BYLAWS OF UNITED QUILT GUILD 1) Name: United Quilt Guild 1a) For the purpose of education and clarification for future guild officers, committees and members please be advised that: United Quilt Guild is on file with the State of Ohio at the website address of Ohio.gov/Business/Corporate filings/united Quilt Guild. Under Charter /Registration Number is Business Name : United Quilt Guild filing date was 1/16/2001. Type of Business: Corporation for Non-Profit. Letter of Renewal Notice was mailed 09/16/2005 and the Certificate of Continued Existence was filed 12/28/2005 with the purpose of changing the domestic agent to Linda Henderson. All future history and filings will be on file at this address. The representative of the Ohio Secretary of State s office has reported that the Guild Bylaws need not be on file with the State of Ohio and any revisions need not be reported to the State of Ohio with the exception of the changing of the domestic agent when new officers are elected. Should that agent remain as an officer, there is no need to change out of her name unless desired. The bylaws are designed to enable the guild to maintain structure and to aid the officers, committees and members in carrying out the duties and responsibilities of their guild commitments. 2) Purpose: To promote the love and enjoyment of quilts and quilting. 3) Charter Members: The first meeting of interest in a quilt guild was held March 2, 1993 at United Local Elementary School library. The guild has been organized through United Local Schools adult education. Members who attended meetings to the point of formal organization are considered charter members. Charter members are: Catherine E. Baird, Bev Billet, Debby Blankenship, Marylee Blasiman, Carol Calkins, Katy Flick, Beth Gallo, Charlene Henderson, Verna Maye Kelly, June McAfee, Pat McConnell, Pat Patterson, Kathy Sabatino, Sue Scharf, Sarah Severns (founder), Edna Mae Speirs, Leila Weirick, Julie Winn and Robyn Winn. 4) Meetings are held the first Tuesday of each month the meeting place to be designated in the monthly newsletter posted to the guild website. 5) Membership: The membership year is from September through August. To participate in guild activities you must be a Paid Member. Membership fees will be pro-rated for the initial membership year only. Thereafter members will pay full dues. Guests may attend two meetings a year after which they must join the guild if they want to attend meetings with the exception of Challenge night. 6) Emeritus Member: A member of the guild who is retired from the guild due to age,
illness or handicap. The member is a part of all guild functions but does not have voting privileges and does not pay dues. The member will decide when to take this status. 7) Dues: Amount of dues will be determined by a vote of the membership. Payment of dues should be made to the membership chairman in July and August. Dues must be paid by the August meeting to be listed in the membership directory. Members may pay by check or cash. 8) Officers: The elected officers known as the Executive Board will be President, Vice- President, Secretary, Treasurer and Assistant Secretary-Treasurer. Election by the membership will take place at the May meeting. Term of office will be from September through August. All elected officers are expected to attend all meetings and functions of the guild. Members must have been active in the guild for one year in order to hold office. 9) Duties of Officers: President: The president shall preside at all meetings of the guild and the Executive Board and shall call any special meetings when necessary. The president shall name the the committee chairmen, shall pass listing of committees with sign up sheet to all members for volunteers to encourage participation of all members. Vice-President: The vice-president shall preside at meetings in the absence of the President. The vice-president serves as the chairman of the monthly meeting programs. Secretary: The secretary will keep minutes at all meetings of the guild and executive Board. The secretary will also keep an accurate attendance list of all members. The Secretary is in charge of all incoming and outgoing correspondence. Treasurer: The treasurer will be responsible for receiving all money due the guild, paying only guild authorized expenditures, keep a proper set of books, and present a report at each meeting. All checks written for the guild must have two signatures: the treasurer and president or assistant secretary/treasurer. The books must be available for audit each August. Any unauthorized expenditures will be considered as member personal donations and will not be reimbursed by the guild. Assistant Secretary/Treasurer: Will fulfill the duties of secretary or treasurer in the absence of the elected secretary of treasurer. The assistant secretary-treasurer is a member of the executive board and will chair the audit committee. Executive Board: The executive board, consisting of all current elected officers, shall meet with committees and determine annual committee budgets. The board shall also meet prior to each meeting as needed to discuss guild business and prepare necessary motions to be presented. 10) Standing Committees:
