BY-LAWS OF COASTAL QUILTERS
ARTICLE I – Name
Coastal Quilters is the name of this organization. Coastal Quilters is a subsidiary Chapter of the Pine Tree Quilters Guild, Inc. (herein termed the Parent Guild), a not-for-profit corporation incorporated under 13 B.M.R.S.A., Maine Non-Profit Corporation Act.
ARTICLE II – Purpose
The purpose of this Chapter is educational, to include the following:
- Bringing together quilt enthusiasts from the greater Camden, Rockport, and Lincolnville locale in fellowship and sharing;
- Advancing the appreciation of quilts, old and new;
- Promoting knowledge of quilting techniques;
- Sponsoring and supporting quilting activities;
- Encouraging the care and preservation of quilts;
- Helping to raise the status of quilting in the greater Camden, Rockport, and Lincolnville locale;
- Using quilting skills for the betterment of the community; and
- Not taking any action or carrying on any activity not permitted in the By-Laws of the Parent Guild.
- Membership is open to all persons interested in quilting upon payment of the annual dues of this Chapter and of the Parent Guild.
- Membership shall run from September 1 to August 31.
- Yearly dues for the Coastal Quilters Chapter will be suggested by the Executive Committee and, if there is a change, voted on by the membership.
- Yearly dues for the Parent Guild are determined by the Parent Guild.
- Meetings shall be held monthly, if possible.
- Meetings shall be held in a location approved by the membership.
- One-third (33%) of the current membership shall constitute a quorum for all business being presented to the Chapter membership. When a quorum is present at any meeting, a two-thirds majority of those present at said meeting shall decide any votes taken at such meeting, except as otherwise provided by law or these By-Laws. Any member may request a written vote procedure.
- Meetings will include the acceptance of the past meeting’s minutes and of the Treasurer’s monthly report, both of which the President will send electronically to chapter members prior to the meeting date.
- Business shall be conducted according to Robert’s Rules of Order, Revised.
ARTICLE III – Membership
E. Each member agrees to the following:
a. To abide by the By-Laws of the Parent Guild and of this Chapter, and
b. To pay the annual dues of the Parent Guild and of this Chapter.
F. Members may participate in a Scholarship Fund that will be used to enhance the experiences of individual chapter members.
G. Members may participate in the activities of the Parent Guild and the Chapter, will receive information about the activities of the Parent Guild and the Chapter, and will receive a Parent Guild membership card that entitles them to discounts at participating merchants throughout the state.
ARTICLE IV – Meetings of Members
ARTICLE V – The Executive Committee, Elections, and Duties and Responsibilities of Officers
- The Executive Committee
- The Executive Committee will consist of the President, Vice President, Recording Secretary, and Treasurer.
- The Executive Committee shall be responsible for the management and control of property and finances and for planning the educational affairs of the Chapter as are set out in Article II. The Chapter membership will approve, by voting, the organizational direction of the Chapter; i.e., slate of officers, program development, budget, meeting location.
- The Executive Committee shall meet a minimum of once a year. The date, time, and place of meetings are to be determined by the President (and communicated by him/her to the Executive Committee) after due consultation with other members of the Executive Committee. In addition, anyone else with significant and ongoing duties can and should be included; i.e., chairpersons of standing committees like the Hospitality Committee.
- All Executive Committee meetings are open to any Chapter member who wishes to attend.
- A nominating member will be appointed by the President in January. This member will poll members to develop a slate of officers by the April meeting, or at any meeting held in place thereof, and the membership will vote the slate into office during the June meeting., or at any meeting held in place thereof.
- Any Executive Committee position, except Treasurer, may be shared by two people.
- Executive Officers shall enter into their offices at the September meeting.
- The term of office shall be one year for all Executive Officers *except the treasurer whose term limit will be two years and renewable one time.
- No Executive Officer may serve more than two (2) consecutive terms (2 years) in the same office, except the Treasurer who, as specified in VBd, can serve two terms of two years (4 years).
C. Duties of Officers
- President: The President shall be elected by the members and shall be the Chief Executive Officer of the Chapter. When present, s/he shall preside at all meetings of the members and the Executive Committee. The President shall sign all bonds, deeds, leases, and contracts, and shall have care and custody of the valuable papers and documents of the Chapter. The President shall appoint committee chairpersons and persons to perform Chapter tasks; i.e.; nominating member, membership booklets, historian. Prior to each monthly meeting, the President shall develop an agenda, and shall communicate, via e-mail, that agenda, the minutes from the previous meeting, a monthly treasurer’s report, and any other pertinent information. The President shall provide liaison with the Parent Guild and the Area 2 Representative and shall perform other duties as the membership shall designate. The President shall also have the power to endorse checks and notes of the Chapter along with the Treasurer. The President will appoint a member to audit the Chapter’s books at the end of each fiscal year, which ends on August 31. The President is eligible to be an ex-officio member of all committees.
