THE ANN ARBOR MODERN QUILT GUILD BYLAWS
Created: February 27, 2013
Revised January 27, 2014 (dues year) - approved by membership 2014
Revised January 27, 2014 (dues year) - approved by membership 2014
Name and Location of Guild:
· The name of this organization is the Ann Arbor Modern Quilt Guild, also referred to as the Guild.
· The Guild’s home is in Ann Arbor, MI with members from Ann Arbor and surrounding communities.
Purpose of Guild
· The purpose of the Guild is to create a positive community where modern quilters can share knowledge of their craft, learn new sewing techniques, engage in charitable activities, and discuss topics relating to the quilting community.
· This Guild is a non-profit organization under the laws of the State of Michigan and is not organized for personal profit.
· In the event of dissolution, all funds and goods owned by the Guild shall be donated to a non- profit organization(s); that is voted and agreed upon by the Guild Officers.
· Membership is open to any person who agrees to the purposes of this Guild, pays yearly dues, and completes the membership form.
· Members are allowed the opportunity to participate in all meeting activities such as swaps, bees, show & tells, etc.
· Members are allowed access to the Guild Flickr Group.
· If a member has a quilt-related blog, that blog can be included on the website blogroll and featured in the Weekly Blog Round-Up.
· Guests are those who attend Guild functions but have not paid yearly dues or signed a membership form.
· Guests are welcome to attend one Guild meeting or function free of charge; guests will be charged $5 for each subsequent attendance until membership dues have been paid and the membership form completed.
- Guests shall check-in with the Vice President of Membership every meeting in order to track their attendance.
- Guests are not allowed to vote in elections, post to the Flickr Group Pool or participate in meeting activities such as swaps and bees.
Annual Dues, Fees, and Finances
- Dues are collected to meet operational needs as decided upon by Guild Officers. The Officers will vote on the amount of that year’s dues at the January Guild Officer’s meeting.
- New members joining a month or more after the Dues year starts will be charged a prorated amount.
- The Dues year runs from October to October.
- Dues are NOT refundable.
- Fees may be charged for special classes, presentations and/or events as established by the Guild Officers.
- Fees will be collected by the Treasurer (or her/his designee), identified and held in the Guild’s checking account. The Treasurer shall account for all fees collected in the Treaurer’s report presented at the quarterly Guild Officer’s meeting.
- Fees for special events hosted by the Guild are non-refundable. However, fees may be refundable as determined in advance of the event, class, or presentation in the event of cancellation or reasonable change of circumstances.
- The fiscal year is January 1 through December 31.
- The Guild Officers will conduct a yearly audit of the Guild’s books. Once completed, the findings will be shared with the Guild membership.
· The Guild shall schedule monthly meetings and notify all members well in advance through email, publication on the Guild website, and on the guild Facebook page.
Quarterly Officers Meetings
· The Guild Officers shall meet four times a year (in January, April, July, and October).
- The Annual Meeting is held every January.
- The purpose of this meeting is to hold Officer Elections, review and amend Guild Bylaws as necessary, review the previous year’s activity, and to discuss plans for the upcoming year.
- Special meetings may be called for the purpose of a single item matter.
- Members will be notified of a special meeting a week in advance as to date, time, and location of the meeting.
Special Events and Workshops
· When the Guild hosts special events such as lectures, classes, or retreats, members will be given first opportunity to reserve space, then nonmembers/guests as space permits.
· When space for such events is limited, spaces can be reserved at Guild functions on a first-come-first-serve basis. In the event of overwhelming interest, a lottery may be required to reserve a space.
· Additional fees to attend special events may be asked of members and guests as agreed upon by Guild Officers. The additional fees will be published on the Guild’s website prior to the event.
· Minutes of all Membership Meetings shall be available on the Guild website for review.
· Minutes from all Membership Meetings must be posted within 72 hours of the meeting date.
- Every act or decision brought to a Membership Meeting shall be decided by a majority of members present at the meeting
- Each member present is entitled to one vote on each matter. Voting shall be by voice, show of hands, or by ballot.
- For a vote to be taken, there must be a quorum of Officers present. A quorum of Officers here means 3 of the 5 Officers.
· Meeting attendees (including members and guests) must ask permission before photographing any person in attendance or any item brought to a meeting.
· Should permission be granted, the photographer will tag the artist of the creation pictured, or the person being pictured, in any publication, website, or social-media forum where the photo is posted.
· Children of members and guests are welcome to attend meetings, however it is respectfully requested that parents remove crying babies and noisy children from the meeting area so that communication is not hindered. Be advised that adult language may be used in meetings.
Selling of Goods
· If a Guild member is interested in selling quilt-related goods during Guild functions, the Guild Officers must grant permission prior to the event.
· Goods should be sold before or after the formal proceedings of a Membership Meeting or event.
· Members or Guests who repeatedly show a lack of respect for others at the meetings will be asked to leave the Guild.
