Bylaws – Policies

San Juan Quilters Guild Bylaws

Year 2013 thru 2018

Major Revision – Year 2012

ARTICLE I – NAME

The name of this organization shall be the SAN JUAN QUILTERS GUILD, INC., herein after called Guild.

ARTICLE II – PURPOSE

The purpose of the Guild is to educate and create a community of quilters to share ideas, develop skills, and encourage the tradition of quilting.

ARTICLE III – MEMBERSHIP

Section 1.      All adults, regardless of race, creed, color, age, sex, religion or national origin are eligible for membership in the Guild.

Section 2.      Members shall abide by the Bylaws and Policies of the Guild.

Section 3.      Each member shall to the best of her or his ability and within her or his resources assist in the Guild undertakings and be expected to serve on one committee and/or commit to help with at least one guild event each year.

Section 4.      Members shall pay annual dues as established by the Guild in order to be a member in good standing. Members in good standing shall be entitled to all privileges offered by the Guild.

Section 5.      Only members shall receive a roster for the Guild. A member will not sell or give away the membership roster. A member must not use the roster for personal gain. Membership is not transferable or assignable.

Section 6.      Each member agrees, as a condition of membership to release and waive any claim he or she may have against the Guild, its officers, employees, committee members or agents arising out of or related to the member’s participation in activities of the Guild or arising out of any action taken by the Guild or its Board of Directors to discipline or expel any member or officers.

Section 7.      Members may present ideas for improvement, special projects, speakers or areas of concern to the Board of Directors.

ARTICLE IV – ELECTED OFFICERS

Section 1.      The Executive Board shall consist of all elected officers of the Guild, i.e., President, Vice President, Second Vice President, Secretary and Treasurer, plus the immediate past President.

Section 2.      The Executive Board will convene at the call of the President to act for the Board of Directors between meetings of the Board of Directors and in emergencies. It may, also, act upon issues that require a decision to be made before the next board meeting.

Section 3.      All business transacted by the Executive Board will be reported at the next meeting of the Board of Directors.

Section 4.      The President will be allowed expenditures and may incur indebtedness in an amount and manner authorized by the Executive Board. With the exception of the President, no officer, committee chairman nor Guild member shall incur nor contract indebtedness on behalf of the Guild without a majority vote of the Board of Directors.

Section 5.      All officers shall be members in good standing and maintain such status during their time of office.

ARTICLE V – BOARD OF DIRECTORS

Section 1.      The Board of Directors shall consist of all elected officers of the Guild, the immediate past President and the chairmen of standing committees appointed by the President.

Section 2.      The Board of Directors shall meet every other month beginning in January at the discretion of the President. Additional meetings may be called by the President or by majority of the Board of Directors.

Section 3.      Should any officer be unwilling or unable to perform the duties of the office, a replacement will be selected by the Board of Directors.

Section 4.      Should any committee chairman be unwilling or unable to perform the duties of the office, a replacement will be appointed by the President.

Section 5.      Motions are passed with approval of a majority of Board members present.

ARTICLE VI – MEETINGS

Section 1.      A general meeting of the membership of the Guild will be held once a month on the second Tuesday of each month at 10:00 a.m. and 6:30 p.m. Notice of any change in meeting date will be given to the membership by announcement, newsletter or telephone.

ARTICLE VII – DISSOLUTION

Section 1.      Upon the dissolution of the organization, the officers shall, after paying or making provision for the payment of liabilities of the organization, dispose of all assets of the organization exclusively for the purposes of the organization in such manner, or to such organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization under Section 501 (C) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the officers shall determine. Any such assets not so disposed of shall be disposed in District Court in the County in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE VIII – AMENDMENTS

Section 1.      The Bylaws of the Guild may be altered or amended by the majority vote of the membership attending a regular meeting of the Guild.

Section 2.      Notice of a vote on proposed changes or amendments will be given to the membership at the Guild meeting, by telephone or in writing one month prior to the date of the vote.

