Grapevine Quilters of Mendocino County is an active group of women who share a love of quilting and all things quilt related.
The Grapevine Quilters was established October 2, 2001. The purpose is to preserve and continue the tradition, culture and history of the art of quilt making, to contribute to the growth of knowledge in quilting techniques and to sponsor and support quilting activities within our community.
Active member participation helps make our guild run smoothly. Volunteering is an integral part of the guild.
Newsletter: Our Newsletter contains the latest news and reminders of guild information. It is a handy reference for upcoming programs and the status of ongoing activities. The Newsletter is available by email or general mail, and on our website.
Meetings are conducted in a relaxed and friendly atmosphere. We learn from one another in this environment of support and sharing.
We meet at the Holy Trinity Church, 640 S. Orchard, Ukiah, at 6:30 p.m., the first Wednesday of the month.
The Grapevine Quilters Guild of Mendocino County
A California Nonprofit Public Benefit Corporation
July 12, 2015
Article I: Name
The name of this organization shall be The Grapevine Quilters Guild of Mendocino County.
Article II: Purpose and Mission
The purpose of this organization shall be:
A. To contribute to the knowledge, appreciation and collection of quilts, quilt-
related items and fabric arts.
B. To contribute to the education, growth and history of quilting through meetings,
speakers, workshops, quilts shows and retreats.
C. To provide quilt related philanthropic efforts to our community and to
Article III: Members
Guild membership shall be open to any person interested in quilts, quilting, and textile arts. We are a non-discriminatory organization with regard to race, color, creed, sex or national origin.
There are four (4) membership categories:
Regular members are those whose dues are paid annually and have no outstanding financial obligations to the guild. Regular membership entitles one to: an official membership card, monthly newsletter, membership roster, and free admission to all general meetings, and a copy of the bylaws, the right to vote on motions brought before the membership at the meetings and for annual election of officers.
Charter members are those whose dues are paid annually and have no outstanding financial obligations to the guild and joined the guild between August 2001 and December 31, 2002. Charter members are entitled to all the privileges listed above for regular members.
Junior members are those under the age of 18; and shall be sponsored by a guild member and supervised at all guild events. Whose dues are paid annually and have no outstanding financial obligations to the guild. Junior membership entitles one to regular membership privileges, with the exception of serving as an elected officer or committee head, or voting.
Affiliate members include any business organization whose dues are paid annually and have no outstanding financial obligations to the guild that wishes to be affiliated with the guild. Affiliate members are entitled to a monthly newsletter, copy of the bylaws, a membership card and free attendance to general meetings. An Affiliate member may place one business card size ad in the guild newsletter each month during the 12-month membership. In addition each affiliate may place a specialty add per calendar year in the newsletter. Affiliate members do not have voting privileges or able to serve as an elected officer.
The membership roster is for Regular, Charter and Junior member’s personal use only.
Any use of the membership roster for commercial use or solicitation will result in
reprimand from the Board with possible expulsion of that member from the guild.
New members may pay dues anytime throughout the year, at a prorated rate on a monthly basis. Membership form and dues may be mailed to the permanent guild mailing address. On April 15th of each year the membership chairperson will publicize an updated membership rooster.
Visitors may attend two general meetings free of charge. If a paid speaker is presenting a program during that meeting, all non–members will pay $5.00.
Article IV: Finances
The fiscal year for the guild will be from January 1 through December 31. Membership dues for all members are to be paid annually beginning January 1 of the new year, expiring December 31 of the same year.
Renewals can be made starting in October and must be paid no later than the January general meeting, or the member will be dropped from the roster and lose all privileges until dues are paid in full. Regular member dues are $30 per year. Charter member dues are $20 per year. Junior member dues are $10 per year. Affiliate dues are $40 per year.
Charter members must renew no later than the January general meeting each year in order to retain Charter member status. Dues are non-refundable. The guild members shall, by majority vote, at a General Meeting have the power to increase dues.
Article V: Meetings
General and Board meetings will be held monthly. Notification of these meetings shall be announced in advance and published in the newsletter or by e-mail. The President may call special meetings, as necessary.
