Herring Run Quilters' Guild

Adopted January 2009

Article 1 – Name

The name of this organization shall be Herring Run Quilters’ Guild.

Article II – Purpose

The purpose of this organization is to promote knowledge of and interest in quilts and the art of quilting.

Article III – Membership and Dues

Section A. Eligibility

Membership shall be open to all persons interested in quilts and quilting. Enrollment is open through May 31st for continuing members. New members may join in September. The Membership Committee will maintain a list of prospective members.

Full guild membership is capped at 150 Active Members. Up to 25 additional Associate Members are permitted.

Section B. Dues

Annual dues are $20.00 for Active Members and must be paid by May 31st. Dues may be changed as deemed necessary by the Executive Board and recommended to the general membership for approval by a majority of those present.

June 1 through May 31st shall be the fiscal year.

Annual dues for Associate Membership are $10 per year and must be paid by May 31st. Associate Members are entitled to guild newsletters and two regular meetings at no cost.

Holding office, making motions, debating, voting and all other privileges of membership shall be limited to full members whose dues are paid.

Guests are welcome to one meeting at no expense.

Members whose dues remain unpaid after the June meeting shall be notified by the Membership Chairman and after June 30th shall be automatically dropped from membership unless otherwise voted by the Executive Board.

Article IV – Meetings

Regular meetings shall be held monthly from September to June. They will usually be scheduled for the first Saturday of the month.

The May meeting shall be known as the Annual Meeting.

The members present shall constitute a quorum.

Article V – Officers and Their Election

Section A. Officers

Officers of this organization shall be Coordinator, Vice Coordinator, Secretary, and Treasurer. They shall be known as the Executive Committee.

Officers shall be elected at the May meeting and assume their official duties following the installation of officers in June.

The Coordinator and Vice Coordinator shall serve for two years (one as Vice Coordinator, one as Coordinator.). The term for Treasurer shall be two years. The term for Secretary shall be one year.

Reelection of an individual for one additional consecutive term in the same office is permitted.

No member shall hold more than one office at a time. To be eligible to hold office, a nominee must have been a guild member for at least six months.

Any other vacancies shall be appointed by the Executive Committee.

Section B. Nominations

The Vice Coordinator shall serve as Chairman of Nomination Committee.

The Nominating Committee shall consist of the chairman and four volunteers.

The Nominating Committee will be formed in January and will report their slate of officers at the April meeting.

All nominations will be made with the consent of the nominee.

The election of officers will take place at the May meeting.

Article VI – Duties of Executive Committee Members

Section A. Coordinator and Vice Coordinator

The Coordinator shall preside at all meetings of the Guild and shall attend all meetings of the Board of Directors (officers, committee chairs, and past coordinator.)

In consultation with the other officers, the Coordinator and Vice Coordinator shall appoint all committee chairpersons.

The Coordinator and Vice Coordinator shall be ex-officio members of all committees except the Nominating Committee

The Vice Coordinator shall serve as Chairman of the Nominating Committee.

The Vice Coordinator shall serve as Chairman of the "Sunshine Committee" and handle general correspondence for the Guild.

Section B. Secretary

The Secretary shall keep minutes of all Guild, Executive Committee and Board meetings. These minutes must be submitted to the Newsletter Committee.

Section C. Treasurer

The Treasurer shall deposit all monies received by the Guild.

The Treasurer, upon receipt of vouchers, shall pay all bills $200 or less. Larger expenditures must be approved in advance by the Coordinator or Vice Coordinator.

The Treasurer shall keep an accurate, itemized record of all receipts and expenditures.

The Treasurer shall, at the end of the fiscal year, turn over all records to an auditor, appointed by the Coordinator and Vice Coordinator, for verification.

Article VII – Board of Directors

Section A. Members

The Board of Directors shall include the Executive Committee, the Past Coordinator, and Committee Chairpersons.

Section B. Meetings

The Board shall meet as needed prior to the General Meeting.

Any interested members may attend.

Section C. Duties

The Board of Directors shall transact all necessary business of the organization and report all decisions from Board meetings to the general membership.

Article VIII – Committees

Committee chairs shall be appointed by the Executive Committee as needed. Committees include Block of the Month, Charity, Historical, Hospitality, Library, Membership, Monthly Raffle, N.E. Quilt Museum, Newsletter, Website, Programs, and Quilt Show.

Article IX – Disbanding

In the event that the Herring Run Quilters Guild ceases to exist, the disposition of money and assets shall be decided by a vote of the general membership.

Article X – Amendment of By-Laws

These by-laws can be amended at any General Meeting of the Guild by a two-thirds vote of those members present, provided previous notice has been given in writing.