Bylaws

Crystal Lake Modern Quilt Guild
Bylaws June 2017

Article 1 – Name
The name of the guild shall be Crystal Lake Modern Quilt Guild, organized and registered as a Not-For-Profit Corporation in the State of Illinois, hereinafter referred to as CLMQG or the Guild.

Article 2 – Purpose
The purpose of the Guild is to encourage members’ development of skills and educate the community in nontraditional, modern quilting.

Article 3 – Membership
Membership in the Guild is open to any person (18 years and older) interested in modern quilts and quilt making.

Section a. Active Members

  • New members may join at any time.
  • Such individuals shall be admitted to membership upon payment of dues and completion of membership form.
  • Members agree to abide by the terms and conditions of these By-Laws and the Guild Hold Harmless agreement.
  • The membership year runs from January 1st to December 31st.
  • 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 the 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.

Section b. Dues

  • Annual dues assessed members shall be determined by resolution of the Executive Board.
  • Each member is required to keep dues current, payable on January 1st and become delinquent on January 31st.
  • Members joining after August 1st will pay a prorated amount.
  • Fees will be collected by the Treasurer, identified and held in the Guild checking account. The Treasurer shall account for all fees collected in the monthly Treasurer’s report.
  • A member whose dues remain unpaid by February 1st shall be dropped.
  • Dues are not refundable.

Section c. Fees

  • Fees may be charged for special classes, presentations and/or events as established by the Executive Board.
  • Fees will be collected by the Treasurer, identified and held in the Guild checking account. The Treasurer shall account for all fees collected in the monthly Treasurer’s report.
  • Fees may be refundable as determined in advance of the event, class or presentation in the event of cancellation or reasonable change of circumstances.
  • Fees will be published on the website and announced at the General Membership meeting.


Section d. Visit policy. Visitors are welcome and encouraged.

  • Visitors may attend one meeting, free of charge
  • At the second meeting a nominal fee of $5 will be charged.
  • An additional fee may apply for a speaker or workshop.
  • Upon the third meeting a visitor must become a member by paying the appropriate annual fees.
  • Visitor fees do not apply to the membership fee.


Section e. Code of Conduct.

All members and guests deserve to be in an environment where they are treated with dignity and respect for their person, opinions, and points-of-view. CLMQG is an equal opportunity organization committed to providing an environment that is free of discrimination of all types, and free of abusive, offensive, or harassing behaviors. Individuals should always act with fairness, honesty, integrity and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, color, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation. Any member or guest who feels harassed or discriminated against at CLMQG meetings, on social media, sponsored events, and/or retreats should report the incident to a member of the Executive Board. Each incident will be reviewed on a case by case basis and kept confidential. Upon review, a warning will be issued. If the incident repeats, revoked membership may occur. Revoked memberships will not be refunded the cost of the annual membership but will be refunded any current deposits for upcoming CLMQG sponsored events, swaps, and/or retreats. Revoked memberships are not eligible for reapplication to the guild for 24 months from the date of revocation.


Article 4 – Meetings

Section a. General Membership Meetings

  • General Membership meetings shall be held on a date and at a place designated by the Executive Board.
  • Meetings shall be announced on the Guild website.
  • The May meeting shall be considered the Annual Meeting.


Section b. Special Meetings

  • Special meetings may be called for purpose of a single item matter.
  • Members will be notified of special meetings at least 72 hours in advance as to date, time and location of meeting.


Section c. Executive Board Meetings

  • Executive Board meetings are held monthly and are currently not open to general membership.


Section d. Minutes

  • Minutes of all meetings shall be available to all members through the Guild website.


Section e. Voting

  • Every act or decision brought to the General 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.



Article 5 – Financial Administration

Section a. Fiscal year shall be from January 1st through December 31st.

Section b. The Executive Board shall adopt the budget to be presented for approval by the membership no later than the February meeting.

Section c. The Executive Board shall set and maintain policies and procedures to control financial records consistent with generally accepted accounting principles and federal, state and local laws.

  • A committee consisting of one Executive Board member and two or more General Members appointed by the Executive Board shall audit financial records within 30 days of the close of the fiscal year.


Section d. Funds/Revenue collected for a specific event, activity, presentation, or class shall be identified, reported and audited consistent with the general budget records.

