DES MOINES AREA QUILTERS GUILD

MEMBERSHIP HANDBOOK

Complete Revision October 2003

Amended November 2006, February 2008, September 2008

Amended November 2011

 

MISSION STATEMENT

The mission of the Des Moines Area Quilters Guild is to stimulate an interest in quilts and quilt making, educating its members, and provide for the interchange of information.  (Adopted—September 20, 2003)

 

BYLAWS OF THE DES MOINES AREA QUILTERS GUILD

 

ARTICLE I:  Purpose

 

The corporation shall be nonprofit with the purpose of stimulating an interest in quilts and quilt making, educating its members, providing for the interchange of information, and exercising all power granted by the Iowa Code chapter 504A (1983).

ARTICLE II:  Office and Agent

The registered office of the corporation shall be the current treasurer’s address.  The current treasurer shall be the registered agent of the Des Moines Area Quilters Guild, Inc.  The mailing address shall be P.O. Box 25070, West Des Moines, IA 50265.

 

ARTICLE III:  Directors

 

Section 1.  A Board of Directors shall consist of members in good standing of the Des Moines Area Quilters Guild, Inc. and shall manage the corporation.

 

Section 2.  The Board of Directors shall consist of the President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, two Directors at Large, Program Chair(s), and Quilt Show Chair(s).  Each Board position shall have one vote.

 

Section 3.  The term of office for each director shall be two years.  A director elected to the office of Vice President shall serve as Vice President for one year and assume the office of President during the second year of the term.  An individual(s) elected to the office of Program Chair-elect shall serve as Program Chair during the second year of the term.  An individual(s) elected to the office of Quilt Show Chair-elect shall serve as Quilt Show Chair during the second year of the term.  The Program Chair-elect and the Quilt Show Chair-elect shall be non-voting positions the first year in office.  No individual may hold the same elected position for more than one consecutive term.

 

Section 4.  A majority of the Board of Directors shall constitute a quorum for the transaction of any business, and a simple majority of the quorum may decide any question.

 

Section 5.  There shall be an annual meeting of the Board of Directors preceding the annual meeting of the members.  There may be such other regular meetings as the Board may establish by resolution.

 

Section 6.  Any two members of the Board of Directors may call special meetings of the Board of Directors.

 

Section 7.  Notice of any regular meeting, except the annual meeting and any special meeting, shall be given to the members of the Board, either orally or in writing, at least five days prior to the meeting.

 

Section 8.  Meetings, either regular or special, may be held by conference call or similar communication system.

 

Section 9.  Directors shall receive no compensation for performing director duties unless specifically granted by the members of the corporation.

 

Section 10.  Directors shall be indemnified to the full extent permitted by law.

 

Section 11.  In the event of a vacancy on the Board, the remaining Board members shall appoint a successor to complete the remainder of the term.

 

ARTICLE IV:  Duties

 

Section 1.  The officers of the corporation shall be the President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.

 

Section 2.  The duties of the President shall be to preside over all meetings and, with Board approval, to appoint committees necessary for the welfare of the corporation.  The President oversees the Community Giving Committee and the Charity Auction.

 

Section 3.  The duties of the Vice President shall be to perform the presidential duties in the absence of the President or at the President’s request. The Vice President coordinates the newcomers group and small group information.  The Vice President oversees the Nominating Committee.

 

Section 4.  The duties of the Recording Secretary shall be to record and be custodian of the minutes of the annual meeting and Board of Directors’ meetings and custodian of all Guild historical material.  The Recording Secretary shall keep membership records; publish a membership directory by the March meeting each year, collect dues and issue membership cards.  The Recording Secretary shall oversee the following committees:  Bylaw Committee and Parliamentarian.

 

Section 5.  The duties of the Corresponding Secretary shall be to issue notices of meetings, and conduct general correspondence of the corporation.  The Corresponding Secretary shall oversee and communicate with the following committees:  Newsletter Committee and WebSite Committee.

