CYBER FRIENDS QUILT GUILD
Amended By-Laws
Article
I
Name
Section
1. The name of this organization shall be known as
the "Cyber Friends Quilt Guild," herein referred to as the
"Guild."
Section 2. The
registered office address of the Guild shall be the home address of the current
president.
Section
1. The Guild shall be not-for-profit.
No part of its income shall inure to the benefit of any member, but shall
be
used exclusively for the purposes of the organization.
Section
2. Reimbursement for expenditures may be made with
substantiating documentation only. There
will be no compensation for services rendered.
Section
3. The fiscal year of the Guild shall be from
January 1 to December 31.
This Guild shall be organized for
educational and charitable purposes. The object of this Guild shall be to
promote quilting excellence through education, friendship, charitable giving
and the love of quilts. Further, it shall support the art of quilting by
respectfully preserving the traditions of quilting and by providing
encouragement to interested persons.
Section
1. Membership will be open to
all persons interested in quilts and quilting who are willing to be active
participants in the Guild’s Cybee Group community projects.
Section
2. Initial
membership shall be considered complete when the application form, payment of
dues, and an agreement to participate in one of the Cybee Groups are
received.
Section
3. Only
paid members will have access to the Guild Message Board and participatory
sites.
Section
4. Yearly membership shall be from the time
membership dues are received until the end of the fiscal year and are not
prorated for partial years. Dues are renewable at the beginning of each fiscal
year.
Section
5. After
a ten (10) day grace period, a member will be considered delinquent. If membership is not renewed in the allotted
time, access to the Guild Message Board and participatory sites shall be
denied, and the former member’s name will be removed from the membership
list.
Section
6. A
delinquent member may be reinstated upon payment of current dues.
Section
7. The
Board reserves the right to deny membership for just cause to anyone if a
majority vote of the Board is obtained.
Section
8. No
person shall be discriminated against because of race, color, religion, age,
national origin, sex, or handicap.
Section
9. Any member, who does any act, which interferes
with the operations of the Guild, who fails to complete projects or who
violates the ByLaws, may be expelled from the Guild by majority vote of the
Board. Dues paid will not be refunded.
Section
10. An expelled member may petition the Board
for reinstatement giving reasons for their violations. The Board, by majority
vote, may grant reinstatement by placing said member on a probationary period
of 90 days. to be decided by the Board. (I think having a specific period would
be better than leaving it hanging.) Once a member completes the probation,
he/she will be reinstated with full voting rights.
Section
11. All members in good standing shall have
voting rights.
Section
1. Membership dues are to be set at $10.00 per
year and are due by January 31st.
Section
2. The amount of the dues may be changed upon a
majority vote of all members present at time vote is taken.
Section
1. The Board shall consist of the following officers:
President, Vice President, 2nd Vice President (membership
chairperson), Secretary, and Treasurer.
The immediate past president will serve in an ex-officio capacity. In addition, up to three (3) Cybee Queen Bees
will be asked to participate in Board activities.
Section
2.
The internal affairs of the Guild are to be handled by the Board as the
governing body of the Guild.
Section
3. All officers of the Board shall fulfill the
duties of their offices without compensation.
Section
4. The number of members of the Board may be
increased or decreased by amending the ByLaws.
Section
5. Any expenditure over $150.00 must be
approved by a majority of those members attending a monthly Guild meeting. If the decision is necessary prior to the
regular monthly meeting, a Board meeting must be called to vote upon the
expenditure.
Section
6. The Board will arrange for an annual audit
of the financial records at the end of each fiscal year.
Section
7. An officer may be removed for cause by a
vote of the majority of the membership. Members will be notified of the cause
on the CFQG message board and the issue will be treated as a major issue.
A. Shall preside at all regular meetings, board
meetings, or special meetings.
B. Shall appoint committee leaders or empower
another officer to do so.
C.
Shall
serve as ex-officio member of all committees except that of
the nominating and
auditing committees.
D. Shall approve expenditures under $150.00.
E. Shall carry out orders and resolutions of
the Board.
F. Shall keep the members informed of all Guild
actions.
G. Shall have final decision on all deadlocked
votes or decisions.
H.
Shall have the power to
'step-in' if a committee is having difficulties.
A.
Shall perform all the
duties of the President in the President’s absence or disability.
B.
Shall oversee swaps
and block lottery.
A. Shall
be membership chairperson.
B. Shall maintain an accurate
membership list
C. Shall send a list of new members to the
Newsletter Editor for publication.
A. Shall record all decisions made at Board
meetings and at monthly meetings.
B.
Submits all Board
decisions and monthly meeting decisions to the Newsletter Editor for
publication in the newsletter.
C. Shall record all votes taken on any issue.
D. Shall handle any correspondence the Guild
may require.
A. Shall be the authorized signer on all Guild
money accounts.
B. Shall maintain all monies for the Guild and
be accountable for all. C.
Shall submit a Treasurer's report to the Newsletter Editor for
publication in the newsletter.
D. Shall ensure that permanent records are kept
of all financial transactions of the Guild.
E. Shall obtain approval of any expenditure
over $150.00 from a majority of those members attending a monthly Guild
meeting, with the exception noted in Article VI, Section 5.
F. Shall obtain approval of any expenditure
under $150.00 from the President.
Section
1. All members in good standing shall be
eligible to hold offices.