Special Meetings. Special meetings of the Board shall be called upon the request of the President or one-third of the Board. Special meetings shall be called as needed for the elected officers and for those that need to be in attendance. A quorum is required to hold a vote.
A quorum shall be 51% of the members. A two thirds majority vote shall be required to change the bylaws.
Other votes will be taken as a simple majority of members present at a general meeting.
Article VI: Order of Business and Disciplinary Action
The President will chair the Executive Board and general meetings. In the President’s absence, the Vice President will assume the chair. If both the President and the Vice President are absent, the Treasurer will be the Chair for the meeting. In the absence of the Secretary, the presiding officer will appoint someone to take minutes.
Roberts Rules of Order are revised from time to time. Roberts Rules of Order will be adhered to as long as such rules are not inconsistent with or in conflict with these bylaws, with the Articles of Incorporation of this organization, or with provisions of the law.
The current edition of Robert’s Rules of Order, Newly Revised, shall govern the guild in all cases not covered by these bylaws. The Parliamentarian shall be provided with the current edition of Robert’s Rules of Order, Newly Revised for use at Board and General Meetings.
The Guild requires that all officers, chairpersons and members refrain from conduct injurious to the Guild or its purpose.
In order to protect the Guild and the pursuit of its purpose, it may become necessary to take disciplinary action against an officer, chairperson, or member. Should attempts to resolve the matter informally fail, the elected members of the Executive Board and the Parliamentarian shall conduct a confidential investigation and an informal hearing in Executive session, according to procedures as defined in the current edition of Robert’s Rules of Order, Newly Revised.
A member with a grievance shall report it to a Member at Large for presentation to the Executive Board.
Article VII: Nominations and Elections
Officers shall be elected at the October general meeting and the term of office shall be for two years, beginning January first.
The chairperson of the nominating committee can be a volunteer or appointed by the President at the May meeting. During June the chairperson will call members to ask for volunteers for the nominating committee. The nominating committee will be formed at the July general meeting. At the July guild meeting, this chair will ask the general membership for nominees for each board position and chairperson. In July and August, the committee will secure the nominees for the slate of officers and committee chairperson for the next fiscal year by contacting those members. The slate of officers shall be announced at the August meeting. If there is no nominee then the committee will secure nominees for the position by contacting all guild members. The general membership shall be notified of the slate of candidates in the August and September newsletters. The candidates will be introduced at the August and September guild meetings.
The officers will be voted on by written ballot at the October general meeting. All ballots will be counted; this includes absentee ballots mailed by the October deadline as published in the August and September Newsletters.
The offices of President and Treasurer will be elected in odd years and offices of Vice President, Secretary, and Financial Officer will be elected in even years.
The elected officers of the guild shall be as follows; President, Vice President, Secretary, Treasurer and Financial Officer. These officers shall perform the duties prescribed by these bylaws and the parliamentary authority adopted by the Guild.
All elected positions shall be a two year term and shall require attendance at all board meetings. Officers may not serve consecutive terms in the same position.
If the Executive Board determines that any elected officer is not fulfilling the duties of the office, the board shall propose removal of that officer. Removal must be approved by a majority vote of the membership present at a general meeting.
In the event of a vacancy in any office, with the exception of President, the Executive Board shall fill the office by appointment, unless there are more than 6 months remaining in the term. For those vacancies a special election will be held.
Article VIII: Elected Officers and Duties
Board Elections. Elections of new officers will occur as the first item of business at the general meeting in October. Officers will be elected by a majority vote of the current members.
All officers shall maintain and update a yearly procedural notebook to be passed on to their successors.
President: Shall conduct all Board and General meetings. When an officer or chairperson resigns from their position before their term is up the President with advice from elected officers appoint guild members to serve as committee chairpersons. Contribute to the monthly newsletter and perform all duties required. Shall be a nonvoting member, except to cast the deciding vote in case of a tie, at all meetings. The President has one vote at the annual election of officers. The President shall be responsible for the maintenance of original documents including, but not limited to, Articles of Incorporation, any insurance policies, nonprofit documents, etc.
