SOUTHPORT QUILTERS GUILD OF KENOSHA BY-LAWS
Approved by Board on March 6, 2017. Approved by Membership on April 3, 2017.
ARTICLE I - NAME
The name of this organization shall be: SOUTHPORT QUILTERS GUILD OF KENOSHA ("the Guild").
ARTICLE II – OBJECTIVE
The objective and purpose of this Guild shall be:
To recognize, explore and promote, through the organized effort of a non-profit organization, the potential of the quilting medium.
To establish an educational environment conducive to the development of quilting.
To interest people of the area in participating and sharing in the development of quilting through a non-profit organization.
ARTICLE III - MEMBERSHIP
Any person, at least 16 years of age, seeking membership in the Guild may become a member by providing a completed membership application and paying annual dues to the Guild Treasurer.
Each member will have one vote in the affairs of the Guild.
Each member will contribute a quilted-related article(s) of a set value to be determined by the Board of Directors for purposes of fund raising. In the event a member is unable to contribute an article, a cash donation for the set value amount will be accepted.
ARTICLE IV - OFFICERS, EXECUTIVE COMMITTEE, BOARD of DIRECTORS
The officers shall be elected to the positions of: President, 1st Vice-President (programs), 2nd Vice-President (membership), Secretary and Treasurer for specific terms as defined in this document.
PRESIDENT - The President shall preside at meetings of the Guild and the Board of Directors, appoint committee chairperson(s) and perform all the duties as are incumbent on the office.
FIRST VICE-PRESIDENT - The 1st Vice-President shall be in charge of all programs and publicity for the monthly meetings of the Guild. The 1st Vice-President will develop and coordinate the general calendar of the Guild. In the absence of the President, the 1st Vice-President will perform all duties of the President.
SECOND VICE-PRESIDENT - The 2nd Vice-President shall be in charge of membership and will be responsible for keeping accurate membership records, mailing lists, and retrieve mail from the Guild’s post office box. This officer will also coordinate the publication of the annual membership directory, update the Guild’s promotional brochure, and take attendance at regular Guild meetings.
SECRETARY - The Secretary shall keep all records of the Guild and will record all minutes and notes covering such meetings.
TREASURER - The Treasurer shall receive all monies of the Guild, pay all bills, keep a ledger of all monies received and expended, reconcile monthly bank statements, arrange for an annual review of the Guild’s financial records, and shall file any required tax reports. The Treasurer will prepare regular financial statements for the presentation at the meeting of the Board of Directors. The Treasurer will be responsible for developing an annual budget in cooperation with the Board of Directors.
2. The Executive Committee shall consist of the Officers and the immediate Past-President.
3. The Board of Directors shall consist of the Executive Committee and seven (7) elected Directors, two of whom shall be Director
of Public Relations and Newsletter Editor. The Board of Directors shall be responsible for the general planning and decision
making of the Guild and specific responsibilities as assigned by the President.
4. The Board of Directors shall meet a minimum of six (6) times during the fiscal year to conduct the general business of the Guild for the membership and shall approve programs and workshops.
5. In the event of a committee chair vacancy, the President may assign a Director to fill that position.
6. In the event a board member has two (2) unexcused absences during the Guild’s fiscal year, that board member’s term will be
ARTICLE V - ELECTION OF OFFICERS
All Officers and Directors shall be elected by the Guild membership at the April business meeting. All Officers and Directors shall hold office for two (2) fiscal years, or until a successor is elected. Installation shall be held at the May Banquet.
The offices of President, 1st Vice-President and Secretary shall be elected in the even numbered years.
The offices of 2nd Vice-President and Treasurer shall be elected in the odd numbered years.
Three (3) Director positions shall be elected in the even numbered years, and four (4) Director positions in the odd numbered years.
Officers and Directors are limited to two (2) consecutive terms of office in the same position.
In the event that an office is vacated in the interim between elections, the President shall appoint a member to serve until the next regular election.
The President shall appoint a member who will serve as Historian for the Guild, preserving and delivering to the successor all records and belongings of the Guild.
ARTICLE VI - DUES
Dues for membership in the Guild shall be proposed annually by the Board of Directors, and decided upon by a majority vote of the general membership. Guild membership dues are payable at the beginning of the fiscal year, for full year membership.
Should a member join after the month of December, then the dues will be reduced to one-half (1/2) of the current annual fee.
