Quilters By Heart's Desire - Mississippi

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Bylaws and Position Descriptions

BYLAWS FOR QUILTERS BY HEART’S DESIRE GUILD

 

ARTICLE I – Name

 

The name of the organization shall be Quilters By Heart’s Desire Guild, herein known as the Guild.

 

ARTICLE II – Purpose

 

The purpose of Quilters By Heart’s Desire Guild shall be to gather together for the purpose of furthering education, promoting the art of quilt making and expanding the friendship circle shared by persons dedicated to quilts and the fiber arts.

 

ARTICLE III – Membership

 

Section 1 – Any individual with an interest in the art, education and history of quilt making shall be eligible for membership upon payment of dues.

 

Section 2 – The membership year shall run from January 1 to December 31.

 

Section 3 – Individuals shall be considered members in good standing upon payment of dues.

 

Section 4 – Members in good standing shall be eligible to vote on all guild business.

 

Section 5 – Membership in the Guild shall not serve as a vehicle for general merchandising of products or services, nor will the Guild abide incursion of dealers, or others seeking to capitalize on the resources or knowledge of the members.

 

ARTICLE IV – Dues

 

Section 1 – Annual dues are payable by December 31 of the current membership year.

 

Section 2 – Dues shall be collected to meet operating expenses of Quilters By Heart’s Desire Guild and will be reviewed by the Board of Directors as needed.

 

Section 3 - A potential member may attend 2 meetings before dues are required.

 

ARTICLE V – Officers and Board of Directors

 

Section 1 - Elected officers shall consist of a President, Vice-President, Secretary and Treasurer.

 

Section 2 – The President, in consultation with elected officers, shall appoint an Education Chair, Newsletter Editor and a Historian.

 

Section 3 – The voting Board of Directors shall be composed of the President, Vice-President, Secretary, Treasurer and Immediate Past President.  .

 

Section 4 – The Board of Directors shall manage the affairs of the Guild and shall present major recommendations for the approval of the membership.  However, such matters as election of officers and amendments to the Bylaws must be decided by vote of the membership.

 

ARTICLE VI – Duties of the Officers

 

Section 1 – The elected President shall

1.       Preside at all meetings;

2.       Call and preside at Board of Directors’ meetings as needed, minimum of one per year;

3.       In the absence of the Secretary or Treasurer, appoint an individual to serve pro tem;

4.       In consultation with the elected officers, name all Committee Chairpersons;

5.       Maintain files and documentation that is passed on to the incoming president;

6.       Perform all other incidental duties of the office as required.

 

Section 2 – The elected Vice-President shall

1.       Assist the President and exercise all functions of the President in her/his absence, resignation, or death;

2.       Work with the Publicity Chair to promote awareness and positive image of organization using all media methods;

3.       Perform all other incidental duties of the office as required.

 

Section 3 – The elected Secretary shall

1.       Keep records of all general and Directors’ meetings in permanent minutes book;

2.       Notify Board of Directors of called meetings;

3.       Handle all correspondence;

4.       Receive in writing any proposed amendments to the Bylaws to be considered by the Board of Directors;

5.       Provide Newsletter Editor with published minutes of last meeting;

6.       Provide the incoming Secretary with the permanent minute’s book.

7.       Perform all other incidental duties of the office as required.

 

Section 4 – The elected Treasurer shall

1.       Have charge of all funds, receive dues and disperse monies upon authorization of the Board of Directors and shall enter all transactions upon the ledger.

2.       Make reports at the General Meeting as to the status of the treasury and submit same to the President;

3.       Disperse funds as necessary upon documentation of the amount spent and approval of appropriate officer/committee chairperson and president (any expenditure in excess of  $50.00 requires approval before the expenditure);

4.       Perform all other incidental duties of the office as required.

 

Section 5 – The Immediate Past President shall

1.   Provide advice and consultation at Board Meetings and at the general membership meetings.

 

Section 6 – The appointed Education Chair shall

1.       Chair the Education Committee;

2.       Plan, organize and promote educational programs and events;

3.       Secure teachers/instructors to deliver programs;

4.       Provide Newsletter Editor with information about the scheduled programs and/or workshops;

5.       Maintain workbook/manual for incoming chair.

 

Section 7 – The appointed Newsletter Editor shall

1.       Publish the monthly newsletter as a communication tool for details of monthly meetings;

2.       Shall be responsible for compiling information from officers and membership;

3.       Keep the membership informed with items of interest.

 

Section 8 – The appointed Historian shall

  1.  Collect then store archives for future reference and records;

     2.  Maintain scrap book/picture album for incoming Historian. 

     

ARTICLE VII – Elections and Terms of Officers

 

Section 1 – The Nominating Committee shall consist of three (3) members, composed as follows: The President will appoint one (1) Board member and two (2) members from the General Membership at the September meeting.

 

Section 2 – The Nominating Committee shall make a report to the Secretary of the nominations for each office to be elected at the November meeting.  The Secretary shall notify the General Membership before or at the October meeting of the candidates who have been nominated.  Further nominations may be made from the floor at the time of the October meeting.

 

Section 3 – Each candidate must be an active member in good standing and must have agreed to accept the responsibilities of the position.

 

Section 4 – An individual shall be elected by a simple majority of all members of good standing in attendance at the November meeting.  Election shall be by acclamation if candidate is unopposed and by written ballot if there is more than one nominee for an office at the time of the election.  The Nominating Committee shall be responsible for the tabulation of the written ballots.

 

Section 5 – The Nominating Committee shall install new officers at the November meeting and these officers shall assume their duties at the close of the November meeting.

 

Section 6 – Outgoing officers shall pass on all records and materials to their incoming counterparts.

