BY LAWS

Bylaws for My Sister’s ‘N Stitches Quilt Guild

February 28, 2014

Name: The name of this organization is My Sisters ‘N Stitches Quilt Guild.

Status: My Sisters ‘n Stitches Quilt Guild is a nonprofit organization. We are a chapter of the Utah Quilt guild.

Purpose: The purpose of this organization is to encourage, promote, and preserve the art of quilting and to form bonds of friendship through quilting.

Meetings: Meetings will be held the fourth Friday of each month or at the discretion of the Executive Board.

Membership and Dues: Membership is open to all persons interested in the art of quilting and related activities. Dues shall be $20.00 per year, payable in January of each year. New member dues shall be prorated when they join but not less than $10 per year. A current member is one who has paid their dues for the year. Members have the right to vote, to hold office and to serve on committee; be eligible for on-time, name tag drawing or birthday commemoration; Guests/prospective members shall be allowed to attend one meeting without charge; fees for subsequent meetings will be $2.00 each meeting to cover handouts, teaching fees, and other expenses.

Executive Board: The Executive Board will manage the business and affairs of the chapter. The Executive Board will consist of the officers elected by the membership in November or last meeting of current year. The Executive Board shall consist of the following officers: President, Vice President/President Elect, Secretary, Past President and Treasurer. Executive Board officers will serve from January of the current year through December of the following year.

Sub-Executive Board:   This year the Sub-Executive Board will preside over the Day Quilt Guild meetings and report the Executive Board Members.  The Sub-Executive Board offices will consist of Assistant Vice President and Membership Clerk.   The Executive Board officers will serve from January of the current year through the following December.

Officers and Duties:

President:

1. Serves one year

2. Conducts monthly meetings and makes the agenda

3. Co-signs checks and reviews all financial matters with the Treasurer

4. Must be a member of the Utah Quilt Guild

5. Attends Area Meeting when called by Area Representative or sends a representative

6. Helps Treasurer in organizing fund raiser if needed

7. Holds on-time and name tag drawing, recognizes birthdays

8. Procures fat quarters or notions from as needed and submits receipts to Treasurer

9. Coordinates the classes/program for the year with the Vice President and Assistant Vice President

Vice President/President Elect:

1. Serves one year.

2. Serves as a counselor to the President

3. Coordinates the classes/program for the year with the President

4. Assumes the duties of President in her absence

5. Automatically becomes President following term as President Elect

Secretary:

1. Keeps up to date roster of members

2. Keeps attendance at meetings

3. Notifies members of upcoming guild meetings and activities

i. Note meeting time and place

ii. Note meeting program

iii. Note members bringing refreshments

4. Updates website regularly and posts patterns, information about our group, upcoming activities, recipes, other items of interest to the group

5. Encourages members to check website often and educates them how to access the site

6. Sends guild information to Beeline Quarterly

Treasurer:

1. Receives member’s dues from their Quilt Guild meeting and Report from Membership Clerk for the other Quilt Guild Meeting,  (if the treasurer is from the night time group the membership clerk will be from the day group and if the treasurer is from the daytime group the membership clerk will be from the evening group)

2. Co-signs checks with president

3. Pays expenses of group from funds received

4. Makes a quarterly financial report to the membership

5. Gives the Secretary a monthly update of membership dues received

6.  Is responsible, along with the President for yearly fund raiser if needed

7.   Jointly works with Membership Clerk to maintain accurate records for the evening and day Quilt Guild Meetings

8    All monies collected must be counted by 2 people and deposited within 24 hours

Past President:

1. Serves as counselor to the President

2. Serves as chairman of nominating committee for the following years quilt guild board

Day Quilt Guild

The Quilt Guild will be separated to facilitate meetings for both Day Time and Evening Time. 

In order to maintain accurate records and unity, an additional 2 positions will be part of the leadership. When a new board is chosen these 2 additional positions will be chosen from the opposite meeting as the board member, ie if the treasurer is in the evening group the membership clerk will be chosen from the daytime group and if the vice president is chosen from the daytime group the assistant vice president will be chosen from the evening group

All meetings for the Day and Evening will be presented with the same training, same voting opportunities, and same information about the Quilt Guild business

Because of limited space Members will be discouraged from attending meetings other than the one that they signed up for. If you sign up for the daytime guild we will ask you to attend only daytime meetings and if you have signed up for the evening guild please only attend evening meetings.

