By-laws are in capital letters, standing rules are in lower case letters following the applicable by-law.
ARTICLE I – NAME
THE NAME OF THIS ORGANIZATION SHALL BE FIRST DUTCHESS QUILTERS.
First Dutchess Quilters has been incorporated with the State of New York as a Section 503-C Not for Profit Social Organization since 05/14/1987.
ARTICLE II – PURPOSE AND POLICIES
SECTION 1. PURPOSE
THE PURPOSE OF FIRST DUTCHESS QUILTERS IS TO PROMOTE INTEREST IN AND ENCOURAGE PARTICIPATION IN THE ART OF QUILTING; TO STIMULATE AND COORDINATE THE EFFORTS AND TALENTS OF INDIVIDUALS INTERESTED IN QUILTING; AND TO MAINTAIN A CLUB FOR THE SOCIAL ENJOYMENT OF ITS MEMBERS.
SECTION 2. POLICIES
FIRST DUTCHESS QUILTERS SHALL STRIVE TO ACHIEVE ITS PURPOSE BY PROVIDING EDUCATIONAL ACTIVITIES TO HELP MEMEBERS ACHIEVE ACCEPTED STANDARDS FOR QUILTING; BY ESTABLISHING A MEMBERSHIP FORUM FOR THE EXCHANGE OF IDEAS, MUTUAL ASSISTANCE, STIMULATION OF THOUGHTS AND IDEAS AND THE ENHANCEMENT OF INDIVIDUAL STRENGTHS FOR THE PURPOSE OF PROMOTING THE ART AND CHRAFTSMANSHIP OF QUILTING.
FIRST DUTCHESS QUILTERS DOES NOT DISCRIMINATE ON THE BASIS OF RACE, CREED, RELIGION, HANDICAP OR NATIONAL ORIGIN.
ARTICLE III – MEMBERSHIP
SECTION 1. GENERAL MEMBERSHIP
MEMBERSHIP IN FIRST DUTCHESS QUILTERS SHALL BE OPEN TO ANYONE IN AGREEMENT WITH THE PURPOSE OF THE GUILD.
SECTION 2. ADMISSION TO MEMBERSHIP
A. ELIGIBILITY
A PROSPECTIVE MEMBER SHALL AGREE WITH THE PURPOSE OF THE GUILD AND BE ACTIVE IN SOME PHASE OF QUILTING AND INTERESTED IN THE DEVELOPMENT AND PRESERVATION OF THIS ART FORM.
Membership shall be granted upon payment of dues for the period September 1 – August 31.
SECTION 3. PRIVILEGES OF MEMBERSHIP
A MEMBER IN GOOD STANDING SHALL BE ELIGIBLE TO VOTE IN ALL MEMBERSHIP ELECTIONS.
SECTION 4. REMOVAL
A MEMBER DELINQUENT IN PAYMENT OF DUES SHALL BE REMOVED FROM MEMBERSHIP ROSTER.
SECTION 5. REINSTATEMENT
A MEMBER SHALL BE REINSTATED TO MEMBERSHIP UPON PAYMENT OF APPROPRIATE DUES.
ARTICLE IV – DUES
SECTION 1. ANNUAL DUES
ANNUAL DUES SHALL BE DETERMINED BY RESOLUTION OF THE EXECUTIVE BOARD.
The current annual dues are $30.
SECTION 2. PAYMENT
THE AMOUNT OF ANNUAL DUES SHALL BE PAYABLE IN FULL BY SEPTEMBER OR AT THE FIRST MEETING SAID MEMBER ATTENDS.
Those wishing to join the Guild in February or later shall pay one-half (˝) the established annual dues for the remainder of that year.
Guest fees shall be $5 per meeting, not applicable to annual dues, will be assessed at meetings where a paid speaker is on the program. .
Dues and guest fees shall be used to finance all activities of the organization except those that shall be financed by special fees.
SECTION 3. REFUNDS
DUES SHALL NOT BE REFUNDED FOR ANY REASON.
ARTICLE V – OFFICERS
SECTION 1. PERSONNEL
THE OFFICERS OF THIS GUILD SHALL BE A PRESIDENT, A VICE-PRESIDENT, RECORDING/CORRESPONDING SECRETARY, A TREASURER AND AN IMMEDIATE PAST PRESIDENT.
SECTION 2. NOMINATION
THE NOMINATING COMMITTEE SHALL PRESENT A SLATE FOR THE OFFICES TO BE FILLED. THE SLATE SHALL BE SENT TO EACH VOTING MEMBER PRIOR TO THE JUNE MEETING.
ADDITIONAL NOMINATIONS SHALL BE ACCEPTED FROM THE FLOOR DURING THE JUNE MEETING.
SECTION 3. ELIGIBILTY
A MEMBER MUST BE IN GOOD STANDING TO BE ELIGIBLE FOR ELECTION.
A member in good standing is one who has fulfilled membership requirements for a minimum of one year.
SECTION 4. ELECTION AND TERM
OFFICERS SHALL BE ELECTED AT THE ANNUAL JUNE MEETING FOR A TERM OF ONE YEAR.
