Colonial Piecemakers Quilt Guild
Williamsburg, Virginia

Article I - Name

The organization shall be known as Colonial Piecemakers Quilt Guild.

Article II - Purpose

The purpose of the guild shall be:
1. To preserve the art of quilting.
2. To foster high standards of excellence in the practice of quilting through an active program of education and study.
3. To promote companionship with fellow quilters.
4. To contribute to the community through educational or charitable offerings.

Article III - Membership

1. Membership is open to anyone interested in quiltmaking and quilt-related activities.
2. Membership shall be granted following application and payment of membership.

Article IV - Officers

The Colonial Piecemakers Quilt Guild shall be governed by the Executive Board. Voting members include: President, Vice-President, Secretary, Treasurer, Membership Chairperson, Program Chairperson, and Newsletter Editor.

Article V - Volunteers

Volunteers in the Guild accept responsibility as Greeter, Historian, Librarian, Web Mistress/Master, or as Chair for Block Drawings, Challenges, Consumer Up Dates, Door Prizes, Fat Quarters, Retreats, Service Projects, Sunshine, White Elephant Sales, and any other activities offered by the Guild.

Article VI - Amending the Constitution

A two-thirds vote of the membership present at the General Meeting is required for amendment of the Constitution, after having been proposed and reviewed by the Executive Board, and published in the newsletter or on the website.

Accepted: September 3, 2005


BY-LAWS

Article I - Executive Board

The Executive Board shall be composed of President, Vice-President, Secretary, Treasurer, Membership Chairperson, Newsletter Editor, and Program Chairperson.

Article II - Responsibilities of the Board

1. The Board shall meet as a group as needed to conduct business of the Guild. Recommendations, proposals, or concerns will be brought to the membership in a timely fashion, and acted upon as necessary. The Board shall approve the programs proposed by the Program Chairperson and the annual budget proposed by the Treasurer. All business transacted by the Board shall be reported to the group at its next meeting and in the newsletter.

2. The rules contained in Roberts Rules of Order shall govern the Guild in all cases to which they are applicable, and in which they are not inconsistent with the by-laws of the Guild.

Article III- Election of Officers

1. The Executive Board shall present a list of candidates to the membership during the June and July meeting of each year, at which time nominations may be taken from the floor. During the August meeting, those members present will vote for the new officers.

2. The one year term of each office will begin with the September meeting of each year, with the exception of the Membership Chair and the Program Chair that will begin in January.

3. In the case of a vacancy occurring in any office, the Executive Board shall appoint someone to fill the term.

Article IV - Duties of Officers

1. The President will be in charge of all tasks relating to the meeting itself, i.e., conducting the meeting, preparing agenda, contacting officers and volunteers, seeing that room is set up and taken down, responsibility for key and facilities, calling all special meetings, and appointing committees.

2. The Vice President will serve as Chair of committees and activities as requested by the President. The Vice-President shall assume the President position for the year following her/his Vice-Presidency term. The Vice-President will also fill in for the President at the meeting, if necessary.

3. Secretary shall keep, in a book for that purpose and electronically, a record of the proceedings of the Board and the monthly Guild meetings; give a report monthly of the proceeding month's meetings minutes via the newsletter; and be responsible for all correspondence.

4. Treasurer shall manage all Guild money; keep a current accounts of Guild receipts and disbursements and bank account totals; give an accounting at the Guild meetings, and through the newsletter; have books audited at the end of each term; and shall present to the Board in June a proposed budget for the coming year. The Treasurer will present the Budget that the Board accepts to the membership at the September meeting and in the September newsletter. The Treasurer in conjunction with the President will file all appropriate documents.

5. Program Chairperson(s) or Committee: The Program Chairperson will present to the Board for their approval the proposed programs for the year. The Program Chairperson will arrange contracts for speakers or program activities and serve as a contact between the Board and the presenters. The Program Chairperson term of office shall begin in January, after election in August, and shall continue for 12 months through December.

6. Newsletter Editor shall gather news, meeting minutes, Treasurer’s reports, program event details, compose, edit, and distribute FABRICATIONS, the Guild's monthly newsletter, to members and to neighboring Guilds. The Newsletter Editor will manage all activities related to advertisements in the newsletter.

7. Membership Chairperson shall prepare membership forms for new and renewing members, in conjunction with the Newsletter Editor; arrange for distribution to the members; collect membership forms and dues; keep a record of total memberships, and in November distribute a Membership Roster with name, address, telephone number, fax number and e-mail address, birth date. The Membership Chair shall report the number of members and guests present at the monthly meetings and shall provide this information as well as any individual member information changes to the Newsletter Editor. The Membership Chairperson term of office shall begin in January, after election in August, and shall continue for 12 months through December.

Article V - Duties of Volunteers

1. Librarian shall keep an inventory and checkout file of Guild-owned books and tapes that can be borrowed by members and shall be responsible for all books and tapes, and the purchase of new books as funds are budgeted.

