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ByLaws of PSQG | ||||||||||||||
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Revised and approved April 26, 2010 Article 1 Name and
Purpose
Section 2. This Guild
is incorporated as a not-for-profit educational corporation under the
laws of the State of
Section 3. The
express purpose of the Guild shall be:
To promote fellowship among persons in all aspects of quilting;
To preserve our quilting heritage and traditions;
To foster an appreciation of fine design and workmanship;
To encourage quilt making and collecting;’
To contribute to the knowledge of quilting techniques,
textiles, patterns, and quilt makers through education, and To participate
in quilt-related projects that are of service to the community.
Section 4. The Guild
shall be nonpartisan and nonsectarian.
Section 5. The
Guild’s official logo shall be “The Prairie Queen”
quilt block, #3047, from
Brackman’s Encyclopedia of Pieced Quilt Patterns (1993,
American Quilters Society).
Section 6. The fiscal
year for the Guild shall be June 1 to May 31. Article II Meetings
of the Guild
Section 1. Meetings
of the Daytime and Evening chapters shall be held each month from June
through May, except December.
Section 2. Combined
Meetings of the Daytime and Evening Chapters may be held with the
cooperation of the Program Vice-President and the approval of the Guild
Executive Board.
Section 3. The two
chapters shall meet together at the Guild Joint Annual Meeting, which
shall be held in April of each year for the purpose of the election and
introduction of the New Executive board, approval of the budget for the
next year, and Article III Membership
Section 1. Any person
over the age of fourteen
(14) with a erious interest in the art of quilting shall be eligible for
membership in th;is Guild upon payment of the annuyal dues.
Each member shall declare membership in one of the Chapters.
The number of members in each chapter
may be limited by the Guild Executive Board.
Section 2. Membership
dues shall be determined by the Guild Executive Board and approved by
the membership at the Joint annual Meeting.
Membership entitles the member to attend all chapter and joint
chapter meetings, to have priority registration for workshops and to opt
to receive the newsletter by postal mail.
The membership year shall run from September 1 through August 31. Article
IV Elections
Section 1. The
officers for this Guild shall be elected at the Joint Annual Meeting of
the membership in April of each year and shall serve a term of one (1)
year with the exception of the Contracts Chairperson and the Treasurer.
No officer shall serve more than two (2) consecutive terms in the
same office Section 2.
Each candidate must be an active member in good standing and must
have agreed to accept the responsibilities of that position.
A candidate for the office of President shall have served
previously on the Guild Executive Board or on one of the Chapter Boards.
A candidate for the office of Chapter Vice-President shall have
had previous Chapter or Guild Board experience. Section 3.
Nominations for the full slate of officers shall be presented to
the Guild membership 45 days before elections via the newsletter. Section 4.
Additional nominations may be made from the floor at the
following chapter meetings with the consent of the person nominated.
Note: Any and all
nominations should be accepted from the floor as long as it is for a
member in good standing (Robert’s Rules of Order).
Section 5. Any
elected position that becomes vacant for any reason before the
completion of the term of office may be filled by Presidential
appointment with the approval of the Board of Directors. Article V. Boards and Officers Section 1.
The Guild Board of Directors shall consist of the following
elected officers: President,
Program Vice-President, Daytime V.P., Evening V.P., Secretary and
Treasurer. The Board of
Directors shall approve all appointments made by the President and the
Chapter VPs. And shall make
decisions in emergency situations. The
outgoing Board of Directors shall prepare a budget to be approved by the
Guild Executive Board in May for the following fiscal year. Section 2.
The Guild Executive Board shall consist of the Board of Directors
and the elected chairperson of the following committees:
Membership, Newsletter, Education, Public Relations, Nominating,
Activity, and Contracts. Contracts Chairperson
becomes the following year’s Programs Vice President.
Other committee chairpersons appointed by the President may also
serve on the Guild Executive Board.
These may include the Quilt Show Chairman, Bee Keeper, Community
Projects, and others as the need arises.
The Guild Executive Board shall manage the affairs of the Guild.
The term of office will begin on June first. It is the responsibility of
all elected Board Members to attend all Board Meetings.
Any person with three (3) absences may be removed from the board.
