BUCKHORN AREA QUILTERS' GUILD

Transcription

1 BUCKHORN AREA QUILTERS' GUILD CONSTITUTION CONTENTS: Executive Committee Constitution By-Laws Registration EXECUTIVE COMMITTEE: President Vice - President Secretary Treasurer Chairpersons of Standing Committees Dated June 1993 Revised June 1995 June 1997 June 2005 June

2 CONSTITUTION NAMES and OBJECTIVES ARTICLE 1: ARTICLE 2: ARTICLE 3: This organization shall be known as the Buckhorn Area Quilters' Guild. The objectives of the Buckhorn Area Quilters' Guild are to provide a forum for quilters to meet and exchange ideas and knowledge; also to enrich our quilting experience through speakers, workshops and demonstrations. The constitution and by-laws may be amended at an Annual Meeting, provided the following conditions are met: a) a notice in writing is given to the secretary and/or the Executive committee at least two (2) months prior to the next Annual Meeting b) a notice of motion must be presented to the General Meeting prior to the Annual Meeting. c) voting shall be by ballot, or by show of hands, if it is the pleasure of the meeting. d) the amendments must have a two-thirds (2/3) majority of the members present at the meeting to carry. 2

3 JOB DESCRIPTIONS EXECUTIVE COMMITTEE MEMBERS PRESIDENT: The President, within the jurisdiction of the guild shall: a) preside at all meetings; b) call guild or executive committee meetings (minimum of 2 per year) schedule first executive meeting prior to the September guild meeting to introduce the new executive members, set the budget and conduct business as usual A budget surplus will be carried forward where there is a multi-year plan (for example - Program Committee, Raffle Quilt, Children's Program etc. ; c) exercise the authority of the executive committee in case of emergency; d) co-ordinate and sit on all committees if so desired; e) appoint chairperson and members for ad hoc committees; f) oversee membership procedures of the guild; g) approve all expenditures of the guild: If additional spending beyond the budget is requested and there is not enough time to call an executive committee meeting, the president may approve up to $200 annually; h) sign as a signing officer for the guild; i) receive all correspondence and distribute to the appropriate officers; j) welcome new members and visitors at each meeting; k) ensure Liability Insurance for the guild is in place by January 1st; l) manage Leasing Agreement for church use; m) be responsible for holding the hall and post office keys and may delegate who is responsible for them. VICE-PRESIDENT: In the absence of the President, or in the event of her inability to act, the Vice-President shall: a) have and exercise all the powers of the president; b) at all times be a voting member of all committees; c) perform duties designated by the president; d) have the authority to enforce the by-laws and guidelines established by the guild; e) initiate telephone calls to members, as necessary; f) coordinate Show and Share at monthly meetings. 3

4 SECRETARY: The Secretary shall: a) take all minutes of general and executive meetings in a concise and accurate manner; b) record the minutes in the official record book; c) be responsible for having the minutes signed by the secretary and president, after approval at a membership meeting; d) deal with outgoing correspondence as directed. TREASURER: The Treasurer shall: a) keep a record of all monies received and disbursed except for funds related to the Quilt Show; b) deposit all monies into the Buckhorn Area Quilters' Guild bank account; c) ensure that all disbursements are made by cheques; d) report the guild's financial status at each monthly meeting and provide the president and the secretary with a copy of the report; e) provide an annual financial statement for the previous year in the news letter prior to the September meeting, for discussion at the September guild meeting; f) receive monies for membership fees and issue a membership card g) be responsible for keeping a list of current members and provide membership chair with this list and updates; h) arrange for financial records to be reviewed annually by an external qualified individual. STANDING COMMITTEES Note - The chairperson of these committees shall be elected except for the Nominating Committee which is the responsibility of the Past President. Program Committee: The Program Committee shall arrange for : a) interesting and informative programs for guild meetings from October through September; b) members to share their knowledge and skill in demonstrations; c) workshops when appropriate; d) arrange quilting retreats when required 4

5 Publicity Committee: The Publicity Committee shall: a) contact members by phone or before each guild meeting; b) place announcements and articles about the guild in papers and magazines; c) perform other publicity duties as the President requests; d) contact members by phone when a fellow quilter loses a member of her immediate family. (Immediate family is spouse, children, grandchildren, parents, siblings). All other special requests should be approved by the President. Social Committee: The Social Committee shall: a) arrange for members to bring snacks to meetings; b) be responsible for preparation and serving of refreshments at general meetings; c) be responsible for clean-up; d) use surplus from social fund, to provide decorations, refreshments and treats at their discretion; e) will maintain a floater of $50, all other monies will be deposited in the Guild bank account. Membership Committee: The Membership Committee shall be responsible for: a) greeting members as they arrive for the meeting; b) take attendance at the meeting; c) handing out and collecting of name tags at each meeting; d) keeping a current members list (data base) and provide all Guild members with a new directory by November Guild meeting. Library Committee: The Library Committee shall: a) display books at each meeting; b) purchase books for the guild within the budget allowed; c) present a book review or points of interest from a quilt book at each meeting. Nominating Committee: 1. a) the chairperson shall be the Past President; b) two or three additional members shall be appointed from the membership; 5