An elected term shall be from June annual meeting to the following June annual meeting.
A member shall be elected to office by a quorum, which will be fifteen percent of the active membership. A member shall serve in the same office for no more than (3) consecutive terms and may serve in no more than (1) office during a term.
SECTION 5. DUTIES
THE POWERS AND DUTIES OF THE OFFICERS SHALL BE AS FOLLOWS:
A. PRESIDENT
THE PRESIDENT SHALL PRESIDE AT MEETINGS OF THIS GUILD, OF THE EXECUTIVE BOARD AND SHALL BE A MEMBER EX-OFFICIO OF ALL COMMITTEES EXCEPT THE NOMINATING COMMITTEE. THE PRESIDENT SHALL ALSO BE THE GUILD LIAISON TO DUTCHESS HERITAGE QUILT SHOW COMMITTEE.
THE PRESIDENT SHALL, WITH THE APPROVAL OF THE BOARD, CREATE OTHER COMMITTEES AS ARE DEEMED NECESSARY.
The President shall appoint chairs of all standing committees.
The President shall appoint a nominating chair by February.
The President’s signature shall be authorized on all Guild accounts and the President shall have the ability to reimburse Guild expenses in the absence of the Treasurer.
B. VICE-PRESIDENT
THE VICE-PRESIDENT SHALL PRESIDE AT MEETING OF THIS GUILD AND THE EXECUTIVE BOARD IN THE ABSENCE OF THE PRESIDENT AND PERFORM ALL DUTIES OF THE PRESIDENT IF THE PRESIDENT IS UNABLE TO DO SO. THE VICE-PRESIDENT SHALL BE PROGRAM CHAIR AND COORDINATE ALL PROGRAM ACTIVITIES.
C. RECORDING/CORRESPONDING SECRETARY
THE RECORDING/CORRESPONDING SECRETARY SHALL PRESIDE AT MEETINGS OF THE GUILD AND THE EXECUTIVE BOARD IN THE ABSENCE OF THE PRESIDENT AND VICE-PRESIDENT. THE SECRETARY SHALL KEEP MINUTES OF EACH GUILD MEETING AND EXECUTIVE BOARD MEETING, BE CUSTODIAN OF ALL PERMANENT RECORDS EXCEPT THOSE ASSIGNED TO OTHERS AND CONDUCT ALL REGULAR CORRESPONDENCE.
D. TREASURER
THE TREASURER SHALL MANAGE ALL FUNDS OF THE GUILD AND MAKE MONTHLY AND ANNUAL REPORTS OF ALL RECEIPTS AND DISBURSEMENTS. BILLS PRESENTED FOR PAYMENT SHALL BE APPROVED BY THE PRESIDENT PRIOR TO REMITTANCE. BANK ACCOUNT SIGNATURES SHALL BE TRANSFERRED AT THE JUNE MEETING.
A proposed budget should be developed by the treasurer and reviewed with the Executive Board for general agreement. This budget will be used as a guideline for planning purposes on how the Guild’s assets should be utilized.
For any bills greater than three hundred dollars ($300) an approval by the President and Treasurer is required. Approval is obtained by submitting a hardcopy or email request which is then signed by both officers in the case of hardcopy, or replied to in the affirmative by both officers in the case of an email request. This needs to be done prior to the check being disbursed.
A written annual report shall be submitted by each officer no later than June 1 and presented to the membership at the June meeting or included in the June Newsletter. Officers have a responsibility to share with their successors all information regarding current/continuing issues. Records shall be transferred over to each succeeding officer at the June meeting.
SECTION E. VACANCIES
A VACANCY IN ANY OFFICE, OTHER THAN BY A NO CONFIDENCE PETITION, SHALL BE FILLED BY THE EXECUTIVE BOARD UPON RECOMMENDATION OF THE NOMINATING COMMITTEE. PERSONS SO APPOINTED SHALL SERVE UNTIL THE EXPIRATION OF THE ORIGINAL TERM.
ARTICLE VI – EXECUTIVE BOARD
SECTION 1. PERSONNEL
THE EXECUTIVE BOARD SHALL CONSIST OF THE OFFICERS OF THE GUILD.
SECTION 2. ELECTION AND TERM
MEMBERS OF THE EXECUTIVE BOARD SHALL BE ELECTED AT THE ANNUAL MEETING FOR A TERM OF ONE YEAR. THEY SHALL ASSUME THEIR DUTIES IMMEDIATELY AFTER THE JUNE MEMBERSHIP MEETING.
SECTION 3. DUTIES
THE EXECUTIVE BOARD SHALL HAVE GENERAL CHARGE AND CONTROL OF THE AFFAIRS, FUNDS AND PROPERTY OF THE GUILD.
SECTION 4. MEETINGS
THE EXECUTIVE BOARD SHALL HOLD REGULAR MEETINGS FROM SEPTEMBER THROUGH JUNE. SPECIAL MEETINGS MAY BE CALLED BY THE PRESIDENT.
