PIECEABLE FRIENDS QUILT GUILD
BY-LAWS
REVISED AUGUST 2011
BY-LAWS
PIECEABLE FRIENDS QUILT GUILD
ARTICLE I
NAME AND LOCATION
Section 1: The name of this organization shall be Pieceable Friends Quilt Guild. (hereinafter referred to as PFQG or the Guild)
Section 2: The principal office of the Guild shall be in Weld County with mailings to go to the Pieceable Friends Quilt Guild, P.O. Box 336231, Greeley, CO 80633.
Section 3: The official logo of the Guild shall be two Sunbonnet Sues facing each other and holding a heart above the words: PIECEABLE FRIENDS.
ARTICLE II
MISSION
The PFQG is a not-for-profit group open to individuals wishing to share knowledge and skills for all aspects of quilting. The arts involved in quilting shall be the primary focus of this organization.
ARTICLE III
MEMBERS
Section 1: Membership in this Guild is open to those interested in quilting and quilt arts without discrimination on the basis of sex, color, religion, or country of origin
Section 2: Annual dues are payable on or before the January Guild meeting. The amount of annual dues shall be determined by the Board and announced/published prior to the Annual Meeting. Dues changes must be voted on at the Annual Meeting by the membership. Voting privileges are suspended until dues are paid.
Section 3: The membership roster and all related contact information is confidential. No member will sell or give away the membership roster, or use this roster for any purpose other than guild business. Membership is not transferable or assignable.
Section 4: Members waive all claims of liability against the Guild for loss, theft, or damage of personal property, including but not limited to their quilts or other items of fabric art, at any Guild related function.
Section 5: Each member agrees, as a condition of membership, to release and waive any claim she/he has, or may have, against the Guild, its officers, committee members or agents arising out of or related to the member's participation in activities of the Guild activities or arising out of any action taken by the Guild or its Board to discipline or expel any member or officer.
ARTICLE IV
OFFICERS
Section 1: Officers. The elected officers of the Guild shall be President, Vice President, Secretary, and Treasurer.
Section 2: Elections. Officers shall be elected in December, to serve for a term of one year, or until their successors are elected. A Nominating Chair shall be appointed by the Board prior to the September Guild Meeting. S/he shall form a committee and present a slate of nominees for the elected officers. At the Annual Meeting (December), further nominations may be made from the floor, providing the nominee is present or has given written consent to serve if elected. In the event of a tie, the vote will be conducted again by written, anonymous ballot.
In addition, the Nominating Chair shall provide the Board with a list of appointed Chairs (Membership, Hospitality, Newsletter, Program, and Workshop), who will be voting Board members. Officers and appointed Chairs will take over their responsibilities in January.
Section 3: Limitations on Terms. No member shall be eligible to serve more than two consecutive terms in the same office. Any officer who assumes a position due to a vacancy may be elected to two subsequent consecutive terms.
Section 4: Vacancies on Board. A permanent vacancy in the office of President shall be filled by the Vice President until the next. Guild Meeting, at which time an election will be held to fill the remaining term of the Vice President. Any other permanent vacancy among the elected officers shall be filled by a ballot vote of the Membership. If there is only one nominee, a voice vote may be taken. Any permanent vacancy in the remaining voting members of the Board shall be filled by the elected Board.
Section 5: Resignation of Officers. Officers may resign by notification to the Board.
Section 6: Removal from Office. Removal from office may be for cause, or when the best interest of the Guild would be served thereby. Elected officers may be removed from office by a ballot vote of the membership. Appointed voting board members may be removed by a majority vote of the Board. Such removal of elected officers and appointed chairs shall also constitute removal from the Board.
Section 7: Duties of Officers. These officers shall perform duties prescribed by these By-laws and the parliamentary authority adopted by the Guild. All elected officers, appointed Chairs, and committee chairs must transfer any and all
records kept during their term in office to their replacements no later than the date of the January Joint Board Meeting.
The President shall:
preside at all Guild and Board meetings, and establish an agenda for each;
be ex-officio member of all committees except the Nominating Committee;
sign checks in the absence of the Treasurer; and
perform other duties as outlined in the Members' Handbook. The Vice President shall:
preside at all Guild and Board meetings in the temporary absence of the President;
chair the Ways and Means Committee; and
perform other duties as outlined in the Members' Handbook. The Secretary shall:
record and sign comprehensive minutes of all Board meetings, including explanation of decisions made, and maintain a record of all Guild meetings; and
perform other duties as outlined in the Members' Handbook. The Treasurer shall:
establish and maintain a general account for the Guild in a local bank;.
receive funds and keep accurate records.
make disbursements as authorized. No disbursements shall be made without a receipt;
prepare and present an itemized statement of income and expenses at each Board meeting;
prepare a report listing totals by category of the year's receipts and disbursements for presentation at the Annual Board Meeting;
submit books and financial statements for audit by the January Board meeting or upon request of the Board; and
perform other duties as outlined in the Members' Handbook.
The Immediate Past President shall:
Act as advisor to the Board to provide continuity with past events and decisions
ARTICLE V
BOARD
Section 1: The Board of Pieceable Friends Quilt Guild shall be composed of
a. the elected officers, President, Vice-President, Secretary and Treasurer
b. the appointed chairs of these committees: Membership,
Hospitality, Newsletter, Program, Workshop, and Retreat.
These board members are eligible to vote and shall attend Board meetings.
Section 2: The Raffle Master and immediate Past President are ex officio members
of the board, the Past President without vote.