Section 3.      The Bylaws, and all change documents signed by the President and the Secretary, shall be kept in our Guild corporate headquarters files. i.e. In the President’s and  Secretary’s notebooks.

ARTICLE IX – ELECTIONS

Section 1.      Only members of the Guild are eligible to vote, nominate or be nominated for office.

Section 2.      An individual must be a member of the Guild for at least one year before being eligible to be nominated for an office.

Section 3.      The President elect will present a slate of officers at the September meeting and have the names printed in the September newsletter.

Section 4.      Nominations will be taken from the floor during the October Guild meetings. The nominee must give her/his consent before the nomination will be accepted.

Section 5.      Elections will be held annually at the November Guild meeting. Officers are elected by a majority vote of the membership present. The newly elected officers will be installed at the December Guild meetings and will assume that office beginning with the January meeting. The newly elected officers will receive the books and records from the outgoing offices and assume the responsibilities of their position the first week of January.

Section 6.      All officers may only serve two consecutive years.

ARTICLE X – DUES AND FUNDS

Section 1.      Membership dues will be established by a majority vote of the Board of Directors. These dues will be paid annually and will entitle the Guild member to the bimonthly newsletter and to participate in all meetings held by the Guild. Dues delinquent after the February Guild meeting will cause the member to be removed from the Guild roster. New rosters will be available the first quarter of each year.

Section 2.      A fee established by the Board of Directors will be charged to nonmembers for special programs presented by the Guild; special programs being: speakers, films or slide shows, and related events. It shall be published ahead of time if a fee will be charged for a special guild program.

Section 3.      All funds and dues shall be collected by the Treasurer and deposited in a checking account. An authorized signature for the disbursement of funds shall be one of the elected officers, but not the Secretary.

Section 4.      No part of the net earnings of the organization shall insure to the benefit of, or be distributable to its members, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purpose set forth in these articles. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign in behalf of any candidate for public office. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501 (C) (3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation, contributions to which are deductible under section 170 (C) (2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Revenue Law).

Section 5.      Yearly dues will be set by the Executive Board. There will be no reduction in price for members who join after January.

ARTICLE XI – DUTIES OF OFFICERS

Section 1. PRESIDENT:

  1. Preside at all membership and Board meetings.
  2. Call Executive Board meetings as needed.
  3. Inform general membership of actions and decisions of the Executive Board.
  4. Represent the guild at community functions that involve the Guild.
  5. Appoint committee chairmen as needed
    1. Submit a projected minimum yearly operating budget at the first meeting of the Board of Directors after assuming office.
    2. Write an article for each newsletter.
    3. Form ad hoc committees as needed
      1. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.
      2. Sign checks

 

Section 2. VICE PRESIDENT:

  1. Preside at meetings in the absence of the President.
  2. Recruit officers and chairmen for the next year.
  3. Procure gift certificates for Door Prize committee.
    1. Prepare the budget with an ad hoc committee of at least the President, Vice President, and Treasurer. Request input from committee chairmen.
    2. Renew, in November, the yearly contract with the Civic Center for the Guild’s monthly use from 9:00 a.m. to 9:00 p.m. the 2nd Tuesday of each month.
    3. Sign checks.

 

Section 3. SECOND VICE PRESIDENT:

  1. Conduct the evening Guild meetings and maintain continuity with activities of the Day Guild meeting.

 

Section 4. SECRETARY:

  1. Record the minutes of each Board of Directors meeting, Executive Board meetings and each regular monthly Guild meeting whenever voting takes place.
  2. Use a word processing package (Word, Wordperfect, etc.) to prepare the minutes.
  3. Prepare correspondence for the President on Guild letterhead.
    1. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

Section 5. TREASURER:

  1. Responsible for all financial matters of the guild.
  2. Responsible for renewing the New Mexico Nonprofit Corporation Report for the Guild as required by law.
  3. Responsible for filing IRS form 990 N for 501C3 nonprofit corporations as required by law.
  4. Responsible for paying the yearly insurance policies.
  5. Appoint Vice Treasurer for the evening meeting.
  6. Present books for audit by January 15 of the next year.
  7. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.
  8. Sign checks.

