MVQC BylawsMarch 2014
BYLAWS
MOHAWK VALLEY QUILT CLUB, INC.
NEW HARTFORD, NEW YORK
ARTICLE I
Name
The name of this guild shall be the Mohawk Valley Quilt Club, Inc., hereinafter referred to as the guild.
ARTICLE II
Purpose
The purpose of this guild shall be the interchange of ideas among those interested in quilting, to have programs of general interest to all quilters, and to stimulate interest in quilting in the community.
ARTICLE III
Membership
Section 1.The membership of the guild shall be unlimited.
Section 2.The annual dues shall be payable in September. New members joining after the first day of February shall pay one-half the full amount. Upon payment of dues, members are eligible to vote. Dues will be set at the discretion of the Board of Directors.
ARTICLE IV
Officers
Section 1.The elected officers of the guild shall be President, Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer.
Section 2.The Nominating Committee shall fill interim vacancies and elective offices.
Section 3.It shall be the duty of the Nominating Committee to nominate candidates for the offices that will be filled at the annual meeting in May. Nomination shall be announced at the April meeting.
Section 4. The officers shall be elected by the guild membership to serve for one year or until their successors are elected, and the term of office shall begin at the close of the June meeting.
Section 5.The Vice-President automatically succeeds the President for the following year. If the Vice-President is unable to succeed, the Nominating Committee shall nominate another candidate for President. Recording Secretary, Corresponding Secretary, and Treasurer may succeed themselves.
Section 6.The Nominating Committee shall consist of three members, each serving a term of one year, and elect their own chairman, who shall serve as a voting member to the Board of Directors.
Section 6a.It shall be the duty of the Nominating Committee to nominate at least one candidate for each of the offices to be filled, and to report at the April meeting, having obtained consent for nomination from each. They shall also nominate candidates for the subsequent Nomination Committee.
Section 6b.The election of officers shall be at the annual meeting in May. Additional nominations from the floor may be made providing consent to serve has been obtained from potential nominees before meeting. If there is more than one candidate for an office, the vote shall be taken by ballot. Officers of the guild shall be elected by a majority vote of the members present and voting.
ARTICLE V
Duties of the Officers
Section 1.It shall be the duty of the President to preside at regular and Board of Director meetings, to appoint all committee chairs (except the nominating committee); and to act ex-officio as a member of all committees, except the nominating committee.
Section 2.It shall be the duty of the Vice-President to perform such duties as requested by the President, preside at all meetings in the absence of the President, serve as a member of the budget committee, and keep a file of all committee reports.
Section 3.It shall be the duty of the Recording Secretary to keep accurate minutes of both the regular and Board of Director meetings, to have regular meeting minutes available to all members, and to cast one vote for a slate of officers as presented when there is no more than one candidate for any one office.
Section 4.It shall be the duty of the Corresponding Secretary to write such letters and notices as required by the President and/or Board of Directors, including hospitality correspondence.
Section 5.It shall be the duty of the Treasurer to keep an accurate and itemized account of all receipts and disbursements, to submit monthly financial reports that summarize the guild’s financial status, to have the aforementioned monthly reports available to all members and to serve as member of the budget committee.
ARTICLE VI
Meetings
Section 1.The regular meetings of the guild shall be held the forth Monday of each month, September through June inclusive, unless otherwise ordered by the Board of Directors.
Section 2.The regular meeting in May shall be known as the annual meeting and shall be for the purpose of electing officers, ratifying the Board of Directors, and receiving reports of the officers and committee chairs.
Section 2a.If there is more than one candidate for the office, vote shall be taken by ballot.
Section 2b.Election shall be by a majority of members present and voting.
ARTICLE VII
Board of Directors
Section 1.The elected officers and committee chairs shall constitute the Board of Directors.
Section 2.The elected officers shall constitute the Executive Board.
Section 3.The Board of Directors shall have general supervision of the affairs of the guild between regular meetings. Any bylaw matters acted on by the Executive Board or the Board of Directors must be ratified by a vote of the membership at the next meeting.
Section 4.A quorum of the Board of Directors shall be a majority of the total membership of the Board.
ARTICLE VIII
Committees
Section 1.All chairs will be appointed by the President, except the nominating committee. Co-chairs and sub-committees may be appointed by the chair. It shall be the duty of the chair(s) to keep the guild informed of the progress of their committee, either through reports at regular meetings or printed in the guild newsletter. All chairs shall be voting members of the Board of Directors.
Section 2a.Instead of a summary, the Treasurer shall submit a fiscal year-end financial report by the August Board meeting.
Section 3.A Budget Committee comprised of the Vice-President(Committee Chairman), Treasurer, and Program Chair shall assume duties on July 1st. This committeeshall prepare a budget for the following fiscal year and present it to the Board of Directors at the August Board meeting.
Section 4.An Auditing Committee consisting of twomembers of the Guild shall be appointed by the President at the August meeting. Whose duty shall be to audit the Treasury account and to report their findings at theNovember general membership meeting.
Section 5.The Nominating Committee, consisting of up to three members shall nominate candidates for the officer positions and the next nominating committee. They shall select their own chairman, who shall be a voting member of the Board of Directors.
Section 6a.It shall be the duty of the Quilt Show chair to organize a biennial quilt show. The chair shall prepare a budget for the show by January following the end of the last show. The proposed budget will then be submitted to the Board of Directors for review and approval.
Section 7.It shall be the duty of the Newsletter Chair to edit, print and distribute the guild newsletter and to solicit advertisers for the newsletter. The Board of Directors shall determine the frequency of publication.
Section 8.It shall be the duty of the Consortium Representative to attend the meetings held by the Consortium, to report Consortium issues and program opportunities to the Board of Directors (to be approved as necessary), and to promote the Consortium’s goal of extending knowledge of quilting events and expertise to it’s members.
Section 9.It shall be the duty of the Hostess Chair to organize refreshments for monthly meetings, including sign-up, serving and clean up.
Section 10.It shall be the duty of the Membership Chair to keep a current list of all member’s names and contact information; to compile information for the guild directory; and to collect the necessary dues and fees.
Section11.It shall be the duty of the Historian to maintain scrapbooks of guild events including photographs, articles, programs, notices, newsletters, and other items not kept in the minutes.
Section 12.It shall be the duty of the Parliamentarian to assist in answering questions about policy matters, and to alert the Board of Directors of breaches of conduct or procedure as related in Roberts Rules of Order, and to display club banners at general membership meetings.\
Section 13.It shall be the duty of the Program Chair to schedule speakers, workshops, and programs for the regular meeting of the membership. The Program committee will submit a proposed budget to the Board of Directors for the following year on aJuly to June schedule.
ARTICLE IX
Parliamentary Authority
Points not covered in these bylaws shall be ascertained from The 21st Century Roberts Rules of Order, which is hereby designated as the authority to be used by this guild.
ARTICLE X
Amendment of the Bylaws
Amendments to these bylaws shall be made by a two-thirds vote of the members present and voting at a regular meeting, provided all members have received written notice of such proposed Amendments at least seven days prior to that meeting.
ARTICLE XI
Dissolution of the Society
Upon dissolution of the Mohawk Valley Quilt Club, a committee shall be appointed by the President to decide upon the disposition of an y assets in accordance with the Articles of Association and these bylaws.
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