Vice President: Shall assume the duties of the President in the absence of the President. Shall assist the President at meetings and events, and shall be responsible for securing programs. The Vice President may choose a committee to assist with programs.
Secretary: Shall be responsible for the records and the correspondence of the guild and shall keep minutes of the General, and Executive Board meetings and make them available for inspection for the membership by submitting a copy of the minutes to the Newsletter Editor for the following months’ newsletter. In the absence of an appointed Parliamentarian the Secretary shall serve as Parliamentarian.
Treasurer: Shall keep accurate, timely financial records and pay bills approved by the Board and General membership. Be one of the five designated persons to sign checks. Make deposits as needed. Prepare and submit financial reports monthly to the Board and General membership by reporting at their meetings, as well as submitting a financial recap by providing a written report for members at the membership desk at each meeting. Shall be a member of the budget committee (see detail regarding the budget committee in the Positions, Policies and Procedures). Shall assist the Financial Officer in preparing the Federal and State tax returns and any other required governmental forms; submit the guild’s financial books for annual review by the Audit committee.
The Treasurer shall be responsible for the preparation of internal financial records for yearly internal audit and shall provide monthly and yearly recaps showing all sources of income and related detailed expenses corresponding to our balanced bank account(s). The Treasurer shall prepare, submit, and record all required government related forms. Prior to submittal, required forms shall be reviewed by the Executive Board. Copies of year end recaps and government forms shall be placed with the guild’s original documents held by the President and with the Treasurer’s records.
The Treasurer shall keep a record of the guild’s nonprofit federal identification number and proper documentation as required.
Financial Officer: Shall assume the duties of the Treasurer in their absence. Monitor the financial statements made by the Treasurer. Shall assist the Treasurer with financial duties, including preparing and submitting federal and state tax forms. Shall be a member of the budget committee.
Vacancies: When a vacancy on the Board exists, nominations for new officers will be presented by Board member at the Board meeting. These nominations will be voted on at the Board meeting. These vacancies will be filled only to the end of the particular Board member’s term.
Resignation, Termination and Absences. Resignation from the Board must be in writing and received by the Secretary. A board member shall be dropped for excess absences from the Board if that person has three unexcused absences from Board meetings in a year. A board member may be removed for other reasons by a three-fourths vote of the remaining officers.
Article IX: Executive Board
Shall consist of all elected officers. Three members of the Executive Board shall constitute a quorum. The Executive Board shall meet a minimum of eleven or as deemed necessary by the President to conduct business to plan and supervise the activities of the guild.
Section 1: Board Role, and size. The Board is responsible for overall policy and direction of the organization, and delegates’ responsibility for day-to-day operations to the Officers. The Board shall have up to 20 and not fewer than 3 members.
Section 2: Quorum. A quorum must be attended by at least 51% of the Board members before business can be transacted or motions made or passed.
Section 3: Notice. An official Board meeting requires that each Board member have written notice ten days in advance.
Article X: Duties of Chairperson and Committees
The purpose of the chairmen and committees is to facilitate the organizational, educational and philanthropic activities of the guild. All committee chairmen are to maintain and update yearly a procedural notebook to be passed on to their successors at the January meeting. Committee members are selected by the chairman. The term of duties for chairpersons is two years.
Section 1: The Board may create committees as needed.
Section 2: The five officers serve as the members of the Executive Committee. Except for the power to amend the Articles of Incorporation and Bylaws, the Executive Committee shall have all of the power and authority of the Board of Directors in the intervals between meeting of the Board of Directors, subject to the direction and control of the Board of Directors.
Article XI: Equipment
The guild shall maintain a postal box as a permanent mailing address. It shall be the responsibility of the President to distribute keys to the postal box as she/he deems appropriate. All guild equipment currently not in use shall be stored and maintained in the guild storage unit. It shall be the responsibility of the President to distribute keys or combination as she/he deems appropriate. All rights to the guild logo remain the property of the guild.
Article XII: Parliamentary Authority
For those situations not covered in the bylaws, the rules contained in the current edition of the Robert’s Rules of Order, Newly Revised will govern this organization.