6 c) the Nominating Committee should meet at least three months prior to the Annual Meeting to determine what positions need to appear on the nomination form. The chairperson should have nomination forms ready two months prior to the annual meeting; d) the committee shall present their report at the Annual Meeting and prepare to vote if necessary. 2. a) Nominees for office shall be members in good standing 3. a) elections shall be held every year with terms of office to run for two years; b) the offices of Secretary and President should change on alternate years; c) elections shall be held at the Annual Meeting; d) in the event of an unplanned vacancy, the executive will appoint an interim member to finish the term. Executive Committee: The Executive Committee shall: a) direct the affairs of the guild; b) meet at the call of the President; c) report pertinent information to the general meeting; d) receive notice of amendments to the constitution or by-laws and present to the membership for voting; e) may oversee extra activities that support goals of the Guild e.g. raffle, children's program etc. Show Committee: The chairperson will be elected by the members approximately one and a half years prior to the next show date. The election may occur at a Guild meeting other than the Annual Meeting to allow sufficient time to plan the show. A committee will be selected at an initial meeting, following which the chairperson will report back to the guild on the feasibility of a show. If a show is feasible, the show committee shall: a) arrange a quilt show of members' work; b) add extra features such as previous guild winners, feature quilter, special exhibits, classes, demonstrations and contests, as practical and financially feasible; c) seek financial sponsorship; and acknowledge sponsors in program if necessary; d) set a budget, if additional spending beyond the budget is requested and there is not enough time to call a show committee meeting. The chair of 6

7 the show committee or the Guild President may approve up to $200 annually; e) ensure that the insurance for the show is in place Show Treasurer: Any two of the following: the Guild President, Show Committee Chairperson and Show Committee Treasurer shall have signing authority on the Buckhorn Area Quilt Guild Show bank account. The Show Treasurer shall: a) keep record of all show monies received and disbursed; b) deposit all monies into the Buckhorn Area Quilters' Show bank account; c) ensure that all disbursements are made by cheques; d) report the show's financial status at each show committee meeting and provide the chairperson and the secretary with a copy for their records; e) provide a written financial summary to the show committee, two months after the show forward a copy of the financial summary along with the committee's recommended disbursement of net proceeds to the Guild Executive; f) arrange for financial records to be reviewed by an external qualified individual. BY-LAWS 1. a) The Executive Committee shall consist of the President, Vice-President, Secretary, Treasurer and chairpersons of the standing committees; b) in matters requiring a vote, only one vote per member is allowed; c) the Executive Committee shall be responsible for the business and administration of the guild; d) the signing officers of the guild shall be any two of the following: president, treasurer and secretary. After elections, signing authority should be transferred by September of the new year. 2. a) the guild year shall run from July 1st to June 30th; b) the meetings of the guild shall be monthly, except December, July and August; c) the annual meeting shall be held in June; d) all meetings of the executive committee shall be at the call of the President with a minimum of two per year. 7

8 3 a) all full time members of the guild are eligible to vote at the guild meetings; b) there shall be no votes by proxy. c) Associate Membership Associate memberships will be available to Full Time members and only when the membership has reached 100 members. An Associate Member: i. must be a full time member who is changing to an Associate Membership. People on the waiting list for membership are not eligible to become an Associate Member. ii. pays a reduced membership fee. iii. can attend guild workshops if there is available space after full time members have signed up. iv. is able to display one quilt in the Quilt Show. v. is not able to hold office and does not have voting or library privileges. vi. receives the newsletter and a membership list. vii. is able to attend one guild meeting a year, and will pay the guest fee for any additional meetings attended. viii. may attend the Wednesday morning sewing group. 4 a) an annual membership fee shall be due by the September meeting; b) the amount of the annual fee shall be reviewed annually by the executive at the winter meeting and reported to the membership for a vote at the annual meeting; c) the membership fee shall remain the same regardless of the number of meetings attended in the year; d) new members shall be given two months grace to pay their fee. e) guests at monthly meetings will pay a guest fee. 5 a) all guild financial records will be reviewed annually by an external qualified individual. 8