If an appointed or elected Chairperson will be absent for a Board
Meeting, she will submit a written report to the President to be entered
into the Board Minutes. Section 3.
There shall be a Chapter Board for each Chapter.
Each Chapter Board shall consist of the elected Chapter V.P., who
shall appoint the Chapter Secretary, Social Hostess, and the following
committee Representatives: Program,
Workshop, Membership, Education, and others as needed unless they have
been elected already at the Annual Meeting.
The Chapter Board shall manage the affairs of its respective
Chapter. Article VI. Duties of the Officers
Section 1.
The President shall preside at all Guild Board of Directors
meetings, Guild Executive Board meetings, the Guild Joint Annual
Meeting, and at Chapter meetings in the absence of the Chapter V.P.
the President shall be an ex-officio member of both Chapter
Boards and all Committees except the Nominating Committee and shall
perform such duties as are necessary to the office.
The President shall appoint any committee chairperson not
otherwise provided for in these bylaws.
The President shall sign all contracts relating to the business
of the Guild as a primary or secondary signature.
The President may sign Guild checks.
Section 2.
The Program Vice-President shall act in the absence of the
president. The Program
Vice-President shall have the primary responsibility for the current
monthly meeting programs, including making arrangements for
transportation, meals, housing, and hospitality for the speakers.
The Program Vice-President shall work with the Contract
Chairperson and the Program and Workshop representatives of the two
chapters to coordinate presentations of programs and workshops,
including venue reservation and preparation, and workshop registrations.
The Program Vice-President shall provide monthly newsletter
articles concerning upcoming programs and workshops.
The Program Vice-President shall be responsible for promoting
registration for workshops at least three months prior to the date of
the workshop. The Program
V.P. shall set the price of the workshop to cover expenses of that
workshop, as directed by current Guild Policies. Section
3. The Chapter
Vice-Presidents shall preside at all meetings of their respective
Chapter Guild meetings and Chapter Board Meetings.
The Chapter Vice Presidents shall appoint the Chapter Secretary,
Social Hostess and the following Committee Representatives:
Program, Workshop, Membership, Hostess, Education and others as
needed. The Chapter Vice-Presidents shall also perform such other duties
as specified in the Guild Job Descriptions. Section
4. The Guild Secretary shall
keep minutes for the Guild Board of Directors, the Guild Executive
Board, and at the Guild Joint Annual Meeting.
The secretary will present the minutes of the meeting at the
following month’s Executive Board Meeting and have those minutes
accepted or corrected at that time.
The secretary will also keep the corporate Records, including
contracts, of the Guild. The
secretary shall conduct general correspondence for the Guild as
required. Section
5. The Treasurer shall act
as custodian of the dues, fees and funds of the Guild and shall provide
an itemized accounting of the receipts and disbursements to be printed
and distributed at each Guild Executive Board Meeting.
This statement will be made available at both Chapter meetings.
The Treasurer shall be responsible for the payment of services
rendered by an individual who has been engaged by the Guild for the
purpose of lecture or workshop. The
Treasurer shall follow State and Federal regulations, including an
annual audit of the books, with respect to the operation of a
not-for-profit educational organization.
Checks may be signed by either the Treasurer or the President.
The Treasurer shall deposit all funds to the credit of the Guild
in such banks or other depositories as the Guild Executive Board shall
approve. The treasurer will
serve a 2-year term plus one month.
The Treasurer will orient the incoming Treasurer in Guild fiscal
procedures. Article VII
Duties of Guild Executive Board
Members. Section 1.
The Membership Chair, with the aid of the Membership committee,
shall keep a roster of members, collect dues, distribute membership
cards, arrange for members’ guests and sign up new members at monthly
chapter meetings. The
Membership Chairperson shall be responsible for the printing and/or
publishing online of the membership directory.
She shall work with her committee to prepare New Member Packets.
Section 2.
The Newsletter Editor shall prepare the Guild Newsletter and
arrange for its printing and distribution, and website posting. Section 3.
Contracts Chair shall be elected to a two-year term.
The first year shall be served as Contracts Chairperson and the
second year as Program Vice-President.
After consulting with the Guild Executive Board and the
membership, the Contract Chairperson shall plan the monthly programs for
the Guild for the second year of the term.