A report will be delivered to the President within 24 hours of the Day meeting being held on any feedback or voting that took place.

Sub-Executive Board: (Day Meeting-Leadership)

Assistant Vice President

1.     Conducts and Presides over the Day Quilt Guild meetings for My Sisters ‘n Stitches (if the Vice President is chosen from the daytime group the Assistant will be chosen from the evening quilt guild group)

2.    Serves as a second counselor to the President

3.    Coordinates the classes/program for the year with the President and VP/President Elect for the Quilt Guild meetings

4.    Will take notes for the Daytime meeting/night

Membership Clerk

1.     Receives Membership dues for the Day Quilt Guild Meetings

2.    Co-Signs checks with President for the Day Quilt Guild

3.    Jointly works with the Treasurer to Pay expenses of the group from the funds received

4.    Jointly works on Quarterly financial report for the membership and delivers information to the Day Quilt Guild Meeting

5.    Jointly works with President and Treasurer to work on yearly fund raiser if needed

6.    Reports within 24 hours of any money collected via dues or donation

7.    All monies collected must be counted by 2 people and deposited within 24 hours

8.    Will take notes in the absence of the Assistant Vice President

Vacancies:

Replacement of any vacated office will be appointed by the Executive Board

Nominating Committee:

1. The Past President is the chairman of the nominating committee

2. Other committee members will be two to four people appointed by the Executive Board

Elections: Nominations and election of new officers will be held in November. The Nominating Committee will conduct the elections. Only “Yearly paid members” may vote. Newly Elected officers will take office in January.

Appointed Chairmen and Committees: The Executive Board will appoint such chairmen and committees as necessary for the proper administration of the guild

Set up and take down committee will be assigned for each meeting

Amendments: Proposed Amendments to these Bylaws shall be written and presented to the Board for consideration, then voted on by the membership. Adoption will be by majority vote.

Policy Statements:

1. Should this chapter disband for any reason; the money held in the chapter account will be turned over to the Utah Quilt Guild.

2. Fees for teachers shall be:

i. $10.00 for teachers who are members of My Sisters 'n Stitches;

ii $25.00 for visiting teacher (not a member of My Sisters 'n Stitches) plus .25 per mile if applicable. Should a teacher’s fees be higher than $25.00, the Executive Board will negotiate the fees. Attending Members may be assessed or the Treasury may pay.

iii. Payment for visiting teachers should be made at the guild meeting if possible

3. On-time drawing for current members will be held at each meeting and the winner will choose an item from the basket.

4. Fat Quarter will be given to each member with a birthday during their birthday month.  

5.   A charity Committee will be selected to serve the community with skills and talents of the Quilt Guild, My Sisters 'n Stitches.  Any fees required to assist with a charity activity will be voted on by the board.

6.  A Charity Committee Chair will be selected to present My Sisters 'n Stitches with opportunities that will be available throughout the year.

i.   All items to be given to charity must be Completed in its entirety.

ii. Charity Committee will make decision on which charity or charities will be focused on for the calendar year.

iii. Charity may include quarterly participation, semi-annual participation, yearly participation

7.  Name Tags will be worn at each meeting.

i. If no name tag is worn a .25 cent (quarter) will be added to a jar and added to the general funds.

8.  Show and Tell at the beginning of each meeting will allow issuance of a ticket from the Can Can chairman. 

i. These tickets will be entered into a drawing.  The drawing will be selected 2 times per year. (January & July).  One for the Day Quilt Guild and one for the Night Guild.

ii. The drawing will result in a $20.00 gift card to one member at each drawing.  

iii. Items must be completed.  Hand, Machine, Tying.  Completed includes binding and backing completed.

iv. “These should be quilt items, not craft or other sewn items”

v. Sewn items not quilted will not be entered into the drawing

vi. IF the item is completed except for the binding and will not be available at a later date it may be shown and the owner entered into the drawing

9. Members shall be notified at minimum of 1 month prior to workshop activity if fees are assessed for that workshop.