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Board of
Directors
President:
Julia Stavran
VicePresident: Jan
Meachen and Sandy Scheer
Secretary:
Becky Thomas
Treasurer: Ann Hagman
Members at Large:
Pat Andreas, Betty Hasse
and Joan Pagel
Standing Committees
Membership List: Pat Taylor
Birthday List--Lisa Nowicki
Historian: Lois Wilhelm
Hospitality Morning: Joyce Stieber
Hospitality Evening:
Newsletter: Lisa Nowicki
Mailings: Lisa Nowicki
Work Sessions: Marlene Plaisance &
Marietta Vergutz
At Large WQI Liaison: Pat Gaska
& Rosemary Bauchnect
Library : Trudy Gibbs
Foster Care: Betty Haase
Join PTQ
Service to the Community
BYLAWS of the Pine Tree Quilters Guild,
Inc.
Article I OFFICES
1.01 Location.
The Corporation shall
have a principal office in such location as the Board of Directors may
designate or as the affairs of the Corporation may require from time to
tome.
1.02 Registered
Office.
The Registered Office
of the Corporation required by the Wisconsin Non-Stock Corporation Law
to be maintained in the State of Wisconsin may be but need not be
identical with the principal office in the State of Wisconsin and the
address of the Registered Office may be changed from time to time by the
Board of Directors or be the registered agent.
Article II AIMS
AND PURPOSES
2.01The aims and
purposed of this Corporation shall be the charitable and educational
purposed as provided in its Articles of Incorporation. Further, it is
the intention of the Corporation through its members to share enthusiasm
for and knowledge of the Quilting Arts, to promote quilting among its
members, and to interest others in the Central Wisconsin area in
quilting.
Article III MEMBERSHIP
3.01 Members.
The Corporation shall
have one class of members. Membership is open to anyone upon payment of
dues. Interested persons may attend two (2) meetings before payment of
dues is required. Dues shall be paid annually by January 1. The
Corporation shall keep a roster of the names and addresses of the
members and may issue membership cards or certificates evidencing
membership in the Corporation. Each member shall be entitled to one
vote on any question presented to the members for consideration at
either the annual, special or regular membership meetings. Membership
shall be terminated at death, voluntary withdrawal or expulsion.
Members may be expelled by the affirmative vote of three-fourths (3/4)
of the members present at a meeting at which a quorum attended. No
member may transfer membership or any right arising therefrom.
3.02 Meetings.
The annual meeting of the members shall be held at 6:30 o'clock p.m. on
the second Tuesday of September of each year or at such other time a d
date within thirty (30) days before or after said date as may be fixed
by the Board of Directors. The purpose of the annual meeting shall be
the election of officers and the transaction of such other business as
may come before the meeting. Regular meetings will be held on the
second and fourth Tuesdays of each month with the second Tuesday being
an evening meeting and the fourth Tuesday being a day meeting. Regular
meetings may occasionally need to be rescheduled. Special meetings of
the members for any purpose may be called by the President or the Board
of Directors or by any person designated in the written request of
members constituting one-tenth (1/10) of all the members of the
Corporation.
3.03 Place of
Meeting. The Board of Directors may designate any place as a
place of meeting for the annual meeting, regular meetings or any special
meeting required by the Bylaws. No written notice of the regular
meetings need be given to the members. A written notice stating the
place, day and hour of the meeting in the case of the annual meeting or
special meeting(s) and the purposes for which the meeting is called
shall be mailed to each member not less than five (5), not more than
sixty-five (65) days before the date of such meeting(s). The notice
shall be deemed to be delivered when deposited in the United States
Mail, addressed to the member at his/her address as appears on the
roster of the Corporation with postage prepaid thereon.
3.04 Voting.
A written notice
stating the place, day and hour of a meeting at which a membership vote
as required by the Bylaws will be taken, including full details on the
subject to be voted upon, shall be mailed to each member not less than
ten (10) nor more than thirty (30) days before the date of said
meeting. (See mailing specifications in 3.03) Each member is entitled
to one vote and such vote may be cast in person or by proxy executed in
writing by the member. Members holding thirty percent (30%) of all
votes entitled to be cast if present in person or represented by proxy
shall constitute a quorum at a meeting of members. A majority of the
votes entitled to be cast at a meeting at which a quorum is present
shall be necessary for the adoption of any matter voted upon by the
members. At any meeting of the members all officers and directors who
are present are entitled to vote.
