Brownwood Quilters’ Guild
Bylaws
and Standing Rules
Adopted
May 1984
Revised
May 2010
Amended
February 2012
Amended
September 2015
Amended
August 2016
Article
I
Section 1: Administration
A. The organization shall be known as “BROWNWOOD
QUILTERS’ GUILD” (hereafter called “the Guild” in this
document).
B. The Guild is organized for the appreciation
and education of quilting.
C. The fiscal year of the Guild will be June 1
through May 31.
D. The Guild officers will be President,
President-Elect (if President will not be serving another term), 1st
Vice President, 2nd Vice President, Secretary and Treasurer. These
officers will make up the Executive Committee.
Article
II
Section 1: Meetings
A. Regular meetings of the Guild will be held on
the third Tuesday of each month in the Fellowship Hall, First Christian Church,
2411 Coggin Avenue at 9:30 AM.
Section 2: Membership and Dues
A. Membership in the Guild will be open to
anyone who is interested in the knowledge of the area of quilting and who
desires the fellowship of other quilters.
Members in good standing have the privilege of voting and holding
office. Members can participate and support the projects and activities of the
Guild.
B. Annual dues of $24 are due and payable at or
before the June meeting. After two
visits, visitors are requested to join with dues prorated for the remaining
months.
Article
III
Section 1: Nominating Committee and Election of Officers
A. In April, a nominating
committee consisting of three (3) members shall be elected. Nominations will be requested from the
floor. No current officer may serve on
the nominating committee. The committee
will elect a chairperson.
B. In May, the nominating committee shall
present their slate of officers to the membership. Members present at the May meeting will elect
new officers. New officers shall assume
their duties on June 1.
C. Any member in good standing for one year
shall be eligible to hold office.
Brownwood
Quilters’ Guild Bylaws and Standing Rules – Page 2
Section 2: Duties of Guild Officers
A. The Guild President will:
1.
Preside at all meetings.
2. Act as the parliamentarian.
3.
Meet with the Executive
Committee as needed.
4.
Appoint all general committees.
5. Shall
be an ex-officio member of each committee except where there might be a
conflict of interest.
6.
Be responsible for or appoint someone else to handle any/all publicity
for the Guild.
B.
President-Elect will:
1.
Preside over meetings in the
absence of the President.
2.
Make herself available for
assignments as required by the serving President.
3.
Moves up to the President
position the following year.
4.
Coordinates the end-of-term
appreciation gift for the President.
C. The 1st Vice Presidents will:
1.
Preside over meetings in the
absence of the President and President-Elect.
2.
Secure at least eight programs
during the year and be responsible for coordinating all parties and/or
food-related activities.
3. Greet visitors at monthly meetings.
D. The 2nd Vice President will:
1. Preside over meetings in the absence of the
President, President-Elect and the 1st Vice President.
2. Assist
in securing programs during the year.
3.
Assist with greeting visitors at
monthly meetings with all parties and/or food-related activities.
E. The Secretary will:
1. Keep the minutes of all meetings
2. Send the minutes to the Website Committee as
soon after meetings as possible so they may be posted online for review by the
membership.
3.
Make copies available to members
at the following monthly meeting or upon request.
4.
Update and maintain a membership
list and make copies available to all members.
5. Send cards to members in response to major
events in their lives (i.e. illness, deaths, etc.)
F. The Treasurer will:
1. Make
bank deposits and disbursements as needed.
2. Keep
accurate records.
3.
Provide a treasurer’s report to
the members at each month’s meeting.
4.
Will be responsible for
purchasing a quilt kit to be given away at the June meeting. The total cost should not exceed $100. All members who have paid their dues at or
before the June meeting will be entered in a drawing to win this kit. This drawing is an incentive for members to
pay their Guild dues on time.
Brownwood
Quilters’ Guild Bylaws and Standing Rules – Page 3
Article
IV
Section 1: Standing Orders
A. At the June meeting, the Guild members will nominate
and select specific charitable organizations that the Guild will support for
the year.
B. Each year, a quilt will be
made and used to raise funds for a charitable organization(s) chosen by the
membership. The donation will be 75% of
net funds raised. The remaining funds
will be used for Guild programs. The
drawing for the quilt will be held at the April Guild meeting. (This
project will not be undertaken in the 2016/2017 fiscal year. The project’s viability will be revisited at
the June 2017 meeting.)
C. A website will be maintained by Guild
volunteer(s). Designated volunteer(s)
will post pictures or names of members and general activities of the Guild as
they deem appropriate taking personal privacy and security into
consideration. Any member who does not
want their name or picture posted should notify said volunteer(s).
D. The Executive Committee will meet at the
discretion of the President to address unforeseen issues between
regularly-scheduled meetings. They will
also propose a yearly budget for Guild approval at the beginning of each fiscal
year.
Article
V
Section 1: Financial Policies
A. The President, 1st Vice-President,
and Treasurer will be authorized to sign checks. If either of these officers are unable or
unwilling to fulfill this responsibility, the President may authorize one of
the other officers to sign checks.
B. No
part of the Guild’s earnings shall be used to the benefit of any single member,
but will be used for the purpose of the Guild.
C.
All officers shall be unpaid volunteers and no profit shall accrue to
them. However, reimbursement for
expenses or reasonable compensation for services rendered will be allowed.
D.
All checks drawn against the Guild’s checking account shall require a
receipt of purchase, a statement for services or, in lieu of other backup
information, a check request by the person requesting the distribution.
E. Each month, the Treasurer’s Report shall be
reconciled with the bank statement by the Treasurer and the reconciliation
reviewed by an officer not listed as a signatory on the bank account.
F. The President-Elect and one other member (not
an officer) shall complete an annual audit of the Guild’s finances and present
their findings at the May meeting. Any
discrepancies shall be reported immediately to the President.
Brownwood
Quilters’ Guild Bylaws and Standing Rules – Page 4
Article
VI
Section 1: Other Policies
A.
The Guild supports compliance with the Copyright Law.
B.
The bylaws may be altered, amended or repealed and new bylaws may be
adopted by a majority of the members voting in any regular meeting. Any proposed changes to the bylaws must be
presented to the members at least one month prior to voting on said changes.
C. Should the Brownwood
Quilters’ Guild disband, all physical assets will be sold or donated. Any monies remaining after payment of any
outstanding expenses shall be donated to another charitable organization -- to
be decided by the members present at the final meeting.
Article
VII
Section 1: Indemnity
A.
To the extent permitted by law, every person who is or was an officer or
committee member of the Guild shall have a right to be indemnified by the Guild
against all reasonable action, suit, or proceeding in which she or he may
become involved as a part or otherwise by reason of her or his being or having
been an officer, or committee member of the Guild.
B.
The Guild releases members storing Guild property or equipment of all
financial liability in the case of fire, theft by others, or loss due to other
natural disasters.
*
* * * * * * *
THE
FOLLOWING PARAGRAPH IS SUSPENDED UNTIL SUCH TIME AS GUILD VOTES TO HOST A QUILT
SHOW
ARTICLE
IV – Section
1. Standing Committees
I. The Quilt Show Committee will
select a Chair who will oversee and/or perform the necessary activities
required to promote the annual quilt show.
The Quilt Show Chair will be authorized to delegate the necessary tasks
required to ensure the success of the show.
All proceeds from the Quilt Show shall be deposited into the Guild
account and set aside for use in the promotion of the Quilt Show for the
following year. This does not include
the proceeds from the Donation Quilt auction.