Section e. The Treasurer shall prepare a quarterly report for the Executive Board.


Article 6 – Nominations and Elections

Section a. Nominations for Guild officers shall be taken at the March meeting from the General Membership and nominations will be accepted for the next 30 days on the guild website. Members may nominate other members with their permission or may self-nominate.

Section b. Officers shall serve a one-year term.

Section c. A list of the duties and descriptions for each officer position shall be made available on the Guild website in March. Nominations will be presented to the General Membership at the April meeting.

Section d. Nominations may be made from the floor with the consent of the nominee on the day of the election.

Section e. The election shall take place at the General Meeting in May.


Article 7 – Executive Board

Section a. The Executive Board consists of President, Vice President, Secretary, and Treasurer. Subsequent years shall be elected by the membership at the May Annual Meeting. Persons holding office must be 18 years and over, be a member for at least one year and be in good standing.

Section b. Newly elected officers shall assume their duties at the close of the May Annual Meeting and shall remain in office for one year or until their successors have been installed.

Section c. Vacancies in un-expired terms of office shall be filled by appointment of willing individuals. Such appointment shall be made by the Executive Board.


Article 8 – Duties of Officers

President

  • Serve as spokesperson for the guild
  • Prepare agenda and lead meetings (regular and board)
  • Fill-in or find someone who can, in any other necessary capacity, as needs arise
  • Oversee all committee and board responsibilities
  • Coordinate with the Vice President on Programming
  • Coordinate with HSB on reserving location and retrieve/return key
  • Accept responsibility for the roller magnet
  • Preside at all general, special and Board meetings.
  • Attend committee meetings as an ex officio member of the committee as necessary
  • Coordinate committee activities and appoint committee chairpersons
  • Maintenance of and responses to the Guild email account.
  • Maintain workshop & sew-in registrations for the Guild
  • Update MQG roster
  • CLMQG tax filing per year
  • Serve as co-signer with Treasurer on checks issued by the Guild


Vice-President

  • Assist the President when needed
  • Attend guild meetings
  • In the absence of the president, lead guild meetings
  • Assume the responsibilities of the President in the event the President cannot complete the term of elected office
  • Coordinate with the President for Programming
  • Attend monthly board meetings


Treasurer

  • Receive and bank all guild funds
  • Maintain bookkeeping records of all funds
  • Disburse funds as authorized
  • Serve as co-signer on checks issued by the guild
  • Make a financial statement available to members
  • Provide a financial report to be presented to the membership
  • Attend monthly board meeting


Secretary

  • Keep minutes of the general and board meetings or arrange for a substitute
  • Provide the minutes of the general meetings to the Social Media coordinator shortly after the monthly meeting
  • Welcome new members
  • Collect membership forms, dues, and visitor's fees
  • Maintain the membership roster, guild attendance records, and distribute membership cards
  • Attend monthly board meetings



Article 9 – Committee Chairs

Committees and chairpersons shall have no authority except that which is granted by the President and or the Executive Board. Special committees shall be appointed by the President, as necessary, to carry on the business of the organization. At his/her discretion, the President(s) can appoint co-chairs for any and/or all of the listed committees. All committees and chair persons are responsible to and accountable to the President.

Programming

  • Research outside presenters in topics related to modern quilting
  • Send inquiry and follow up emails to relevant presenters. Guild goal is 2-3 outside speakers per calendar year
  • Research additional 3-4 low or no-cost workshops/demos/lectures per calendar year
  • Suggest presenter options to CLMQG board. Schedule all presenter programming following the budget determined by the board
  • Organize any needs presenters have and send reminder/follow-up communications to scheduled presenters
  • Work with the board to execute any contracts related to presenters and arrange payments to presenters
  • Arrange vendors for workshops & sew-ins


Social Media

  • Post to guild blog on a regular basis, including but not limited to, minutes, workshop/speaker info, member features, future meetings and events.
  • Maintain guild website, Facebook, Instagram and other social media accounts
  • Encourage members to post to social media outlets


Charity

  • Find charitable opportunities
  • Coordinate with charities specific needs
  • Collect and distribute charitable donations
  • Update board prior to guild meetings with any new or pertinent information. Update will be presented at guild meetings