The Executive Board meeting shall be held the week following the membership meeting for a minimum of six (6) meetings per membership year. Meetings can take place either in person, via phone conference, or by email with a concluding memo stating results of the meeting.
A joint Executive Board meeting consisting of the past and newly elected officers shall be held prior to the September membership meeting. The newly elected president shall call this joint meeting together.
SECTION 5. QUORUM
A MAJORITY (3) OF THE EXECUTIVE BOARD CONSTITUTES A QUORUM.
SECTION 6: PETITION OF NO CONFIDENCE
ANY MEMBER OF THE EXECUTIVE BOARD SHALL BE REQUIRED TO RESIGN FROM OFFICE IMMEDIATELY UPON RECEIPT OF A PETITION OF NO CONFIDENCE PRESENTED BY A GUILD MEMBER IN GOOD STANDING. SAID PETITION MUST INCLUDE THE SIGNATURES OF A MINIMUM OF 51% OF THE CURRENT GUILD MEMBERSHIP AS DETERMINED BY THE MEMBERSHIP CHAIRMAN. SUCH A PETITION MAY BE PRESENTED TO THE BOARD AT EITHER A REGULAR BUSINESS MEETING OR AT AN EXECUTIVE BOARD MEETING. IN THE EVENT AN OFFICER RESIGNS VIA A NO CONFIDENCE PETITION, A REGULAR ELECTION FOR THE POSITION SHALL BE HELD AT THE NEXT REGULAR GUILD MEETING, WITH WRITTEN NOTICE OF THE PENDING ELECTION PROVIDED TO THE GUILD MEMBERSHIP IN THE NEWSLETTER.
ARTICLE VII – MEETINGS
ALL MEETINGS AND FUNCTIONS OF FIRST DUTCHESS QUILTERS SHALL BE HELD AT FACILITIES WHICH DO NO DISCRIMINATE AGAINST WOMEN OR ON THE BASIS OF RACE, RELIGION, HANDICAP OR NATIONAL ORIGIN.
SECTION 1. MEMBERSHIP MEETINGS
MEETINGS OF THE GUILD SHALL BE HELD FROM SEPTEMBER THROUGH JUNE.
Membership meetings shall be held the third (3rd) Wednesday of each month, unless otherwise scheduled.
SECTION 2. ANNUAL MEETING
THE ANNUAL MEETING OF THE GUILD SHALL BE HELD DURING THE MEMBERSHIP MEETING IN JUNE.
SECTION 3. SPECIAL MEETINGS
SPECIAL MEETINGS MAY BE CALLED BY THE PRESIDENT.
ARTICLE XI – PARLIAMENTARY AUTHORITY
THE CURRENT EDITION OF “ROBERT’S RULES OF ORDER” SHALL BE THE PARLIAMENTARY AUTHORITY FOR ALL MATTERS OF PROCEDURE NOT SPECIFICALLY COVERED BY THE BY-LAWS OR SPECIFIC RULES OF PROCEDURE ADOPTED BY THE GUILD.
ARTICLE XII – STANDING RULES
IN ORDER TO COMPLY WITH THE SPECIFIC PROVISIONS OF THE GUILD’S BY-LAWS, THE EXECUTIVE BOARD SHALL ESTABLISH STANDING RULES, WHICH SHALL HAVE THE SAME FORCE AND EFFECT AS THE BY-LAWS. STANDING RULES MAY BE AMENDED OR RESCINDED BY THE EXECUTIVE BOARD WITH A TWO-THIRDS (2/3) VOTE WITHOUT PREVIOUS NOTICE OR A MAJORITY VOTE WITH SUCH NOTICE. STANDING RULES SHALL BE REVIEWED AT LEAST EVERY TWO YEARS.
ARTICLE XIII – BY-LAWS REVIEW AND AMENDMENTS
THESE BY-LAWS SHALL BE REVIEWED AT LEAST EVERY FIVE YEARS. THE BY-LAWS MAY BE AMENDED BY A TWO-THIRDS VOTE OF THE VOTES CAST AT ANY MEMBERSHIP OR SPECIAL MEETING OF THE GUILD PROVIDED THAT THE PROPOSED AMENDMENT HAS BEEN DISTRIBUTED TO EACH VOTING MEMBER WITH THE NOTICE OF THE MEETING. A COPY OF THE CURRENT BY-LAWS SHALL BE MADE AVAILABLE TO EVERY NEW MEMBER. EVERY FIVE YEARS, UPON REVIEW OF THE BY-LAWS, A NEW COPY SHALL BE MADE AVAILABLE TO EVERY MEMBER OF THE GUILD.
ARTICLE XIV – DISSOLUTION
IF THE EXISTENCE OF THIS ORGANIZATION IS DISSOLVED, ALL FUNDS IN THE TREASURY, AFTER ALL BILLS PRESENTED HAVE BEEN PAID, SHALL BE DONATED TO THE UNITED WAY OF DUTCHESS COUNTY, NEW YORK. ALL PROPERTIES BELONGING TO THE ORGANIZATION SHALL BE SOLD AND THE MONEY DERIVED THEREOF SHALL BE DONATED TO THE ABOVE CHARITY.
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