Crystal Lake Midwest Quilters Guild – By-Laws March 2020
Article 1 – Name
The name of the guild shall be Crystal Lake Midwest Quilters Guild, organized and registered as a Not-for-profit corporation in the State of Illinois, hereinafter referred to as CLMQG or the Guild.
Article 2 – Purpose
The purpose of the Guild is to encourage members’ development of skills and educate the community in nontraditional, modern quilting.
Article 3 – Membership
Section A – Members
– Membership year is January 1 – December 31.
– New members may join at anytime, upon payment of dues.
– Members are encouraged to participate in and support projects and activities of CLMQG.
Section B – Conduct
– All members and guests will be respectful of all others.
– CLMQG is an equal opportunity organization.
– CLMQG is free of prejudice regarding disabilities, race, religion, political beliefs, or sexual orientation.
– Complaints shall be brought to the Board for review and any necessary action.
– Revocation of membership may result from negative behavior as determined by the Executive Board.
Article 4 – The Executive Board of Directors
Section A – The Executive Board consists of the President, Vice President, Secretary, Treasurer and Program Chairman, hereafter referred to as the Board.
– The Board will be elected, by the membership, at the November meeting and will assume their duties as of January 1, following, and will remain in office for one year.
– Board candidates must be a member in good standing, for one year and be at least 18 years of age.
– Vacancies, of unexpired terms, will be filled by a willing individual upon approval of the Board.
Section B – Duties of Officers
President: Serve as spokesperson for CLMQG
- Prepare agenda and lead meetings (regular and board)
- Preside at all general, special and Board meetings
- Oversee all committee and board responsibilities Coordinate with meeting location to reserve meeting location and retrieve/return key Coordinate committee activities and appoint committee chairpersons
- Serve as co-signer on the CLMQG bank account
- Maintain and respond to the CLMQG email account
- Prepare and file the appropriate annual tax forms with the Treasurer
Vice President: Assist the President when necessary
- Attend CLMQG meetings
- In the absence of the President, preside over CLMQG meetings
- Attend monthly Board meetings
- Assume the office of President in the consecutive year
Secretary: Take minutes at all general and Board meetings or arrange a substitute
- Welcome new members and guests
- Collect membership forms, dues and visitor fees
- Maintain the membership roster, attendance records and distribute membership cards
- Provide minutes, of the general meetings, to the social media coordinator shortly after the meeting
Treasurer: Receive and bank all CLMQG funds
- Serve as co-signer on CLMQG checks and disburse funds as authorized by the Board
- Maintain bookkeeping records of all funds consistent with generally accepted accounting principles and federal, state and local laws
- Make a financial statement available to members
- Maintain records designating funds to appropriate sub categories
- Attend monthly general and Board meeting, and present an oral financial report at each meeting
- Prepare and file the appropriate annual tax forms with the President.
Program Chairperson: Work within the CLMQG budget
- Communicate with outside presenters to schedule 2-3 events per calendar year
- Schedule 2-3 additional activities each year
- Submit a program calendar for the following year
- Organize any needs presenter may require
- Maintain event registrations for CLMQG
- Work with the Board to execute contracts and arrange payments to presenters
- Solicit vendors for sew-ins.
- Organize and execute the CLMQG garage sale
Article 5 – Financial Administration
Section A – Dues/Fees
– Annual dues assessment shall be determined by a vote of the membership.
– Members are required to keep dues current, payable January 1 – January 31 (delinquent payment may result in a penalty or being dropped from the roster).
– Members joining after August 1, will pay on half the annual assessment.
– Dues are not refundable.
Section B – Fees
– Fees may be charged for workshops, lectures and/or events as established by the Board.
– Fees may be refundable as determined by the Board and if a replacement participant is available in advance of the event.
Section C – Fees as applicable for visitors and guests.
– Visitors may attend one meeting without charge. A fee of $5 will be charged at a second meeting.
– Visitors and guests will pay for any event as determined by the Board. (Usually higher than for members).
– Annual dues assessment will be required of anyone attending a third meeting.
Section D – The CLMQG fiscal year will be from January 1 through December 31.
– The Board shall adopt the budget to be presented to the membership no later than the February meeting.
– A committee consisting of one Board member and two or more general members shall audit financial records within 30 days of the close of the fiscal year.
Article 6 – Meetings
Section A – General membership meeting shall be held on a date and at a place designated by the Board.
– Meetings will be announced on the CLMQG website.
– The annual meeting will be held in
Section B – Special Meetings
– Special meeting may be called for the purpose of a single item matter.
– Members will be notified of a special meeting at least 7 days in advance as to date, time and location of the meeting.
Section C – Board meetings are held monthly and are not currently open to general membership.
Section D – Voting
– Every act or decision brought to the membership shall be decided by a majority to the members present.
– Each member present is entitles to one vote on each matter. Voting shall be by voice, show or hands or ballot.
Article 7 – Nomination and Election
Section A – A slate of officers will be presented, by the nominating committee to the membership, at the October general meeting.
– Individuals, wishing to be considered for a Board position, may contact the nominating committee chairperson or member to be placed on the slate.
– Individuals, wishing to be considered for a Board position, may nominate themselves at the October meeting.
Section B – Annual elections will be held at the November general meeting. Newly elected officers will assume their duties as January 1, of the following calendar year.
Article 8 – Standing Committees and Chairpersons
Committees and their chairperson shall act with the approval of the Guile Board and/or the Guild president. The Committee chairperson shall update the Guild at the regular monthly meetings.
Section A – The Charity Committee
– Will find charitable opportunities and ascertain the needs of each. The committee will also collect and distribute donations.
Section B – Fundraising Committee
– Develop and oversee all fundraising programs for the CLMQG.
– At the beginning of each year solicit donations from, but not limited to, quilt/sewing related companies and/or businesses.
– Maintain a database of all contacts and donations. ie.: company, dates, contact, donation and response date.
– Accept and house all donations.
– Write thank you notes to donors.
– Plan and direct special events, i.e.: garage sale, silent auctions, raffles, member vender tables. For the garage sale, accept and organize and price all donations. For member vender tables, schedule the vending for any regular meetings. (Not to be done on date with guest presenters of special events.
Section C – Social Events
– Organize the December holiday party to be held the first week of December.
– Upon Board approval of venue, secure the venue with the required deposit.
– Plan and organize the Guild annual birthday party including any games, favors, food, etc.
– Update the Guild regularly.
Section D – Snacks
– Organize snack and/or food for regular monthly meetings by providing a sign-up sheet and sending out reminders.
Section E – Bees
– Maintain a list of current bees and help connect interested members with bees in their area.
Section F – Swaps, Lotteries and Challenges
– Develop swaps, lotteries and/or challenges for the guild.
– Show samples at Guild meetings prior to the onset of the project.
– Provide participating members with the project’s rules, instructions and/or expectations.
– Work with other committees as needed.
Section G – Member Ambassador
– Greet guests and new members
– Acquaint new members with the Guild’s forms of communication. (Facebook, IG and Blog).
– Send out cards of get well, thinking of you, and condolence on behalf of the Guild, as needed.
Section H – Retreat
– Work closely with the Board to provide location options.
– Secure chosen venue upon Board approval.
– Maintain communication with venue and members providing schedules, costs, and important details.
– Organize any extra events, socials, and favors as needed.
Article 9 – By-Laws
By-laws shall be reviewed as needed.
– Changes may be made by majority membership present vote after any changes are provided in written form at least one month before the vote.
Submitted: February 9, 2020
Accepted: March 8, 2020
Crystal Lake Midwest Quilt Guild 