top of page

Bylaws of the Schoharie Valley Piecemakers Quilt Guild

 

  1. NAME: The name of this organization is Schoharie Valley Piecemakers Quilt Guild (aka Guild or SVP).

  2. PURPOSE: The purposes of the Guild are:

  1. To promote social interaction among quilters,

  2. To learn new techniques and develop quilting skills,

  3. To share information about quilt shows, shops, workshops, and printed information,

  4. To share individual projects and accomplishments,

  5. To make people aware of quilting as an art form,

  6. To promote quilting through displays, shows, newsletters, and other activities and communications, and

  7. To contribute yearly to local charity(ies). “Local” is herein defined as a charity whose offices and services are situated in the areas represented by the membership.

III.     MEETINGS and ANNUAL DUES:

  1. Guild meetings are held on the second Tuesday of each month from September through June. The time and place of the meetings for the next year will be confirmed by the Guild at the June meeting.

  2. The meeting time and place will be clearly posted on the meeting agenda, the Guild web site www.schoharievalleypiecemakers.com, on the Face Book page, and on the annual program brochure (typically a trifold).

  3. The annual membership dues amount and due date for the next year will be determined by the Guild at the June meeting. 

  1. New members will receive a Guild pin and a copy of the Bylaws when they have paid their annual dues for the first time.

  2. Dues payments must be accompanied by information about the member, including name, mailing address, email address and telephone number.

  3. All payments must be made by check payable to “Schoharie Valley Piecemakers Quilt Guild.”

  4. Anyone becoming a member after January will pay 1/2 of the yearly dues.

  1. Treasury monies may only be used to promote quilting, educate quilters, make memorial donations for deceased members, and provide a meeting place.

  1. MEMBERSHIP:

  1. Membership in the Guild is open to anyone interested in quilting. If the member is under 16, the member must be accompanied by an adult.

  2. Each member is encouraged to participate in charity projects.

  1. OFFICERS:

  1. Officers of the Guild are President, Vice-President, Secretary, and Treasurer. These four officers comprise the Executive Board.

  2. Term of office for all officers is two (2) years.

  3. If an individual leaves office before the end of their term, the Executive Board will appoint a replacement to complete that term.

  1. ELECTION OF OFFICERS:

  1. In February of the second year of office, the President appoints and chairs a nominating committee comprising the President and two additional members to select a slate of officers for the following two (2) years.

  2. The Nominating Committee presents the slate of officers at the May meeting.

  3. Election of officers is held at the June meeting. Voting is conducted by a simple majority show of hands.

  4. The officers’ terms of office begin on July 1 of the election year and continue for twenty-four (24) months, terminating on June 30.

 

 

  1. DUTIES OF OFFICERS:

  1. The President presides over meetings, appoints committees, cosigns all checks and assumes other duties pertaining to their office. The President ensures that a meeting agenda is prepared and distributed each month. This task may be delegated to the Vice-President.

  2. The Vice-President assumes the duties of the President in their absence. The Vice-President may prepare and distribute meeting agendas if that duty is delegated to them by the President.

  3. The Secretary prepares and distributes a membership list including names, mailing addresses, email addresses and telephone numbers; records minutes of the meetings and attendance; and distributes minutes and other information to the membership.

  4. The Treasurer:

  1. Is the custodian of funds of the Guild, unless otherwise specified.

  2. Keeps an itemized account of all receipts and expenditures.

  3. Pays out Guild funds when presented with approved receipts and prepares a monthly Treasurer’s Report.

  4. Provides a printed copy of the monthly report to the President and Secretary and provides an oral monthly report to the Guild members at each Guild monthly meeting.

  5. Collects annual member dues. The Treasurer:

  1. Dates, signs, and distributes a membership card to each member upon their payment of the  annual Guild dues,

  2. Issues a membership card to a new member upon payment of their annual dues, and

  3. Gives a Guild pin to each new member upon payment of their annual dues.

  1. The Treasurer's books will be audited in June, at the end of the Treasurer’s two (2) year term, by the auditing committee which will report the finding of the audit to the President and the Treasurer.

  1. The Historian keeps a scrapbook and website documenting Guild activities and notifies newspapers of newsworthy events.