The Contracts Chairperson shall be responsible for corresponding
with and contracting speakers, preparing the program schedule and
estimating a budget to be presented at the Guild Executive Board Meeting
in February for approval. The
Contracts Chairperson is a member of the Program Committee. Section 4.
The Education Chairperson shall be responsible for coordinating
with the chapter education representatives in presenting new activities,
products, and publications concerning quilting.
Section 5.
The Public Relations Chairperson shall be responsible for
informing the public about the activities and accomplishments of the
Guild and creating a liaison with other quilt guilds, historical
societies and other similar organizations and shall also maintain
historical files of the activities and accomplishments of the Guild and
its members. The Public
Relations chairperson shall coordinate with the webmaster for updating
information about the Guild on the Guild’s website. Section 6.
Nominating Committee Chairperson must have been a member of the
immediate past Nominating Committee and may not be a candidate for any
office on the slate chosen by the committee.
The Nominating Committee shall be appointed by the Nominating
Committee Chairperson, with the approval of the Board of Directors, and
shall consist of at least two members from each chapter.
The Nominating committee shall be responsible during the Guild
program year for assisting the chapter V.P.s and other board members in
finding committee members and for presenting a slate of nominated
officers for the annual Guild Executive Board election in April in
accordance with Article IV, Section 3. Article VIII Committees
Section 1.
Committees shall be chaired by the designated elected officer or
the appointed chairperson and shall have at least one member from each
Chapter appointed by the chapter’s V.P. to serve as Committee
Representative to the Chapter Board for the term of one year.
Unexpired terms shall
be filled to their expiration date through appointment by the
appropriate Chapter Vice-President.
All appointments shall be approved by the Board of Directors. Section 2.
The Program Committee shall consist of the Program V.P., the
contracts Chair, the Chapter Program and Chapter workshop
Representatives. They shall
be responsible for planning and executing the programs for the monthly
meetings of the Chapters, and coordinating all arrangements for guest
lecturers and workshops. Section 3.
The Membership Committee shall consist of the Membership
Chairperson, the chapter membership Representatives and Hostesses.
They shall be responsible for recruiting and registering new
members, compiling and distributing New Member Packets, collecting guest
fees, collecting annual dues, maintaining the membership list and
providing for the printing and distribution of directories to the entire
membership. Section 4.
The Newsletter Committee shall consist of the Editor(s) and the
two Chapter Secretaries. They
shall be responsible for keeping the membership informed of Guild
activities and other quilt-related information by way of a newsletter.
The frequency of the newsletter shall be ten per year but may be
subject to change with the approval of the Guild Executive Board. Section 5.
The Education Committee shall consist of the Education
Chairperson and the Chapter Representatives.
They shall be responsible for providing current information
concerning techniques, books and design in all forms of quilting,
providing an area for member-owned businesses to network and making
Guild educational materials available to members. Section 6.
Social Committee shall consist of the two Chapter Social
Hostesses. They shall
arrange for refreshments and be responsible for the physical set-up to
serve these refreshments at the monthly Chapter meetings and work in
tandem to provide these services for joint Guild meetings (usually the
Joint Meeting and the July picnic.) Section 7.
The Nominating Committee shall consist of the Nominating
Chairperson and six members comprised of the following:
two Chapter Membership Representatives, two Chapter Workshop
Representatives, and two members-at-large, one appointed by each Chapter
V.P. They shall present a
full slate of nominees to the Guild Executive Board and the Guild
Membership 45 days (2 newsletters) before the election. Section 8.
Activities Chairperson shall be elected for a one-year term with
the option of serving a second consecutive year.
Activities include a retreat to be scheduled after the first of
the year and prior to the joint meeting in April, the Spring Banquet to
be scheduled as the May Guild meeting, one summer meeting which is to be
a picnic. She will attend
all monthly Executive Board meetings. Section 9.
Community Projects Chairperson shall be elected for a one-year
term with the option of serving a second consecutive year.
Community Projects chair will be in contact with community
agencies which could benefit from quilt-based articles to be made by
guild members and donated to the agency.
This chairperson shall be a member of the executive board and
attend monthly board meetings. Section
10. Beekeeper shall be
elected for a one-year term with the option of serving a second
consecutive year. She shall
implement the formation of new bees, encourage the participation of
current bees in guild projects and receiving new members.
