BY-LAWS
ARTICLE I: NAME AND PURPOSE
The name of the organization will be known as the Evening Star Quilter's Guild, hereafter referred to as the Guild. The purpose of the guild is to promote interest and knowledge in the art of quilt making, promote appreciation of the art form, educate people in all aspects of quilting, and engage in charitable projects through quilt making.
ARTICLE II: HISTORY
The first meeting of the guild was held on September 13, 1987, at the Belvidere American Legion Post, Greenwich Street, Belvidere, New Jersey. Approximately 30 people attended, officers were elected, and the By-Laws of the National Quilting Association were voted and adopted until such time as specific By-Laws could be drawn up for the local organization. It was also decided to apply for membership as a chapter of the National Quilting Association.
ARTICLE III: MEMBERSHIP AND ORGANIZATION
Section 1: Membership
1. Membership is open to anyone interested in the art of quilt making upon payment of dues. Amended, October 2005, Amendment No. 4.
2. Membership dues are payable at the annual rate of ten dollars ($10.00). Amended, September 2004, Amendment No. 1.
3. Members may attend any function sponsored by the guild and are encouraged to participate in sewing projects, charity work, and the biannual Quilt Show.
4. Guests will be allowed to attend for a $3.00 fee. Guests may attend two (2) meetings, after which the guild asks that they join. Amended, September 2004, Amendment No. 2.
Section 2: Organization
1. The financial year runs from September 1 to August 31 of the following year. Amended, October 2005, Amendment No. 5.
2. Meetings are held on the second Tuesday of the month 7:00 p.m., except during the months of July and August.
3. Meetings are held at Belvidere High School, Belvidere, New Jersey.
4. There will be a minimum of four business meetings conducted each year.
5. Parliamentary procedure at the meetings will be conducted under the rules set up in Robert's Rules of Order.
6. A quorum for conducting business will be those members present at any given meeting.
Section 3: Finances
1. Any Expenditure of $100.00 or more needs the approval of the whole membership.
ARTICLE IV: OFFICERS AND BOARD OF DIRECTORS
Section 1: Elected Officers
1. Elected officers will consist of a President, Vice President, Secretary, Treasurer and Historian/By-Laws.
2. The officers will be elected at the June meeting and serve for a term of one year. Unexpired terms will be filled by the appointment of the Executive Board.
3. The officers’ terms will run from July of the year they are elected through June one year hence when the new election takes place. Amended, October 2005, Amendment No. 6.
4. The Executive Board (henceforth referred to as the board) will consist of all elected officers and any special committee chairman the President requests to be present at a meeting.
5. The board will manage the affairs of the guild and present all major recommendations to the general membership for approval.
Section 2: Duties of the Officers
It is the responsibility of each resigning officer to attend and transition documents/knowledge at the Board meeting following the June Guild Meeting, to assist the newly elected officer in kind. Amended, November 2005, Amendment No. 7.
1. President:
The President will preside at all board, business, and regular meetings of the guild, will appoint all committee chairpersons, and serve as an ex-officio member of all committees except the Nominating Committee.
2. Vice President:
The Vice President will perform the duties of the President in his/her absence and serve as Program Chairperson making all arrangements for all guild programs with approval of the board first.
3. Secretary:
The Secretary will record the minutes of the business and board meetings of the guild, activities of the guild at non-business gatherings, and conduct all correspondence for the guild. The Secretary will be responsible for writing and mailing the guild newsletter. Amended: October 2004, Amendment No. 3.
4. Treasurer:
The Treasurer will keep all monetary records of the guild, collect dues and give out membership cards, make bank deposits in a timely fashion, disburse funds, and give an up-to-date accounting of such at all business meetings. In the event of absence the Treasurer will send a report to be read at the meeting.
5. Historian:
The Historian/By-Laws officer will keep a running record of all guild activities through a scrapbook. At the close of each fiscal year all minutes and other records kept throughout the year will be turned over to the Historian to be placed in a file or scrapbook as necessary. He or she will settle any parliamentary questions should one arise and be responsible for any change to the By-Laws.