Section 3: The Board shall transact all business necessary for maintaining and strengthening the Guild. The Board may appoint such committees as necessary to fulfill this responsibility.
Section 4: The Board shall select a qualified, non-board member to audit the financial records annually.
Section 5: The Board shall act in the best interest of the Guild and none of its actions shall conflict with the mission and purpose of the Guild.
Section 6: The Board shall meet at least once between Guild meetings and has the authority to change the date of either the Guild or Board meetings as needed. Members will be notified of any such changes in the Pieceable Pen Newsletter prior to the meeting date(s) affected.
Section 7: The Board shall establish dues and announce changes to the membership prior to the Annual Meeting.
Section 8: The outgoing Board shall prepare and present a proposed budget for the new year to the newly elected board at the Joint Board Meeting. The newly elected Board may adjust this budget as they deem necessary. The budget will then be published in the Pieceable Pen Newsletter for the benefit of members
Section 9: A quorum shall be a majority of Board members, including two elected officers.
Section 10: The primary duties of elected officers are stated below; other duties are specified in the Members' Handbook.
ARTICLE VI
MEETINGS
Section 1: Meetings shall be held on the third Tuesday of each month, except for November, when no meeting shall take place, and the December meeting, which shall be held on the first Tuesday of December. The Board has the authority to change the date of the meeting as needed. Members will be notified of any such changes in the Pieceable Pen Newsletter prior to the meeting date affected.
Section 2: Meeting will be held from 6:30 - 9:00 PM at a location selected by the board.
Section 3: Additional meetings may be scheduled by special request to the Board or by the President.
Section 4: The board meeting prior to the January Guild meeting shall be known as the Joint Board Meeting. The Joint Board Meeting shall be attended by outgoing board members and newly elected board members for the transfer of all records and exchange of information.
Section 5: The December meeting shall be known as the Annual General Meeting. During this meeting new officers will be elected, and appointed Chairs introduced.
Section 6: Board meetings shall be held each month at a location selected by the Board. Special Board meetings may be called by the President or at the request of any two Board members.
Section 7: A quorum shall consist of a minimum of more than one-third of the membership present at a guild meeting.
Section 8: All members are welcome to attend any board meeting, with prior notification to an elected officer.
ARTICLE VII
FINANCE
Section 1. Dues. The amount of annual dues shall be determined by the Board. Any proposed changes to annual dues shall be announced at the meeting prior to the Annual Meeting and published in the December issue of the Pieceable Pen Newsletter. The annual dues shall be voted on by the membership at the Annual Meeting.
Section 2. Bank Accounts. The PFQG maintains two separate banking accounts. These are a General Account for administration of the Guild, and a Raffle Account.
The General Account:
a. is maintained by the Treasurer, and is to be used for all administrative expenses incurred by the guild, such as office supplies, postage, copying, gifts, etc;
b. pays honoraria and fees for programs conducted at the monthly Guild meetings;
c. has as its fiscal period January 1st through December 31st;
d. must be audited by January 31st each year, by an auditor, appointed by the Board; and
e. has two signatories on this account; these being the President and the Treasurer.
f. Any contracts that necessitate payment from this account shall be negotiated by the Treasurer, approved by the Board and signed by the Treasurer and President.
The Raffle Account:
a. Is maintained by the Raffle Master, and is governed by the rules of games and raffles imposed by the State of Colorado.
b. Is to be used for all expenses pertaining to the conduct of raffles. This includes, but is not limited to, printing of tickets, payment for certification for members wishing to become licensed Games Master/Raffle Master, purchase of raffle prizes, expenses incurred for making Raffle quilts, workshops, and other educational purposes to benefit Guild members, and
c. There shall be two signatories on the raffle account, those being the Raffle Master and the President.
d. Financial contracts for workshop instructors shall be negotiated by the Workshop Chair, approved by the Board, and signed by the Raffle Master and the Workshop Chair.
ARTICLE VIII
RAFFLES
Section 1: The rules of the Raffle Account are to comply with the Constitutional Amendment,
Laws and Rules and regulations Covering and Regulating Conduct of Bingo and Raffle Games, issued by the State of Colorado, Department of State, Licensing Division, which are summarized as follows:
a. Appoint a Games Manager. The Games Manager/Raffle Master must have been an active member of the organization for at least 6 months. They must be certified by the Secretary of State’s Office by attending a class, passing a test, and paying the required fee. The certification must be renewed every four (4) years.
b. Obtain a Bingo-Raffles License. You may not conduct a raffle without a current Colorado bingo-raffles license. The license must be posted at a location where the drawing is held (CRS 12-9-106).
c. Obtain Prizes for Raffle. All prizes must be owned by the licensee, free of any debt or lien (Rule 15), who must know the retail value of the prizes offered, even if the prizes are given to your organization free of charge. Proof of ownership must be provided to the Secretary of State’s office for all prizes with a value of $5,000.00 or more.
d. Print Raffle Tickets And File With The Secretary of State. If total prizes given at your raffle are valued at more than $250.00, then special tickets must be printed in accordance with Rule 15 of the above names Rules and Regulations. After tickets are printed, a voided ticket must be filed with the Secretary of State (Rule 15). If the total prizes in the raffle do not exceed $250.00, then special tickets do not need to be printed. If there are any questions about the form or correctness of raffle tickets, a draft of the ticket should be sent to the Secretary of State’s office for comments before spending money or time to print tickets. 6