The following is the Jan. 15, 2013 revised version of the guild’s bylaws. A copy may also be found on the Membership Information page.
Silver Threads Quilt Guild
Article I, Name
This Guild shall be named the Silver Threads Quilt Guild.
Article II, Meeting Information
The Guild’s regular meeting shall be held on the second Thursday of each month. A social time will run from 6:00 p.m. to 6:30 p.m., followed by the meeting time of 6:30 p.m. to 8:30 p.m. Not all meetings will run the full time.
At a meeting, the program is presented first, to be followed by the business meeting. This may be changed depending on the program and guest speaker.
Each June the Guild will celebrate all birthdays with an optional gift exchange and a supper. Each December the Guild will celebrate a Christmas party with an optional gift exchange and a supper. Gifts for the gift exchange will be quilt related and within declared dollar values, which will be announced for at least the meeting prior and published in the newsletter. The supper may vary based on change of Guild leadership.
Article III, Purpose
The purpose of the Guild is to promote the appreciation of quilts and the art of quilt-making by conducting educational programs and lectures. This is a group of creative individuals of all ages and experience levels brought together through their love of quilting. This group is strong in the local community and utilizes talents to provide quilts and other items to contribute to organizations serving the community and the military.
Article IV, Membership
Members of this Guild should be active in the art and craft of quilting. Members are expected to contribute to the Charity committee activities each year.
Membership in the Guild is by annual dues and should be paid by the end of the January meeting. Checks for the next year may be presented to the incoming treasurer beginning in November.
Visitors are welcome to attend their first two meetings free, but are expected to join on the third visit. Partial-year residents (e.g., Snowbirds) who are here no more than six months of the year are invited to join for those six months for a fee one-half the regular dues amount. Guild newcomers who join through the May meeting will pay the full amount; newcomers who join after the May meeting may pay the half-year fee.
Article V, Officers
Duties of the Officers. All officers and committee chairs shall keep a notebook of their activities and pass along to their successors.
President. The President shall preside at all meetings of the Guild and the Board and shall call the Board meeting, quarterly or as needed. For one year after her term, the now former President shall serve on the Board as a non-voting advisory member.
Vice-President. The Vice-President shall act in the absence of the President and shall arrange for special events such as workshops, Guild day, etc. The Vice-President shall also coordinate the gift for the outgoing President; traditionally membership will make quilt blocks but a monetary gift not to exceed $50 is acceptable.
Secretary. The Secretary shall record and maintain minutes of the board meetings and as necessary on official business at the general meetings; and shall tabulate votes of the annual nominating committee. This position may be combined with that of treasurer.
Treasurer. The Treasurer shall conduct financial matters of the Guild, collect and deposit all funds, and keep a balanced account of all receipts and expenditures. Periodically as needed, but usually at the beginning of the year, the Treasurer shall solicit members to donate door prize items at each meeting. Four volunteers per month will provide two gifts each in a specified value range (usually approximately $10 each), gift wrapped, for the monthly door prize drawing. The Treasurer shall conduct the monthly drawing; the monies go into the treasury for programs and other Guild expenses. The Treasurer shall also publish in each newsletter the current status of receipts and expenditures plus beginning and ending balances.
Article VI, Elections
At the September meeting, the President of the Guild shall appoint a nominating committee chairperson, who must be a Guild member in good standing (current dues paid) who will then appoint two additional members to serve on the committee, who must also be Guild members in good standing. The purpose of the nominating committee is to compile a slate of proposed candidates for office for the next calendar year. All members in good standing shall be eligible for these nominations. Prior to the election, the incoming President must have been a Guild member for at least one year.
The slate of proposed candidates will consist of the Board: President, Vice-President, Secretary, and Treasurer.
The slate of proposed candidates shall be presented to the membership at the October meeting with the election to take place in November. The November newsletter shall announce the slate of proposed candidates and the election that will take place at the November meeting. Election of officers shall be conducted by the nominating committee chairperson. Additional nominations from the floor will be taken at the November meeting with prior consent of each nominee.
In the event of multiple candidates, a written ballot shall be prepared with candidates listed according to office and with nominees listed alphabetically, with space for nominations from the floor. The votes shall be tabulated by the Guild secretary.
The Nominating Committee chair shall present the slate of proposed candidates to the membership and call for nominations of any additional candidates. If none, she shall call for a motion and a second to accept this slate of candidates, and vote may be by a show of hands. Only Guild members in good standing are to be counted. If there are 2 or more candidates for a position, those may be polled separately from the remaining slate of candidates, for simplicity.
Newly elected officers shall assume their duties at the January meeting. The term of office is one year for each officer. It is recommended that board and committee members serve no more than two (2) consecutive years in their offices.
Article VII, Board
The Board shall conduct the business of the Guild. The Board shall meet quarterly or at the discretion of the President. At the beginning of each fiscal year, which runs from January 1 through December 31, the Board will establish a budget.
Article VIII, Committees
The committees shall be as follows: Programs, Membership, Newsletter, Charity, or as deemed necessary by the Board. Committee chairs shall serve on the Board as voting members. Committee chairs will be appointed by the President with the Board’s approval.
Programs. The Programs chair will present the meeting program, whether it is a demonstration, mini-class, guest speaker, or the like. The Programs chair will conduct special year-long projects as decided by the Board (e.g., challenge, block of the month). Challenge rules shall be presented not later than March of each year, with completed challenge due at the October or November meeting. Prizes shall be announced and awarded in conjunction with the Treasurer.
Membership. The Membership chair will keep updated membership records, oversee membership renewals and new members, and publish and distribute an annual directory of Guild members. At meetings, the Membership chair will greet and register members and guests via sign-in sheets and provide temporary nametags. Each month, the Membership chair will also recognize members present with a birthday that month, by providing a small token gift that may be purchased with Guild funds. Members must be present at their birthday month meeting to receive the gift.
Newsletter/Webmaster. The Newsletter/Webmaster chair shall gather all columns, information, etc., and publish the monthly newsletter.
Charity. The Charity chair shall determine which local charities shall benefit from Guild members’ charitable contributions of quilts and other items at the end of the year. The Charity chair shall solicit donations from all members throughout the year. This chair shall coordinate with the charities’ representatives, invite them to the November meeting, and divide the donations among the charities.
Nominating. As mentioned in Article VI above, the Guild President appoints a nominating committee chairperson at the September meeting. See other duties in Article VI.
Article IX, Amendments to the ByLaws
Proposed amendments to the Bylaws will be published in the newsletter prior to being presented to the membership for a vote. Amendments to the ByLaws may be made by a majority vote of the members present at any regularly-scheduled meeting.