WESTSHORE QUILTERS’ GUILD

 

CONSTITUTION

 

The name of the Society shall be the “Westshore Quilters’ Guild” and hereinafter referred to as the “Society”.

 

The purpose of the Society shall be:

 

1.      To promote and encourage interest in the art of quilting through dissemination of information related to it;

2.      To work together in harmony with mutual respect;

3.      To continue the education of ourselves and the public in the art of quilting; and

4.      All members of the Westshore Quilters’ Guild are also members of the Westshore Charity Quilt Society.

WESTSHORE QUILTERS’ GUILD

 

BYLAWS

 

 

A.    MEMBERSHIP

 

1.            Membership in the Society shall be granted to any person who shall:

a.       Accept the Constitution and by-laws of the Society;

b.      Pay any membership fee of the Society that is due and payable by September 30th annually;

 

2.            A member in good standing with the Society shall be any person who accepts membership as already prescribed in these By-laws;

     

3.            A member in good standing with the Society shall receive the following privileges:

a)      Membership card, and a copy of the Constitution and by-laws of the Society will be made available to each member;

b)      Voting privileges;

c)      The society’s newsletter;

d)     Attendance at meetings, programs and events;

e)      Use of the Resource Centre;

f)       Early enrolment in workshops, field trips and other events of the Society; and

g)      Automatic membership in the Westshore Charity Quilt Society.

 

4.            A member who wishes to be enrolled in the workshops, field trips, programs and other events of the Society must be a member in good standing with the Society.

 

5.            A member shall cease to be in good standing upon failure to make payment of membership fees within a period of sixty (60) days after the due date.

 

6.            Membership in the Society may be terminated for just cause or failure to uphold the Constitution and By-laws of the Society by a two-thirds (2/3) vote of the Directors of the Society present at a meeting called specially for that consideration.

 

7.            If a member is unable to attend a workshop or event due to dire circumstances (i.e. sudden acute medical condition) they can apply for a refund of their deposit or full fees by applying in writing, either by letter or e-mail to the executive officers of the guild. The executive officers will then consider the circumstances and make a final binding decision. The vacant seat in the workshop or event may be filled from the waiting list.

 

8.            Non-members wishing to attend guild events will pay a fee of $10.00 or 10%, whichever is greater.

 

9.            The responsibility of each member is to treat all other members with respect and dignity and to encourage and support each other.

 

B.     MEETINGS

 

1.      The Annual General Meeting of the Society shall be held every year during the month of January;

 

2.      There shall be at least nine (9) general meetings of the Society held in one year at such time and place as determined by the Board of Directors;

 

3.      Notice of all general meetings shall be posted in the newsletter and/or on the website of the Society;

 

4.      An Extraordinary Meeting may be called at any time at the discretion of the President of the Society or upon written request by at least ten (10) percent of the members in good standing of the Society.

 

C.    QUORUM

 

1.      Twenty per cent (20%) of the membership shall constitute a quorum at any general meeting of the Society.

 

D.    VOTING

 

1.      A member in good standing with the Society shall be entitled to vote at any general meeting of the Society. Voting shall be by a show of hands unless a poll is demanded by a majority of the members present or the chairman of the meeting deems a poll necessary.

 

E.     EXECUTIVE OFFICERS

 

1.      The executive officers of the Society shall be a President, Past President, Vice-President, Secretary, and Treasurer and shall be all the directors of the Society;

 

2.      An executive officer must be a member in good standing with the Society;

 

 

3.      Executive officers shall be elected to office at the Annual General Meeting held in the year of the expiry of their two year term.  Executive officers, other than the Past President, may be elected to the same office for a period NOT to exceed two (2) consecutive terms

 

 

4.      All executive members shall hand over to the new incumbent all documents pertaining to their position and any properties owned by the guild.

 

5.      An executive officer not fulfilling the duties as prescribed for the office may be asked to resign by a two-thirds (2/3) vote of the Board of Directors;

 

6.      An executive office that is made vacant before the end of a term shall be filled by a member in good standing of the Society appointed by the remaining executive officers until the next annual general meeting at which time their successor shall be elected to office in the same manner as set out in paragraph 3 above.