 

THE GUILD POLICIES

Policies are set by the Guild Board of Directors to define the operations and management of the Guild within the guidelines of Guild bylaws. Committees, programs, special projects, involvement in community activities and other matters related to the operation of the Guild are set out in the Guild Policies.  Policies are a practical way of management and are as binding as are the bylaws. They include the Duties, Procedures and Guidelines.  Policies changes do not need to be voted on by the Guild general membership.

 

Snow Days–When all three school districts are closed Guild meeting will be cancelled.

 

GUILD

  1. The meetings of the Guild are for adults and auxiliary members unless a special educational meeting is provided for children.
  2. Adult dues will be $30 per year.  Auxiliary Member dues will be $5 per year.
  3. The Annual Quilt Show will be held in the fall unless cancelled by a vote of the Board of Directors.
  4. Quilts entered in the Quilt Show must be made by Guild members only.
  5. Because of liability reasons, no properties of the Guild shall be loaned, rented or shared with anyone or any organization.
  6. Members shall not advertise or solicit from the podium for personal gain, business gain or for any organization other than the Guild.  Advertising may be done by posting on the bulletin board, or placing information on tables or chairs.
  7. The annual President’s quilt will be made up of member provided blocks that must be turned in by June.  This allows a completed quilt to be presented to the outgoing President at the Christmas Party.  The outgoing President will decide on fabric, size, style, etc. of the quilt to be made.

 

MEMBERS

  1. Serve on one committee and/or volunteer for one Guild event each year.
  2. Pay dues of $30.
  3. Members must be in good standing with dues paid by March 31 of the current year to enter quilts in the current year annual Quilt Show.
  4. Do not sell or give away the membership roster.
  5. Do not use roster for personal/business gain.
  6. Do not advertise/solicit from the podium.
  7. Must receive approval of the Board of Directors for any expense over $250.  Any member making that expense without approval will not get reimbursed by the Guild.

 

AUXILIARY MEMBERS

  1. Age 8 to 17.
  2. Pay dues of $5.
  3. Sponsored by an active adult member.

 

OFFICERS

  1. The President is allowed to spend up to $100.00 each month for programs, materials or other Guild related expenditures without prior approval.
  2. The immediate past President is an ex-officio member of the Board of Directors and the Executive Board.
  3. The current Vice President will automatically be a nominee to be the next President.

 

ALL ELECTED OFFICERS AND STANDING COMMITTEE CHAIRMEN shall:

  1. Be expected to attend all Board meetings and be encouraged to attend the day and evening meetings of the Guild.
  2. Keep the president informed about office or committee chair information or concerns.
  3. Keep respective portion of the budget up to date.
  4. Approve in writing all committee member requests for reimbursement or payment before submitting to the Treasurer.
  5. A Committee Chairman who is to report back to the Board of Directors for final approval of an expense over $250 and who proceeds with that expense without approval will not be reimbursed by the Guild.

 

 

STANDING COMMITTEE RESPONSIBILITIES

AUDIT:

  1. Audit the Treasurer’s books before the February Guild meeting.
  2. Present an itemized balance sheet for each book showing income and expenditures for the past year to the incoming President.
  3. Submit final report to the Board of Directors.

 

CHRISTMAS PARTY:

  1. Organize and make all arrangements necessary for the annual Christmas party.
  2. If neither an evening nor a morning member is willing to be the party chairman there will be no party that year.
  3. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

DOOR PRIZES – MORNING:

  1. Sell tickets, hold drawing, record and turn in money to treasurer.  Buy supplies as needed.
  2. Be responsible for property related to the committee.

