Apple Valley Quilters of Southington
Bylaws – March, 2006
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:
*Communication between all quilters in the area;
*Continuation of education for quilters through workshops, lectures, meetings, quilt shows, discussion, etc.; and
*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 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.
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 June 1st through May 31st. Membership dues will be prorated at 50% as of the March meeting. Annual membership dues for the Greater Hartford Quilt Guild are paid at the same time, currently they are $12. Annual membership dues for Apple Valley Quilt Guild are $13 for a total due of $25 for the year.
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 and Drop-In nights shall be held on the fourth Monday of all months except for November, December and August. There shall be twelve Meetings and 9 Drop-In Nights per year. If a conflict becomes a problem, the Executive Board may change the date of the meeting. There shall be an Executive Board meeting of the incoming and outgoing Board members during the month of June. All other meetings of the Executive Board shall be at the discretion of the President.
Article 5 - Executive board:
The Executive Board consists of elected officials. 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. 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.
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 have a Agenda available to all members at each Chapter meeting. 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 State Guild along with the Steering Committee Representative. Two year term.
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.
Two year term.
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. Two year term.
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 mail delinquent notices before the September meeting. The Treasurer shall prepare a financial statement to be presented and read at the September meeting. Two year term.
Program Chairperson will be chosen and approved of by the Program Committee and Executive Board. The chairpersons duties shall be to arrange all workshops and demonstrations as well as coordinate Apple Valley’s contribution to all GHQG functions. The chair will have a committee consisting of 4 to 6 program committee members to assist in her duties. Two year term.
Article 6 – Committees:
Steering Committee: Two members, appointed to alternating 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. Any member may attend a Steering Committee meeting.
Publicity Committee: The duty of the Publicity committee is to issue press releases/meeting announcements to local papers and to report activities to the state editor for publication in Basting Lines the guilds newsletter on or before the quarterly deadlines.
Program Committee: The Program Committee shall be comprised of four to six members, one being a Chairperson whose duties shall be to arrange all workshops and demonstrations approved by the general membership as well as coordinate Apple Valley’s contribution to all GHQG functions. The Executive Board members can also attend all Program Committee meetings.
Occasionally we will need people to chair other large functions including our Tea, Annual Meeting, etc. When such need arises Chair people will be appointed as necessary.
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 in attendance who are in good standing with the guild.
Article 8 – Workshop & Class Registration Policy: There will be a $10 minimum registration fee per member for all free workshops where we are paying for the facility. The fee will be refunded the day of the workshop/class for all those who attend!
Article 9 – Guest Policy:
Guests may attend 2 meetings at no charge, there will be a $5 fee at their 3rd meeting unless they join our guild that evening. There will be a $5 fee for all non-members who attend a paid guest speaker evening!
Article 10 – Snow Cancellation Policy:
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. This information can be found on all local TV & radio stations as well as online at either the Board of Education or any of the schools websites.