 

Section 6.  The duties of the Treasurer shall be to take charge of all dues and funds made available to the corporation.  The Board of Directors must authorize expenditures exceeding $1,000.  The Treasurer shall keep a written account of all monetary transactions involving the corporation.  The Treasurer shall prepare the annual budget for approval by the Board of Directors and shall file all required taxes and licenses.  The Treasurer shall publish the Treasurer’s report quarterly and publish the final year-end report and have copies at monthly meetings upon request.  The Treasurer shall prepare a preliminary report to be sent out prior to the annual meeting for all members, and prepare a year-end report for the Board of Directors to approve and be examined by the Auditing Committee.  The Treasurer shall be bonded.

 

Section 7.  The duties of the Director(s) at Large shall be to oversee policy and assist the officers as necessary for the welfare of the corporation including responsibility for hospitality at meetings, and other member activities.

 

Section 8.  The duties of the Program Chair(s) shall be to recommend and arrange programs for meetings attended by the membership, subject to approval by the Board of Directors.  The duties of the Program Chair(s)-elect shall be to plan and coordinate all meeting programs in the succeeding year.  The duties of the Program Chair(s)-elect shall also assist the Program Chair(s) and in the absence of or at the request of the Program Chair(s) perform the duties of the Program Chair.  The Program Chair(s) shall oversee the following committees:  Retreat Committee and Education Committee.

 

 

Section 9.  The duties of the Quilt Show Chair(s) shall be to implement all activities pertaining to the current year annual quilt show, subject to approval by the Board of Directors.  The duties of the Quilt Show Chair(s)-elect shall be to plan and coordinate all activities pertaining to the annual quilt show in the succeeding year.  The Quilt Show Chair(s)-elect shall also assist the Quilt Show Chair(s) and in the absence of or at the request of the Quilt Show Chair(s) perform the duties of the Quilt Show Chair.  The Quilt Show Chair(s) shall oversee the following committee:  Quilt Show Committee.

 

Section 10.  It shall be the duties of each Director to train their successor and to transfer all property of the corporation to their successor.

 

ARTICLE V:  Standing Committees and Special Committees

 

Section 1.  Standing Committees shall have a continuing existence.  The following are standing committees:  Community Giving Committee, Newsletter Committee, Website Committee, and Library Committee.

 

Section 2.  The following appointments shall be approved by the Board of Directors after the annual meeting:  Community Giving Chair(s), Newsletter Editor(s), Website Editor(s), Librarian(s), Retreat Coordinator(s), Audit Committee Chair, and Education Committee Chair(s).  These appointees may attend any Board meeting, but do not have voting privileges.

 

Section 3.  The duties of the Community Giving Chair(s) and Committee shall be to process charity quilts, and handle community giving requests for donations and other special projects.  The Community Giving Chair(s) reports to the President.

 

Section 4.  The duties of the Newsletter Editor(s) shall be to compose a newsletter and distribute it to the membership as determined by resolution of the Board of Directors.  The Newsletter Editor(s) shall report to the Corresponding Secretary.

 

Section 5.  The duties of the Website Editor(s) shall be to maintain the corporation’s website and update the materials as necessary.  The Website Editor(s) shall report to the Corresponding Secretary.

 

Section 6.  The duties of the Librarian(s) shall be to purchase materials and manage the library inventory and be custodian of all library materials.  The Librarian(s) shall report to the Treasurer.

 

Section 7.  The Chair of the Standing Committees shall be a Director, or approved by the Board of Directors.  Standing Committee Chairs shall serve two years or longer in the same position with the approval of the Board of Directors.  It shall be the duties of each Standing Committee Chair to train their successor and to transfer all property of the corporation to their successor.

 

Section 8.  Special Committees exist for a specific length of time to achieve a specific task.  The following are Special Committees:  Retreat Committee, Quilt Show Committee, Audit Committee, Budget Committee, Nominating Committee, Bylaw Committee, and Education Committee.