 

DOOR PRIZES – EVENING:

  1. Sell tickets, hold drawing, record and turn in money to treasurer.  Buy supplies as needed.
  2. Be responsible for property related to the committee.

 

HOSPITALITY – MORNING:

  1. Organize and make all arrangements necessary for food at the meeting.
  2. Have a special main dish for guest speakers.
  3. Be responsible for property related to the committee.

 

HOSPITALITY – EVENING:

  1. Organize and make all arrangements necessary for food at the meeting.
  2. Have a special main dish for guest speakers.
  3. Be responsible for property related to the committee.

 

MEMBERSHIP – MORNING:

  1. Coordinate with the Evening Membership Chairman.
  2. Provide a current Roster to all members
  3. Collect all monies related to membership and submit monies to Treasurer.
  4. Knowledge of Excel spreadsheet is required.
  5. Be responsible for property related to the committee.
  6. Next year’s Membership Chairman is recommended to help at November and December meetings to begin next year’s membership sign up (this is to help have information ready for the roster early in the next year).  Current Membership Chairman does not do early enrollment for next year.
  7. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

MEMBERSHIP – EVENING:

  1. Coordinate with the Day Membership Chairman and the Vice Chairman.
  2. Provide a current Roster to all members
  3. Collect all monies related to membership and submit monies to Treasurer.
  4. Knowledge of Excel spreadsheet is required.
  5. Be responsible for property related to the committee.
  6. Next year’s Membership Chairman is recommended to help at November and December meetings to begin next year’s membership sign up (this is to help have information ready for the roster early in the next year).  Current Membership Chairman does not do early enrollment for next year.
  7. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

NEWSLETTER:

  1. Create and distribute the bimonthly Guild newsletter.
  2. Maintain a current mailing list.
  3. Be responsible for property related to the committee.
  4. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

NEWSLETTER/ROSTER ADS:

  1. Solicit places of business for advertising in the newsletter.
  2. All ads will be business card size.
  3. 2012 prices were as follows: Advertising for the roster only is $15, newsletter only is $60, and both roster & newsletter is $70.
  4. The price for a newsletter one-time half page ad is $20 and for a newsletter one-time full page ad is $40.
  5. Fees are paid to the Newsletter/Roster Ad Chairman before the Ad will run.
  6. Collect all monies related to Newsletter/Roster Ads and submit monies to Treasurer.
  7. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

OUTREACH – MORNING:

  1. Will select projects for the coming year.
  2. Organize activities, work meetings and supplies as needed.
  3. Coordinate with the evening chairman regarding projects.
  4. Maintain revenues and expenditures and records of outreach projects.
  5. Be responsible for property related to the committee.
  6. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.
  7. Includes County Fair contact person.
  8. Includes Festival of Trees contact person.

 

OUTREACH – EVENING:

  1. Organize activities, work meetings and supplies as needed.
  2. Will select projects for the coming year.
  3. Coordinate with the morning chairman regarding projects.
  4. Maintain revenues and expenditures and records of outreach projects.
  5. Be responsible for property related to the committee.
  6. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

PROGRAMS:

  1. Organize and make all arrangements necessary for the yearly programs.
  2. Select a committee if needed.
  3. Be responsible for property related to the committee.
  4. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

QUILT SHOW:

  1. Organize the annual quilt show.
  2. Be responsible for property related to the committee.
  3. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

RAFFLE QUILT:

  1. Pick pattern and the fabric.
  2. Piece, quilt and add label to the quilt.
  3. Turn quilt over to Raffle Ticket Sales Chairman.

