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Bylaws

Article I – Name	The name of the organization shall be “Thumb Butte Quilters’ Guild, Incorporated”, a non-profit association, hereafter referred to as “the Guild”.
Article II – Purpose	The purpose of the Guild is to advance the art and appreciation of quilting through education. This shall be accomplished by offering programs, workshops, ongoing group projects, and special events. This guild is a non-affiliated group. All activities of the Guild shall be conducted in such a manner that no part of net income shall benefit any individual member except if that member is hired as a principal lecturer/teacher or as contracted by the Executive Committee.
Article III – Membership	Section 1 –Active Members a. A person interested in any form of quilting and invited by the Guild may become an Active Member by payment of annual dues. b. Active Members have the privilege and responsiblity of voting, holding office and serving on committees. c. A guest may attend no more than two (2) meetings per Guild membership year after which membership is required as space becomes available. Section 2 – Limited Membership Membership shall be limited to 160 people. Section 3 - Guild Membership Year The Guild Membership year shall be from July 1 to June 30. Section 4 – Membership Waiting List a. The Membership Chairman shall maintain a waiting list for membership. b. A prospective member must attend at least one (1) meeting as a guest and must apply for membership in person at a regular meeting. c. While on the waiting list a prospective member may attend no more than two (2) meetings per Guild year, except at the special invitation of the Executive Committee.
Article IV – Dues	Section 1 - Dues Annual dues shall be $30.00 for Active Members, payable prior to June 15 each year. Section 2 - Fiscal Year The Guild fiscal year shall coincide with the Guild Membership year from July 1 to June 30.
Article V – Meetings	Guild meetings shall be held monthly at a place, date, and time as determined by the Executive Committee.
Article VI – Committees	Section 1 – Executive Committee a. The Executive Committee shall consist of the officers of the Guild and the chairpersons of each of the following Standing Committees: Community Service, Membership, Ways and Means, and Workshop. b. The Executive Committee shall manage all the business and affairs of the Guild. c. The Executive Committee shall be guided by a membership-approved budget, and any expenditure over $200.00 and not included in that budget must receive prior approval of the membership. Membership approval shall be defined as a simple majority of those members present at a regularly scheduled Guild meeting. d. The Executive Committee shall meet at the call of the President, but at least quarterly. e. Active Members may attend Executive Committee meetings. f. Items to be brought before the Executive Committee must be submitted in writing one (1) week prior to the Executive Committee meeting. Section 2 – Standing Committees a. All chairpersons of standing committees shall be appointed by the President and shall serve a one (1) year term. Each shall submit an annual report to the Executive Committee. b. Standing Committees shall include but are not limited to: Birthday Drawing, Bylaws, Community Service, Company Store, Friendship Groups, Historian, Hospitality, Long-range Workshop, Membership, Minute Approval, Newsletter, Nominating, Opportunity Quilt, Past Presidents’ Club, Properties, Quilt Camp, Quilt Show, Refreshments, Sharlot Hall Quilting, Show and Tell, Ways and Means, Web Site and Workshop. Section 3 – Special Committees Special Committees shall be established by the President with approval of the Executive Committee or by motion from the floor for a special project. They serve until the project is completed. When a final report and accounting are made, they automatically dissolve. Section 4 – Finance Committees a. Audit Committee The Audit Committee shall consist of two Guild members appointed by the President with the approval of the Executive Committee to audit the financial records of the Guild at the conclusion of the outgoing term of office of the Executive Committee. b. Budget Committee The Budget Committee shall consist of the newly elected President, Vice-President, Secretary, and Treasurer, the out-going President, and the out-going Treasurer. The outgoing Treasurer shall serve as Budget Committee chairperson. This committee shall present the proposed budget at the June meeting to be voted on at the July meeting. The time between June 30 and the newly approved budget will be governed by the previously approved budget.
Article VII - Officers	The officers of the Guild shall include the President, Vice President, Secretary, and Treasurer. Officers shall be Active Members in good standing and will be elected to the office for a one (1) year term. Section 1 – President The President shall preside at all Guild meetings and shall be chairperson of the Executive Committee. The President shall appoint chairpersons of all Standing and Special Committees. The President may be an ex-officio member of any committee. Section 2 – Vice President The Vice President shall assume the duties of the office of the President as necessary. The Vice President’s duties shall include acting as Program Chairman and all other assignments from the President. Section 3 – Secretary The Secretary shall record and maintain minutes of all business and Executive Committee meetings, and execute Guild correspondence as directed. The Secretary shall maintain all business and legal records of the Guild. Section 4 – Treasurer The Treasurer shall be the custodian of all Guild funds. She shall be responsible for the collection and disbursement of funds as directed by the approved budget, the Executive Committee, or a vote of the membership. She shall file all required government reports and, as outgoing treasurer, shall serve as chairperson of the Budget Committee, that convenes immediately following her term of office. Section 5 – Nomination and Election of Officers a. Nominating Committee A Nominating Committee shall be appointed by the President at least 60 days prior to the election of officers. The Nominating Committee shall consist of four Active Members and the President as an advisor. This group shall submit at least one (1) candidate for each office to be filled. b. Nominations The slate of nominations for offices shall be presented by the nominating committe to the membership at the April Guild meeting. Nominations from the floor may be presented and accepted at April Guild meeting with the consent of the person being nominated. Nominations for elected office will be closed at the April Guild meeting. c. Election Election of Officers will occur at the May meeting by a majority vote of the Guild members present. Those elected will assume their offices at the July meeting, immediately following the ceremony of installation. d. Vacancies The Executive Committee shall appoint Active Members to fill all vacancies.
Article VIII – Amendments	The Bylaws may be amended by a majority vote of the members present provided the amendments have been submitted in writing at a prior meeting.
Article IX – Parliamentary Authority	For procedure not covered in the bylaws or rules of this organization, *Robert’s Rules of Order* shall be the authority.
Article X - Dissolution	Section 1 - Procedure The dissolution of Thumb Butte Quilters' Guild, Inc. will require a two-thirds (2/3) vote of the membership present at a regularly scheduled Guild meeting and will follow the regular procedure for changing the Guild by-laws. Section 2 - Properties and Assets The properties and assets of the non-profit corporation are irrevocably dedicated to charitable purposes. No part of the net earnings, properties, or assets of this corporation, on dissolution or otherwise, shall inure to the benefit of any private person, or individual, or member, director or officer of this corporation. On dissolution, all remainding properties and assets of the corporation shall be distributed to an organization dedicated to charitable purposes of similar interest, which has established its tax-exempt status under Internal Revenue Code Section 501c(3).

