ARTICLE I Name The name of this organization shall be WATERFORD QUILTERS GUILD |
ARTICLE II Object The purpose of the WATERFORD QUILTERS GUILD is to preserve the tradition of quilting and to promote knowledge and understanding of the art of quilting. |
ARTICLE Membership 1. Any person who is interested in furthering the purpose of this Guild may become a member upon payment of dues to the Guild Treasurer. 2. Annual dues are established by the Waterford Quilters Guild Executive Committee. Any change in dues must be approved by (2/3) vote of the attending Guild membership at the October meeting. Dues shall be paid by the January meeting. Names of members are dropped from the roster if dues are not paid by the February meeting. Dues are prorated after June. 3. Persons who join this Guild shall be voting members of this organization. |
ARTICLE IV Officers 1. Elected officers of this organization shall be President, Vice-President, Secretary, and Treasurer and shall be known as the Executive Committee. 2. The President shall appoint a Nominating Committee who shall submit a slate of officers to all members at the October meeting and in the newsletter preceding the election. The Vice President will be offered the office of President. Additional nominations may be made from the floor provided the nominee’s consent has been secured. 3. Officers shall be elected, by hand vote, at the November meeting and shall be installed for a term of one year at the December meeting. No person shall serve in the same office for more than two (2) consecutive terms. 4. A vacancy in the office of President, as determined by the Executive Committee, shall be filled by the Vice-President for the unexpired term. A vacancy of any other office shall be filled by appointment by the President, with the approval of the Executive Committee, for the unexpired term. 5. An officer may be removed by a two-thirds (2/3) vote of the total membership provided seven (7) days notice in writing shall be given to the entire membership. |
ARTICLE V Duties of Officers 1) The President shall: a) preside at all meetings of the Guild and all meetings of the Executive Committee b) confirm all necessary committee chairpersons and serve as an ex officio member on all standing and special committees c) act as a spokesperson for the Guild d) call special meetings of the Guild and Executive Committee, as necessary e) sign checks for the guild in the absence of the Treasurer for any authorized expenditures (as specified in duties of the Treasurer, Article V., Section 4) f) maintain a notebook of events and activities during the term and pass it to the incoming officer. 2) The Vice-President shall: a) perform the duties of the President in her absence b) serve as Program Chairperson with responsibilities to include the contact and scheduling of speakers (from September to August, inclusive), payment of guest speakers, and writing thank you notes observe duties of the President in preparation for the Office of President c) maintain a notebook of events and activities during the term and pass it to the incoming officer. 3) The Secretary shall: a) arrange for the pickup of Guild mail from the Purcellville Post Office mailbox b) maintain, distribute, and update the Guild’s membership list c) maintain a calendar of activities, as well as the minutes of each Guild meeting and Executive Committee meeting, submit minutes to the Webmistress and Historian, and pass all records to the incoming secretary d. provide each new member with name tag kit, copy of By-laws, and copy of Waterford Quilt Guild Manual 4) The Treasurer shall: a) collect and distribute all funds of the Guild b) present a financial report and update at each meeting c) sign checks of the Guild that have been previously approved by the President or Vice-President d)present the Annual Budget at the October meeting for approval by the Guild Membership e)include the annual budget in the January newsletter f) secure raffle quilt tickets and oversee distribution of tickets g)secure approval from the Executive Committee for any unanticipated or unbudgeted expenditure over $35.00 (thirty-five dollars) before reimbursement h) maintain a notebook of financial transactions and procedures during the term and pass it on to the incoming Treasurer. |
ARTICLE VI Meetings 1. Regular meetings are held the second Wednesday of each month. 2. Executive Committee meetings are held monthly. 3. A special meeting may be called by the President or the Executive Committee; or upon written request from ten members of the Guild to the Executive Committee. Seven (7) days notice shall be given to membership. |
ARTICLE VII Executive Committee 1. The Executive Committee of the Guild shall be composed of all elected officers and the past President. 2. The Executive Committee must approve any unanticipated or unbudgeted expenditure over $35.00 (thirty-five dollars) before reimbursement. 3. A simple majority of the members of the Executive Committee shall constitute a quorum. 4. The Executive Committee shall have and may exercise the power of the Guild in the interim between meetings. |
ARTICLE VIII Committees There shall be permanent standing committees of the Guild as appropriate. Committee members and/or additional committees shall be appointed for annual terms by the President, in consultation with other officers. |
ARTICLE IX Internal Audit For the protection of this Guild, the financial records will be reviewed by the end of January of each year. The review will be conducted by a committee composed of three Guild members appointed by the President. |
ARTICLE X Parliamentary Authority The rules contained in Robert’s Rules of Order Newly Revised, shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws and any special rules this organization may adopt. ARTICLE XI Amendments These by-laws may be amended at any regular meeting of the Waterford Quilters Guild by a two-thirds (2/3) vote of the Guild membership, provided that the amendment has been submitted in writing and given to all members seven (7) days prior to the voting action. ARTICLE XII Dissolution Should the organization be dissolved, any funds remaining in the treasury shall be distributed to non-profit organizations and/or charitable causes to be named and approved by a two-thirds (2/3) vote of the general membership, provided the membership be given seven (7) days notice of such vote. |
(Revised May 2008)