Las Colcheras Quilt Guild Bylaws
The name of the organization shall be Las Colcheras Quilt Guild, hereafter known in these bylaws as LCQG or the Guild.
Section 1. LCQG is a non-profit organization dedicated to the encouragement of quilting.
Section 2. The Guild endorses the philosophy of community service and engages in activities that support that philosophy.
Section 3. All activities of LCQG will be conducted within the meaning of Section 501(c)(3) of the Federal Internal Revenue Code and its regulations as they now exist or as they may hereafter be amended.
Section 1. All persons regardless of race, creed, color, age, sex, or national origin may become a member of LCQG upon payment of annual dues.
Section 2. Members are expected to assist in LCQG projects in accordance with personal interests.
Section 3. Members shall abide by the bylaws of LCQG.
Section 4. A member must not use the Membership Directory for personal gain.
Section 5. Membership is available for anyone 18 years of age or younger provided they have a Guild Member Sponsor. Junior members are not required to pay an annual membership fee but should indicate an ongoing interest in Guild activities by completing an annual renewal form.
General Membership Meetings
Section 1. General Membership meetings shall be public and shall be held monthly. Any change in time or date will be announced in the Newsletter.
Section 2. Membership meetings will be conducted according to Robert’s Rules of Order or any other commonly accepted rules chosen by the Board at their first meeting. Each member shall have one vote.
Section 3. A quorum at General Membership meetings shall consist of 25 percent of the total membership.
Section 4. Non-members may attend two General Meetings within a year as a guest. A nominal fee may be imposed on non-members when National Speakers are on the program.
Section 5. The Guild operates on a fiscal year beginning March 1 and ending on the last day of February.
Board of Directors
Section 1. Management of the affairs of LCQG shall be vested in the Board of Directors, hereinafter known as the Board.
Section 2 The Board shall consist of the President, Vice President, Secretary, Treasurer, Immediate Past President, and a representative of each Standing Committee Chairs and shall have the authority to approve expenditures up to and including $500.00.
Section 3. The Board shall meet at the discretion of the President and Board members shall strive to attend all Board meetings or secure their proxy vote.
Section 4. Each Board position shall have one vote and a quorum at a Board meeting shall consist of a majority of the Board. At the discretion of the president, decisions requiring immediate action may be made through electronic polling. Any oard member issuing a proxy vote shall notify the Secretary in advance of the meeting.
Section 5. Any LCQG members may request time on the agenda of a Board meeting. Grievances shall be addressed at Board meetings and not at General Meetings. Any member may submit grievances or complaints, with possible solutions, in writing, to the Board. The Board shall review such grievances or complaints and communicate its decision in writing to the submitter.
Section 1. Elections shall be held at a General Membership meeting during the final quarter of an existing Guild year, but no later than the February meeting. A nominating committee shall publish a slate of candidates in the newsletter preceding the General Membership meeting at which the election will take place. At that meeting nominations will be accepted from the floor.
Section 2. Nominees for any elected office shall have agreed to serve prior to the election.
Section 1. Officers of the LCQG shall be President, Vice-President, Secretary and Treasurer. Term of Office shall be one (l) year beginning with March General Meeting.
Section 2. Should the President be unable to complete the term of office, the Vice President shall assume the office and duties of the President. Should the Vice President be unable to complete the term of office, the President shall appoint a Nominating Committee to present a nominee for a special election, to be voted on by the General Membership and to serve the remainder of the unexpired term.
Section 3. Officers shall not receive compensation for the performance of their duties.
Section 4. There is no limit on consecutive terms for which an officer may serve.
Duties of Officers
Section 1. The President shall preside at General Membership meetings and Board of Directors meetings; shall be an ex-officio member of all committees, except the nominating committee; shall inform the general membership of decisions made and actions taken by the Board; may create special committees as needed and fill vacancies as needed; shall be secondary signatory on all LCQG bank accounts.
Section 2. The Vice-President shall assume the duties of the Presidency in the absence of the President and will succeed the president to that office at the end of the term, shall oversee the set-up of each general meeting including but not limited to functioning audio equipment, special guest speaker needs, and necessary tables for sign-in, shall serve as chair of the Nominating Committee for the next term; shall be responsible for appointing an Historian who will take dated material to the Las Colcheras Archives at New Mexico State University.
Section 3. The Secretary shall record minutes of Board meetings and General Membership meetings; shall handle LCQG correspondence as requested by the President; shall keep and maintain records of attendance at Board meetings.
Section 4. The Treasurer shall receive, disburse, and account for all monies of LCQG in the Guild computer; shall prepare a monthly financial statement to be presented to the Board and published in the newsletter; shall prepare for publication, a final financial statement at the end of the year; shall maintain all official documents, the original copy of LCQG contracts and important papers; and is the primary signatory on all LCQG bank accounts. At the end of each term of office, the accounting records will be made available to the Review Committee as appointed by the President for its examination and subsequent report.
Section 1. Committee Chairs may approach the General Membership for help in fulfilling any responsibilities assigned to them. At the end of each term of office, Committee Chairs will submit an annual report to the President and the newsletter for publication.
Section 2. Standing Committees of the Guild shall be established by the President and announced in the March Newsletter. Once established a standing committee shall exist until removed by the President. The duties of the standing committees are enumerated in the Policies and Procedures Manual.
Section 3. Special committees of the Guild shall be established as may be deemed necessary by the President. The duties of the special committees are specified by their creation.
Section 4. Ad hoc committees shall be established as may be deemed necessary by the President. The duties of the ad hoc committees are specified by their creation.
Section 1. These Bylaws may be amended or revised by a majority vote of those members present at a General Membership meeting.
Section 2. Notice of intention to amend or revise the Bylaws shall be published in the LCQG newsletter prior to the meeting at which the amendment(s) will be proposed. Such notice shall include the section and article to be amended and exact wording of the proposed amendment.
Adopted: February 5, 1991
Amended: March 3, 1992, March 1, 1994, March 7, 1995, October 1, 1996, December 2, 1997, January 7, 2002, November 10, 2003, and January 10, 2005.
Revised: December 8, 2014, March 14, 2016.
Dissolution of the Association
In the event of a dissolution of this association, the net assets of the association shall be applied and distributed as follows:
a. All liabilities and obligations shall be paid, satisfied, and discharged or adequate provision shall be made therefore.
b. Assets held by the Guild upon condition requiring return, transfer or conveyance, which condition occurs by reason of the dissolution, shall be returned, transferred or conveyed in accordance with such requirements.
c. Any remaining assets shall be distributed at the discretion of the membership to one or more organizations which have a charitable purpose similar to Las Colcheras Quilt Guild.