 

F.     DUTIES OF EXECUTIVE OFFICERS

 

1.      The President shall:

a)      Be the Chief Executive Officer of the Society;

b)      Preside at meetings;

c)      Be ex-officio a member of all committees; and

d)     Shall appoint a chairperson for the Nominating committee.

 

2.      The Vice-President shall:

a)      Assume the duties and preside at all meetings of the Society in the absence of the President;

b)      Be the chairperson of the By-Laws and Constitution  Review Committee;

c)      Be joint coordinator for the Events/Activities Program Committee;

 

3.      The Secretary shall:

a)      Keep a record of the proceedings of the Society;

a)      Attend to the correspondence;

b)      Give due notice of the time and place of meetings as required; and

c)      Ensure that the Registrar of Companies receives all records of the Society as required annually or otherwise as prescribed by the Society Act of British Columbia.

 

4.      The Treasurer shall:

a)      Receive, deposit and disburse monies of the Society as authorized by the Society and shall issue receipts within thirty days;

b)      Ensure that up-to-date and accurate accounts of the finances of the society is kept in proper books which shall be readily available for audit annually prior to the Annual General Meeting;

c)      Present a written report on the financial affairs of the Society to each meeting of the directors and general membership;

d)     Prepare a budget with the assistance of the President for approval by the general membership prior to the Annual General Meeting.

e)      Prepare a financial report for the Annual General Meeting and Registrar of Companies

f)       Be eligible for bonding.

 

G.    BOARD OF DIRECTORS

 

1.      The Board of Directors of the Society shall consist of the Executive Officers;

 

2.      A Director of the Society shall attend meetings of the directors of the Society and shall be entitled to vote as prescribed in these By-laws;

 

3.      The Board of Directors of the Society may decide on the formation of a Standing Committee as needed from time to time and the representatives of each Standing committee will be invited to sit at meetings of the Board of Directors.

 

4.      A Director of the Society, with the exception of the president, shall be entitled to vote at all meetings of the board of Directors of the Society.  In the case of a tie vote, the president shall then exercise the right to vote.

 

H.            STANDING COMMITTEES

 

1.      The Standing Committees of the Society shall be:

a.       Membership;

b.      Newsletter;

c.       Library;

d.      Sunshine;

e.       Events – workshops, activities

f.       Quilt Show;

g.      Charity Quilts liaison with Westshore Charity Quilt Society; and

h.      Society history.

i.        Program Coordinator

 

2.      A Standing Committee shall be represented by a member or members in good standing with the Society who shall be elected at the Annual General Meeting of the Society.

 

H.    BORROWING POWERS

 

1.      The Society shall not have the power to borrow money.

 

I.       BUDGET AND EXPENDITURES

 

1.      The directors of the Society may authorize the payment of expenditures up to $300.00 for items not included in a current approved budget.  Any expenditures not included in the approved budget and over $300.00 must be approved by the general membership at the next guild meeting.

 

J.      FISCAL YEAR AND SIGNING OFFICERS

 

1.      The fiscal year of the Society shall be from October 1st to September 30th.

 

2.      The signing officers of the Society shall be the Treasurer and any one (1) of the following two (2) executive officers:

                  a)                  President

                  b)                  Vice-President

 

K.    AUDIT

 

1.      The financial accounts of the Society shall be audited annually and at such other times as the Directors of the Society deem necessary;

 

2.      Any member of the Society shall be entitled to examine the financial books and records of the Society at any time providing that the Treasurer is given seven (7) days’ notice of intent.

 

L.     AMENDMENTS

 

1.      The By-laws of the Society shall be reviewed every two (2) years by a committee called for that purpose.

 

2.      The By-laws of the Society may be amended by special resolution passed by a majority of seventy-five per cent (75%) of the members present at an Annual General meeting of the Society, provided that thirty (30) days notice in writing via mail or email, of any proposed amendment has been given.

 

M.   DISSOLUTION

 

1.      Upon dissolution of the Society by a majority vote of members called to a meeting for that purpose by fourteen (14) days’ notice in writing by mail or email, or posted, all assets of the Society remaining after payment of all liabilities and obligations, shall then be distributed to a suitable charitable organization.

 

N.    PARLIAMENTARY AUTHORITY

 

1.      The rules contained in the latest revision of H.M. Robert’s “Rules of Order” shall govern the Society in all cases where they are applicable and not provided for in the by-laws or Standing Rules of the Society.