- Vice President: The Vice-President, in the absence of the President or in the event of his/her death, inability, or refusal to act, shall perform the duties of the President, and when so acting, shall have all the powers and be subject to all restrictions upon the President. The Vice President shall perform such other duties as may be assigned by the President or the Executive Committee. The Vice President shall chair the Program Development Committee, which is a standing committee.
- Recording Secretary: The Recording secretary shall keep accurate records and minutes of all meetings of the Chapter members and of the Executive Committee. The Recording Secretary will e-mail the monthly minutes to the President in time to be included in the monthly meeting announcements. The Recording Secretary shall perform such other duties and have such other powers as the Executive Committee shall designate. In the Recording Secretary’s absence at any meeting, a Secretary Pro Tempore shall act in the Recording Secretary’s capacity. The Recording Secretary will be a member of any By-Laws Review Committee.
- Corresponding Secretary: The Corresponding Secretary, who is not an Executive Officer and not subject to term limits, shall handle all Chapter correspondence as needed. The Corresponding Secretary shall submit articles for the Patchwork Press concerning Chapter activities to the President and shall perform such other duties and have such other powers as the Executive Committee shall designate. The Corresponding Secretary will be a member of any By-Laws Review Committee.
- Treasurer: The Treasurer, subject to the order of the Executive Committee, shall have the care and custody of the money and funds of the Chapter and shall exercise, under the supervision of the Executive Committee, all the powers and duties commonly incident to this office, including the power to sign and issue checks on behalf of the Chapter and shall give bond in such form and with such sureties as shall be required by the Executive Committee. The Treasurer shall deposit all funds of the Chapter in such bank or banks, trust companies, or with such firm or firms doing a banking business as the Executive Committee shall designate and may endorse for deposit or collection all checks and notes payable to the Chapter. The Treasurer shall keep accurate books of account of the Chapter and together with all its property shall be subject at all times to the inspection and control of the Executive Committee. The Treasurer, in consultation with other members of the Executive Committee will develop a yearly budget that covers the time period from September 1 to August 31. This budget will be presented to the membership no later than the September organizational meeting. The Treasurer has the right to refuse a reimbursement payment to a committee or member when such payment would exceed the approved budget. The Treasurer shall be responsible for providing membership forms to new members, for collecting annual dues from the membership and new members, and for sending membership lists and State Guild dues to the President. As any and all memberships are paid, the Treasurer is to update the Chapter’s membership lists and to forward same to the President and the member currently managing the Membership Booklet . The Treasurer will e-mail a monthly report to the President in time to be included in the monthly meeting announcements.
ARTICLE VI – Resignations, Removals, and Vacancies
- Any Officer of the Chapter may resign at any time by giving written notice to the President. Any such resignation shall take effect at the time specified therein, or, if the time be not specified therein, upon its acceptance by the President.
- If the office of any Officer becomes vacant by reason of death, resignation, removal, disqualification, or otherwise, the President, with the approval of the Executive Committee, may appoint successor(s).
- As noted in Article V, C, b, in the event of the President’s absence, permanent or temporary, the Vice President assumes his/her job.
- Standing Committees: The Program Development Committee is chaired by the Vice President.
- Individual Jobs: Individual jobs, which may be shared, include, but are not limited to, the following: Membership Bookets, Refreshment Supplies, Historian, Publicity, Name-Pin Raffle Coordinator, Librarian, Service Project Coordinator.
ARTICLE VII – Standing Committees and Individual Jobs
ARTICLE VIII – Amendments
The By-Laws of the Chapter may be adopted, amended, added to, or repealed only by a two-thirds majority of the members of the Chapter constituting a quorum pursuant to Article IV Section C, provided that notice of the proposed adoption or change is given in writing to the Chapter membership at the meeting prior to that which the By-Laws adoption or change is being requested.
ARTICLE IX – Donations, Bequests, Income
All sums received, whether through donations, bequests, sales, annual dues, rent, and investments may be applied to current expenses or added to the general fund, except that benefactors may make donations or bequests for specific purposes(s) as accepted by the membership.
ARTICLE X – Prohibition of Private Profit
Should the Chapter cease to carry on its activities, any assets remaining after all contracts, leases, and agreements have been completed shall be distributed to the Parent Guild, as is stated in Article XI. No part of the net profit or earnings of the Chapter shall inure to the benefit of or be distributable to its members, Officers, or other private persons, except that the Chapter shall be authorized and empowered to pay reasonable compensations for services rendered and to make payments and distributions in furtherance of the purpose set forth herein.
ARTICLE XI – Dissolution
In the event this Chapter is dissolved, the Executive Committee, after paying or making provisions for payment of all liabilities of the Chapter, shall dispose of all remaining assets to the Parent Guild.
Proposed April 2006 by a By-Laws Committee consisting of Roxanne Wells, Jan Pitcairn, Louisa Enright, Susan Barry, Sarah Smith, Nancy Heald, Gail Galloway-Nicholson, and Patty Courtney. Adopted April 9th, 2006, at the monthly meeting, with a quorum present. *Amended May 12th, 2007, at the monthly meeting with a quorum present. *Amended May 15th, 2010, at the monthly meeting with a quorum present.