By-Laws of the Central Iowa Quilt Sew-ciety Guild
for the years 2018-2019
for the years 2018-2019
CENTRAL IOWA QUILT SEW-CIETY
2018-2019 BY-LAWS (Final)
The Guild shall be a nonprofit with the purpose of stimulating an interest in quilts and quilt making, educating its members and providing for the interchange of information.
BOARD OF DIRECTORS
Section 1. The Guild shall be managed by a Board of Directors. The Board of Directors shall consist of the President, Vice-President, Secretary, Treasurer, Program Director, Hospitality Director, Past President Advisor, Director-at-Large of Hospitality and Director-at-Large for Programs. All members of the Board of Directors have the power to vote.
Section 2. The term of office for each Director shall be one (1) year.
- The Secretary and Treasurer will hold office for two (2) years alternating years of election by voting Treasurer in odd years and Secretary in even years.
- A Director elected to the office of Vice-President shall serve as Vice-President for one (1) year; the Vice-President will assume the office of President during the second-year term.
- The President will advance to an Advisor. Directors-at-Large will advance to Hospitality Director and Program Director.
- Individuals may not hold the same elected position for more than two (2) consecutive terms.
Section 3. A majority of the Board of Directors present shall constitute a quorum for the transaction of business and a simple majority of the quorum may decide any questions.
Section 4. A special meeting of the Board of Directors may be called by any two (2) members of the Board of Directors.
Section 5. Notice of any Board of Directors meeting, except any special meeting, shall be given to the members of the Board either orally or in writing at least three (3) days prior to the meeting.
Section 6. Directors shall receive no compensation, unless specifically granted by the members of the Guild.
Section 7. Any vacancies in the Board of Directors shall be filled for the unexpired term by appointment by the remaining members of the Board.
BOARD OF DIRECTORS’ DUTIES
Section 1. The President shall preside over all meetings and appoint, with Board approval, committees necessary for the welfare of the Guild. The President is responsible for the over-all management and coordination of the Guild.
Section 2. The Vice-President shall, in the absence of the President or at the President’s request, perform presidential duties. The Vice-President shall keep records of small group meeting times and locations and inform membership each month. In addition, the Vice-President shall set Sew In dates with the library.
Section 3. The Secretary shall be responsible for normal secretarial duties. This shall include but not be limited to, maintaining the Guild’s records and typing of By-Laws updates. The Secretary shall record and be custodian of the minutes of the Guild and Board of Directors’ meetings and maintain permanent copies of these records.
Section 4. The Treasurer shall collect and take charge of all dues and funds made available to the Guild. The Treasurer shall keep a written account of all transactions involving the Guild and keep membership records. Receipts are required for all money that is to be disbursed. The Treasurer will maintain a current roster of members and share it with the Board members.
Section 5. The Program Director shall be responsible for contacting guest speakers for meetings and workshop presentations for the year. The Program Director shall arrange the location for workshops as well as sign-up and payment for workshops. The Program Director is responsible for any assistance needed by the guest speakers and making sure they are paid by the Treasurer. Publicity for meetings and programs will be placed in the Times Republican as needed.
The Program Director-at-Large will help the Program Director when needed and fill in for the Program Director in case of absence. The Program Director-at-Large will assist with advertisement of planned programs, Guild meetings, workshops and Guild business. The Program Director-at-Large, as Program Director Elect, will also be responsible for arranging all programs and workshops for the coming year as Program Director. All programs or workshops are subject to Board approval.
Section 6. The Hospitality Director shall assist the officers as necessary for the welfare of the Guild. The Hospitality Director duties include:
- Organizing and maintaining a monthly sign-in sheet for members at each Guild meeting, including birthdates.
- Noting members who have “Show and Tell” presentations.
- Circulating refreshment and greeter sign-up sheets at each meeting for members to volunteer.
- Seeking out new members and guests to help make them feel comfortable.
- Being responsible for tracking the number of meetings guests have attended and encourage them to join.
The Hospitality Director may announce at meetings if a member is in need of a get-well or sympathy card and should forward all birthdates to the President and Secretary for meeting announcements.
Section 7. The President Advisor will attend board meetings as advisor to the President.
MEETINGS AND ELECTIONS
Section 1. Meetings of the membership shall be held as provided by resolution of the Board of Directors.
Section 2. The Board of Directors shall appoint a nominating committee of three (3) members, at least one (1) of whom shall be a member of the Board, in the month of February. It shall be the duty of the nominating committee to present a slate of nominees to the membership at the May meeting. The nominations by the committee shall not prohibit members from making other nominations.
Section 3. An election of the Board of Directors shall be held in May. The members shall be notified at least seven (7) days prior to the May meeting of the date, time and place of the meeting as well as the names for the nominees as presented by the nominating committee.
Section 4. Any Director can be removed by an affirmative vote of the majority of the entire Board of Directors.
Section 5. At any meeting of the members, fifty-one percent (51%) of the members present shall constitute a quorum.
Section 6. The members may meet at any other times, upon such notice as the President may prescribe, for the purposes of furthering the activities of the Guild. No minutes need to be kept at these meetings unless some action is taken which is binding on the Guild.
Section 1. Each member shall have one (1) vote and there shall be no proxy voting.
Section 2. The Guild shall have a fiscal year as adopted by the Board of Directors.
