tall pines quilt guild
by-laws
Article I – Name
The name of this organization is Tall Pines Quilt Guild (hereafter, the Guild), a non-profit organization. The principle office of the Guild is in Huntsville, Walker County, Texas.
Article II – 501 (c) (3) Requirements
A. Said organization is organized exclusively for charitable, religious, educational and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
B. No part of the net earnings of the organizations shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organizations shall be authorized and empowered to pay reasonable compensation for services rendered and to make payment and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the organizations shall not participate in, or intervene in (including the publishing of distributions of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code or corresponding section of any future federal tax code.
C. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of federal tax code, or shall be distributed by the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Article III – Purpose
The purpose of this organization is to:
- foster appreciation of quilts and quilting among both quilters and the public;
- to increase knowledge of traditional and contemporary techniques of quilting;
- to provide an encouraging environment for quilters to practice and exchange ideas;
- to educate the public about the significance and history of quilting as an art form;
- to preserve this rich heritage of quilting for future generations.
Article IV – Membership
Membership is open to any individual who has an interest in quilts.
Anyone may attend two (2) meetings before joining but will be required to pay the appropriate dues before attending further meetings.
Members are required to pay annual dues in the amount to be recommended each year by the board in November. Members whose dues are not paid by the February meeting are not in good standing and will not receive further newsletters until their dues are paid in full for the entire year. New members joining after June will pay 1/2 of the annual dues for the remainder of their first year.[1] Members over seventy (70) years of age shall pay annual dues at a reduced rate. Junior memberships are open to those up to eighteen (18) years of age.[2]
Article V – Officers
Terms of office shall be one (1) year, January 1 to December 31. Officers may serve no more than three (3) consecutive terms in the same office and a maximum of 5 consecutive years as an elected officer.[3] The elected officers of the Guild include:
A. President – The president presides at all meetings, appoints all special committees, performs all other duties pertaining to the office and is ex officio member of all committees except the nomination and election committees.
B. Vice-president – The vice-president presides at all meetings in the absence of the president. This officer will also serve as chairperson of the Program Committee and serve on the Program Committee the following year. This officer shall be over workshops connected with programs and duties which may include: preparing sign-up sheets & supply lists; obtaining workshop samples from instructors; and collecting appropriate fees from attendees..[4]
C. Secretary – The Secretary keeps an accurate record of the business proceedings of all regular and special Guild and Board meetings. She shall also attend to all general correspondence.
D. Treasurer – The Treasurer receives all moneys and deposits it in the bank, disburses all moneys as authorized by the membership, and maintains accurate books of accounts for all receipts and disbursements. Presents the annual budget. Purchases a gift for presentation to the President at the Guild Christmas party.[i][5]
The method of nominating and electing officers shall be as follows:
- A Nominating Committee, formed in September by the Executive Board, shall present a slate of officers at the October meeting, nominating one person per office.
- Nominations from the floor may be accepted at the October meeting. The consent of the nominee to serve shall have been obtained before that nomination may be accepted.
- Officers will be elected at the November meeting by a simple majority vote of members at the meeting.
- Officers elected shall be installed at the December regular meeting and shall assume their responsibilities at the close of the December meeting.
- Officers, other than the Office of President, left vacant before the close of the term shall be filled by election. An officer assuming duties in mid-year shall be allowed to serve the remaining part of the term, as well as an elected term.
Article VI – Meetings
The regular meetings of the Guild will be on the first Monday of each month, unless otherwise ordered by the Executive Board. The Executive Board will determine location of regular meetings. Notice of these meetings or changes shall be included in the monthly newsletter. The Robert’s Rules of Order will govern the meetings, as they are applicable and are not inconsistent with the by-laws.
Article VII – Executive Board
The Executive Board will consist of elected officers and committee chairpersons. The Executive Board shall:
- Have the authority to transact any necessary business between monthly meeting
- Select community charity/charities to receive Guild monetary donations
Article VIII – Standing Committees
The chairperson of the standing committees:
- are appointed by the President and announced to the membership in a timely fashion
- serve on and attend the Executive Board
Committee members are selected from the Guild membership by the chairperson. The President and the Executive Board may appoint any other committees needed by the Guild.
Charity
The Charity chairperson shall:
- promote charitable projects for our community
- investigate community charities for potential gift
- provide information on proposed charities by the October Executive Board meeting for vote by the board
- distribute designated funds by year’s end
- distribute designated goods in a timely manner[6]
Donation Quilt[7]
The Donation Quilt chairperson shall:
- work with committee to plan, design, and oversee construction of quilt for yearly raffle
- design and order raffle tickets
- work with committee to identify locations/events to display quilt and sell tickets[8]
Door Prize
The Door Prize chairperson shall:
- be responsible for presentation of door prizes to members and guests
- submit monthly report to the Newsletter Chairperson
- remind members to donate a prize within a few months after winning a door prize[9]
Fun Exchange
The Fun Exchange Chairperson shall:
- collect donations and names of donor for monthly drawings
- draw winners at monthly meeting
- submit names of winners to the Newsletter Chairperson
- submit money collected to Treasurer
- encourage each member to donate one item every two years
Hospitality/Refreshments
The Hospitality/Refreshment Chairperson shall be responsible for:
- organization of monthly refreshments and for basic refreshment supplies (i.e.: coffee, sugar, creamer, paper plates, cups and napkins)
- handling any socials outside of Guild meetings related to Guild membership; setting up tables and rooms for meetings; and closing/locking up
Library
The Librarian shall:
- be responsible for keeping library materials organized and accessible
- maintain a listing and location of items belonging to the Guild
Membership
The Membership Chairperson shall:
- maintain an up-to-date membership roster on guild website
- furnish members with a current roster by the March meeting
- register members and guests at the door at Guild meetings
- provide monthly report to the Newsletter Chairperson regarding visitors and the name, address, and other pertinent information regarding new members
- send email to welcome new members
- respond to emails posted to website[10]
Newsletter
The Newsletter Chairperson shall:
- be responsible for coordinating the publication of the monthly newsletter
- distribute newsletter
- handle newsletter advertising
- contact advertisers and collect advertisement fees
Publicity
The Publicity Chairperson shall:
- be responsible for getting news of the Guild meetings and activities to the newspaper and to the public
Scholarship[11]
The Scholarship Chairman shall:
- select members to serve on the committee to review requirements and applications.
