ByLaws - Apple Valley Quilters

Apple Valley Quilters
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Apple Valley Quilters of Southington
By Laws – September 2016

Article 1 – Name of the Organization:  
This educational, non-profit organization shall be named the Apple Valley Quilters, and is located in, but not limited to Southington.  It shall be an instrument for:
v Communication between all quilters in the area.
v Continuation of education for quilters through workshops, lectures, meetings, and quilt shows.
v Sharing with the public, to further their knowledge, history and the appreciation of the quilting arts.
Article 2 – Membership:  
Membership is open to anyone with an interest in quilting.  A member must pay the yearly dues as determined by the Executive Board.  Each member in good standing and in attendance at a meeting shall be entitled to one vote.  There shall be no vote by proxy.  Any person interested in quilting between the ages of 8 and 18 who would like to attend general meetings will be called a “junior member.”  A junior member must be sponsored by a member of our guild.  A junior member has no vote and pays no dues.
Article 3 – Dues:  
The amount of the annual membership dues may be reviewed at any time by the Executive Board and upon a recommendation by the Board may be changed by a majority vote of members present at a general meeting.  A member must pay the yearly dues in May to be in good standing.  The fiscal year is July 1st through June 30th.  Annual membership dues for the Greater Hartford Quilt Guild are paid at the same time.  Annual membership dues for Apple Valley Quilt Guild are set by the executive board.  There will be a $10 late charge for those members not paying their dues by the June meeting.   Members that join the guild between March 1st and June 30th will not be members of the Greater Hartford Quilt Guild until July 1st.
Article 4 – Meetings:
Meetings shall be held in a central location and are open to guests.  Meetings shall be held on the second Tuesday of each month September through June.  There will be 10 meetings per year, weather permitting. If a conflict arises, the Executive Board may change the date of the meeting.  There shall be an Executive Board meeting of the incoming and outgoing Board members before the September meeting.  All other meetings of the Executive Board shall be at the discretion of the President.
Article 5 -  Executive Board:  
The Executive Board consists of four elected officials and one appointed chairperson.  The officers shall be:  President, Vice-President, Secretary, Treasurer and Program Chairperson.  Each officer shall be elected for a two-year term and will serve on the Executive Board.  The board will set the policies for AVQ.  If an officer vacancy occurs during the two years, with the exception of the President, it shall be filled from the general membership by the Executive Board.  Any office may be shared by two people.  All officers will begin their term July 1st.  
Beginning, July 1, 2010 and all subsequent even years the president and secretary will be elected to a two-year term.  The vice president and treasurer will be elected odd numbered years.  
Officers and their duties:
President: presides at all general and executive board meetings and is a member of all committees except the Nominating Committee.  The President shall appoint all chairpersons of committees as needed with the approval of the Executive Board.  The President will serve as liaison with other quilting groups and as chapter liaison to the Greater Hartford Quilt Guild along with the Steering Committee Representative.  It is the Presidents’ or her representative to reserve the meeting space and submit the insurance certificate as needed.  This position is a two-year term (even years).
Vice President: assumes the duties of the President in her absence or if the President is unable to complete her term.  The Vice President shall be responsible for Show & Tell and displaying the chapter banner at all functions.  The Vice President is responsible for putting together New Member Packets and having them available at every meeting.  This position is a two-year term (odd years).
Secretary shall take the minutes at all Chapter meetings to be distributed online before the next Chapter meeting.  The Secretary will take care of sending out all cards, flowers etc. to members due to illness, death or other appropriate reasons with a spending cap of $50.  This position is a two year term (even years).
Treasurer shall keep a record of all receipts and disbursements and be custodian of all funds.  The Treasurer shall pay all authorized bills as well as maintain a current roster of the membership.  The Treasurer shall prepare a financial statement for the previous fiscal year to be presented and read at the September meeting.  This position is a two-year term (odd years).
Program Chairperson(s) will be chosen and approved of by the Executive Board.  The chairperson(s) duties shall be to arrange all workshops and demonstrations as well as coordinate Apple Valley’s contribution to all GHQG functions including Sharing Day.  Occasionally we will need people to chair other large functions including our Tea, Annual Meeting, etc.  When such needs arise, chair people will be appointed as necessary by the executive board. This is a two-year term (even years).
Article 6 – Committees:
Steering Committee:  Two members, appointed to two year terms, whose duties shall be to attend all Greater Hartford Quilt Guild meetings, along with one invited guest.  There are 6 Steering Committee meetings a year in the months of September, November, January, March, May and June.  The Steering Committee members are to report back to the guild membership what is going on.  
Publicity Chairperson:  The duty of the Publicity chairperson is to issue press releases and meeting announcements to local papers and to report activities to the GHQG for publication in Basting Lineson or before the quarterly deadlines. In addition, the publicity chairperson will update the AVQ website regularly.
Article 7 – Amending the Bylaws:  
All members of the guild will be notified ahead of time of any proposed Bylaw amendments prior to the date the vote will occur.  The Bylaws may be amended by a vote consisting of at least 2/3 of members at the meeting, which are in good standing with the guild.
Apple Valley Quilters Policies
Spending cap:  Any purchase over $50 needs to be verbally approved by at least one member of the Executive Board before the purchase can be made.
Workshop & Class Registration: There will be a $10 minimum registration fee per member for all free workshops where we are paying for the facility.  
You will be registered for a paid workshop only when your check/cash has been received by the Program Chairperson.  There will be no refund for paid workshops if you cancel unless you find someone to fill your spot.  
Guests:  Guests may attend 2 meetings at no charge before joining the guild.  There will be a $5 fee for all non-members who attend a paid guest speaker evening!
Snow Cancellations:  The policy for cancellation for a meeting is as follows:  If Southington Public Schools are CLOSED or have EARLY DISMISSAL; due to inclement weather our meeting is cancelled.  
(Updated September 2016)

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