Article XIII: Bylaw Amendment
Any amendments to the bylaws may be proposed by any member. A committee will be selected every other year for possible addition or revisions to the bylaws. Proposed amendments shall be submitted to the board in writing. Proposed amendments to the bylaws will be presented to the general membership in the newsletter thirty days prior to the voting date. Any approved changes will be submitted to the state for approval.
Article XIV: Avoiding Conflict of Interest
No Part of the net earnings of the organization shall inure to the benefit of, or be distributable to, any of its members, officers or other private persons, except that the organizations shall be authorized to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the exempt purposes.
Section 1: Purpose.
The purpose of the conflict of interest policy is to protect this tax- exempt organization’s (organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Section 2: Definitions
Interested Person. Any director, principal officer, or member of a committee with
governing board delegated power, who has a direct or indirect financial interest,
as defined below, is an interested person.
Financial Interest. A person has a financial interest if the person has, directly or
indirectly, through business, investment, or family.
An ownership or investment in any entity with which the Organization has a
transaction or arrangement.
A compensation arrangement with the Organization or with any entity or
individual with which the Organization has a transaction or arrangement, or
A potential ownership or investment interest in, or compensation arrangement
with, any entity or individual with which the Organization is negotiating a
transaction or arrangement.
Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest. A person who has a financial interest may have a conflict of interest only if the
appropriate governing board or committee decides that a conflict of interest exists.
Section 3: Procedures.
Duty to Disclose. In connection with any actual or possible conflict of interest,
Interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.
Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussions with the interested person shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.
Procedure for Addressing the Conflict of Interest.
a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, the person shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
c. After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the Organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.
Violations of the Conflicts of Interest Policy.
a. If the governing board or committee has reasonable cause to believe a member
has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
b. If, after hearing the member’s response and after making further investigation as warranted by the circumstance, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Section 4. Records of Proceedings.
The minutes of the governing board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether aconflict of interest in fact existed.
b. The name of the person who were present for discussions and votes relating to the
transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.
Section 5. Compensation.
a. A voting member of the governing board who receives compensation, directly or
indirectly, from the Organization for services is precluded from voting on matters
pertaining to that member’s compensation.
b. A voting member of any committee whose jurisdiction includes compensation
matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member’s compensation.
c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited
from providing information to any committee regarding compensation.
Section 6 Annual Statements.
Each director, principal officer and member of a Committee with governing board delegated powers shall annually sign a statement which Affirms such person:
a. Has received a copy of the conflicts of interest policy.
b. Has read and understands the policy.
c. Has agreed to comply with the policy, and
d. Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
Section 7. Periodic
Reviews. To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax- exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent survey information and the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with managements with management organizations conform to the Organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and
services, further charitable purposes and do not result in inurnment, impermissible private benefit or in an excess benefit transaction.
Section 8. Use of Outside Experts. When conducting the periodic review the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.
Article XV: IRS Status and Dissolution
This is a non-profit organization in accordance with the United States Internal Revenue Laws. Upon Dissolution of this organization, assets shall be distributed in accordance to the Internal Revenue Codes, Section 501 (c) 3.
Prepared by the Bylaws Committee July 12, 2015
Sharon Burger, Chairman
POSITIONS, POLICIES and PROCEDURES
July 12, 2015
This document is not a collection of inflexible rules to which we must strictly adhere. Instead, it should be viewed as “guidelines” that have evolved from our past discussions and decisions. It should be understood that since we are a new and quickly growing group, we probably have not addressed all unforeseen circumstances. Also, newer and better ideas that were not present in the past may be included. Except for what is mandated by the bylaws, these guidelines can be changed to include or better fit certain situations, or to accommodate changes we wish to adopt; however, those changes should be made carefully and with consideration, since much thought, time, and experience has made them what they are now.
All committee chairpersons may attend and/or give reports at the board meetings* and general meetings, and submit required information to the newsletter. (* All committee chairpersons may repost their progress or activities to the board via a report or by e-mail. They are not required to attend board meetings).
