BY-LAWS OF THE EVENING STAR QUILT GUILD


Statement of our organization.
The first meeting of the Evening Star Quilt Guild was held On Monday, September 21, 1998, at the Helena Public Library. Charter members were: Becky Wammack, Rachel Ivey, Alisha Horton, Resa Culpepper, Candy Suther, Sheryl Simpson, Roxie Elliott, Kathy Sumrall, Sheryl Colle, Stacey Grammer, Deborah Fillmer, and Meg Simle.
Article I. NAME
This organization shall be called Evening Star Quilt Guild.

Article II. PURPOSE
The purpose of the Guild shall be to promote the love of quilts; to encourage and preserve the art of quilts and quilting; and to contribute friendship, knowledge, and encouragement to others.


Article III. MEMBERSHIP
Section 1. Membership is open to all persons interested in quilts and quilting.
Section 2. Visitors may attend 2 regular meetings of the Guild free. On the third attendance, dues must be paid and membership established.
Section 3. Junior and Senior membership is available to those that meet the age requirements. Junior membership is open to those up to a senior in high school. They must show a personal desire to participate and must be accompanied by a parent. A probationary period of 2 meetings is required. The board will decide if they are allowed to join on the third meeting. Senior membership is available to those over 60 years of age.


Article IV. DUES
Section 1. The amount of annual dues is $25.00. Junior and Senior members will pay annual dues of $15.00.
Section 2. The payment of yearly dues shall be required on or before the September meeting. (SEE REVISION 10/2006, Section 3) Section 3. Dues of renewing members shall be the full amount of the annual dues, regardless of the month of renewal. Section 4. New members joining September to March will pay the full amount of annual dues. New members joining March to July will pay $20.00. $25.00 paid in July or August will be applied to the next year’s membership. Junior and Senior membership will remain $15.00 throughout the year.


Article V. MEETINGS
Section 1. The Guild shall meet once each month unless otherwise designated by the board.
Section 2. The board may change the date of any regular meeting when necessary.


Article VI. OFFICERS
Section 1. The elected officers of the Guild shall be President, Vice President-Programs, Vice President-Special Events, Secretary, Treasurer, and one Director. The immediate Past President shall serve as Parliamentarian and Chair of the Bylaws Committee. These officers shall compose the Executive Committee.
Section 2. The officers shall be elected by a majority vote of the members present at the July Guild meeting, shall be installed at the August meeting, and shall assume their duties at the end of the August Guild meeting.
Section 3. The President shall be elected for a term of one year only and shall be eligible to serve two consecutive terms. All other officers shall be elected for a term of one year, but may serve more than two consecutive terms.
Section 4. The Executive Board shall consist of the Executive Committee and the immediate past president. (SEE REVISION 10/2006, Section 2)

Section 5. Duties of the Officers (SEE REVISION 10/2006, Section 11)
A. The President shall call all meetings; shall preside at all Guild, Executive Committee and Executive Board meetings; shall appoint all Standing Committee Chairs; shall serve as ex-officio member of all Standing Committees; and shall sign checks in the absence of the Treasurer.
B. The Vice President-Programs shall preside in the absence of or at the request of the President at Guild and board meetings and has the responsibility of securing a program for each month of the Guild year, and presenting a gift to the outgoing president.
C. The Vice President-Special Events shall be responsible for setting up the room for each meeting according to the requirements of the speaker/presentation; negotiating contracts with speakers; making arrangements for out of town speakers, including lodging, transportation and meals; and securing an alternative location for the program if attendance is expected to exceed the limitations of the normal meeting place.
D. The Secretary shall keep the records of the Guild and board meetings; and shall conduct general correspondence of the Guild. The Secretary of the Guild shall provide a copy of the minutes of the Guild meeting to the newsletter for publication before the next scheduled meeting.
E. The Treasurer, with input from Committee Chairs, shall prepare the budget; shall make monthly and annual reports to the Guild.
F. The Director shall be a member of the Executive Board whose purpose is to represent the Guild as a whole. This officer shall bring concerns or issues before the board that may have been voiced by a Guild member, and shall vote according to the wishes of the Guild. The term shall be for one year, not to exceed two consecutive terms.

Section 6. If an officer position is vacated, the board will fill the vacancy.