 

RAFFLE TICKET SALES – MORNING:

  1. In charge of managing raffle tickets for the Raffle Quilt at the morning meeting.
  2. Coordinate with the evening Raffle Ticket Sales Chairman.
  3. Appoint County Fair Raffle Quilt Chairman who will:
    1. Solicit from members raffle items to be sold at the County Fair.
    2. Set up the raffle quilt display at the County Fair.
    3. Draw winning raffle tickets at 8 pm Saturday evening for the items.
    4. Keep a list of winners and number of tickets sold for each item.
    5. Schedule workers for all Raffle Quilt showings.
    6. Schedule workers for the County Fair.
    7. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

RAFFLE TICKET SALES – EVENING:

  1. In charge of managing raffle tickets for the Raffle Quilt at the evening meeting.
  2. Coordinate with the morning Raffle Ticket Sales Chairman.
    1. Receive and maintain an administrative notebook. The notebook shall contain detailed information, including any helpful facts, pertinent correspondence, and a record of revenue and expenditures.

 

SUNSHINE:

  1. Purchase a quilting book in memory of a deceased member, in coordination with the Public Library. The member’s family will be notified of the donation.
  2. Send sympathy and special occasion cards to members when appropriate for death, illness, hospitalization, birth, anniversaries, etc.

 

WEB PAGE:

  1. Establish and maintain a website.
  2. Post the newsletter to the website.
  3. Update pertinent Guild information in a timely manner.

 

 

BYLAWS AND POLICIES REVISION HISTORY

 

  • Bylaws and Policies as developed by the committee chaired by Virginia Clay and composed of past presidents, current president and incoming president: Maxine Rhien, Carolyn Blair, Revis Taylor, Ann House, Connie Nordstrom, Gail Catchpole, Joanne Peterson, Yvonne Didde and Naedeen Bacon. Presented for consideration at the December 13, 1994 meeting and voted approval at the January 10, 1995 meeting.

 

  • Article V Board of Directors, Section 2.: amended to change the board meeting from the ‘last’ to the ‘third’ Tuesday of the month. Presented for consideration in the Jan-Feb 1996 newsletter and voted approval at the February 13, 1996 meeting.

 

  • Discussed making a $25.00 gift to the evening Vice President a permanent policy at the October 15, 1996 Board meeting. A motion was made to implement and voted approval.

 

  • Discussed loaning of the Guild properties at the February 17, 1998 Board Meeting. As owners of the loaned property the Guild could be liable for any injury or inconvenience that a person might suffer from its’ use. The board voted to present a proposed policy to the general membership that all Guild property is for our exclusive use. The policy was presented in the March-April, 1998 newsletter, and voted approval at the April daytime and evening meetings.

 

  • Changed the Board Meeting times starting in January instead of February. Newly elected officers will take office in December instead of January. Newsletters, therefore, will come out every other month starting in January. Voted approval at the November 2000 morning and evening meetings.

 

  • During 2001, a committee reviewed and made changes to the Bylaws and Guild Policies. All Bylaws and Guild Policies changes were reviewed by an attorney, and were voted on and approved by the general membership.

 

  • During 2007, the amendment passed to omit “sell required raffle tickets”.

 

  • Guild Bylaws and Policies were reviewed and revised as needed in January and February 2009. Changes to Guild dues were voted on at the November 2008 day and evening meetings, taking effect in January 2009. All dues are $ 30 per member.

 

  • During 2009, the evening Guild decided to gather at 6:00 p.m. for refreshments and social time, with the business meeting at 6:30 p.m.

 

  • During 2012, there was a major overhaul of duties of officers, standing committees and refining of the Bylaw Articles.  The committee consisted of Janis Adam, Gail Aspromonte, Cathy Korzan and Shari Schmitt with ideas from President, Carol Spangler.  The changes will be effective January 1, 2013.

 

  • During 2013, the following items were voted on and passed by the Guild Board members:  Members must pay dues by March 31 to be eligible to enter quilts in the annual Quilt Show; The Christmas Party chairman will maintain a notebook;  This years membership is not responsible for taking membership dues for next year; Newsletter advertisement rates were established for one time half page and full page ads.

 

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