The President shall appoint a committee of two (2) interested Build members to do an annual audit of the Guild’s financial records or if available within the Guild, a Certified Public Accountant who would be willing to perform the audit for free. This audit of the Guild’s financial records, as kept by the Treasurer shall take place within one (1) month of the close of the fiscal year. The auditing committee or the Certified Public Accountant shall report its findings to the Board of Directors.
Section 3. There shall be available to the membership a copy of the By-Laws and the Information and Standing Rules of the Central Iowa Quilt Sew-Ciety on the website, www.centraliowaquiltsew-ciety.webs.com.
The By-Laws and the Information and Standing Rules may be reviewed and revised by the Board of Directors and amendments brought to the membership in writing two (2) months prior to the vote. The By-Laws may be amended at any meeting by quorum of fifty one percent (51%) of the members present.
Section 4. The build adopts Robert’s Rules of Order as its authority on Parliamentary procedure.
Section 5. An annual retreat with both old and new Board Members will take place in May for planning purposes.
Section 6. The Board shall prepare an annual budget for the purposes of planning expenditures for programs, overhead expenses, fees and any other fiscal obligations of the Guild. The budget will be prepared at the first (1st) regular meeting of the newly elected board with a summary of the last year’s expenses as a guideline. In keeping with the purpose of the Central Iowa Quilt Sew-Ciety, no expenditures or donations over $100.00 will be made unless approved by the Board of Directors. The Budget will be approved by the membership after two (2) readings.
INFORMATION AND STANDING RULES OF THE CENTRAL IOWA QUILT SEW-CIETY
The information and standing rules are to advise the members of the details and rule governing various activities and functions of the Guild. They will be reviewed and revised by the Board of Directors at least annually and any changes brought before the membership for approval.
MEETING PLACE, DATE AND TIME
Place: To be determined by the Board of Directors; is currently at Trinity Lutheran Church
Day: The first (1st) Tuesday of the month
Time: Refreshments/social time – 5:30 pm, Program and business meeting at 6:00 pm
Cancellations: In case of inclement weather, if the Marshalltown Public Schools cancel classes then the Guild meeting will be cancelled. If cancellation is necessary late in the day, listen to KDAO, KFJB, or KXIA, local radio stations. Members are advised to consider their own safety and to contact a board member if there is a question.
- Refreshments shall be served at the onset of the meeting.
- The President or Vice-President will call the meeting to order and share any pertinent business with the membership.
- Reports from committee chairs will be given.
- Guests, new members, and birthdays will be acknowledged.
- The planned program or guest speaker will be introduced by the Program Director and the program will proceed.
- Show and tell and/or trunk show will follow the program.
A set amount will be budgeted each year to be used as directed by the board. The Board of Directors can allocate funds needed at their discretion.
Adult membership (19 years and older) dues are $25 (twenty-five dollars) per year (June 1st through May 31st). Junior membership (12 through 18 years of age) dues will be 50% of the adult membership dues. Members joining after June 30 will pay prorated dues. An information packet will be available for first time members.
A COPY OF THE Guild By-Laws will be placed on the website. The By-Laws provide a comprehensive view of how the Guild is organized and operated.
Meetings are held monthly, and all Guild members are welcome to attend. Any concerns must be written and present to one (1) of the Board of Directors prior to a board meeting to be placed on the meeting agenda.
The purpose of the website is to keep members informed of upcoming meetings, and relay any interesting information relating to the Guild. Any member can have pertinent information added to the website by contacting the Secretary or Website Chair.
Members are encouraged to design and/or quilt a name tag for themselves shortly after joining the Guild. There is no specific pattern and members are encouraged to be creative. Members are encouraged to wear their name tags to Guild functions.
SHOW AND TELL:
Every meeting will include an opportunity for “show and tell”.
Beginning at the May meeting the Hospitality Director will circulate a signup sheet for volunteers to provide refreshments at future Guild meetings.
MEMORIALS AND WELL WISHES:
The Guild values each member and will remember those who are grieving or who are ill. Announcements at the Guild meeting will let members know who could use kind thoughts. Members should contact the Hospitality Director regarding those needs.
RULES FOR WORKSHOPS:
Workshop fees will be determined based on each individual contract with the instructor.
- Pre-registration for workshops is required as well as pre-payment. Workshops will be filled on a “first come first paid” basis.
- Supply lists will only be given when payment has been received for the class.
- If the workshop is not full one (1) month before class, advertising will be placed in the newspaper, and the workshop will be open to non-members.
- If a workshop is cancelled for any reason, all fees will be refunded. Prepaid deposits or outstanding expenses will be paid by the Guild.
- If individuals wish to cancel, they must notify the Program Director. If the class has a waiting list, the Program Director will fill the spot in the waiting list order. Individuals may not “sell” their place. If they are aware of another’s’ interest in the class, they should refer this person to the Program Director.
- There will be no refunds on cancellations later than TEN (10) days prior to the workshop.
- Paid workshop instructors are permitted to sell any products, tools, books, etc. that pertain to their workshop.
- Non-members will be charged an additional fee to attend workshops or special programs at regular meetings.
The Guild will sponsor at least one (1) retreat per year for members only. The retreat chair will be appointed by the Board. The Hospitality Director or the Hospitality Director-at-Large and one other board member will serve on the committee. Other Guild members may also serve on the Retreat committee.
At the discretion of the Board of Directors, the Guild will participate in Community Service projects such as the Quilts of Valor and Sharing the Weight.