Bylaws - proposed

Bay of Quinte Modern Quilt Guild

Article I: Name
The name of this organization shall be the Bay of Quinte Modern Quilt Guild, hereinafter referred to as The Guild or BOQMQG.

Article II: Purpose
The mission of The Guild shall be to support and encourage the growth and development of modern quilting through art, education, and community.

Article III: Membership
Membership shall be open to any person interested in modern quilts and quilt making.

3.1 Active Members
          a.  New members may join at any time.
          b.  Membership shall be recognized upon payment of annual dues.
c.  Visitors may attend one meeting free of charge.  At the second and third meetings a nominal fee of $5 will be charged.  Upon the fourth meeting, a visitor is expected to become a member by paying the appropriate annual dues.
d.  Active members may participate in and support the projects and activities of the Guild, including the privilege of voting, holding office, and serving on committees.  They shall be entitled to preferential placing in any Guild sponsored function, receive a membership roster, have access to minutes of business and general meetings, have access to treasurer’s reports, may place items on the agenda and be informed of all decisions of the Executive Board.

3.2 Youth Members
Membership for persons 18 years of age and under shall be half the established membership dues.
Article IV: Dues/Fees
4.1 Dues
a.  Membership dues assessed members shall be determined by resolution of the Executive Board.  Changes in dues shall be by a two-thirds majority vote of those present and voting at the Annual General Meeting in June, following 30 days notice prior to the meeting.
b.  Annual dues are payable January 1st and members become delinquent on January 31. 
c.  Any visitor who joins will have their visitor fees applied to their dues.
d.  A member whose dues are not paid by March 1, shall be dropped from the roster.
e.  Dues are non-refundable.
4.2 Fees
a. Fees may be charged for special classes, presentations and/or events as established by the Executive Board.
b. Fees may be refundable as determined, in advance of the event, class, or presentation, provided a suitable replacement can be found. In the event of cancellation or reasonable change of circumstances, a refund will be provided.
c. Fees will be published in advance on the website and at General Membership meetings.

Article V: Meetings

5.1 General Membership Meetings
a. General Membership Meetings shall be held on a date and at a place as designated by the Executive Board.
b. Meetings shall be announced on the Guild website and via email to the membership roster.
c. There will be a minimum of ten (10) meetings per year.
e. The June meeting shall be considered the Annual Meeting.

5.2 Executive Board Meetings
a. Executive Board Meetings will be held quarterly, usually in November, February, May and August.
b. Executive Board Meetings are open to the General Membership.  Notice of attendance and reason for attendance must be made to the President a minimum of one week in advance of the Executive meeting.

5.3 Minutes
a. Minutes of all meetings shall be available to all members through either the Guild website, or email.

5.4. Voting
a. Every act or decision brought to the General Membership Meeting shall be decided by a majority of members present at the meeting.
b. Each member present is entitled to one vote on each matter.  Voting shall be by voice, show of hands, or by ballot.

Article VI: Financial Administration

6.1 The financial year shall be August1 through July 31

6.2 The Executive Board shall set and maintain policies and procedures to control financial records, consistent with generally accepted accounting principles.

6.3 A committee consisting of one Executive Board Member and two or more General Members, appointed by the Executive Board, shall examine financial records within 30 days of the close of the fiscal year.

6.4 The treasurer shall prepare a quarterly report for the Executive Board.

Article VII: Nominations and Elections

7.1 The Past President shall act as Nomination Chair and try to obtain nominees prior to the May meeting

7.2 Nominations for Guild officers shall be taken at the May meeting. General Membership nominations will be accepted for the next 30 days.  Members may nominate other members, with their permission, or they may self nominate.

7.2 Officers shall be elected for a two-year term.

7.3 Nominations may be made from the floor, with the consent of the nominee, on the day of the election at the June meeting.

7.4 The election shall take place at the Annual General Meeting in June.

Article VIII: Executive Board

8.1 The Executive Board shall be elected by the general membership and shall include the Guild officers (5) along with the immediate Past President.

8.2 The officers of the Guild shall be President, Vice President, Secretary, Treasurer and Website Co-ordinator.

8.3 The Executive Board, consisting of the Officers of the Guild and the Immediate Past President, shall have general supervision of the affairs of the Guild; shall set policy; fix the hour and place of the Board and General Meetings; shall have control of the proceeds of the Guild funds; shall publish the minutes of each Executive Board and General Meeting; and shall preform other duties as assigned by the Bylaws.

8.4 A quorum of the Executive Board shall be a majority of its members.

8.5 Standing committees may be established as determined by the Executive Board.  Standing Committees may include, but are not limited to: Historian, Librarian, Refreshments, Newsletter, Publicity, Special Projects, Membership, Education, Budget, Program, and Donations Quilts.

Article IX: Duties of Officers

9.1 The President shall:
          a. Preside over all general and Executive Board meetings
          b. With the approval of Officers, appoint all Committee Chairpersons.
c. Attend committee meetings as an ex officio member of the committee as necessary.
          d. Coordinate committee activities.
e. Perform other duties as required, as the official spokesperson for the Guild.
f. Serve as co-signer with the Treasurer for cheques for the Guild.

9.2 The Vice President shall:
a. In the absence of the President, conduct Guild meetings and/or Executive Board meetings.
b. Assume the responsibilities of President in the event that the President cannot complete the term of elected office.
c. Oversee as co-signer with the Treasurer on cheques of the Guild.
d. Oversee the membership roster for the Guild.

9.3 The Secretary shall:
a. Keep minutes of the general meetings, or arrange for a substitute in his/her absence.
b. Post/distribute minutes of the General Meeting and Executive Board Meeting on the Guild website and/or via email.
c. Conduct correspondence for the Guild.

9.4 The Treasurer shall:
a. Shall have charge of all funds of the BOQMQG, receive dues, deposit receipts and disburse monies in a timely manner as authorized by the Executive Board.
b. Shall maintain all financial records of the BOQMQG, and prepare quarterly reports for the Executive committee.
c. Shall receive a record of financial transactions from each committee chairperson;
d. Shall be a mandatory signing officer for the BOQMQG.

9.5 The Website Co-ordinator shall:
a. Maintain the Guild website, email account, and other social media accounts, as appropriate.

9.6 Past President
a.      In the absence of the President and Vice President, the Past President
shall serve in the order of that office and perform such duties as are performed by the President.
b.     Shall act in advisory capacity to the Executive Committee
c.      Shall act as the Nominating Chair for the next election and conduct the election of the Executive Officers’
Article X: Policies

10.1 The title for all property, funds, and assets of the Guild shall at all times be vested in the Guild for the joint use of members and no member or group of members shall have any servable right to all or any part of such property.

10.2 The membership roster is for use by members only and is not for distribution to non-members, for sale, or for commercial use.

10.3 Upon dissolution of the organization, assets shall be distributed to one or more not-for-profit organization or any charitable organization voted on by the remaining membership.

10.4 All proceedings of the Guild shall be fair and open.  In the event of any dispute over procedure, when guidance cannot be found in the bylaws, the current edition of Robert’s Rules of Order, shall be followed.

Article XI: Amendment of Bylaws

These bylaws may be amended at any General Membership Meeting of the Guild by a majority vote of the General Membership present.  Any proposed amendment must be submitted in writing 30 days prior to the meeting, and must have been presented at a General Membership Meeting prior to voting.

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