  2. The Sunshine Chair sends cards to members in case of illness, death of family members, or other situations.

  1. COMMITTEES:

  1. Audit Committee:

    1. In September of the first year of the President’s term, the President appoints to the Audit Committee a minimum of two (2) Guild members. The Audit Committee term begins when appointed and concludes on June 30 of the second year, or when the audit report review and needed discussion is concluded.

    2. Following the June meeting of the second year of the Treasurer’s term and concluding by the end of June, the Audit Committee reviews the Treasurer’s records, including checkbook, deposit records, bank statements, receipts and any other records of receipt and disbursement of funds, and provides a written report of its findings no later than June 30 of that year to the President of the Guild and to the Treasurer.

  2. Program Committee:

    1. Nominees or volunteers for the Program Committee are appointed in June of the same year as the election of officers. The Program Committee term begins on July 1 and continues for 24 months, terminating on June 30.

    2. The Program Committee consists of a minimum of three (3) members.

    3. The Program Committee is allocated a base budget of $1,000 for the 24 month term, providing funds are available through the Guild.

    4. The Program Committee develops and coordinates the yearly program within the allocated budget for the two (2) year period, including:

      1. Planning the annual Christmas party and the end-of-year event.

      2. Contacting, scheduling and contracting with presenters; coordinating presentations and program for the regularly scheduled Guild meetings and any Guild sponsored workshops; and making any needed arrangements for special guests.

      3. Reimbursement for presenters:

      4. A Guild member giving a demonstration at a meeting may be reimbursed the cost of materials required for the demonstration by submitting itemized original receipts to the Treasurer.

      5. If a workshop of three (3) hours or more is given by a Guild member at a time different from the monthly meeting, the Guild will make a payment of $50 (fifty dollars) to the member providing the workshop. The cost of materials or kits required to participate in the workshop will be the responsibility of the individual(s) attending the workshop.

      6. If the Program Committee identifies a program or presenter whose cost exceeds the limits noted in 3),i or 3),ii, the program and the funds needed will be presented to the membership for a vote prior to committing to the program.

      7. Organizing a gift for the outgoing President.

  1. Nominating Committee: See “VI. ELECTION OF OFFICERS” on page 1.

  1. Special Events Committee:

    1. Plans interactions with community organizations and other activities taking place outside of Guild meetings and workshops.

    2. Nominees or volunteers for the Special Events Committee are appointed as needed.

    3. The Special Events Committee consists of at least three (3) members.

  2. Hall of Fame Representative:

  1. Represents the Guild at Hall of Fame meetings and reports meeting information back to the Guild.

  2. Coordinates raffle basket for Hall of Fame picnic.

  1. Name Tag Drawing Committee:

    1. Gathers materials and prepares gift bags for the name tag drawing at each meeting.

    2. Funds are subject to annual guild approval.

 

 

 

AMENDMENTS TO THE GUILD BYLAWS

Process for Amending the Bylaws:

  1. Any proposal to amend the bylaws must use the format below.

  2. A notice for a proposal to amend all or part of the Guild bylaws must be included in the meeting agenda and must include the current bylaw text and the bylaw as it will read if the amendment is adopted.

  3. All content of a proposed amendment must be read to the members at two (2) consecutive regularly scheduled meetings of the Guild.

  4. At the third consecutive meeting, the amendment without change from the content included in the second reading may be presented for a vote. Acceptance of the amendment requires approval of two-thirds of the members present.

  5. The results, including the tally, are included in the minutes of the meeting at which the vote is taken. The signed copy is attached to the minutes The revised bylaws are saved on the website.

  6. Proposal to Amend the Schoharie Valley Piecemakers Quilt Guild Bylaws format:

Steps 1-4 are completed by the Guild member proposing the bylaw change. A copy is given to the President to be included in the agenda for the next meeting. A separate copy is given to the Secretary.

  1. Proposed by: (member’s name)

  2. Current bylaw text to be amended:

  3. Bylaw text as it will read if the amendment is adopted:

  4. Statement of Support (describing the need for the change):

Steps 5-8 are completed by the Secretary and included in the minutes of the relevant meetings.

  1. 1st Reading Date:

  2. 2nd Reading Date:

  3. Date Voted On:

  4. Outcome of the Vote:

Steps 9-10: President and Secretary sign the Secretary’s copy following the vote confirming outcome.

  1. President’s Signature _________________

  2. Secretary’s Signature _________________

bottom of page