By-Laws

COLUMBINE QUILT GUILD BYLAWS

I.   NAME AND PURPOSE

A. The name of the guild is Columbine Quilt Guild (herein referred to as the “Guild”).

B.     The purpose of the Guild is to provide a warm, friendly atmosphere where all persons are welcome. The Guild provides a full program of educational meetings and workshops to promote quilting and to preserve the heritage of the art and craft of quilting.

II. MEMBERSHIP IN THE GUILD

A. Membership in the Guild is open to the general public. There is no discrimination based on sex, race, color, creed, gender, or age.

B. Paid memberships are valid from January 1 through December 31. Members in arrears at the end of January lose their membership privileges until their membership is paid in full. The Board may establish partial year memberships as deemed appropriate.

C. Payment of dues entitles a member to attend regular meetings in person and/or via video conference, to vote on issues brought before the membership at large, to receive the guild newsletter,  be a member of the guild Facebook page, to serve on committees, and to serve as an elected officer of the Guild.

D. Membership dues, guest attendance fees, and speaker fees (if any) are set by the Board.

E. Membership dues are non-refundable.

F. A quorum of the membership is thirty (30).

G. All issues brought before the membership will be decided by a simple majority of attending members. A majority of any vote will carry. The President of the Guild will vote only in the event of a tie vote.

H.   The membership roster may not be sold, distributed to other than Guild members, or used for any commercial purposes.

III.   GUILD MEETINGS

A. Regular Guild meetings will be held on the second Monday night of each month unless special circumstances dictate otherwise.

B. The length of the meetings will be determined by the Board in agreement with the policies of the meeting location.

C.     Major announcements will be made at the monthly Guild meeting. These and all other announcements will be published in the monthly newsletter, posted on the Guild website, and/or sent by email blast.

D.    Meetings will be live at the meeting location and/or via video conference.

IV. CLASSES AND WORKSHOPS

A. Classes, workshops, and mini-workshops will be announced at the regular Guild meetings and will be open to all members. Fees will be set by the Board.

B. Classes and workshops will be in person and/or via video conference at the Board’s and/or the instructor’s discretion.

C. Payment for a class or workshop will secure a spot for the participant. If there are more people wanting to participate than there are spots available, a waiting list will be created. If any cancellations occur, the next person on the waiting list will be given a spot.

D.    Payments for classes and workshops are non-refundable.

V.  GOVERNANCE BOARD

A. The Guild is governed by the Executive Officers and committee chairs (hereafter referred to as the “Board”), which is responsible for keeping adequate financial records and providing reports to the membership, and coordinating

●      monthly educational programs

●      workshops

●      shows

●      public appearances

●      community projects

●      speaker/teacher contracts

●      and fees to be charged according to the expenses involved and available Guild funds.

B.  The Board consists of the following:

         1.  Officers (elected by the Guild members as Executive Board members)

                     a.  President

                     b.  Vice President

                     c.  Secretary

                     d.  Treasurer

         2.  Chairpersons of the Standing Committees (appointed by the Executive

           Board) 

a.  Membership

                     b.  Programs

                     c.  Community Quilts

                     d. Newsletter editor

                     e.  Webmaster

                     f.  Technology Manager

         3.  Chairpersons of the Ad Hoc Committees (appointed by the Executive 

      Board)        

                     a.  Trunk Sale

                     b.  Quilts of Valor

                     c.  Fidget quilts

                     d.  Hospitality

                     e. Block of the Month

                     f. Give It a Try

                     g. Mystery Quilt

                     h.  Challenge Quilt

                     i. others

C.  The term of office for the elected officers is for a period of two calendar years.

D.  Members may hold only one elected Board position at a time. If they also hold an unelected position, they still have only one vote.

E.  Elected officers are encouraged to serve no more than two consecutive terms in the same position, although it is allowed.

F.  A quorum of the Board is five (5).  All issues brought before the Board will be decided by a simple majority vote of the Board members present. In case of a tie, the motion loses but the issue may be revived at a later Board meeting. If a vote loses in the Board, that issue cannot be brought before the general membership by a Board member or non-Board member at a regular Guild meeting.

G.  Board meetings are held on the first Monday of each month unless special circumstances dictate otherwise.  The time and location of the Board meetings will be announced in the monthly newsletter and on the Guild website.  The Board meetings are open to the public, and all Guild members are welcome and encouraged to attend.

VI. EXECUTIVE BOARD MEMBER RESPONSIBILITIES

A.  President: The President presides over the monthly Board meetings and oversees general management of the Guild. The President establishes the agenda for the Board meetings and sends a copy to Board members prior to the meeting.

B.  Vice President: The Vice President serves as the direct assistant to the President. They may temporarily assume the responsibilities of the President in the President’s absence. The Vice President will normally be the candidate to become the next President.

C.  Secretary: The Secretary is responsible for recording and publishing the minutes of the Board meetings.

D.  Treasurer: The Treasurer serves as the financial officer of the Guild. The Treasurer is responsible for the funds of the Guild and payment of expenses incurred by the Guild, prepares monthly financial reports for the Board, and prepares and files all related tax and business licensing reports.

VII.  EXECUTIVE BOARD ELECTIONS

A. A nominating committee made up of the President, Vice President, Membership Chair, and up to two members at-large from the Guild membership will identify qualified candidates for all elected offices to be filled in the next general election. The committee will also review openings in committee chairmanships and identify members who are interested in taking on those roles.  Only current members are eligible to be nominated for a position on the Board.

B. Nominations to fill the positions of Board officers whose current term is ending or who are unable to complete their term will take place at the November general Guild meeting.

C.     Election of officers will take place at the December Guild meeting. Members must be present in person or via Zoom to cast their ballot.   No absentee voting will be permitted.  If more than one person is running for any office, the voting shall be by a printed (written) secret ballot.

VIII. BOARD MEMBER RESIGNATION

A. A Board member’s resignation becomes effective upon submitting notification to the Board in writing.

B.     If the President becomes unavailable to continue in that position, the Vice President will automatically be moved to that post. For all other elected positions, the Board will appoint a member to complete the remaining term. For non-elected positions, the Board will appoint a member to fill the position indefinitely.

IX. BOARD MEMBER LEAVE OF ABSENCE

       Any Board member may take a leave of absence. If circumstances extend the leave of absence beyond two (2) months, consideration will be given to replacement of that Board member, depending on the situation.

X.  REMOVAL OF A BOARD MEMBER

       If any member of the Board is blocking the progress of the Board and/or is interfering with the good of the Guild, the Board reserves the right to ask for the resignation of that Board member and to follow the procedures defined in Robert’s Rules of Order to remove that member from the Board.

XI. COMMITTEES

A. The Board may at their discretion establish committees within the Guild to support the Guild’s stated purpose.

B. Committees will be chaired by Guild members on a volunteer basis.

C. Committee chairs will recruit and manage volunteers as needed to meet the needs of the committee.

D. Committee-related expenses must be approved by the Board and coordinated through the Treasurer.

E.     Committee chairs will provide the Board with updates as needed and with a brief annual summary of activities.

XII.  CHANGES TO THE BYLAWS

A. Any proposed changes to the Guild bylaws must be submitted in writing to the Board. After a review and approval of the proposed changes/additions, the Board will present the requested changes/additions to the Guild membership to be voted on at the next regular Guild meeting.

B.     If the Board fails to present the bylaws changes/additions to the membership, the author of the changes/additions may present the issue to the general membership as per the procedure defined in Robert’s Rules of Order.

XIII. ROBERT’S RULES OF ORDER

       In case of any procedural dispute, Robert’s Rules of Order will be used as the final authority.

Revised October 2023