Standing Rules

No individual may advertise or represent Thumb Butte Quilters’ Guild as a sponsor for any activity unless approved by the Executive Committee.

Annual dues may not be paid in installments

Members will wear nametags at meetings. Members not wearing nametags will pay a $.25 fine. Replacement/additional nametags can be purchased from the Membership Chairman.

A membership list shall not be given or sold to persons or organization to be used for solicitation, sales, or political purposes.

Bills from members must be submitted promptly. Bills over three (3) months old will not be honored.

A monetary thank-you may be given to any presenter giving a program and/or lecture.

The Past Presidents’ Club will be responsible for the Guild’s gift to the out-going president; the gift to be paid for from Guild funds. The Past Presidents’ Club will also be responsible for the installation of officers at the July meeting.

Approved May 14, 2007. Effective immediately.

Policies and Procedures

Per Robert’s Rules of Order, policies and procedures can be adopted by the Executive Committee. The following policies have been established, and will be periodically evaluated by the E.C.

All non-wait listed and/or non-members will pay $10.00 to attend a meeting with a nationally/internationally known guest speaker. This ranking will be posted on our web page and in our newsletter. (Procedure established 9/13/2006.)
Members whose cell phones ring and/or play music while our meeting is in progress will be fined $5.00 for each occurrence. The fine must be paid to maintain a “member in good standing” status of membership. (Procedure established 9/13/2006.)
Advertising flyers may be placed in the entry hall. They must be removed when the meeting is over, or they will be thrown away. (Procedure established 9/13/2006.)
The Chair position of “Newsletter” will be retained. The Newsletter Editor will continue to prepare a Newsletter. If a member wants to receive a hard copy of the current TBQ News, she must provide the Newsletter Editor with a S.A.S.E., with the month requested noted on the envelope. Newsletter Editor will limit content of Newsletter to equal first class postage for a 2 oz. letter (58 cents). A printer-friendly version of the Newsletter will still be available on the website. (Procedure established 5/15/07, and effective August 2007.)

Website
Guidelines

The Thumb Butte Quilters’ Guild website is designed to be a convenient and inexpensive way to keep members informed about Guild operations, events and upcoming general meeting dates. In addition, the website can be a source of information regarding quilting topics that could be helpful to members. Website usage should be done in accordance with the following guidelines:

The website is for the benefit of all members of the Thumb Butte Quilters’ Guild. Members may propose new ideas or suggest changes to the current website to the Executive Committee or the Webmaster for consideration.

Members may post articles or quilt related information on the website. The Executive Committee reserves the right to refuse the posting of material it deems inappropriate.

Announcements regarding life events for members other than birthdays as listed in the membership roster should be confirmed prior to posting.

Members wishing to post copyrighted material must be certain to obtain written permission to use such material from the originator. A copy of the originator’s permission must be filed with the Secretary.

The Executive Committee and the Webmaster reserve the right to determine if photos can be posted dependent on space limitations, if any.

Links to websites listed on the ‘Links’ page should be for the purpose of education and information on quilting – not linked to a commerce site where products are being sold.

Events or information regarding other organizations can be submitted for consideration by the Webmaster for inclusion on the Miscellaneous Page.

The following items may NOT be posted on the website:

Personal information, including members’ addresses, telephone numbers and e-mail addresses;
Guild documents containing information for the use of Guild members only (e.g., Minutes or Treasurer’s Report);
Items, articles or stories unrelated to Guild interests;
Disputes between or among individual members.

Advertisers must be current to remain on the website. The Executive Committee retains the right to remove any advertiser who is in arrears without prior notice.

Effective Date April 30, 2007