HERRING RUN QUILTERS' GUILD BY-LAWS
Adopted November 2010 (updated November 2010 to change the Guild name to HERRING RUN QUILTERS' GUILD, INC. and to make changes in order to conform to non-profit status).
Article 1 – Name
The name of this organization shall be HERRING RUN QUILTERS’ GUILD, INC.
Article II – Purpose
The purpose of this organization is to promote knowledge of and interest in quilts and the art of quilting.
Article III – Membership and Dues
Section A. Eligibility Membership shall be open to all persons interested in quilts and quilting. Enrollment is open through May 31st for continuing members. New members may join in September. The Membership Committee will maintain a list of prospective members. Full guild membership is capped at 150 Active Members. Up to 25 additional Associate Members are permitted.
Section B. Dues Annual dues are $40.00 for Active Members and must be paid by May 31st. Dues may be changed as deemed necessary by the Executive Board and recommended to the general membership for approval by a majority of those present. June 1 through May 31st shall be the fiscal year. Annual dues for Associate Membership are $20 per year and must be paid by May 31st. Associate Members are entitled to guild newsletters and two regular meetings at no cost. Holding office, making motions, debating, voting and all other privileges of membership shall be limited to full members whose dues are paid. Guests are welcome to one meeting at no expense. Members whose dues remain unpaid after the June meeting shall be notified by the Membership Chairman and after June 30th shall be automatically dropped from membership unless otherwise voted by the Executive Board.
Article IV – Meetings
Regular meetings shall be held monthly from September to June. They will usually be scheduled for the first Saturday of the month. The May meeting shall be known as the Annual Meeting. The members present shall constitute a quorum.
Article V – Officers and Their Election
Section A. Officers Officers of this organization shall be President, Vice President, Clerk, and Treasurer. They shall be known as the Executive Committee. Officers shall be elected at the May meeting and assume their official duties following the installation of officers in June. The President and Vice President shall serve for two years (one as Vice President, one as President). The term for Treasurer shall be two years. The term for Clerk shall be one year. Reelection of an individual for one additional consecutive term in the same office is permitted. No member shall hold more than one office at a time. To be eligible to hold office, a nominee must have been a guild member for at least six months. Any other vacancies shall be appointed by the Executive Committee.
Section B. Nominations The Vice President shall serve as Chairman of the Nominating Committee. The Nominating Committee shall consist of the chairman and four volunteers. The Nominating Committee will be formed in January and will report their slate of officers at the April meeting. All nominations will be made with the consent of the nominee. The election of officers will take place at the May meeting.
Article VI – Duties of Executive Committee Members
Section A. President and Vice President The President shall preside at all meetings of the Guild and shall attend all meetings of the Board of Directors (officers, committee chairs, and past president). In consultation with the other officers, the President and Vice President shall appoint all committee chairpersons. The President and Vice President shall be ex-officio members of all committees except the Nominating Committee. The Vice President shall serve as Chairman of the Nominating Committee. The Vice President shall serve as Chairman of the "Sunshine Committee" and handle general correspondence for the Guild.
Section B. Clerk The Clerk shall keep minutes of all Guild, Executive Committee and Board meetings. These minutes must be submitted to the Newsletter Committee. Section C. Treasurer The Treasurer shall deposit all monies received by the Guild. The Treasurer, upon receipt of vouchers, shall pay all bills $200 or less. Larger expenditures must be approved in advance by the President or Vice President. The Treasurer shall keep an accurate, itemized record of all receipts and expenditures. The Treasurer shall, at the end of the fiscal year, turn over all records to an auditor, appointed by the President and Vice President, for verification.
Article VII – Board of Directors
Section A. Members The Board of Directors shall include the Executive Committee, the Past President, and Committee Chairpersons.
Section B. Meetings The Board shall meet as needed prior to the General Meeting. Any interested members may attend. Section C. Duties The Board of Directors shall transact all necessary business of the organization and report all decisions from Board meetings to the general membership.
Article VIII – Committees
Committee chairs shall be appointed by the Executive Committee as needed. Committees include Block of the Month, Charity, Historical, Hospitality, Library, Membership, Monthly Raffle, N.E. Quilt Museum, Newsletter, Website, Programs, and Quilt Show.
Article IX – Disbanding
In the event that the HERRING RUN QUILTERS' GUILD, INC. ceases to exist, the disposition of money and assets shall be decided by a vote of the general membership. The distribution of remaining Guild funds will be to one or more non-profit organizations with particular attention to those devoted to quilting.
Article X – Amendment of By-Laws
These by-laws can be amended at any General Meeting of the Guild by a two-thirds vote of those members present, provided previous notice has been given in writing.