Each committee chair is responsible for maintaining a folder which contains a detailed description
of the duties for that position and a record of its business and activities.
In addition, each chairperson will provide an annual report of activities and expenses for the year. A proposed budget for the next year needs to be submitted to the budget committee by October 1st. These will be filed in their respective committee books. The proposed budgets will be given to the President and Budget Committee & Treasurer.
Although Board meetings are open to all guild members, only the Executive Board has voting privileges.
All chairpersons are encouraged to attend Board meetings. A chairperson’s term will be two years. The chairperson may repeat their term at the discretion of the nomination committee or otherwise stated in the Bylaws or Positions, Policies and Procedures. It is recommended that the following Guild activities be reviewed yearly for interest and participation. All elected officers except the president may hold any chairperson for a committee.
Opportunity Quilt/Raffle Quilt
The chairperson shall pick several patterns/kits for approval by the Executive Board. The executive Board will then select the top two choices and then the general membership will choose between the two choices. The chairperson will be funded whenever necessary to create a new raffle quilt. The committee will arrange and oversee the design and construction of the quilt, its display in the community and its ticket sales. This committee should make itself available to communicate, cooperate and coordinate with the Quilt Show committee. The opportunity quilt needs to be made in the year prior to be being raffled off. The opportunity quilt needs to be made and ready to go by May. At the May Quilt show the current opportunity quilt will be displayed and tickets sold. This
quilt will be raffled off at the end of the quilt show. The opportunity quilt that will be raffled off the following quilt show will be on display at the quilt show. Tickets for the new quilt need to be bought and ready so that the new quilt will be able to have tickets sold.
This position will be co-chaired. The term of this position will run for 2 years, from July 1st to June 30th. The co-chairs will be appointed by the Board. The Co-chairs shall set the date, times and site of the Quilt Show, subject to approval by the Board. The co-chairs shall bring all contractual agreements concerning the Quilt Show to the Board for approval. Names of anyone interested in being a co-chair of the Quilt Show will submit their name to the board in April before the current co-chairs terms are up, to the Secretary of the Board. All submissions need to be in by the April Board meeting. The names will be review by the Board to be voted on at the June Board meeting. The co-chairs are not an elected Board member. The co-chairs will arrange for committee chairs needed for the Quilt Show and over see these committees. The co-chairs shall oversee the soliciting, display and return of all quilts and other items used during the Quilt show. The committee shall prepare a budget for approval by the Board & Budget Committee.
This committee shall set up the Secret Pal information sheet for inclusion in the newsletter in September and October and shall communicate to participants the rules of the activity. The chairperson shall collect and distribute the information sheets of members wishing to participate in this program. The chair will oversee Secret Pals and keep copies of the Secret Pal information sheets. They will keep at least two copies of the Secret Pal master list one will be placed in a sealed envelope and placed with the secretary. The forms need to be returned to the chairperson by the November guild meeting so that they can start in the New Year. The committee will facilitate delivery of packages/cards and keep the program running smoothly.
Sharing and Caring
Be the recipient of good and bad news and communicate information to the membership as needed. Cards can be sent for sympathy, congratulations, get well, or thinking of you.
Block of the Month
The chairperson shall prepare patterns and samples of “Block of the Month” to be shown at the guild prior to the month the block is turned in to the guild. Patterns will be published in the newsletter in advance as the newsletter is sent out in the third week of the month. The blocks should all be the same size, so that sampler quilts could be made by the members. The number of winners will be determined based on the number of blocks submitted at each guild meeting.
The chairperson shall research, arrange, and oversee the guild’s charitable projects. If the chairperson needs assistance she may form a committee to aid her in her duties.
The chairperson shall coordinate the “Fat quarter exchange” which will be part of the monthly guild meeting. For every fat quarter submitted the member will receive a number. Numbers will be drawn by the Fat Quarter coordinator or a designated volunteer.
The Chairperson will be responsible for organizing the freebie table and disposal of remaining items at the end of the meeting.
The chairperson shall document all programs, workshops, raffle quilts, and other special events. This person shall maintain the guild’s photo album and bring it to occasional guild meetings.