Photography

  • Take and edit digital photos from each CLMQG meeting/event
  • Post photos to guild Facebook page in album format and email photos to board for use in other publicity uses, such as minutes, within one week of meeting/event
  • Coordinate with other photography volunteers to schedule responsibility for each meeting/event


Fundraising

  • Develop and monitor fundraising programs for the CLMQG
  • 1st-2nd week of January each year, solicit donations from, but not limited to, quilt/sewing related companies.
  • Maintain the database of all outside contacts & donations to the guild, including company name, date contacted, contact name, donation received, appreciation email sent date, and a JPEG company logo for guild sponsor page on blog
  • House and accept all donations until time of fundraiser opportunity
  • Write thank you emails to donors upon receipt of donation
  • Establish fundraising or participation goals for special events within specified time periods.
  • Plan and direct special events such as the 'garage sale' table, silent auctions, raffles, etc.
  • Prepare materials for fundraisers
  • Update the board every month before board meetings. Update will be presented at guild meetings

Social Events

  • Organize the December holiday party to be held the first week in December.
  • January-Contact and prepare three options for venues for the holiday party by completing the Venue Questionnaire provided
  • Upon board approval, provide selected venue with deposit to secure date and location
  • Plan and organize the Guild annual birthday party
  • Organize party content such as games, favors, other foods, etc.
  • Update the board monthly before board meetings. Update will be presented at guild meeting


Snacks

  • Organize snacks and food for meetings and other events


Bees

  • Responsible for maintaining lists of current bees.
  • Helps connect interested Guild members with bees in their area


Retreat

  • Work closely with the board to provide guild with list of possible retreat venues
  • Communicates closely with retreat venue
  • Secure venue & organize retreat upon board approval
  • Communicates regularly with the members providing pertinent details, scheduling, & costs
  • Organizes any extra events, socials, and favors during the retreat if needed


Swaps, Lotteries & Challenges

  • Provides the board with ideas related to modern quilting
  • Works closely with the board to plan programs for the monthly guild meetings including swaps, block lotteries & challenges-Organization is necessary and follow through is a must
  • Actively works on future months’ programs, events, projects, challenges and block lottos to ensure a steady stream of activities
  • Communicates regularly with the board on upcoming monthly programs
  • Shows a sample at guild meetings two months prior to the swap/lottery
  • Provides the members with any swap, block lottery, and challenge rules/ instructions
  • Communicates Board approved challenges, lotteries and swaps to the members
  • Works closely with the Social Events Committee for potential swaps if needed (ex. Holiday party)
  • Communicates with the Social Media Coordinator for the blog postings regarding any swap, block lottery, and challenge rules/ instruction write-ups


Membership Ambassador

  • Greet new members
  • Confer with the Secretary as needed
  • Make sure new members are acquainted with the Guild’s form of communication and future meetings i.e. Facebook & blog
  • Introducing new members to others
  • Help new members become acquainted with our on-going programs, such as Challenges, swaps or social events
  • Arrange get well, thinking of you and condolences cards on behalf of the guild to members as needed


Article 10 – Meetings

Section a. With the exception of December, meetings are held once a month. Special meetings can be called by the President or Committee Chairs.

Article 11 – Policies

Section a. The title for all property, funds and assets of the Guild, whether incorporated or not, 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 severable right to all or any part of such property.

Section b. The Membership roster is for use by members only and is not for distribution to non-members, for sale, or for commercial use.

Section c. In the event of the disbanding of the Guild, any and all funds remaining in the Treasury will be turned over to another educational, tax exempt, quilt guild or to a charity. The recipient will be determined by a majority vote of the members present at a regular Guild meeting.

Section d. 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, a committee consisting of one Executive Board member and two or more General Members appointed by the Executive Board shall resolve.

Article 12 – Amendments of Bylaws

Section a. These bylaws may be amended at any General meeting of the Guild by a majority vote of the General Membership present, provided the proposed amendment has been submitted in writing to the Secretary prior to voting.

Section b. Bylaws shall be reviewed on an as-needed basis.

Submitted March 2, 2017 by the Executive Board:
Lorrie Henry, President
Jalana Handal, Vice President
Jill Smalley, Secretary
Judy Otero, Treasurer
rev. 7/01/17 LH

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