Article VII. COMMITTEES
Section 1. The Standing Committees can be changed by a majority vote of the Executive Board.
Section 2. Special Committees shall be Parliamentary Procedure, Bylaws and Nominating. The Nominating Committee shall consist of three members. The Committee shall nominate at least one eligible person for each office and present the slate at the June Guild meeting. Additional nominations with the permission of the one nominated, may be made from the floor at the July meeting prior to the election. (SEE REVISION 10/2006, Section 4)

Section 3. DUTIES OF THE COMMITTEES
A. Beekeeper
This committee shall keep a list of quilting bees and assist in the forming of new quilting bees as needed.
B. Historian
This committee will keep a scrapbook of past events, pictures, and any other materials that will serve as documentation of the existence and work of the Guild.
C. Librarian
This committee will hold books and videos that are the property of the Guild and will keep records of lending and said books to members of the Guild
D. Membership
The Chairman shall greet visitors and keep a list of all visitors and members at each meeting and introduce the visitors to the membership. He/She shall contact prospective members and give prospective members information about the Guild. They shall provide temporary nametags for visitors and supply the membership packets/dues to the Treasurer for new members. Addresses of visitors and new members are to be given to the Newsletter Committee after the Guild meeting.
E. Newsletter
The Chairperson shall obtain pertinent information from any Officer, Committee Chairperson, or member and compile and publish a newsletter. Included in the newsletter shall be the monthly program and a supply list, if needed, the minutes of the last Guild meeting, and the Treasurer’s report.
F. Publicity
This committee shall contact newspapers, magazines, etc., and provide information about Guild functions and meetings to publications.
G. Cuddle Quilts
(SEE REVISION 10/2006, Section 9)
H. Web page
The domain name for the Evening Star Quilt Guild will be owned and maintained by the Guild and shall not be the responsibility of any one member. The board will elect 3 committee members and appoint one person who will serve as chair of the committee. All information to be included on the website must be approved by the board. Any individual or business wanting to advertise on the website will pay a fee to be determined by the board. All content to be included in the advertisement must be approved by the board.
I. Opportunity Quilt
This committee shall bring [to the board] the design and proposal for the Opportunity Quilt for majority approval. Fabric, pattern and any other supplies shall be distributed to members only with a time limit of completion. The committee will monitor the sewing process and completion of quilt top, the basting, and quilting process until quilt is completely finished. They shall determine drawing date and order tickets seven months prior to the drawing date, distribute the tickets to the membership, oversee the ticket sales and collection of money, and remit funds to the treasurer.
J. Travel and Retreat
Committee shall bring before the board, place, time and cost of proposed travel plan and/or retreat for majority approval. Committee shall oversee all plans for meals, classes and housing of the proposed event.
K. Property Custodian
(SEE REVISION 10/2006, Section 10)


Article VIII. AMENDMENTS
These Bylaws may be amended or revised, or overruled upon the recommendation of the Executive Board, or by a two-thirds majority vote of the members present at a regular Guild meeting; providing notice of the proposed change has been made at the previous meeting or in the current Newsletter.


Article IX. DISPOSITION OF FUNDS
In the event of the dissolution or disbanding of the Evening Star Quilt Guild, any and all funds remaining in the treasury of the Evening Star Quilt Guild will be turned over to another educational, tax-exempt quilt guild, or to a charitable organization. The recipient organization will be determined, upon the recommendation of the Executive Board, by a majority vote of the members present at a regular Guild meeting.