The chairperson shall ask members to volunteer to bring refreshments to each monthly guild meeting. This person shall ask volunteers to help with the set-up before the meeting and the clean- up afterward. Reminders will be published in the newsletter. The hospitality chairperson shall have a budget for acquiring supplies.
The chairperson shall maintain the books in our library and keep records of who has borrowed which publications. After a month’s grace period, the names of those responsible for overdue books shall be given to the newsletter for publishing. The Librarian shall have a budget for acquiring new materials. The librarian should have two copies of the inventory of books and one list should be filed with the secretary.
Marketing & Merchandising
The chairperson shall look for items which can have the guild logo applied and sold to members or others through the guild for fund raising. This committee will oversee the ordering, purchasing, sales, and distribution of items such as T-shirts, totes, pins, and name tags.
Member(s) at Large
A volunteer or appointee shall be appointed to represent the general membership at the Board meetings and act as ombudsman.
The chairperson shall greet members at the entrance, have them sign in and offer guests a guild membership form, & name tag. Introduce the guests to the members. The membership person shall look for ways to increase membership. The chairperson will select a committee to assist them as greeters at the door at the guild meetings. The chairperson will be responsible for collecting visitor’s fees. The membership chairperson will update the guild roster with new members and any other changes needed, the roster will be published once a year in March.
The newsletter shall be printed or emailed on a monthly basis in conjunction with the monthly meetings. Thenewslettercoordinatorwillcollectinformationforthemonthlynewsletterfromthe committee chairpersons and other individuals, who shall submit monthly reports to the newsletter chairperson by the 15th of the month. The coordinator will write and lay out the newsletter and oversee circulation. The newsletter shall be sent to the membership the third week of the month. The newsletter shall publish names and addresses of new members. The chairperson shall submit costs for the newsletter to the Treasurer for reimbursement.
The Secretary shall act as Parliamentarian, in lieu of an appointed Parliamentarian, and shall ensure that meetings are conducted in accordance with parliamentary procedure. For those situations not covered in the Bylaws, the rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern this organization.
Workshops & NCQC Representative
Workshop chairperson plans all classes, including arrangement for sign-ups for workshops/classes. Collecting money for the fee of the class. The chairperson shall send contracts to the teachers of the class, a copy of the contract need to be given to the treasure for payment. All teachers including guild members teaching a class will have a contract. The teacher’s fees and cost of facility will be covered by the fee charged to the members taking the class. The chairperson will determine the cost of teacher and facility to decide on cost of class. If there is not enough people to cover the cost of the teacher and the facility the class will be cancelled. Class fees are non-refundable.
NCQC Representative. Northern California Quilt Council – This guild member shall represent the guild attending the Northern California Quilt Council meetings and report to the general membership. NCQC meetings shall be announced and published in the newsletter in advance.
We agree that we shall incur the expense of as many instructors as budget will allow, and will try when possible to coordinate these with neighboring guilds. A $5.00 fee will be charged for non- members for a paid program. Contracts will be sent to all speakers, if a guest speaker is also an author, the speaker will be asked to donate a book, or whether we may buy it at a discount for our Library. If a speaker has goods to sell or show, someone will be assigned by the chairperson to safeguard those items.
The chairperson shall arrange for media outlets to announce our monthly meetings, send announcements to stores and organizations in the state for upcoming special events, and promote our guild at appropriate public venues.
This person shall put together “Treasure Chest” baskets for raffle at the monthly meetings. Members may donate sewing items, fabric, etc. for the baskets. Treasure Chest chairman may buy items with budgeted money.
Web Page Master
This chairperson shall update and maintain the guild web page. The Executive Board will approve items to be posted on the web page.
Within 60 days after the end of each fiscal year, an audit committee shall be appointed by the Executive Board to join the Treasurer in a review of guild expenditures. This committee shall consist of the Treasurer, one other board member, and at least two Members-At-Large. (Refer to definition below.) An annual fiscal statement, which shall include a current inventory, will be prepared by the committee.
