Article I NAME
The name of this organization shall be the Northern Lights Quilt Guild, hereafter referred to in this document as NLQG.
Article II PURPOSE
Section 1. The purpose of the NLQG is to
assist quilters in the pursuit and development of their craft and to
enhance their knowledge and enjoyment of quilting through the sharing
of resources in an encouraging and supportive environment; to participate
in charitable projects through quilt making; and to further any aims
and purposes approved by a majority of the membership.
Section 2. The NLQG is a non-profit organization open to anyone interested in quilting.
Article III MEMBERSHIP
Section 1. Membership is open to any person who is interested in quilting.
Section 2. Any individual may become a member of NLQG by payment of annual dues. The amount of annual dues shall be determined by the Executive Board, hereafter referred to as the Board, and approved by the membership at the Annual meeting. Dues are payable to the NLQG Treasurer. See NLQG membership directory for the amount of current dues.
Section 3. Levels of membership are as follows:
Regular member: any individual who pays 100% of the annual dues.
Senior member: any individual, age 65 or over, who pays dues at the Senior member rate of 80% of the annual dues.
Junior member: any individual, age 18 or under at the time dues are paid, who pays dues at the Junior member rate of 80% of the annual dues.
Family member: any individual who is the 2nd (or more) member in the household to become a member, who pays dues at the Family member rate of 80% of the annual dues.
Section 4. NLQG dues structure:
Annual dues: full rate (September-August)--determined at the annual meeting.
Pro-rated rates based on when a new member joins and pays are as follows:
September-February: full rate
March-June: two-thirds of the full rate
July-August: full rate with an expiration of August of the following year
Unpaid dues: Persons with unpaid dues on October 15 will no longer be considered members.
Article IV OFFICERS
Section 1. The officers of this organization shall be a President, a Vice-President, a Secretary, a Treasurer, and a Member-at-Large. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the organization.
Section 2. At the regular meeting held in April a Nominating Committee, consisting of the Vice-President, the Member-at-Large, plus one non-Board member volunteer, shall be formed. This Nominating Committee shall nominate one candidate for each office to be filled and solicit volunteers for committees to be filled at the Annual Meeting in June. Nominations from the floor shall be permitted, the nominee's consent having first been obtained.
Section 3. The lengths of the terms of office shall be President—one year, Vice-President—one year, then become President the following year, Secretary—two years, Treasurer—two years, and Member-at-Large—two years. The Treasurer shall be elected on odd numbered years. The Secretary, and Member-at-Large shall be elected on even numbered years. The Vice President is elected every year. The terms begin September 1 and end August 31.
Section 4. Any permanent vacancy of the Board shall be filled by appointment by the President with approval of the membership.
Section 5. No office may be shared by two or more persons. No person may fill two offices at one time.
Section 6. Officers may be removed from a particular office by no less than two-thirds vote of the members of the Board if a quorum is present.
Article V DUTIES OF OFFICERS
Section 1a. The President shall preside at
all meetings of the Board and the NLQG. The President shall create ad
hoc committees as needed. The President shall succeed to that office
after having served a one year term as Vice-President, upon approval
Section 1b. The President shall be responsible in all matters, stated or implied, that are related to the safety, stature, and proper operation of the NLQG.
Section 1c. The President shall appoint an officer to collect the mail and to distribute mail to appropriate Board members.
Section 2. The Vice-President shall assist the President as necessary; in case of temporary or permanent absence or disability of the President, the Vice-President shall perform the duties of the President. The Vice-President shall serve on the Nominating Committee, and be responsible for the Bulletin board setup and materials posted. The Vice President is in charge of notification of cancellation of meetings.
Section 3. The Secretary shall be responsible for recording the minutes of the Board and the monthly NLQG meetings and presenting them for approval at the following respective meetings. The Secretary is responsible for giving a copy of Board and NLQG meeting minutes to the President and to the Newsletter Editor for publication in the newsletter. The Secretary handles correspondence as directed by the President and the Board.
Section 4a. The Treasurer shall receive and disperse all monies for NLQG, keep
and maintain a record of all receipts and expenditures; balance the checkbook,
present for approval a financial report at each meeting of the Board and NLQG;
present an annual budget and a projected second year budget incorporating committee
recommendations for review by the Board before the Annual meeting. The books
shall be made available for a bi-annual review by three qualified persons.
Section 4b. The Treasurer shall compile a membership list, update it periodically,
and distribute it as needed. The Treasurer and/or assistant shall give the Newsletter
Editor and Vice President an updated list of the membership whenever the NLQG
has new members.
Section 5. The Member-at-Large shall represent the general membership
and convey any concerns of the membership at meetings of the Board and the NLQG.
The Member-at Large shall be a member of the Nominating committee. The Member-at-Large
shall be a member of the NLQG in good standing who has been a member for more
than five years.
Article VI MEETINGS
Section 1. Regular meetings shall consist of a business portion, a program or event, and/or Show & Tell.