ARTICLE V: COMMITTEES AND THEIR RESPONSIBILITIES
Section 1: Quilt Show - Assumes all responsibilities for conducting the guild's biannual show: site location, publicity, display, set up, clean up, finances, date selection, printing programs, etc.
Section 2: Sunshine / Hospitality - Responsible for sending all cards, etc., to members as necessary, and coordinating refreshments when served at meetings.
Section 3: Raffle Quilt - Responsible for pattern selection, purchase of fabric, printing of raffle tickets, licensing, arranging the cutting, piecing, quilting, photography and the drawing ceremony.
Section 4: Block of the Month - Responsible for providing membership with a quilt block pattern each month and coordinating the drawing each month.
Section 5: Nominating - Formed in April and consisting of at least three members. Responsible for recommending one or more persons for each office to be elected at the June meeting of the same year. They are also responsible for conducting the election.
Section 6: Ad Hoc - A committee may be appointed by the President to serve for a given length of time to delve into any problem, situation, or concern and make recommendations to the general membership for resolutions.
a. Ways and Means Amended: November 2005, Amendment No. 8.
Section 7: Ways and Means - Monthly volunteer raffle with funds returned to the Guild. Amended November 2005, Amendment No. 9.
Section 8: Community Projects - Provide patterns and suggestions to Guild Members for constructing items, which in turn will be distributed to various community organizations. Amended November 2005, Amendment No. 10
Section 9: Publicity - All advertising for, but not limited to, Guild Meetings and venues where Guild members’ projects are displayed and/or exhibited. Amended November 2005, Amendment No. 11
ARTICLE VI: AMENDMENTS
Any member may propose an amendment to these By-Laws at any business meeting. The amendments will be voted upon at the following business meeting and approved by a simple majority of members present.
Amendment 1. Article III: Section 1: 2 - September 2004
Membership dues are payable at an annual rate beginning September 1st. The rate will be revisited periodically and increased with the approval and vote of Membership Quorum.
Amendment 2. Article III: Section 1: 4 - September 2004
Guests will be allowed to attend for a $3.00 fee. Guests may attend two (2) meetings, after which the guild asks that they join.
Amendment 3: Article IV: Section 2: 3 - October 2004
The writing and mailing of the Guild Newsletter will be a voluntary position.
Amendment 4: Article III: Section 1:1 - October 2005
Membership is open to anyone interested in the art of quilt making upon payment of dues. Renewal membership is to be paid by the October meeting for inclusion in the Membership Booklet.
Amendment 5: Article III: Section 2:1 - October 2005
The financial year runs from August 1 to July 31 of the following year.
Amendment 6: Article IV: Section 1:3 - October 2005
The officers’ terms will run from August 1 of the year they are elected through July 31 one year hence.
Amendment 7: Article IV: Section 2 - November 2005
It is the responsibility of each resigning officer to attend and transition documents/knowledge at the Board meeting following the June Guild Meeting, to assist the newly elected officer in kind.
Amendment 8: Article V: Section 6 - November 2005
Ad Hoc - A Committee may be appointed by the President to serve for a given length of time to delve into any problem, situation, or concern and make recommendations to the general membership for resolutions.
Amendment 9: Article V: Section 7 - November 2005
Ways and Means - Monthly volunteer raffle with funds returned to the Guild.
Amendment 10: Article V: Section 8 - November 2005
Community Projects - Provide patterns and suggestions to Guild members for constructing items, which in turn will be distributed to various community organizations.
Amendment 11: Article V: Section 9 - November 2005
Publicity - All advertising for, but not limited to, Guild Meetings and venues where Guild members’ projects are displayed and/or exhibited.
ARTICLE VII: DISSOLUTION
On the dissolution of the guild, all remaining funds will be distributed to a recognized charitable nonprofit organization according to a simple majority vote.