CHQG Bylaws

April 14, 2014



The name of this organization shall be the Cedar Hill Quilters Guild.



The object of this organization shall be to:

(a) provide learning experiences during meetings in order to improve members' quilting knowledge;

(b) allow members to show their work on a regular basis;

(c) provide workshops for members and guests; and

(d) assist community organizations with display of quilts and donation of quilted items.



Section 1. Membership in this organization will be open to anyone interested in the art of quilting and preservation of the art.

Section 2. A membership fee of $24.00 per year shall be collected at the January meeting of each year. The fee will be considered overdue after the February meeting and the member's name deleted from the membership role. The Executive Board shall have the authority to propose an increase in the dues each year. Members joining in September or after will pay the full year's dues and will be considered paid in full for the following year as well. There is not a senior citizen discount offered at present.

Section 3. Visitors shall be welcomed to attend general meetings. The first two visits shall be at no charge. On subsequent visits, there will be an assessment of two dollars per meeting until you join. 



Section 1. Officers of this organization shall be a President, a Vice President/Membership Director, a Secretary, a Treasurer, a Hospitality Director, a Program Director, a Publicity Director, a Workshop Director, a Sunshine and Shadow Director, a Block of the Month Designer, a Historian, a Librarian, and a WebMaster. Other committees shall be formed on an adhoc or an ongoing basis, as deemed necessary.

Section 2. A nominating committee shall consist of one sitting officer and three other members selected at the August meeting in the year of elections. The slate of nominees shall be presented to the membership bi-annually at the November meeting. The nominees' consent shall be obtained before presentation. Nomination shall be permitted from the floor with the consent of those nominated. Election of officers shall be by simple majority vote of the membership in attendance at that meeting. 

Section 3. The new officers shall be presented to the members at the December meeting and shall assume their duties after that date. All officers shall remain in office for two years or until their successors are elected. 

Section 4. Any vacancies that occur during a term in office shall be filled by the Executive Board for the unexpired term.

Section 5. Any officer found using Guild funds or other assets for personal benefit will be removed from office and replaced by the Executive Board.

Section 6. Any officer unable or unwilling to perform their assigned duties or who misses three consecutive monthly meetings or two consecutive Executive Board meetings shall be considered as failing to fulfill the duties of the office. Upon discussion with the offending officer and review by the Executive Board, this officer may be removed from office pending a majority vote by the Executive Board. 



Section 1. The President shall:

A. Preside at all meetings.

B. Chair the board meetings. 

C. Present board decisions to the membership.

D. Provide direction for the organization.

E. Shall be an ex-officio member of all committees.

Section 2. The Vice President/Membership Chairperson shall:

A. Assume the duties of the President in the President's absence or until a successor is chosen if       the President is unable to complete the term of office.

B. Provide check-in sheets for charity projects/charity hours.

C. Provide a sign-in record for visitors and regular members; and provide visitor information to         the Sunshine and Shadow Director.

D. Maintain and pass out new member booklets.

E. Provide show and tell forms for members to fill out at each meeting.

F. Coordinate door prize and name tag drawings.

G. Introduce new member(s) and visitor(s) at the meetings.

Section 3. The Secretary shall:

A. Maintain a record of board and general meetings.

B. Provide a monthly newsletter for the members which covers the minutes of the previous                 meeting, announcements of future club activities and general information.

C. Maintain a record of all members. 

Section 4. The Treasurer shall:

A. Provide a comprehensive financial report at the November meeting.

B. Maintain a record of dues paid and income and expenses for the organization.

C. Assume responsibility for the organization's checking account.

D. Provide the Secretary the names and addresses of new members and visitors for the newsletter      mailing. 

E. Prepare the yearly 501C and annual tax return short form and submit to the appropriate                authorities on a timely basis. 

Section 5. The Hospitality Director shall coordinate refreshments and door prizes at the general                        meetings. Drinks will be provided by the Guild.

Section 6. The Program Director shall:

A. Provide programs for the monthly meetings. 

B. Coordinate with the workshop director for opportunities for guest speakers to also teach their        methods.

Section 7. The Publicity Director shall be responsible for public relations for all club events.

