CHQG Bylaws

April, 2018

ARTICLE I

NAME

The name of this organization shall be the Cedar Hill Quilters Guild, a.k.a., CHQG. It is a member of the Texas Association of Guild Guilds a.k.a., TAQG and is a Section 501(c)(3) non-profit organization.

ARTICLE II

OBJECT

The object of the CHQG shall be to:

(a) provide learning experiences during meetings in order to improve members' quilting knowledge during meetings and/or workshops.

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

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

ARTICLE III

MEMBERS

Section 1. Membership in the CHQG 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 July or after will pay one-half of the year's annual dues. Charter Members shall not be required to pay any membership fee.

Section 3. Visitors shall be welcomed to attend general meetings. The first visit shall be at no charge. On subsequent visits, there will be an assessment of five dollars ($5.00) per meeting until the visitor joins the CHQG. 

ARTICLE IV

OFFICERS

Section 1. Officers of the CHQG shall be a President, Vice President/Membership Director, Secretary, Treasurer, and at lease one Hospitality Director, Program Director,  Publicity Director, Workshop Director, Charity Workshop Director, Sunshine and Shadow Director, Block of the Month Director, Librarian, TAQG Representative,  WebMaster and the Immediate Past President. These 15 officers shall be considered the Executive Board. 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 October meeting in the year of elections. The nominees consent shall be obtained before presentation. After this consent is received the slate of nominees shall be presented to the membershp biannually at the November meetings. Nominations 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 CHQG 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 the assigned duties to the office may be removed from office pending a majority vote by the Executive Board.

ARTICLE V

DUTIES OF OFFICERS

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 CHQG.

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 a space on the sign-in sheets for members to report their volunteer hours and report those hours to the Secretary.

C. Provide a sign-in sheet for visitors and regular members to include a space for ether email address.

D. Maintain and pass out new membership booklets.

E. Provide show and tell forms for attendees 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 minutes of board and general meetings. These minutes will be available to Executive Board members and/or general membership on the website. Minutes of the general meetings shall be approved by the membership at monthly meetings.

B. Provide a monthly newsletter for the members which covers announcements of future CHQG activities and other general information of note. The newsletter shall be available to anyone on the website.

Section 4. The Treasurer shall:

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

B. Maintain a record of dues paid, income and expenses for the CHQG. A brief report of income and expenses shall be given at monthly meetings.

C. Assume responsibility for the CHQG checking account. 

D. Prepare the annual 501(c)(3) short form tax return and submit as appropriate. 

Section 5. The Hospitality Director shall:

           A. Coordinate provision of refreshments and for prizes for the monthly meetings.

           B. Arrange for provision of meat at the annual lead supper and annual Christmas party.

Section 6. The Program Director shall:

A. Provide programs for the monthly meetings - March of current year through February of the new term. i.e., March 2018 through February 2020.

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

Section 7. The Workshop Director shall:

           A. Organize all workshop activities.

           B Coordinate these activities with the Program Director when necessary. Workshop activities

              shall include, but not be limited to:

  1. Type of workshops to be held
  2. Securing the locale
  3. Distributing supply lists and
  4. Informing CHQG members of pending workshops.

Section 8. The Charity Workshop Director shall organize regular workshops to make quilts for charity.

Section 9. The Sunshine and Shadow Director shall:

           A. Make contact by card or phone with any CHQG member who may be experiencing an event warranting support and/or congratulations the CHQG. 

           B. Report at each monthly meeting regarding contact made during the month.

           C. Call on members who have a birthday with the month and congratulate them.

Section 10. The Librarian shall:

           A. Be in charge of maintenance and safekeeping all the library books owned by CHQG.

           B. Bring a sample of books to and spotlight them at each meeting.

           C. Maintain an accurate and up to date list.

Section 11. The TAQG Representative shall:

           A. Attend regularly scheduled TAQG meetings and report pertinent information to CHQG.

           B. Purchase or coordinate the construction of an item for the TAQG Rally Day goodie bag

               annually.

           C. Decide how CHQG will support Rally Day and solicit assistance.

Section 12. The Block of the Month Director shall be in charge of choosing and presenting the latest Block of the Month to the CHQG at each monthly meetings. Different methods of accumulating or exchanging blocks may also be presented. 

Section 13. The Web Master shall be responsible for:

           A. Renewing our domain name, as necessary. 

           B. Updating the CHQG website on a timely basis such as documenting CHQG activities. This

               may include but not be limited to posting:

  1. current pictures,
  2. minutes of the monthly meetings,
  3. minutes of the Executive Board meetings and
  4. the membership list.

Section 14. Should the current membership choose to make a donation quilt to raise monies, 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 donation quilt(s).

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

C. Timely completion of the quilt(s) 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. Passing to the Treasurer in a timely manner any monies collected for ticket sales. 

F. Coordinating raffle ticket sales.

G. Drawing and modifying the winner(s) as well as coordination of delivery of quilt(s) to the winner(s).

 

ARTICLE VI

MEETINGS

Section 1. Regular meetings of the CHQG 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.

Section 3. Any decisions requiring a vote by members shall require a simple majority of CHQG members in attendance.

ARTICLE VII

THE EXECUTIVE BOARD

Section 1. The Executive Board shall be comprised of the President, Vice President/Membership Director, Treasurer, Secretary, at lease one Hospitality Director, Program Director, Publicity Director, Workshop Director, Charity Workshop Director, Sunshine and Shadow Director, Block of the Month Director, librarian, Texas Association of Quilt Guilds (TAQG) Representative, WebMaster, and the immediate Past President. Any CHQG may attend the Executive Board Meetings but cannot 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 CHQG 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. Name other committees as deemed necessary to carry on the work of the CHQG. 

Section 3. The Executive Board shall meet at least 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 ten members present to represent a quorum. Decisions of the Executive Board will be made by a simple majority rule.

 

ARTICLE VIII

DISSOLUTION

In the event that the CHQG is dissolved, the monetary assets shall be donated to a Section 501(c)(3) non-profit organization named by the sitting Executive Board at the time of dissolution. 

ARTICLE IX

PARLIAMENTARY AUTHORITY

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

ARTICLE X

AMENDMENT OF BYLAWS

These Bylaws may be amended at any regular meeting of the CHQG 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.

 

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Revised 04/2018