3.05 Conduct of
Meeting.
The President and in
their absence, a Vice-President, and in their absence, any person chosen
by the members present shall call the meeting of the members to order
and shall act as Chairperson of the meeting. The Secretary of the
Corporation shall act as Secretary of all meetings, except in their
absence the presiding officer may appoint any other person to act as
Secretary.
3.06 Equality.
No person shall be
prevented from becoming a member or from enjoying the benefits and
privileges of this organization or be discriminated against in any
manner because of age, creed, color, handicap, marital status, sex,
national origin, ancestry, sexual orientation, arrest record, or
conviction record.
Article IV BOARD OF DIRCTORS
4.01 General
Powers and Number.
The business and
affairs of the Corporation shall be managed by its Board of Directors.
There shall be nine (9) authorized Directors of the Corporation. To be
a Director, a person must be a member.
4.02 Section
and Tenure.
The nine (9) members
of the Board of Directors shall consist of: the four (4) presiding
officers: President, Vice President, Secretary and Treasurer; the two
(2) officers whose term has just expired (IE, President/Secretary or
Vice President/Treasurer); and three (3) members elected at large by the
vote of the membership for a one year term. No Board ember elected at
large shall be elected to that position for two successive terms. (They
may, however, run for office and sit on the board in that capacity.)
Each Director shall
hold office until their successor shall have been elected or until their
prior death, resignation or removal. A Director may be removed from
office by an affirmative vote of three-fourths (3/4) of the members
present at a meeting at which a quorum attended.
4.03 Meetings.
A regular meeting of
the Board of Directors shall be held within thirty (30) days of the
annual meeting of the members. Special meetings of the Board may be
called by the President or Secretary of the Corporation or any
Directors. The President or Secretary shall fix the place and time of
the meeting and written notice of the meeting shall be delivered
personally or by mail to each Director at the address shown on the
Corporation's roster. Notice of any special meeting shall be given at
least seven (7) days previous to the date set for the meeting. A waiver
of notice in writing signed at any time whether before or after the
meeting by the Director entitled to such notice shall be deemed
equivalent to the giving of notice. The attendance of a director at a
meeting shall constitute a waiver of notice of such meeting. Five (5)
or more directors present at a meeting shall constitute a quorum. The
act of majority of the directors present at a meeting at which a quorum
is present shall be the act of the Board of Directors.
4.04 Conduct of
Meetings.
The President of the
Corporation and in their absence a Vice President and in their absence
any Director chosen by the other Directors present shall act as
chairperson of the meeting. The Secretary of the Corporation shall act
as Secretary of all meetings, but in the absence of the Secretary, the
presiding officer may appoint any other person to act as Secretary.
4.05 Vacancies.
Any vacancy occurring
in the Board of Directors, including a vacancy created by an increase in
the number of Directors, may be filled until the next succeeding annual
election by the affirmative vote of a majority of the Directors then in
office provided that in the case of a vacancy created by the removal of
a Director by vote of the members, the members shall have the right to
fill the vacancy.
4.06 Consent.
Any action required
or permitted by the Articles of Incorporation or Bylaws or any provision
of law to be taken by the Board of Directors at a meeting may be taken
without a meeting of a consent in writing setting forth the action so
taken shall be signed by all of the Directors then in office.
4.07
Nominations of Board Members at Large.
(See 5.08-Nomination)
Article V OFFICERS
5.01 Number.
The principal
officers of the Corporation shall be President, Vice-President,
Secretary and Treasurer. To be an officer, a person must be a member.
5.02 Election
and Term of Office.
The officers of the
Corporation are to be elected annually by the members at the annual
meeting of the members, with the President and Secretary to be elected
on even numbered years and the Vice President and Treasurer to be
elected on odd numbered years. Each officer shall be elected for a two
(2) year term and shall hold office until their successor shall have
been duly elected or until their prior death, resignation or removal.
The new officers elected at the annual meeting in September shall take
over their duties as officers the following January 1 for a period of
two (2) years. During the period between their election and actually
taking office, the officers-elect shall sit on the board as non-voting
observers. No officer shall be elected for two (2) successive terms,
either in the same position held previously or in any other position as
an officer. However, once an officer has been out of office for a term
of at least two (2) years, they may then be reelected to any officer's
position.