Section 2. The June meeting is the Annual meeting and potluck supper. The following shall be included in the agenda: reports of officers, reports of any ad hoc committees, determination of levels and amounts of membership dues, vote to approve annual budget, election of new officers, and appointments to committees.
Section 3. Special meetings of the NLQG or the Board may be called with notification. A minimum of three days notice by telephone, email, or other means is required.
Section 4. Guests and visitors are welcome at NLQG meetings.
Section 5. Thirty percent of the membership will constitute a quorum for any regular, Annual, or special meeting of the NLQG. Motions made at any other business meeting must be approved by a simple majority of the members present. Each member has one vote and must be present to cast a vote.
Article VII EXECUTIVE BOARD
Section 1. The Board shall consist of the elected officers and the chair (or representative) of each of the standing committees—for a total of seventeen authorized voting members.
Section 2. The Board shall have the discretionary power to act on behalf of NLQG and to conduct the general business. The purpose of these meetings is to consider questions of policy and planning and to present recommendations to the entire membership.
Section 3. Decisions made at a meeting of the Board shall be made by a majority vote, a quorum of at least 51% being present. The act of a majority of the members present at a meeting at which a quorum is present shall be the act of the Board. Each officer and each committee shall have one vote and must be present to cast a vote.
Section 4. The Board shall meet at least four times during the fiscal year (see article X, section 1) at a time and place set by the Board. All meetings shall be open to the general membership, excepting that questions of personnel may be discussed in an Executive Session of officers only. Notification of regular Board meetings shall be published in the NLQG newsletter.
Article VIII COMMITTEES
Section 1. There shall be standing committees and ad hoc committees. The standing committees shall be Block of the Month, Historian, Membership, Library, Newsletter, Program, Refreshment, Sunshine, Community Service, and Special Events. The term of the committees shall be not more than two consecutive years, with the exception of the Historian, and the Newsletter Editor. The standing committees shall be appointed at the Annual meeting in June. Each committee chair shall submit a budget to the Treasurer by the April NLQG meeting for review.
Section 2. The Block of the Month Committee, consisting of at least two members, shall be responsible for choosing the pattern for the Block of the Month drawing and testing the block pattern for accuracy. The Block of the Month pattern shall be submitted to the newsletter one month in advance. At each NLQG meeting a sample of the next month's block shall be displayed. The Block of the Month Committee shall be available for information regarding the block.
Section 3. The Historian shall be responsible for keeping an historical record of the NLQG including copies of: minutes of the meetings, newsletters, news clippings, correspondence, and other publicity. All photographs from Guild members for inclusion in the Guild photo albums will be accepted.
Section 4. The Membership Committee, consisting of three members, shall be responsible for assisting new members with registration and informing them of the NLQG functions and activities. The Membership Committee shall be in charge of publishing and distributing annual membership directories. The Membership Committee issues membership cards to those who register at a meeting, maintains name tag supplies, new member information packets, and any other pertinent materials.
Section 5. The Library Committee, consisting of two members, shall be responsible for maintaining an inventory list of books, magazines, and other library materials. The Library Committee coordinates and maintains NLQG library including additions and withdrawals of materials, circulation, and setup and breakdown of the library at monthly NLQG meetings.
Section 6. The Newsletter Editor shall be responsible for publishing the Northern Lights Quilt Guild Newsletter in a timely manner. The Editor collects articles, types them, copies, and distributes the newsletter. Anyone may submit articles for the newsletter. The Editor has discretion as to whether an article is appropriate for publication and may edit any submissions. The Editor receives the NLQG mail and distributes it to the appropriate board member and/or puts the information in the newsletter. The Editor shall give a copy of the monthly newsletter to the Historian. The Newsletter Committee may also include assistants, if needed, chosen by the Editor.
Section 7. The Program Committee, consisting of two or three members, shall be responsible for organizing and making arrangements for the monthly programs. The Program Committee shall propose special workshops and/or lectures and make arrangements for Board approved programs. The Program Committee shall submit a program description to the newsletter editor each month. At times the committee will be asked to organize and make initial arrangements for special workshops and/or lectures. The Program committee shall arrange a minimum of one special workshop/lecture per year.
Section 8. The Refreshment Committee, consisting of at least three members, shall be responsible for setting up the coffee, tea, etc at the beginning of the meeting, overseeing room set up before and clean up at the end of the meeting (which is done by those who provide refreshments that month), and for assuring that there are sufficient refreshment supplies. The Refreshment Committee shall be responsible for setting up a system for providing refreshments and shall give the Newsletter Editor a copy of the list of people responsible in a timely manner.
Section 9. The Sunshine Committee, consisting of one member, shall be responsible for sending out notes or cards to members in case of illness/injury, new baby, moving away, or death in the family. In the event of a death in a member’s immediate family, a memorial gift of a book may be given to a public library of the family’s choice.
Section 10. Ad Hoc Committees shall be appointed by the President as deemed necessary to carry on the work of the NLQG. The powers and duties and length of service of the members of such committees shall be prescribed by the Board.