Article X. REVISIONS-10/2006:
Section 1. MONIES
Any funds collected should be turned over to the Treasurer, or to the Treasurer’s representative, to be deposited no later than 21 days from receipt.
Section 2. VOTING
Everyone may voice an opinion at the Executive Board meeting. The Executive Board is comprised of the elected officers, the immediate Past President (Parliamentarian), and the standing committee chairs (or co-chairs). Each office and standing committee is entitled to one vote on the Board.
Section 3. RENEWING ANNUAL DUES
The payment of annual dues shall be due at the September meeting, and will be considered late after the October meeting.
Section 4. NOMINATING COMMITTEE
A member of the Nominating Committee may not be nominated for an elected position in the Guild. If someone serving on the Nominating Committee seeks to run for an elected position, they must first resign from the Nominating Committee and the resulting vacancy on the Nominating Committee must be filled. The Nominating Committee should strive to put as many interested names on the ballot as possible.
Section 5. REMOVAL OF OFFICER
In the event that any officer is unwilling or unable to fulfill his/her responsibilities, for reasons such as, but not limited to: relocating to a distance that would prohibit their attendance at meetings on a regular basis; diagnosis of a serious illness of either the officer or a member of the officer’s family; the death of an immediate family member of the officer’s family; the Executive Board, by a two thirds vote, may place a motion for his/her removal before the general membership. In the event that a duly elected officer cannot complete the term of office, the Executive Board shall appoint a member to carry out the term of office.
Section 6. QUALIFICATION OF OFFICER
All officers must be Guild members in good standing. Good standing is defined as: having membership dues paid, participating in Opportunity Quilt ticket sales, attending at least 90% of guild meetings, providing cuddle quilts to the guild cuddle quilt collection, and having all library dues, if any, paid in full.
Section 7. EXPULSION OF MEMBER
No person shall be discriminated against because of race, color, religion, age, national origin, sex, or handicap.
The Executive Board reserves the right to deny membership to anyone if a two thirds vote of the Board is obtained.
Any member who acts in any manner which
a) tends to interfere with operations of the Guild,
b) engages in the theft of the property of the organization or of its members,
c) uses the name of the organization with intent to defraud,
d) engages in criminal or unlawful activity during Guild sponsored activities, or
e) creates a threatening situation
may be expelled from the Guild by a two thirds vote of the Executive Board. Dues paid will not be refunded.
An expelled member may petition the Executive Board for reinstatement giving reasons for their violations. The Executive Board, by a two thirds vote, may grant reinstatement by placing member on a probationary period to be decided by the Executive Board. Once a member completes the probation in a satisfactory manner, he/she will be reinstated with full voting rights.
The Executive Board is comprised of the elected officers, the immediate Past President (Parliamentarian), and the standing committee chairs (or co-chairs). Each office and standing committee is entitled to one vote on the Board.
Section 8. RULES FOR THE GUILD LIBRARY
1. Only ESQG members can check out books from the library.
2. The library will be available for members before and after the regular monthly meetings.
3. At this time we request that members check out only 1 book at a time.
4. Members will sign out items using library cards attached to the items. This will include name (written legibly) and date of borrowing. Cards should be given to the librarian. When item is returned, name will be crossed off on card and it will be reinserted in pocket on item.
5. Items can be checked out for one (1) month. If borrower knows he/she cannot return item in one month, it may be checked out for two (2) months maximum. This should be indicated on the card.
6. It is the borrower's responsibility to get items returned either to the next ESQG meeting or to the librarian. If borrower cannot return item and has only had the item for one (1) month, the borrower can contact the librarian to renew the item for one (1) additional month. If borrower has already had the item for two (2) months, the item cannot be renewed.
7. A late fee of $1.00 per item, per month, will be charged if item is not returned.
8. The first month the item is overdue, the librarian will send the borrower a notice of the overdue book and the amount of the fine.
9. The member's privilege to check out additional books will be suspended until either (1) the overdue book is returned and any overdue fines are paid, or (2) the replacement cost of the book is paid.
10. Borrowers will be responsible for replacing or paying replacement cost for lost or damaged items.
11. Librarian will maintain an inventory of all items in the library along with the replacement cost of each item.
12. All money received will be recorded and turned over to the treasurer of the ESQG.

If borrower does not return book or pay replacement costs after book is three (3) months overdue, the Librarian will notify the membership chairperson. Prior to membership renewal the borrower will need to replace the book or pay the replacement fine.

Section 9. CUDDLE QUILT CHAIRPERSON DUTIES
The chairperson shall collect cuddle quilts from the guild membership and track the number of quilts received and member participation in the endeavor. He/she shall be responsible for making sure the membership is familiar with the specifications, if any, required by certain organizations receiving the quilts, as well as familiarize the membership with any rules in place for guild drawings regarding prizes, etc. to encourage participation in this event. The guild has historically donated its cuddle quilts to Project Linus, but if a member would like to make a different suggestion as to where the cuddle quilts will be distributed, the member may make the suggestion to the Cuddle Quilt Chairperson to be submitted to the board, or may approach the board him/herself, for investigation and approval of said suggestion and, pending board approval, to be voted on by the membership of the Guild.

Section 10. PROPERTY CUSTODIAN
The Custodian shall be responsible for keeping an inventory of all guild property, including such information as a description of each item, when the guild acquired it, the approximate value of it, how the guild came to possess it (whether the guild purchased it or if it was a gift), if the item was a gift, who donated it, if the item was purchased, from where it was bought and a copy of the receipt if possible. Also, the Custodian should know at all times where these items are-if they are being stored in a particular place such as someone’s home, or if a guild member is borrowing it for some reason and how long they have had it. The Custodian should be able to obtain any property of the guild whenever it is needed by the guild, because they should know at all times where the property is. They should keep as accurate and descriptive records as possible in case the guild finds itself in a situation where it needs to distinguish its property from someone else’s.

Section 11. DUTIES OF OFFICERS AND COMMITTIES CHAIRS
All guild officers and committee chairs shall report directly to the President of the guild, and shall attend the board meetings prepared to discuss the agenda and plans for their office or area of responsibility. These individuals shall make the board, or the President at the very least if privacy is an issue, aware of their activities and plans for their office (both short term and long term), particularly if guild funds shall be used to facilitate these activities. All officers and committee chairs are expected assist the Treasurer in preparation of the guild budget by providing him/her with an estimate of funds they anticipate needing for the year, and the board subsequently votes on the budget. Therefore each person should be aware of the annual budget as it pertains to their office. If an officer or committee chair anticipates needing more funds than are allocated to them for any reason, a request for additional funds must be brought before the board and voted on prior to the activity requiring such funds. Any unapproved spending which exceeds budgeted amounts will not be reimbursed.







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