 

Section 9.  The Quilt Retreat Chair(s) shall be in charge of retreats and shall make arrangements for retreat dates with approval of the Board of Directors.  The Quilt Retreat Chair(s) shall report to the Program Chair(s).

 

Section 10.  The Quilt Show Committee shall report to and assist the Quilt Show Chair(s) in planning, coordinating and implementing all the activities pertaining to the Annual Quilt Show.

 

Section 11.  The Audit Committee shall inspect the books of the corporation as determined by the Board of Directors annually with a final examination being performed in January for the prior fiscal year.  The results of the examination are to be reported to the Board of Directors by the March Board meeting by the examiner(s).  The Audit Committee shall select an outside professional to review statements and procedures annually.  The Treasurer shall provide materials to the Audit Committee and be present as required.  The President oversees the Audit Committee.

 

Section 12.  The Board of Directors and Committee Chairs shall prepare an annual budget at the the January board meeting and communicate it to the Guild members by March.  The Treasurer shall chair the meeting.

 

Section 13.  The Nominating Committee shall prepare and present a slate of nominees to the membership at the annual meeting.  The nominations by this committee shall not prohibit members from making other nominations at the annual meeting.  The Committee shall also search for Standing and Special Committee Chair Appointees.  The Vice President shall oversee the Nominating Committee.

 

Section 14.  The Bylaws Committee shall function at the request of the Board of Directors.  The Committee will review the bylaws and make recommendations for changes to be presented to the Board of Directors.  The Recording Secretary will chair the Committee.

 

Section 15.  The Chair of the Special Committees shall be a Director, or approved by the Board of Directors.  Special Committee Chairs are requested to serve on the committee until the completion of the task.  It shall be the duties of each Special Committee Chair to transfer all property of the corporation to the corresponding Director.

 

ARTICLE VI:  Meetings, Nominations and Elections

 

Section 1.  Meetings of the membership shall be held as provided by resolution of the Board of Directors.

 

Section 2.  The date of the annual meeting shall be November or December at a time and location to be determined by the Board of Directors.

 

Section 3.  At least 90 days prior to the annual meeting, the Vice-President shall appoint a Nominating Committee, with Board of Directors’ approval, to consist of a minimum of three members, at least one of whom shall be a member of the Board.  Nominations may also be made from the floor during the annual meeting.

 

Section 4.  Directors shall be elected at the annual meeting of members for a term of two years and until the successors have been duly elected and qualified.

Every year a Vice President, one Director(s) at Large, a Program Chair(s)-Elect, and a Quilt Show Chair(s)-Elect shall be elected.

The Recording Secretary shall be elected to begin terms in even-numbered years. 

The Treasurer and Corresponding Secretary shall be elected to begin terms in odd-numbered years.

 

Section 5.  Any Director can be removed by an affirmative vote of the majority of the entire Board of Directors.

 

Section 6.  The members shall be notified at least seven days prior to the annual meeting of the date, time, and place of the annual meeting.  The members shall also be notified of the slate of nominees and bylaw changes.

 

Section 7.  At any meeting of the members, the presence of 10 percent of the membership shall constitute a quorum, and a majority of the quorum may decide any matter coming before the meeting.

 

Section 8.  Special meetings of the members may be called by the Board of Directors and upon the written request of any ten members.  Notice of a special meeting shall state the purpose and be communicated 14 days prior to the meeting.

 

Section 9.  Upon notice as the President may prescribe, the members may meet at any other times for the purpose of furthering the activities of the corporation.  No minutes need be kept at these meetings unless some action is taken which is binding on the corporation.

 

 

ARTICLE VII:  Membership 

 

Section 1.  Regular membership shall be open to any person 18 years or older.  A junior membership is available to persons under 18.  A junior member may attend monthly meetings and display quilts at the annual show.  The junior member may not hold office or attend workshops.

 

Section 2.  The annual membership dues shall be payable commencing January 1 for the calendar year in an amount to be determined by the Board of Directors. 

