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I NAME
A. The name of this organization is "Free Spirit Quilt
Guild."
B. The guild emblem is the phoenix, the mythical bird which arises
from the ashes.
II PURPOSE
Mission Statement
To further the understanding and advance the
knowledge, the performance and the historical background of quilting and
quilt exhibition. To promote fellowship with others of a similar
interest through the sharing of knowledge and talents.
To initiate and carry out projects and services of benefit to the
community.
III MEMBERSHIP
A. Membership in the guild is open to anyone. We have no
membership limit and no membership requirement beyond payment of annual
dues ($16.00) and participation as a hostess at 1 meeting per year.
B. The membership year shall be from May 1 through April 30.
C. The annual dues shall be sixteen dollars per year, $15 to
the guild and $1 for hostess expenses. Each member is
required to keep their dues current, payable annually in April.
D. Members joining after April 30 shall pay dues on a pro- rated
quarterly basis. May $16, September $11, January $6. (Amended
3/23/04)
E. Guest policy - guests are welcome and encouraged to attend.
After two visits a guest shall be expected to make application for
membership (excluding special events).
IV OFFICERS
A. The term of office for elected officers shall be for 2 years,
officers may serve more than one term.
B. The nominating committee shall be formed in February, and
present a slate to the general membership in April. The
committee will consist of three members, appointed by the President.
The nominating committee shall secure the permission of each
individual nominated.
C. Officers are determined by majority vote of those present.
Voting will be by confidential ballot.
D. If any elected officer is unable to fulfill their term, the
President, or in the absence of the President, the Vice President, shall
appoint a replacement for the remainder of the existing term.
E. If unable to attend a meeting, it is the individual officer or
committee chairperson's responsibility to find a an individual to stand
in their place. If an officer is unable to fulfill their
obligation for a period of 2 consecutive meetings, they should inform
the president that a temporary replacement should be appointed or submit
a resignation.
F. Every officer or committee chairperson should keep good
written records of events, workers, participants, expenses, outcome etc.
All reports should be given to the Archivist in a timely fashion.
G. The treasurerıs books will be audited every 2 years, one
month prior to the time of officer transfer. In the event of resignation
prior to completion of the 2 yr. term, the books will be audited within
30 days of resignation, by an auditing committee of members other than
officers, appointed by the president.
H. The offices are as follows:
1. PRESIDENT:
a. Shall preside over
all meetings of the organization.
b. Call special meetings
if necessary.
c. Appoint replacement
officers
d. Appoint committees as
needed
e. Enforce the bylaws
2. VICE PRESIDENT:
a. Perform all the
duties of the president in his or her absence.
b. Assist
president with guild business as necessary
3. SECRETARY:
a. Shall
record proceedings of all meetings.
b. Present
minutes at each meeting.
c. Shall
handle ingoing and outgoing correspondence
d. Submit
summation of minutes for newsletter
4. TREASURER:
a. Shall
keep a record of all financial transactions and present a report at
each meeting.
b. All
expenses must be submitted to the treasurer and if over $50,
presented to the general membership for approval by majority vote.
c.
Reimbursement is by itemized receipt.
d. Chairs
the annual budget committee
e. Oversees the
budget
f. Sits on any
committee involving finances
Committees and Chair
persons:
1. PROGRAM DIRECTOR
a. Develop
a program calendar on a yearly basis. Responsible for obtaining
speakers, demonstrations, workshops for guild meetings, and planning
special occasions.
b. Coordinate and
execute program portion of meetings.
c. Invites guest
speakers, provides directions, and arranges for needed equipment
and supplies for programs. Greets, assists in setting up, and
introduces quest speakers and sends thank you notes to speakers.
d. Develop and
maintain a talent and interest sheet of members;
develop and maintain a resource file of potential programs, speakers,
resources.
2. NEWSLETTER EDITOR
a. Shall be
responsible for the writing, editing and sending of the newsletter.
b. Solicits
articles from members
c. President has
final approval of all items put in newsletter.
3. HOSPITALITY
a.
Shall be responsible for refreshment sign-up list, coordinates
refreshments.
b.
Responsible for purchasing hospitality supplies out of hospitality
budget.
c.
Coordinates and supervises set up and clean up of meeting place
4. OUTREACH
a.
Researches, recommends, executes
various community projects.
b. Set
up workshop's as necessary.
c.
Develop and maintain a file or possible projects
5. LIAISON
a. Will be the contact between meeting place and guild, and inform guild
of any problems that may arise.
b.
Sign up for meeting place.
6. PUBLICITY
a.
Shall submit articles to the local newspaper and guild newsletter
notices.
7. HISTORIANS
A. SCRAPBOOKER
a.
Keep a record of guildıs activities through pictures, press
releases, etc, and maintain an album.
.
b.
Photograph events.
B. ARCHIVIST
a. Collect good written records of the events, workers,
participants, expenses, outcome etc. of all guild activities.
b. Provide a form to officers and committee chairpersons for
reporting.
c. Gather reports from all officers and committees
or individuals as necessary.
8. LIBRARIAN:
a.
Maintain the guild library collection.
b.
Provide suitable storage for library materials.
c.
Maintain a circulation system for checkout, return and reserving
materials.
d.
Provide an author and title list for accessing the collection.
9. MEMBERSHIP
a. Maintain membership applications
b. Collect membership dues and keep a list of current members.
c. Enforce the two meeting guest rule.
10. QUARTERMASTER
a. Maintain and keep records of all inventory
b. Maintain supply cabinet and have it accessible at
all meetings.
c. Develop a sign-out system for inventory. Monitor sign out and
return of supplies
d. Inspect condition of supplies and initiate replacement when
necessary.
11. GREETER
a. Greets members and guests. Introduces new members and guests to
other members
b. Develop a system for nametags
c. Maintains attendance records
d. Maintains guest registry. Informs membership person of
guests who are interested in joining, and those
who exceed two meeting guest rule.
e. Develops and maintains handout file.
12. INFORMATION AND DOCUMENT COORDINATOR
a. Coordinates printing and copying of documents needed by guild.
b. Maintains a master file of of documents.
V MEETINGS
A. Meetings are held the fourth Tuesday of
each month unless advised otherwise by the liaison or by a vote by
the membership.
B. Special meetings may be called by
the President.
VI COMMITTEES and CHAIR PERSONS
A. Committees and chair persons
shall have no authority except that which is granted by the president or
vote of the general membership.
B. Special committees shall be appointed
by the President, as necessary, to carry on the business of the
organization.
C. All committees and chair persons are responsible to
and accountable to the president.
VII AMENDMENT OF THE BYLAWS
A. The bylaws may be amended at any
regular meeting of the guild by a two thirds vote of those present,
provided the proposed amendment has been submitted in writing at the
previous regular meeting.
B. The bylaws shall be reviewed every two
years if necessary, prior to the election, by an appointed committee,
consisting of three members plus the
president. The reviews shall begin in 2004.
VIII DISSOLUTION
In the event of
the disbanding or dissolution of The Free Spirit Quilt Guild , any
and all funds remaining in the treasury will be turned over to another
educational, tax exempt quilt guild, or to a charitable organization.
The recipient or organization will be determined by a majority
vote of the members present at a regular guild meeting.
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