- review and amend application requirements as needed.
- make recommendations to the Executive Board as to the amount of scholarship each year.
- work with committee to determine the scholarship recipients.
Show and Tell
The Show and Tell chairperson shall:
- organize presentation of Show and Tell items
- provide monthly report to Newsletter Chairperson
The Special Events chairperson shall:
- plan annual sales events such as Fair on the Square
- organize annual guild bus trip to Houston International Quilt Festival
- coordinate with treasurer to oversee and verify receipt of funds from events
Sunshine & Shadows[13]
The Sunshine & Shadows Committee Chairperson shall;
- send get well and sympathy cards or flowers to the membership
- report information to the Newsletter Chairperson
Webmaster
The Webmaster shall:
- create and maintain an internet world-wide-web site to which updates will periodically be posted with Guild information, news, events, photographs, articles, forms and information on advertisers.
Workshop Coordinator[14]
The Workshop Coordinator shall
- coordinate with Vice-President on program workshops
- be responsible for determining the location of workshop
- be responsible for procuring key and opening facility
- prepare facility and equipment for the workshop (i.e. tables, irons, etc.)
- arrange for refreshments or lunch as needed
- clean-up and return of key
Article IX – Finance
Audits An audit of the books of the Treasurer and any other funds of the Guild will be performed by the outgoing and incoming Treasurer plus one member appointed by the President. All books shall close by December 31. If it is deemed necessary, the Guild may call for a professional audit.
Fiscal Year The fiscal year of the Guild shall begin the first day of January and end the last day of December of each year.
Expenditures Expenditures over $75.00, not provided for in the budget, must be brought before the Executive Board for approval.[15]
Article X – Amendment to the By-laws
These by-laws may be amended at any regular meeting of the Guild by two-thirds vote of the members present, provided that the amendment(s) has been submitted in writing at the previous regular meeting and/or distributed in the Guild newsletter.
TALL PINES QUILT GUILD STANDING RULES
The purpose of these guidelines is to aid in the ongoing activities of the Guild. The guidelines are separate from the By-laws and may be amended, changed or corrected at any regular meeting, by a two-thirds vote of the members present. Standing Rules should be reviewed and updated each year in January by the incoming Executive Board. Any changes should be voted on in January.
1. Guild members conducting a program will be paid $150.00 plus expenses. If more than one member makes a presentation at the same meeting, each presenter shall be paid $50.00, not to exceed $200.00 per meeting.[16]
2. Advertising rates for the Guild Newsletter are as follows:
Size Monthly Yearly
2 x 3.5” business card $ 5.00 $ 50.00
3.5 x 4.5” (1/4 page) $ 10.00 $ 100.00
4.75 x 4.75” (1/2 page) $ 18.00 $ 180.00
7.25 x 9.5” (full page) $ 36.00 $ 360.00
3. Members winning a door prize should donate a door prize during the next few months. This can be given to the Door Prize Chairman at a meeting.
4. A Quilt Angel award will be presented each year at the February meeting to a member who has done an outstanding job for the previous year. The recipient will be chosen by popular vote at the January meeting and the award will be presented by the previous Quilt Angel.[17]
5. The gift for the President shall be purchased by the Treasurer and presented to the President at the December meeting. The expense for the gift should be between $ 50.00 and $75.00.[18]
6. Membership dues shall be $40.00 ($35.00 for age 70 or over) per year.[19] Junior members (up to age 18) shall pay $ 5 00.
7. Flowers are to be sent to hospitalized Guild members or upon the death of a spouse or immediate family member at the discretion of the Sunshine & Shadows Committee Chair.[20]
8. Members shall wear name tags at each regular meeting. Those not wearing a name tag will be assessed a $ .50 (fifty cents) fine.
[1]Amended August 2013
[2] Amended November 2008
[3] Amended January 2020
[4] Amended February 2007 & January 2020
[5] Amended January 2020
[6] Amended January 2020
[7] Amended January 2020
[8] Amended January 2020
[9] Amended November 2008 & January 2020
[10] Amended January 2020
[11] Amended March, 2009
[12] Amended January 2020
[13] Amended January 2020
[14] Amended November 2008 & January 2020
[15] Amended January 2020
[16] Amended February 2007 and December 2019
[17] Amended December 2019
[18] Amended December 2019
[19] Amended December 2012 & December 2019
[20] Amended December 2019
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