Section 2. Any member
wishing to run for an office must submit his/her name to the nominating
committee for consideration.
Section
3. Officers may run for reelection for up to
three (3) consecutive terms of one year each.
Section 4. Any officer who
is eligible and wishes to seek reelection must notify the nominating committee
of their request.
Section
1. Election of officers shall be held in
November.
Section
2. Newly elected officers will begin their
duties on the first day of January of the following year.
Section
1. All Committee Leaders will be appointed by
the President.
Section
2. Committee Leaders will be responsible for
selecting Guild members to serve on their committees, except nominating
committee.
Section
3. Committees Leaders will report all
activities to the Board.
Section
4. Standing Committees may be: Newsletter, Swap/Challenge/BOM, CyBeekeeper, Historian, and Bylaws.
Section 5. Special Committees may be appointed by the
Board as necessary.
Section 6. The duties of the committee leaders will be
outlined in the policies & procedures document of this organization.
A.
The board shall meet at least quarterly. Each President will establish the date and
time for the Board Meetings during her/his term.
B. All
matters brought before the board shall be decided by a majority vote. If all
Board members are not present at a meeting where a vote is required, missing Board members will
be polled for their vote by phone or e-mail.
C. Officers are required to
attend Board meetings unless prior notification has been made. If an Officer
misses more than two (2) consecutive meetings without prior notification to the
President, the Board has the authority to declare that position vacant.
D. The President may call a special
meeting when necessary.
A.
Regular Guild meetings
shall be held once a month; the time and date to be set by the President.
B. Officers shall attend all Guild meetings or
notify the Board of their inability to attend.
C. All reports from officers and available
reports from Committee heads shall be given at each monthly meeting.
D. A final report from all Officers and Committee
Leaders will be given at the December meeting.
A summary of these reports will be published in the first newsletter of
the new year.
Cybee Groups
Cybee Groups are
small, usually regional, groups of CFQG members who represent the organization
working together to do community projects.
They may also participate in online group meetings and chats, and may
also decide to do various swaps or projects for each other in the group. Each Cybee Group is led by a Queen Bee or
possibly Co-Queen Bees.
Section 1. All Guild
applicants will be invited to join a Cybee Group in their region. Membership is mandatory in a
Cybee
Group. Upon acceptance of an invitation,
s/he is expected to participate to the best of her/his ability and follow the
rules.
Section 2. Queen Bees of
the Cybee Groups will be chosen by the entire Cybee Group. She/He in turn may
select a Co-Queen to assist in activities.
She/they will show a willingness to communicate with the members of the
Group and to keep records and report on the Group’s activities and Community
Projects.
Section 3. Rules
for Cybee Group Members
It is
understood that there will be times that Cybee Group members will not
be able to participate in a particular project because of time constraints,
illness or family involvement. However, it is expected that
each group member participate in the two community projects required by
the CFQG to be done by each Cybee Group each year unless
participation has been specifically waived by the Queen/Co-Queen.
1.
Cybee Group members will pay their
annual Guild dues by the January 31 due date each year. There are no additional
Cybee Group dues.
2. All Cybee Groups will make at least two (2)
Community Projects per year. These
projects are to be donated to a non-profit or other deserving group or
individual, and verification of the donation is to be sent to the Treasurer of
the Guild.
3. Cybee
Group members will respond to e-mails from CFQG or the Queen Bee/Project
Chair of the Group in a timely fashion when it is requested.
4. Cybee Group members will keep up
on Group projects via e-mails, message board and meetings.
5. Dates
will be set for the completion of a project at the beginning of a project, and
late arrivals will not be accepted without prior authorization from the Queen
Bee or Project Chair.
6. Unfinished blocks will not be accepted for any project
in which a Cybee Group member participates.
7. Each Cybee Group
will determine how to select the two required projects and assign a project
leader.
8. Good
quality fabric should be used when making blocks/projects. Care
should be taken in the completion of each project. Always do your best. Projects are typically community projects and
are a reflection upon the CFQG and the individual Cybee Group.
Any
member of the Group who does not follow the above rules will be notified
and dropped from that Cybee Group. If there is anyone in a Cybee
Group who at any time is not willing to participate in the Group
projects, she can, at the time she comes to this realization, drop out of the
Group by notifying the Queen Bee.
Article XIII
Section
1. Paid regular members in good standing shall
have full voting rights in any general or special meetings.
Section
2. Minor issues brought before any Guild
meeting shall be decided by a majority vote of those members present at such
meeting.
Section
3. Major issues to be voted on by the
membership, including election of officers, dissolution of the organization and
changes in the bylaws, will be placed in the form of a poll on the CFQG message
board for a period of two (2)
weeks.
The membership may vote to dissolve the Cyber Friends
Quilt Guild. By the tenth (10th) day
following an affirmative vote to dissolve the Cyber Friends Quilt Guild, all
cash and other assets owned by the Guild shall be donated to the nonprofit
organization(s) approved by a majority vote of the Board at the time the motion
to dissolve is passed. Notification of the nonprofit chosen will be made to the
membership within 7 days of the vote.
Suggestions for changes, amendments and or revisions of
these ByLaws may be made to the leader of the Bylaws Committee for
consideration. Amendments and/or
revisions of these ByLaws may be made at any regular general meeting by the
majority vote provided that the amendments/revisions shall have been previously
published and submitted to the membership the month before the general meeting.