An entrance fee will be charged for non-members attending the meeting. The entrance fee shall be proposed annually by the Board of Directors and decided upon by a majority vote of the general membership.
ARTICLE VII - FISCAL YEAR
The fiscal year of the Guild shall be May1st through April 30th.
ARTICLE VIII - MEETINGS
The meetings of the Guild shall be the first Monday of each month.
2. The following exceptions are:
a. The September meeting shall be held on the second Monday of the month;
b. The January meeting shall be held on the second Monday of the month; and
c. The Guild’s annual banquet will be held in May at a date to be determined based on availability of venue.
ARTICLE IX - QUORUM
A fifty-one (51%) majority of paid Guild members must be present to constitute a quorum for the transaction of business.
A vote shall be considered passed when fifty-one percent (51%) of the quorum vote in favor.
Four (4) members of the six-member Executive Committee and four (4) of the seven (7) Directors shall constitute a quorum at the meetings of the Board of Directors. Co-officers of an office shall constitute only one representative of that office and will be entitled to only one vote.
A vote shall be considered passed when fifty-one percent (51%) of the quorum vote in favor.
An email/telephonic or fax vote of the Board of Directors may be taken in an emergency situation with Article IX, paragraph 2 applying.
The business of the Guild shall be governed by the current edition of Robert's Rules of Order, Revised.
ARTICLE X - LEADERSHIP RESPONSIBILITIES
All officers, directors, and chairpersons will be provided with existing documentation to assist them in carrying out their duties. Each chair shall maintain and update the responsibilities and procedures of their position. This documentation shall remain the property of Southport Quilters Guild and shall be turned over at the completion of their term.
Newsletter Editor/Director – The Newsletter Editor shall be appointed by the President and will be an ex officio member of the Board of Directors. The Editor is responsible for deadline notification to the Membership, soliciting and accepting content, layout and design, and distribution of the Guild’s newsletter, THE SOUTHPORT SAMPLER. The Editor may appoint members-at-large to form a committee, if necessary.
Public Relations Director – The Public Relations Director shall be appointed by the President and will be an ex officio member of the Board of Directors. The Director shall work closely with other Guild officers, directors, and chairpersons to publicize and promote Guild activities through various media. The chairperson may appoint members-at-large to form a committee, if necessary.
Nominations Committee - The Nominations Committee shall consist of three (3) members, one of which must be a Board Member. The Board of Directors shall appoint these persons at the first meeting of the calendar year. The committee shall be responsible for preparing a slate of nominations for the Guild. This slate shall be made public to the membership no later than the March meeting and shall be published in the SOUTHPORT SAMPLER. The election will be held at the April meeting. Nominations from the floor will be accepted at this time. Installation of new Board members shall take place at the May banquet.
Special Committees - Special committees may be appointed by the President or the Executive Committee as the occasion requires. The Guild President is an ex-officio member of all standing committees as well as specially appointed committees, with the exception of the Nominations Committee.
Facebook Account - The administrators of the Guild’s Facebook account shall include, but not be limited to, the President, the Public Relations Director, and the Webmaster.
Website - The administrators of the Guild’s website shall include, but not be limited to, the President, the Public Relations Director, and the Webmaster.
ARTILE XI - WORKSHOPS/RETREATS
Workshops and/or retreats will be offered by the Guild to members at a nominal fee. The policies and fees for the workshops/ retreats shall be set by Chairman and approved by the Board. Workshops/retreats maybe offered as often as needed or as desired by the membership. All workshops are intended to be self-supporting.
ARTICLE XII - AMENDMENTS
The Board of Directors may from time to time, but at least once every five (5) years, review the by-laws of the Guild and amend as necessary. Any proposed amendments shall be made available to the membership for review and voting.
Voting to approve the Amended By-laws shall take place at a membership meeting at least thirty-days (30) following distribution to the membership. The Amended By-laws shall be considered approved as set forth in Article IX, paragraph 1. The approved By-laws shall be made available on the web page under the Members Only section.
ARTICLE XIII– DISSOLUTION
Upon the dissolution of the Guild, the Board of Directors shall pay or make provision for the payment of all the obligations of the Guild. The Directors shall dispose of all the assets of the Guild in a manner appropriate with the purposes for which the Guild was organized as set forth in Article II.