The chairperson will be selected every other year (odd years) for possible additions or revisions to the by-laws. See bylaw Amendments under by-laws.
Our fiscal year shall run January 1st through December 31st.
A budget committee will be made up of volunteer/board appointed members, Treasurer & Financial Officer. The committee, working with the budget information submitted by the committees, will assemble a proposed budget which covers all guild activities for the year, including the Quilt Show to be submitted at the November board meeting.
The chairperson of the nominating committee can be a volunteer or appointed by the President at the May meeting. During June the chairperson will call members to ask for volunteers for the nominating committee. At the July guild meeting, this chair will ask the general membership for nominees for each board position. In July and August, the committee will secure the nominees for the slate of officers and committee volunteers for the next fiscal year by contacting those members. If there is no nominee then the committee will secure nominees for the position by contacting all guild members. The general membership shall be notified of slate of candidates in the August and September newsletters. The candidates will be introduced at the August and September guild meetings.
The chairperson will decide on a theme and block for the quilt for the out going President. This will be given out to the guild members in June with instructions and colors. Blocks will be returned by September. The finished quilt will be presented to out going President at the December guild meeting.
P.I.Q.F. Bus Trip
The chairperson needs to start by July calling bus companies and start get idea of cost. Compare the cost of bus for weekdays and weekend cost. Find out if the bus companies have wheelchair access bus and if the cost is different for that. Find out what is the last day to cancel the bus without cost to the guild. Determine the last date that we must have enough sign ups or else cancel the bus trip. Develop the total fee: bus cost, entry fee, water. Calculate what the minimum number of people that are needed to cover all costs. Executive Board need to have a copy of all contracts between chairperson and Bus Company covering all information regarding bus fees, all expenses involved with the trip. All contracts need to have an executive Board member signature. Advertise the bus trip to guild members through the newsletter and at guild meeting. Contact other guilds to let them know we have a bus going down. Develop a policy regarding non-members signing up and riding the bus. Do members have priority or is it first come first served. The chairperson will be in charge of collecting all money; all money needs to be turned over to the treasurer as soon as possible. Checks should be made to Grapevine Quilters and any checks that are mailed in should be sent to the guilds P.O. Box. If P.I.Q.F gives free tickets for bringing then a bus to the show, there will be a drawing from the names of those riding the bus to award them. The drawing will occur on the bus and the chairperson will have their refund available for them at the time of drawing. When questions arise regarding what procedures to follow, consult with a board member before making any new policies. Chairperson needs to keep track of all suggestions that are made regarding the bus trip.
The membership roster is for active members’ personal use only. Any use of the membership roster for commercial use or solicitation will result in reprimand from the board with the possible expulsion of that member from the guild.
Visitors: May attend two general meetings free. If a visitor attends more than two meetings and doesn’t wish to join the guild a $5.00 donation will be requested.
Each member shall wear a name tag at meetings. A fine of 25 cents per meeting will be levied for members not wearing their name tags. Name tags will be provided to guests by the Hostess/Front Desk chairman. Members may also for a donation of 25 cents get a paper name tag from the front desk person.
In the absence of an approved budget, no money may be paid from the Treasury without prior approval of the Board. Any bill not covered in the budget must be approved by the Executive Board. Whenever possible an estimate of the costs should be submitted.
We will allow other organizations to sell raffle tickets for their fund-raising as long as they are willing to reciprocate. All bills submitted for reimbursement shall be presented to the Treasurer with a voucher and supporting documents. There will be no reimbursements or fees paid without supporting documents. If a person needs the original for her/his records, i.e. credit card statements or phone bills, the person may submit a photocopy of that statement or bill. If the person requesting reimbursement for phone bills, the person must itemize and explain them in writing.
We shall have a minimum of 11guild meeting a year.
Currently the general meetings are held at 6:30 p.m. at the Holy Trinity Church 640 S. Orchard Ave., Ukiah, California.
The board meetings are currently held on a monthly or as needed basis, with the date, place and time agreed on by the Board and published in the newsletter.
Prepared By the Bylaws Committee
Sharon Burger, Chairman
Barbara Little, Patty Mello