Annual Spring Luncheon: The chairman and committee will set the date, decide the location and select the menu. The committee works from a budget approved by the guild. The committee will provide the favors and all amenities for guild members, take reservations and collect fees. This activity is open only to guild members-no guests. Quilt Challenge: The challenge committee works from a budget approved by the membership. The committee sets the rules, decides on categories and awards. It is responsible for planning the June meeting. Webmaster: The webmaster maintains the website including membership information, guild history and posts all newsletters and guild calendars. Membership: Hand out and collect membership applications and collect all dues. Compile a list of members, their addresses, telephone numbers, e-mail address and make all info available to webmaster for updates and additions. Newsletter: A newsletter is to be prepared for each meeting which will contain the minutes of the previous meeting, committee reports, all future meeting programs and membership updates. The newsletter chair will send all newsletters to webmaster for posting and shall allow any member desiring the mailing of the newsletter to their home to provide the chair with self addressed and stamped envelopes. Welcome/Attendance: Greets members and guests upon arrival. Maintain a sign-in Book for members and guests and have available at all meetings. Nominating: The nominating committee shall be appointed by the president. The committee will contact members who have belonged to the guild for one year or more to serve as officers. The committee will present a slate of officers at the April meeting at which time nominations may also be made from the floor. Elections will be held at the May meeting. President s Quilt Top: A committee will form, without the knowledge of the guild president. To construct a quilt top. The quilt top is made by the guild and presented to the president in appreciation of the service to the guild. The quilt top will contain the Ohio Star in the design and should be ready to be presented at the August meeting. Remembrance: The remembrance chairman is responsible for acknowledging members with a card at special times(excluding birthdays). Chair will announce to members when a sympathy block is needed upon the loss of a member s spouse or child. Guild members should make and send their blocks to the bereaved member. Should a guild member pass away a donation will be made in their memory to a favorite charity. 11) Special Committees ( As needed)
Audit: Chairman and two members will audit the treasurer s books in August. Books must be ready for the new treasurer at the September meeting at which time the audit committee will present their report. Junior Guild: Membership is open to boys and girls through high school age. It is held mid-july through August or until the projects are finished. Students must furnish their own supplies. Quilt Show: Co-ordinator will work on total organization of the quilt show. Co-ordinator will approve and enforce all subcommittee budgets submitted by quilt show subcommittee heads. Budgets will be decided based on expenses from past shows. Any budget overages must be approved by the board and, if substantial, any increase must be voted on by the whole guild at regular guild meeting. Co-ordinator will report monthly or more often if needed to officers on activities and plans and will report monthly to guild in order to keep all guild members informed and actively involved with the quilt show plans. Raffle Quilt: This committee will function whenever needed. A raffle quilt may be constructed by the guild, constructed from a donated top, or be a finished donated quilt. Additional responsibilities include distributing tickets and collecting money and all unsold tickets. They will also schedule places to display the quilt and sell tickets. Road Trip: The chairman will plan and set up trips during the year. Workshop Planning: Purpose is to gather information regarding quilting workshops presented by national and/or local instructors. To review the info and prepare a list of workshops and costs to present to the guild members for vote of acceptance. Work with local quilt shops or other guilds in sharing possible costs of bringing in national instructors. Schedule and plan selected workshops and secure all arrangements and notification of guild members of any information necessary for class preparation. Before any workshop is decided on, the guild must vote on the cost of the workshop or plans cannot proceed. Book Orders: The chairman is responsible for passing around AQS order blank, collecting fees, ordering books and distributing books to members. Free books and books purchased with profits from book orders will be donated to local libraries.
12) ORDER OF BUSINESS: 1. Call to order and welcome 2. Vote to approve secretary s minutes/correspondence 3. Vote to approve treasurer s report pending audit/present bills 4. Essential committee information 5. Unfinished business 6. New Business 7. Announcements 8. Adjourn business meeting 9. Show & Tell 10. Program 13) Motion Procedure: 1. State motion 2. Second the motion 3. Discuss the motion 4. Vote on motion 14) Amend Guidelines: A change or addition to the guidelines requires a 2/3 vote of the membership in attendance at a monthly guild meeting. Only the proposed amendment need be read at the meeting not all the bylaws. The proposed change shall be read at two meetings to be followed by notice in both months newsletters. Final vote to be held at the third regular monthly meeting. 15) Dissolution of Guild: In the event of decision to dissolve United Quilt Guild, the net assets of the organization shall be distributed to a charitable organization whose purposes are similar to this guild. No funds shall revert to the benefit of any individual members. REVISION HISTORY: Sept. 7, 1999 Adopted bylaws. Sept. 6, 2005 Revised rules for changing bylaws and misc. other updates. May 6, 2008 Removed Workshops from duties of Vice President. Added Workshop Planning as new standing committee. Jan 4, 2011 Moved Book Orders, Workshop Planning to Special Committees (As needed); added Webmaster to Standing Committees; deleted Pattern Book, Historian, Nametags/Logo Items, NEORQC, Program Standing Committees. Deleted Paducah Bus Trip Special Committee.