 

Section 7 – The term of office for all officers of QBHD shall be for one year.  Officers may serve no more than two (2) consecutive terms for the same office.

 

ARTICLE VIII - Committees  

 

Section 1 – Committees shall be appointed by the President as the need arises.

 

Section 2 – Committee Chairpersons are invited to attend the Board of Directors meetings as requested and participate in discussions only.

 

 ARTICLE IX – Quorum

 

Section 1 -  For the conduct of business by the Board of Directors a quorum shall be 50% of the   Board Members.  A majority of that 50% shall constitute passage of a duly moved and seconded item.

 

Section 2 -  For the conduct of business at a General Membership Meeting, a simple majority of those members in good standing present shall constitute a quorum.

 

ARTICLE X – Amendments to the Bylaws

 

Section 1 – Amendments may be proposed by any Guild member.

 

Section 2 – All proposals must be submitted in writing to the Board of Directors.

 

Section 3 – The proposal shall then be published in the Guild newsletter.

 

Section 4 – Consideration, discussion and then voting by the members in good standing will take place at the next monthly meeting of the General Membership following publication.

 

ARTICLE XI – Parliamentary Authority

 

Section 1 – The current edition of Roberts Rules of Order shall be a final source of authority in all questions of parliamentary procedure when rules are not consistent with the Bylaws of Quilters By Heart’s Desire Guild. 

  

Revised November 12, 2007     

 

 

 

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PROPOSED JOB DESCRIPTIONS

 

PRESIDENT

·         Preside at all meetings;

·         Call and preside at Board of Directors’ meetings as needed, minimum of one per year;

·         In the absence of the Secretary or Treasurer, appoint an individual to serve pro tem;

·         In consultation with the elected officers, name all Committee Chairpersons;

·         Write articles for the Mississippi Quilt Association newsletter as required;

·         Designate a facility liaison who has a key 

·         Maintain files and documentation that is passed on to the incoming president;

·         Perform all other incidental duties of the office as required.

 

VICE-PRESIDENT

·         Assist the President and exercise all functions of the President in her/his absence, resignation, or death;

·         Work with the Publicity Chair to promote awareness and positive image of organization using all media methods;

·         Perform all other incidental duties of the office as required.

 

SECRETARY

·         Keep records of all general and Directors’ meetings in permanent minutes book;

·         Notify Board of Directors of called meetings;

·         Handle all correspondence;

·         Receive in writing any proposed amendments to the Bylaws to be considered by the Board of Directors;

·         Provide Newsletter Editor with published minutes of last meeting;

·         Provide the incoming Secretary with the permanent minute book.

 

 

TREASURER

·         Have charge of all funds, receive dues and disperse monies upon authorization of the Board of Directors and shall enter all transactions upon the ledger.

·         Make reports at the General Meeting as to the status of the treasury and submit same to the President;

·         Disperse funds as necessary upon documentation of the amount spent and approval of appropriate officer/committee chairperson and president (any expenditure in excess of  $50.00 requires approval before the expenditure);

·         Prepare annual membership cards

·         Perform all other incidental duties of the office as required.

 

IMMEDIATE PAST PRESIDENT

·         Provide advice and consultation at Board and general membership meetings.

 

EDUCATION CHAIR

·         Chair the Education Committee;

·         Plan, organize and promote educational programs and events;

·         Secure teachers/instructors to deliver programs;

·         Provide Newsletter Editor with information about the scheduled programs and/or workshops including necessary supplies;

·         Maintain workbook/manual for incoming chair.

 

 

NEWSLETTER EDITOR

·         Publish the monthly newsletter as a communication tool for details of monthly meetings;

·         Shall be responsible for compiling information from officers and membership;

·         Keep the membership informed with items of interest including a calendar of events, meeting minutes and Treasurer’s report

 

HISTORIAN

·         Collect then store archives for future reference and records;

·         Take pictures of select quilts for the web site and the scrap book

·         Maintain scrap book/picture album for incoming Historian.  

 

WEB MASTER

  • Maintain the guild’s web site

 

PUBLICITY CHAIR

  • Provide community awareness
  • Promote a positive image of the organization using all media methods
  • Provide monthly meeting reminders in local newspapers’ calendar of events

 

BOARD OF DIRECTORS

  • Conduct QBHD business matters.  Make the majority of the guild business decisions and then have the appropriate officers and/or committee chairs execute these decisions
  • Inform the general membership at the monthly business meetings of necessary guild business concerns prior to execution but keep the meeting focus on educational program elements and fellowship.

 

NOMINATING COMMITTEE

  • Members consist of three (3) members: [1] Board Member [2] two members at large, appointed by the President
  • Make report to the Secretary of the slate of officers before or at the October meeting
  • At the November meeting, be prepared with written ballots if there should be more than one candidate for an elected position 
  • Install elected officers at the November meeting

 

EDUCATION COMMITTEE

  • Members consist of a minimum of three (3) members appointed by the President
  • Develop annual program plan and/or schedule
  • Schedule speakers, instructors, teachers to deliver programs at the monthly meetings or freestanding educational workshops
  • Plan programs and workshops with the members’ different skill levels and/or quilting experience in mind

 

HOSPITALITY CHAIR

  • Designate and/or be official greeter at each general membership meeting
  • Be responsible for dispersing then collecting permanent name badges at each meeting
  • Be responsible for the sign-in sheet or other method used to track monthly meeting attendance.  Identify for the President any visitors and/or guests that may be attending. Forward this information to the Secretary
  • Oversee the refreshment(s) volunteer list and monthly volunteers

 

SUNSHINE CHAIR

  • Send cards to members as appropriate