments

The reviewing of the bylaws, when deemed necessary, will be initiated by the board.  Proposed amendments must be published on the web site and announced at a general meeting at least one month prior to voting upon the amendments. Approval will be by a majority vote of members in good standing; no absentee ballots will be accepted.

Article X. Order of Business

The general order of business for meetings shall be:

• Call to order and welcome
• Minutes and Treasurer's report
• Committee Reports
• Unfinished / Old Business
• New Business
• Announcements
• Show and Tell
• Adjournment of business meeting
• Program

Article XI. Dissolution

Should dissolution be necessary, a special meeting will be held.  Two-thirds of the current membership needs to be present to discuss and vote on the matter.   Dissolution shall be by vote of those in attendance at the meeting.

Upon dissolution, the Board shall pay from the treasury all bills due

Upon dissolution of the organization, assets shall be distributed to various community efforts suggested by and voted upon by the membership with the resolve being final and complete.