 

Section 3.  Membership cards shall be issued when dues are paid.  The Recording Secretary may replace lost cards.

 

ARTICLE VIII:  General

 

Section 1.  This corporation shall not have any stock nor pay dividends, nor shall it have a seal.

 

Section 2.  Each member has one vote; no proxy voting.

 

Section 3.  The corporation shall have such fiscal year as may be adopted by the Board of Directors.  The President shall appoint an Audit Committee that shall examine the corporation’s books as kept by the Treasurer.

 

Section 4.  These bylaws may be amended at any meeting by a majority of the Board of Directors.  Membership shall be notified one month prior on any proposed change to these bylaws.

 

Section 5.  The corporation adopts the newly revised Robert’s Rules of Order as its authority on parliamentary law.

 

STANDING RULES OF THE DES MOINES AREA QUILTERS GUILD

The Guild’s mission is to stimulate an interest in quilts and quilt making, educate its members, and provide for the interchange of information.

 

Meetings and Membership

1. Regular meetings of the members shall be held at 1:00 p.m. and 7:00 p.m. on the fourth Tuesday of each month, with the following exceptions: 

o        One month’s meeting may be designated for a special event.

o        The annual quilt show may substitute for one monthly meeting.

o        November and December meetings shall be combined into one meeting. This meeting shall be held in either late November or early December. This meeting shall be the annual meeting.

2. Members pay annual dues.  Members joining after August 1 shall pay 50% of the annual membership dues for the remainder of the current year.  New members who pay the total annual dues at the Quilt Show or at a meeting after the Quilt Show shall be entitled to membership for the remainder of the current year and the following year.  The Recording Secretary may request self-addressed, stamped envelopes to return membership cards in the mail to members.
3. Guests are welcome at meetings.  A guest fee of $5.00 shall be collected when a paid speaker presents the program.  This fee shall be applied toward annual dues if the guest decides to join the Guild during the same meeting as the guest fee was paid.
4. The membership directory is not to be used as a mailing list.  Membership information shall not be sold or traded.  The member’s information shall only be used for the business of the Guild.  Members may request to have their information remain private.

 

 

 

Workshops

1. The Program Chair(s) shall determine workshop fees and obtain Board approval of the fees.
2. Pre-registration for workshops is required.
3. The fee collected in advance reserves a place in the class.  Registration for workshops shall be first-come, first-served beginning at the annual meeting.
4. Whenever possible, registration forms shall be published in the newsletter three months in advance and repeated two months in advance of the class date.  If the workshop is not full one month before the class, it shall be publicized and open to non-members at a non-member fee.
5. If a workshop is canceled for any reason, all fees shall be refunded.
6. If individuals wish to cancel, they must notify the Program Chair.  If the class has a waiting list, the Program Chair shall fill the spot in waiting-list order.  Individuals may not sell their places.  If they are aware of another’s interest in the class, they should refer this person to the Program Chair.  Cancellations must be made a minimum of 30 days prior the workshop in order to receive a refund.
7. Paid speakers and/or workshop leaders are permitted to sell any products, tools, books, etc., which pertain to their program at the particular meeting or workshop.

 

Community Giving

1. The on-going focus of community giving is charity quilts.
2. Members make and donate quilts that are collected throughout the year and distributed by the Community Giving Coordinator to various charitable organizations that benefit the greater Des Moines area.
3. The Community Giving Coordinator may determine a focus project for the Guild to work on as an additional project to benefit charitable organizations.
4. Other community projects may be initiated under the direction of the Board of Directors and the Community Giving Coordinator.

