By Laws & Committees

PINE NEEDLE QUILTERS

By-Laws 2004

ARTICLE I NAME

The name of this organization shall be Pine Needle Quilters. The Pine Needle Quilters logo

shall be as shown above. The logo shall not be used for commercial purposes.

ARTICLE II PURPOSE

Section 1 To stimulate interest in, perpetuate the art of, and educate the public about the

art of quilt making.

Section 2 To encourage the sharing of information, ideas and methods pertaining to quilt

making, to inspire and motivate our members and the community.

Section 3 To sponsor educational activities for the public related to quilt making, i.e.,

lectures, discussions, shows, workshops, seminars, etc.

Section 4 Maintaining communication with and supporting quilting functions of area

organizations.

Section 5 Exhibiting the cultural and historical values of the quilt art to the community

and to the general public.

ARTICLE III ELECTED OFFICIALS

Section 1 Executive Board: The activities of the organization shall be managed by the

Executive Board which shall consist of five (5) members. The Executive Board

shall be: the President, Vice-President, Secretary, Treasurer, and Past-President.

Section 2 A Board member must be a paid member and an officer.

Section 3 The Executive Board shall be elected by ballot and serve the same terms as in

Article III, Section 7.

Section 4 A Board member may resign from the Board by writing a letter of resignation

giving one month’s notice.

Section 5 Procedure for removal of an Officer shall be as follows: A Written motion for

removal must be presented with due cause for removal, then seconded at a

regularly scheduled meeting. Motion to be followed by secret ballot voted on

by general membership, counted and announced at same meeting. Voting

results to be determined by a majority of members present at regularly

scheduled meeting at which a quorum exists.

Section 6 The filling of vacancies to the Board will follow the same procedure as the

election of Officers.

Section 7 OFFICERS: These Officers shall be elected by ballot as set forth in The Duties

And Responsibilities of Officers and Committees, and shall serve terms as

follows:

A. President- one (1) year term/ one (1) year as Past-President

B. Vice President- one (1) year term

C. Secretary- one (1) year term

D. Treasurer- one (1) year term

Section 8 Officers shall serve without compensation of any form.

Section 9 An Officer may resign from the Boars as in Article III, Section 4.

Section 10 Procedure for removal of an Officer shall be as in Article III, Section 5.

Section 11 The responsibilities of all Chairpersons are as set forth in the Duties and

Responsibilities of Officers and Committees.

Section 12 A Chairperson may resign as in Article III, Section 4.

Section 13 Procedure for removal of a Chairperson shall be as in Article III, Section 5.

Section 14 Officers may succeed themselves for one additional term.

ARTICLE IV MEMBERS

Section 1 All individuals interested in the art of quilt making are eligible for membership.

Section 2 Membership in this organization shall be limited to dues paying members only.

A. Dues are payable at the beginning of each fiscal year. (May through April)

These are payable by May meeting or member will be notified as a reminder.

Member will be dropped if dues are not paid by June meeting.

B. Dues shall not be refundable.

C. Dues may be changed by the Board with the approval of the majority of the

members.

D. Guests are welcome to attend two meetings. Attendance at third meeting

requires paid membership.

E. Membership shall be limited to seventy five (75) members due to facility

limitations. A waiting list will then be established on a first come, first serve

basis.

Section 3 Members who attend meetings are entitled to vote on all issues presented.

Section 4 Members shall receive a copy of the by-laws, and a membership list, which may

not be used for commercial purposes.

Section 5 Removal of members: Members may be removed from membership with cause

including but not limited to failure to pay dues. Removal must be approved by a

majority of the Board and member whose removal is being considered shall

receive notice of that action and an opportunity to redress the problem.

ARTICLE V NOMINATING COMMITTEE TO ELECT OFFICERS

Section 1 The President shall appoint a Chairperson for the Nominating Committee in

February and that Chairperson shall serve as set forth in The Duties and

Responsibilities of Officer and Committees.

ARTICLE VI ANNUAL ELECTION MEETING OF MEMBERS AND BOARD

Section 1 The annual meeting of members for the election of Officers and such other

business as may come before the meeting shall be held at the April meeting

prior to the regularly scheduled general meeting of the fiscal year. Notice of

this meeting to be given at the March regularly scheduled meeting.

Section 2 Newly elected Officers shall assume duties at the May meeting.

ARTICLE VII COMMITTEES

Section 1 All committee chairpersons may be Board members and are appointed by the

President to serve for a one year term, unless a new President requests that they

serve for another year, and they are willing to do so.

Section 2 Ad hoc committees, appointed by the President, will serve only for the time

required to accomplish the purpose of the committee.

Section 3 The Board may dissolve an ad hoc committee at any time deemed desirable.

Section 4 The committee chairs report any activities within their committees to the

members of the Board.

Section 5 Standing Committees are: Program Committee, Membership Committee,

Community Service Committee, Ways and Means Committee, Communications

Committee with Newsletter, Education Committee, Hospitality committee,

Publicity Committee, Historian. Duties will be as set forth in The Duties and

Responsibilities of Officers and Committees.

Section 6 These committees include persons who are non-Board members and any act of

any committee which has members which are non-Board members shall be

advisory, shall not bind the Board or organization and shall be subject to Board

approval.