Section 11. The Community Service Committee, consisting of two members, shall be responsible for taking donated blocks and overseeing the completion of charity quilts, and other community service activities. The Community Service Committee shall submit a budget for materials for raffle quilts for charitable organizations, for charity comfort quilts, and for quilts given to members because of births, illness/injury, moving away.
Section 12. The Special Events Committee, consisting of two members, shall make travel arrangements as necessary for out of town events and facilitate guild-sponsored retreats, including workshops at these retreats. The Special Events Committee shall submit a budget for its planned activities.
Article IX WORKSHOPS AND PROGRAMS
Section 1. Workshops may be initiated by members. All arrangements must be coordinated with the Program Committee.
Section 2. Workshops shall be conducted and financed by the participants. Each workshop shall have a designated "secretary" to take payments, secure a location, and make calls in case of cancellation, etc. NLQG may decide to pay for the use of the site by a vote of the general membership.
Section 3. Special programs/lectures or workshops costing in excess of $200.00 may be initially funded by the NLQG if approved by the Board and two-thirds majority vote of the membership if a quorum is present.
Section 4. NLQG workshops shall be primarily for members. Guests shall be charged a higher fee for registration to defray expenses for the site.
Section 5. Members who conduct programs during regular meetings shall be reimbursed up to $25.00 to cover expenses and handouts.
Article X FINANCES
Section 1. The fiscal year of NLQG shall run from September 1 to August 31 of each year.
Section 2. NLQG shall be funded by annual dues of the individual members and by such other fund raising activities as shall be approved by the members. This includes revenues from quilt shows and other projects.
Section 3. The Board will review the budget for revenue and expenses (as prepared by the Treasurer from committee chairmen) for the next fiscal year. The said budget will be published and distributed prior to the annual meeting, for approval by vote of the membership, as per Article VI, sections 2 and 5.
Section 4. Funds shall not be disbursed until the budget has been approved by the general membership.
Section 5. Expenses for NLQG approved activities shall be reimbursed upon presentation of actual receipts.
Article XI LIMITATION OF POWERS
Section 1. No contract, sale, or expense having a value of $100.00 or more shall be entered into without approval by majority vote of the general membership. In all transactions involving the sale, purchase, or transfer of real property, the Board shall first obtain a two-thirds majority vote of the general membership if a quorum is present. Approval of the budget constitutes consent of the membership for all named expenses.
Section 2. Any unbudgeted transaction in excess of $200.00 must be first presented to the Board in writing, then published in the newsletter, and then be approved by a two-thirds majority vote of the membership if a quorum is present.
Section 3. As stated in Article II, purpose,
NLQG may support charitable organizations through quilt making. Cash
donations not related to assisting quilters in the pursuit and development
of their craft or enhancing their knowledge and enjoyment of quilting
are prohibited in accordance with NLQG’s status as a non-profit organization.
Section 4. None of these bylaws shall stand if found to be in conflict with existing New Hampshire, Vermont, or Federal laws.
Article XII DISSOLUTION
NLQG shall cease to exist when and only
when a two-thirds majority of the membership votes to dissolve the
organization if a quorum is present.
Article XIII NONPROFIT STATUS 501 (c) (4)
Section 1. Notwithstanding any provisions of these articles NLQG is organized exclusively for one or more purposes as specified in Section 501 (c) (4) of the Internal Revenue Code of 1954, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under IRC (c) (4) or corresponding provisions of any subsequent Federal tax laws.
Section 2. No part of the net earnings of the NLQG shall insure to the benefit of any member, trustee, director, officer, or any private individual (except that reasonable compensation may be paid for services rendered to or for the NLQG) and no member, trustee, or officer of the NLQG or any private individual shall be entitled to share in the distribution of any of the assets on the dissolution of the NLQG.
Section 3. No substantial part of the activities of the NLQG shall be to carry on propaganda, or otherwise attempt to influence legislation (except as otherwise provided by Internal Revenue Code Section 501 (h), and does not participate or intervene in (including the publication of distribution of statements) any political campaign on behalf of any candidate for public office.
Section 4. In the event of a dissolution, all of the remaining assets and property of the NLQG shall, after necessary expenses thereof, be distributed to another organization exempt under IRC 501 (c) (4), or corresponding provisions of any subsequent Federal tax laws, or the Federal government, or state or local government for a public purpose, subject to the approval of a Justice of the Supreme Court of the State of New Hampshire and/or Vermont.
Article XIV PARLIAMENTARY AUTHORITY
The rules contained in the most recent edition of Robert's Rules of Order shall govern this organization in all cases in which they are applicable and in which they are not inconsistent with these bylaws.
Article XV AMENDMENTS
Section 1. These bylaws may be amended at any regular meeting of the NLQG by at least a two-thirds majority of those at the meeting if a quorum is present, provided that the amendment(s) has been submitted in writing to the Board and provided that the proposed amendment(s) has been communicated to all members of the NLQG in the monthly newsletter or in a special mailing.
Section 2. Any member may submit to the Board a written proposal to amend these bylaws.
Section 3. At the direction of either the Board or the members of NLQG a committee may be formed to study and propose changes to these bylaws.