 

Retreats

1. Quilt retreats may be held in the spring and fall for members of the Des Moines Area Quilters Guild.
2. The Quilt Retreat Coordinator shall determine the date and fees and obtain Board of Directors approval.  Retreat is open to non-members at a higher fee.
3. Pre-registration is required.
4. The fee collected in advance reserves a place in the retreat.  Registration for retreat shall be first-come, first-served. 
5. Whenever possible, registration forms shall be published in the newsletter two months in advance.
6. If individuals wish to cancel, they must notify the Retreat Coordinator.  If there is a waiting list, the Retreat Coordinator shall fill the spot in waiting-list order.  Individuals may not sell their places.  If they are aware of another’s interest, they should refer this person to the Retreat Coordinator.  Cancellations must be made a minimum of ten days prior to the retreat in order to receive a refund. A $20 deposit fee shall be charged for those canceling less than 10 days before the retreat with the remainder of the prepaid fee being refunded after the retreat dates.  The Retreat Coordinator shall notify the Treasurer to send a check.  No refund shall be given if the member is a "no show."

 

Newsletter       

1. The Guild's newsletter is published electronically twice a month. The submission deadlines for the newsletter should be in by the 5th of each month. Members may contact the Newsletter Editor(s) if they wish to contribute information for the newsletter.

2.   The "programs" portion of the newsletter is emailed on the Friday before the newcomers’         monthly meeting which is held on the third Tuesday of the month.

3.   The "news" portion of the newsletter is emailed on the Friday before the Guild’s monthly meeting which is held on the fourth Tuesday of the month.

 4.  Each portion of the newsletter is archived on the Guild’s website.

 

 

Website 

1.   The Guild's website address is www.dmaqg.org.  The website is a useful resource for information about the Guild, including programs, workshops, the quilt show, etc.  Check the website for any schedule changes.  Members may contact the Website Editor(s) if they wish to contribute information.

2. The newsletter, membership directory and other pages that may contain private information about the members may be in a password-protected area.

 

Library

1. Materials may be checked out at Guild meetings and shall be due at the following Guild meeting.  Not all materials will be available at each meeting; therefore, it may be necessary to reserve an item in advance to ensure its availability.
2. Checkout limits on books and tapes are at the discretion of the Librarian.  Most library materials may be renewed twice.  Any item placed on reserve by another member shall not be renewed.
3. Borrowers are responsible for returning library materials on time.  Charges for lost or damaged materials shall include replacement cost of the item.
4. Current Guild membership cards may serve as library cards and may be necessary to check out materials.
5. Videocassettes, CD-ROMS and other technological devices are offered for home use only.  The borrowed items shall be not be used for commercial purposes, theatrical distribution, or classes, and shall not be broadcast in any way without prior written consent of the producer.  Under no circumstances shall any items be duplicated in part or whole.  The borrower shall be solely responsible for any legal action regarding such copyright infringement.  The Guild is not responsible for any damage to personal videocassette recorders, computers or other electronic equipment.
6. The borrower shall take good care of items!  Please do not deface borrowed items.  Tapes, CDs, etc. should not be left in a car because even brief periods during certain weather conditions can cause damage.  Use electronic equipment that is in good operating condition to avoid damaging items.  If any item is damaged or lost, the borrower is responsible for current replacement cost.  (Replacement cost may be higher than the original retail price.)

 

Newcomers Group

1. Newcomers Group is open to members who have belonged to the Guild for less than one year.  In addition to the regular meeting each month, the Newcomers meet an extra night.
2. Newcomers Group allows new members to learn Guild procedures and meet other members in a smaller setting. The current Vice President is the group facilitator.

 

 

 

 

 

COPYRIGHT

In compliance with current copyright laws, copyrighted material may not be reproduced by the Des Moines Area Quilters Guild, Inc. or in the Guild’s name unless written permission from the holder of the copyright is on file with the Guild's Recording Secretary.  This includes books, patterns, graphics, periodicals, audiovisuals, and recordings.

 

RESOLVED:  That the officers of the Board of Directors of the Des Moines Area Quilters Guild, Inc. be authorized to correct article and section designations, punctuations, and cross references and to make other such technical and conforming changes as necessary to reflect the intent of the Des Moines Area Quilters Guild, Inc. members.