Section 8. The Workshop Director shall organize all workshop activities and coordinate these activities with the Program Director when necessary. Workshop activities shall include, but not be limited to, type of workshops to be held, securing the locale, distributing supply lists, and informing the guild of pending workshops.

Section 9. The Sunshine and Shadow Director shall make contact by card, phone, etc. with any guild member who may be experiencing a sickness, death or other event warranting support and/or congratulations from the guild. Cards will also be sent to new members welcoming them to the guild. A report shall be made at each monthly meeting as to contact made during the month. 

Section 10. The Librarian shall be in charge of maintaining and safekeeping all the library books owned by the guild. A sample of books should be brought to and spotlighted at each meeting. She will also maintain an accurate and up to date list of items contained in the library.

Section 11. The Block of the Month Director will be in charge of choosing and presenting the latest Block of the Month to the guild at each monthly meetings. Different methods of accumulating blocks or exchanging blocks may also be presented. 

Section 12. The WebMaster shall be responsible for maintaining and updating the guild's website on a timely basis. She shall also be responsible for renewing our domain name when it comes due.

Section 13. The Historian shall be responsible for documenting the activities of the guild and preserving them in either digital and/or hard copy form. This may include but not be limited to a scrapbook, CD's etc. The Historian shall also send current pictures to the WebMaster on a timely basis for updating the website.

Section 14. The Donation Quilt Chairperson shall be responsible for the following:

A. Securing up to four additional committee members to assist in the preparation of the                     annual donation quilt(s).

B. Choosing fabric and pattern and the coordination of guild members for the construction of           quilt(s).

C. Timely completion of quilts in order to offer a large window for ticket sales.

D. Printing, distributing and collecting tickets for the drawing of the donation quilt(s).

E. Seeing that any monies collected are passed to the Treasurer in a timely manner for deposit.

F. Coordinating raffle ticket sales.

G. Drawing and notifying the winners, as well as coordination of delivery of quilt(s) to the                   winners. 



Section 1. Regular meetings of the organization shall be held on the third Tuesday of each month unless otherwise decided by the Executive Board.

Section 2. The November meeting shall be designated as the Annual Meeting at which time:

A. The officers will be elected bi-annually.

B. The treasurer's report shall be read.

C. Ad hoc and on-going committees shall be identified and chairpersons named for the                     committees.

D. Suggestions for the direction of the organization shall be accepted from the floor.

Section 3. Any decisions requiring a vote by members shall require a simple majority of the organization's members present.



Section 1. The Executive Board shall be comprised of the President, Vice President/Membership Director, Treasurer, Secretary, Hospitality Director, Program Director, BOM Designer, Publicity Director and Workshop Director, Librarian, Historian, Sunshine and Shadow Director, WebMaster, the immediate Past President and any ongoing committee chairpersons. Ad hoc chairpersons may be present at board meetings, but not vote. 

Section 2. The Executive Board shall:

A. Select a member to complete a term of office in the event of a resignation or removal of an officer. 

B. Determine the direction of the organization and provide the members with opportunities for learning and the practice of quilting techniques. 

C. Encourage members to share their experiences and knowledge of quilting with the less experienced members. 

D. The Executive Board shall name other committees as deemed necessary to carry on the work of the organization. 

Section 3. The Executive Board shall meet on a quarterly basis. The President may call other meetings during the year as deemed necessary. Three days notice prior to the meeting shall be required before a special meeting. 

Section 4. For decision making purposes, an Executive Board must have at least seven members present to represent a quorum. Decisions of the Executive Board will be made by a simple majority rule.




In the event that this organization is dissolved, the monetary assets shall be donated to a non-profit organization named by the sitting board at the time of dissolution. 



The rules contained in the current edition of Roberts Rules of Orders newly revised shall govern this organization in all cases to which that are applicable and in which they are not inconsistent with these Bylaws.



These Bylaws may be amended at any regular meeting of the organization by a two-thirds vote, provided that the amendment has been submitted in writing at least ten (10) days prior to being submitted to the membership.



999993-1 8/19/2010

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