Section 7 Other committees can be appointed by the President with the approval of the

majority of the Board when deemed necessary.

ARTICLE VIII MEETINGS

Section 1 Meetings of this organization shall be held monthly.

Section 2 Cancellation of any meetings may be made by the President with the approval of

the majority of the Board.

Section 3 Board meetings shall be held at least once a year or as necessary.

A. Date to be established by the President.

B. A joint Board meeting of the in-coming and out-going committee chairs and

elected officers shall be held prior to the first regularly-scheduled general

meeting of the fiscal year.

C. Notice will be given at the regularly scheduled general meeting prior to the

coming Board meeting.

ARTICLE IX SPECIAL MEETINGS OF THE MEMBERS AND THE BOARD

Section 1 Special meetings of the members or the Board for any purpose may be called at

any time by the President or any member of the Board. Such meetings of the

members shall be held upon not less than 10 or more than 30 days’ notice given.

Such meetings of the Board shall be held upon not less than two (2) days notice

given personally or by phone. Such notice shall specify the time and place of

the meeting.

ARTICLE X QUORUM

Section 1 A quorum constitutes a majority (more than half) of all its members. For voting

purposes, a majority of the members present will be considered sufficient to

conduct business.

ARTICLE XI COMPENSATION

Section 1 Neither members or Officers shall receive any fee, salary or remuneration of any

kind for their services in such capacities, provided, however, that Officers or

members may be reimbursed for reasonable expenses incurred with approval of

the Board upon presentation of vouchers.

ARTICLE XII FINANCES

Section 1 All proposed commitments of organizational funds and/or services must meet

with the approval of the majority of the Board.

Section 2 Any optional activities (i.e., workshops, bus trips, classes, etc.) shall be self sustaining.

Activities open to non-members would require additional fees.

ARTICLE XIII PARLIAMENTARY AUTHORITY

Section 1 Parliamentary authority shall be governed by the current edition of Robert’s

Rules of Order, when applicable, and when not inconsistent with these by-laws.

ARTICLE XIV FISCAL YEAR

Section 1 The fiscal year of the organization shall be May 1 through April 30.

ARTICLE XV AMENDMENT TO BY-LAWS

Section 1 Amendments may be proposed by any member upon one month’s advance

notification of the proposal.

Section 2 The President, with the approval of the majority of the Board, may appoint an

Ad hoc committee to study the by-laws and make recommendations

accordingly.

Section 3 Approval of the amendments and/or bylaws requires a quorum of the

membership to be present at the regularly scheduled meeting at which this

proposal is presented.

ARTICLE XVI CONFLICT OF INTEREST

Section 1 No contract or other transaction fees between the group and a member of the

group shall be allowed unless for supplies purchased for presentation and

subject to Board approval.

ARTICLE XVII DISSOLUTION

Section 1 Upon dissolution, after payment of all debts, no part of the remaining assets may

be distributed to any Officer or member of the organization but shall be

distributed as the By-Laws may direct in accordance with law, provided,

however, that the distribution must be to another organization, exempt under the

provisions of Section 501 c of the United States Internal Revenue Code for a

public purpose to be determined by the Board.

(Accepted 02/16/2004)

Committees of Pine Needle Quilters: Duties and Responsibilities

Standing Committees

Program

*Shall be chaired by the Vice President.

*Shall plan and arrange for monthly program.

*Shall introduce speaker as necessary.

Membership

*Shall collect membership dues, and give to treasurer for deposit.

*Shall issue membership list, membership card and any other materials necessary to members.

*Shall maintain a waiting list if necessary.

*Shall make a welcome packet of information and give to new members.

Education

*Shall plan workshops.

*Shall obtain workshop descriptions from as many teachers as possible for classes that might prove of interest to Pine Needle Quilter members.

*Shall be responsible for special events and “basics” reinforcement programs.

Hospitality

*Shall greet members and guests at the door.

*Shall keep an attendance record at general meetings.

*Shall have name tags available for members and guests.

*Shall have a suggestion box at each meeting.

*Shall facilitate “Show and Tell” at each meeting and make sure the quilts are held up and shown.

Ways and Means

*Shall devise various means of fund raising, subject to the approval of the Officers.

*Proceeds of all fundraisers shall be deposited to Pine Needle Quilters banking account.

*Shall submit an annual written report to the President and Secretary.

*Shall participate in planning the annual budget.

Historian

*Shall be a volunteer or appointed member.

*Shall be responsible for maintaining a history of the Organization, programs, newspaper articles, photos, and any items of interest.

Community Service

*Shall initiate and direct community service projects with the approval of the Officers.

*Shall maintain a list of community service quilts available at given time.

Publicity

*Shall be responsible for making contact with the public to adequately advertise benefits and Special Activities as need arises.

Communications

*Shall provide communication with members as directed by Officers or Executive Board.

*Set up and update as necessary a Phone Tree.

*Send out newsletters to members without internet, the members will supply self addressed, stamped envelopes.

Newsletter and Blog

*Be responsible for monthly newsletter.

*Be responsible for blog maintenance.

Party

*Shall help set up parties for the group, as approved by Board.

*Shall plan ideas and themes for the parties.