· Members who have concerns should take any issues to a Guild Officer who may administer a warning to the offender.
Board Officers & Their Responsibilities
· The Guild Officers shall include a President, Vice-President in charge of Programs, Vice President in charge of Membership, Secretary and Webmaster, and Treasurer.
· The Board positions are for one-year terms and there is a five-consecutive term limit.
· The President shall organize and lead all Membership and Special Meetings.
· The President shall send an agenda to the membership, or post one to the website, prior to a Membership Meeting.
· The President shall oversee other Officers and Committee Chairpersons.
· The President shall be the main point of contact between the Guild and the National Modern Quilting Guild.
The Vice President in charge of Programs
· In the absence of the President, the Vice President of Programs shall preside over Membership and Special Meetings.
· The Vice President in charge of Programs shall oversee all Guild programs such as lectures and classes.
The Vice President in charge of Membership:
· In the absence of the President and the Vice President in charge of Programs, the Vice President in charge of Membership shall preside over Membership and Special Meetings.
· The Vice President in charge of Membership shall maintain our membership roster, as well as collect and store membership forms.
· The Vice President in charge of Membership shall provide new members with the necessary links to our Guild websites and social media forums.
· The Vice President in charge of Membership shall provide new members with a membership card, copy of the Bylaws, and information about the Guild.
· The Vice President in charge of Membership will obtain new members’ email addresses and blog URLs (if applicable) and provide them to the Secretary/Webmaster.
· The Vice President in charge of Membership will welcome Guests and ensure that Guests have the necessary information should they choose to become members.
· The Vice President in charge of Membership (or her/his designee) will keep track of Guests, ensuring that each Guest is allowed only one free-of-charge pass for a Guild function.
· The Treasurer shall hold custody over the Guild’s funds, including bookkeeping and filing taxes. The Treasurer or her/his designee shall collect dues.
· The Treasurer shall pay all bills and sign all checks; the President shall also be authorized to pay bills and sign checks.
· The Treasurer shall prepare the books for audit the January Officer’s meeting, where she/he shall present them for review and audit.
· The Treasurer shall prepare a budget to present at the Annual Meeting.
· The Treasurer shall keep a running inventory of items donated to the Guild.
Secretary / Webmaster
· The Secretary / Webmaster shall take notes of all motions made and carried out at each Membership Meeting.
· The Secretary / Webmaster shall post minutes on the Guild website for review within 72 hours of every Membership Meeting.
· The Secretary / Webmaster shall inform the membership of upcoming meetings well in advance via email, website post, and Facebook announcement.
· The Secretary / Webmaster shall maintain and update the Guild Blogroll as new members with blogs join the Guild.
· The Secretary / Webmaster shall maintain a “Weekly Blog Round-Up” highlighting blog posts from the Guild membership that are relevant to modern quilting.
· The Secretary / Webmaster shall maintain a Guild calendar on the website.
Organizational Chart: Guild Officers are organized in the following order: President, Vice-President in charge of Programs, Vice President in charge of Membership, Treasurer, Secretary / Webmaster.
· In the event that an Officer is unable to complete her/his term in office, the President shall appoint an interim officer until a general election of the membership can be held.
Committee Chairs & Their Responsibilities
· The Committee Chairs shall include a Chairperson of Retreats, Sales, Swaps/Round Robins, Inter-Guild Challenges, and Field Trips. The Guild Officers may create new committees and appoint chair positions as needed.
· The Chair positions are for one-year terms and there is a five-consecutive term limit.
· The Committee Chairperson is responsible for the general supervision of the committee and its membership.
· Committee Chairs are responsible for presenting to the membership a monthly report of all pertinent information regarding their committee, including sign-ups, due dates, progress, etc.
· The Committee Chairperson is responsible for notifying the President of any items to be included in the agenda prior to a Membership Meeting.
· Elections for Officers are held during the Annual Meeting.
· The newly elected Officers will take office on February 1st.
· Upon leaving a post, all outgoing Officers and Chairpersons must turn over all information, books, and data must be given to the newly appointed Officer or Chairperson.
· All members in good standing and in attendance during voting procedures are allowed one vote per motion, amendment, poll, or election. There will be no absentee ballots.
· Should it be necessary to remove any elected officer(s), a 2/3rds vote of members present at any Membership Meeting can accomplish this.
Bylaw General Information
· Amendments to these bylaws shall be made by majority vote of members present at a Membership Meeting. The changes must be posted on the Guild’s website within 72 hours.
· Any member can propose an amendment, which will be presented and voted on at the next Membership Meeting.
Bylaw Effective Date
· The bylaws shall take effect immediately upon their adoption. Revisions, additions or deletions are to be effective upon the date so voted by the membership.
· These bylaws must be reviewed once every year at the Annual Meeting to make sure that they still hold true.
Bylaws written this 27th day of February 2013
Revised January 27, 2014 (dues year)
Revised January 27, 2014 (dues year)