2. Block Drawing Chairperson(s) or Committee has the discretion during each term to decide on the concept and style of the block as well as the timing of the drawings. Winners of blocks are not eligible to win again for one year but are encouraged to continue to submit completed blocks for the benefit of others.

3. Door Prize Chairperson(s) shall gather and keep track of donated items for distribution and shall give monies to the Treasurer monthly. Numbered tickets are sold, at a price decided yearly by the Board, to members at meetings through the Break period. After the Break, numbers are drawn, and members in succession select a door prize from those available.

4. Greeter shall welcome members, greet guests, and explain the different facets of the Guild in order to promote a better understanding of the Guild’s activities and purpose.

5. Sunshine Chairperson shall be responsible for sending cards to members or their families in the event of illnesses, births, or deaths. Guild members are responsible for informing the Chair of such events.

6. Service Projects Chairperson shall be responsible for coordinating service projects including donations for service projects e.g. fabric, batting, etc., construction and delivery of items to be donated to the selected community organizations.

7. Web Mistress/Master shall be in charge of maintaining a current Web site for the Guild. The Web site will include photographs of members’ quilts displayed at the Guild meetings.

8. Information Specialist shall be responsible for assembling and disseminating time-sensitive information about quilt and Guild activities to Newsletter Editor, Officers, and members via email e-tree and phone tree.

9. Fat Quarters Chairperson(s) shall announce a theme for fat quarters to be brought in each month. Everyone who brings in a fat quarter is eligible for the monthly fat quarter drawing. A person may bring in two fat quarters if they wish which would double their chances in the drawing. If the number of fat quarters exceeds 12 for a month, two names may be drawn.

10. Historian shall maintain the historical records of the Guild.

11. Ad Hoc Committees may be named by the President and the Board to conduct activities or projects as assigned. Ad Hoc Committees will report to the President, Board and Membership. An Ad Hoc Committee will exist for the duration of an assignment.

12. Recommendations made by an officer or chairperson must be submitted in writing to the Board for review prior to presentation at a Guild meeting.

13. Every officer and volunteer, when leaving office, shall give to the successor all papers, documents, books, and other property belonging to the Guild

Article VI - Meetings

1. The Colonial Piecemakers Quilt Guild shall meet the first Saturday morning of the month with the exception of July. The membership year begins in September and ends in August.

2. Members present at the monthly meeting shall constitute a quorum. A quorum is such a number as is competent to transact business of the Guild.

3. Members are encouraged to attend Board meetings, but shall have no vote.

Article VII - Program

1. The order of the meetings shall be established to include announcements, officer and volunteer reports, old and new business, show and tell, a break time, prize drawings and the program/workshop.

2. The order of the meeting may be changed for the convenience of the members or speakers on a temporary or permanent basis with notice to the members. Any changes will be noted in the newsletter, etree and phone tree prior to the meeting.

3. Definitions of Program, Workshop, Special Workshop are as follows:

3.1. A program is the activity which occurs during the regular meeting time. It may be a lecture, demonstration, or hands-on feature, but is open to all members and requires no registration or fee. A kit may be sold to members who wish to participate in a hands-on activity.

3.2. A workshop occurs after the meeting and may require pre-registration and a fee.

3.3. A special workshop will be conducted by a regionally or nationally known teacher outside the guild membership. The fees and travel expenses charged by the teacher will be paid from Guild funds and workshop fees from the participants. The Board will decide the amount of the workshop fees. Additional kit fees may be collected by the speaker. Members will be given the first opportunity to participate, the Board may decide as to non-member participation to help defray costs incurred.

3.4. A honorarium will be given to Guild members presenting a program or workshop. The Board, during their term of office, will establish an amount of the honorarium that accommodates the tax-exempt status of the Guild. In addition, any expenses incurred by the presenter will be reimbursed by the Guild.

4. Cancellation Policies:

4.1 Members who cancel participation in a special workshop with the Program Chairperson by the 15th of the month that precedes the workshop, will receive full refund of fees paid.

4.2 Members who do not meet the deadline as detailed in VI 4.1 may give their space to another member and in this case financial arrangements are strictly between the two parties, and do not involve the Guild. In order that a correct workshop roster can be maintained, the enrolled member must contact the Program Chairperson and advise her/him of the change.

Article VIII - Guild Projects

All Guild projects shall be approved by the Board and the membership, and shall be organized by one or more volunteer(s) from the membership.

Article IX - – Amendment of the By Laws

A two-thirds vote of the membership present at a Guild meeting is required to amend the By Laws. Prior to a vote, the proposed amendments must be reviewed by the Board and published in the newsletter or on the website.

Article X - Dissolution

If, due to unforeseen circumstances, the Colonial Piecemakers Quilt Guild should choose to disband, a notice of this intent must be published in the newsletter. A vote consisting of two-thirds of the members present at the meeting is needed. After all Guild liabilities have been met, assets shall be dispersed by vote of the membership to organization(s) for charitable or educational purposes.

Accepted: September 3, 2005