Beekeeper will be a member of the Executive Board and attend
monthly Executive Board meetings. Section 11.
Librarian is elected for a one-year term with the option of
serving a second consecutive year. The
Librarian shall be responsible for the cataloging, storage within guild
storage facilities, and providing for a check-out system to be
implemented at each monthly chapter meeting according to the policies
adopted as of August, 20007. Money
received shall be tallied monthly and presented to the treasurer.
Library Budget shall be used for purchases and supplies as
necessary and the purchase of memorial books when a member dies.
The librarian will attend monthly Executive Board meetings. Section 12.
The Quilt Show Committee shall consist of the Quilt Show
Chairperson(s) who shall be appointed by the President with the approval
of the Board of Directors, and other members of the committee appointed
by the Quilt Show Chairperson(s) as needed.
They shall be responsible for planning and executing the
Guild’s biennial quilt show. This
committee shall be in effect from appointment until the completion of
the Quilt show for which they are responsible. Section 13.
The Bylaws Review Committee shall consist of a Chairperson and
four members appointed by the President and approved by the Board of
Directors. This committee
shall be responsible for reviewing the Bylaws and amendments for clarity
and continuity every third Guild
year. Revised bylaws should
be reproduced and made available to Guild members on the Prairie Star
Quilters Guild website in October of the year revised.
Bylaws should be included in all New Member Packets. Section 14.
The Audit Committee shall consist of three members appointed by
the President and approved by the Board of Directors.
This committee shall audit the books of the Guild within thirty
(30) days after the end of the Guild fiscal year (FY). Article IX Meetings of the Boards Section 1.
The outgoing Board of Directors may meet in advance of the
transitional meeting of the Guild Executive Board in order to sign an
Annual Report. Further
meetings of the Board of Directors shall be held by the call of the
President. Section 2.
Guild Executive Board meetings shall be held monthly except in
December. Section 3.
In the month following the election of officers, there shall be a
joint meeting of the outgoing and incoming Guild Executive Boards in
order to effect a smooth transition.
This meeting shall be convened by the outgoing President and
turned over to the incoming President. Section 4.
Chapter Board meetings may be held at the discretion of the
chapter V.P. Section 5.
There shall be an annual review of the Policies at the April
Guild Executive Board Meeting. In the event of revision, Policies shall
be typed, reproduced, and made available to Guild membership on the
website with the approval of the Board of Directors.
Revised Policies should be included in all New Member Packets.
Article X Record Keeping Section 1.
All elected officers, committee chairpersons, chapter
representatives and appointees shall write an annual report at the end
of their respective term in office.
This report shall consist of the highlights of the year’s
activities, procedures, and any other pertinent information to aid the
incoming position holders. Reports
from the Chapter Representatives and appointees shall be given to their
Chapter V.P. by May 1st.
Reports from the Executive Board and special committees shall be
given to the Guild President at the crossover meeting.
Copies of reports shall be turned over to the incoming officers,
representatives and appointees.. Section 2.
the Corporate Records shall be the responsibility of the
Secretary of the Board of Directors
and shall include the written records of the meetings of the
Board of Directors, the Executive Board, the Guild Joint Annual Meeting,
Monthly Chapter Meetings, Special Joint Meetings and the Treaasurer’s
Report. The chapter
Secretary shall keep a written record of the chapter board meetings and
their respective Chapter Guild meetings and shall send copies to the
Secretary of the Board of Directors to be included in the Corporate
Records. Article XI Parliamentary Authority
The current edition of Robert’s
Rules of Order shall be the final source of authority in all
questions of parliamentary authority. Article XII Dissolution Section 1.
This Guild may be dissolved by a vote of two-thirds of the
members present at a Special Joint Meeting called to consider
dissolution. Notice of the
meeting must be mailed or delivered to Guild members at least thirty
(30) days prior to the meeting. Section 2.
Upon completion of the dissolution vote, all remaining funds and
property shall be distributed as soon as possible to an organization or
organizations deemed eligible by rules of the IRS for a non-profit
educational organization. The
determination of which eligible recipient of the property and/or funds
will be made by the majority of the members present to vote for
dissolution. Article XIII Amendments
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