5.03 Removal or
Vacancy.
Any officer may be
removed from office be an affirmative vote of three-fourths (3/4) of the
members present at a meeting at which a quorum attended. A vacancy in
any officer's position shall be filled by the members for the unexpired
portion of the term.
5.04 President.
The President shall
be the principal executive officer of the Corporation and subject to the
control of the Board of Directors shall in general supervise and control
all of the business and affairs of the Corporation. The President shall,
if present, preside at all meetings of the members and of the Board of
Directors. The President shall have authority to sign all documents or
instruments necessary or proper to be executed in the course of the
Corporation's regular business. She shall appoint chairpersons to the
Standing Committees and in general act as advisor to said committees.
5.05
Vice-President.
In the absence of the
President, or if for any reason it shall be impracticable for the
President to act personally, the Vice President shall perform the duties
of the President and when so acting, shall have all the powers of and be
subject to all the restrictions upon the President. The Vice President
shall serve as Chairperson of the Program Committee, which will consist
of all officers and any interested members.
5.06 Secretary.
The Secretary shall:
a.
Keep the minutes of the meeting of the members and of the Board of
Directors in one or more books provided for
that purpose.
b.
See that all notices are duly given in accordance with the provisions of
these Bylaws or as required by law.
c. Be
custodian of the corporate records. Keep up to date the corporate and
officer's copies of the booklet containing
resolutions and policies passed by vote of the Board or membership.
d.
Keep a roster of the members and of the post-office addresses of each
member.
e.
Sign with the President or Vice President all legal documents requiring
the signature of a Secretary and in general
perform all duties incident to the office of Secretary.
5.07 Treasurer.
The Treasurer shall:
a.
Have charge and custody of and be responsible for all funds of the
Corporation.
b.
Receive and give receipts for monies due and payable to the Corporation
and deposit all such monies in the name of
the Corporation in such banks as shall be selected by the Corporation.
c.
See to it that the proper City, County, State and Federal tax forms and
returns are prepared and filed.
d.
Maintain a basic double entry bookkeeping system.
5.08
Nomination.
A nominating
committee shall propose a slate of candidates to be submitted to the
membership for election at the annual meeting, to fill the vacancies
when the terms of two of the four presiding officers expire, and to
elect three (3) new Board Members at Large. The committee will recommend
to the members the name(s) of the person(s) to fill the particular
vacant position(s). Additional persons may be nominated to fill a
particular position by the members attending the annual meeting. The
nominating committee shall consist of three (3) persons, one selected by
the Board of Directors and two (2) by lot from the names of member
volunteers given to the secretary of the Corporation on the second
Tuesday of August each year. If no names of volunteers are provided,
the nominating committee shall be chosen by the Board.
Article VI CONTRACTS, CHECKS,
DEPOSITS AND FUNDS
6.01
Authorization.
The Board of
Directors may authorize any officer or officers to enter into any
contract and deliver any instrument in the name and in behalf of the
Corporation and such authority may be general or confined to specific
instances. In the absence of any other designation, all legal
instruments made by the Corporation shall be executed in the name of the
Corporation by the President and by the Secretary and when so executed,
no other party to such instrument or any third-party shall be required
to make any inquiry into the authority of the signing officer. Any
single expenditure or any one project involving the expenditure in total
of in excess of Five Hundred Dollars ($500.00) requires the approval of
the membership. An exception to this rule will be the Biennial Quilt
Show and expenses thereof. (See 6.01a)
6.01a Biennial
Quilt Show.
The Biennial Quilt
Show put on by the Pine Tree Quilters will be set up with a separate
checking account. Monies will be deposited in that account when needed
in an amount to be determined by the Board of Directors (but not to
exceed $2000.00). The Chairperson or Co-Chairpersons and the Treasurer
of the Quilt Show will be appointed by the Board and will be the only
ones authorized to draw on this account. Any single expenditure over
$400.00 shall require approval of the Board. Monies from this account,
including initial deposit and all proceeds, together with itemized
records of expenditures and income, shall b e returned to the general
account of the Corporation and this separate Quilt Show account closed
within three (3) months of the completion of the Quilt Show.
6.02 Loans.
No indebtedness or
borrowed money shall be contracted on behalf of the Corporation and no
evidence of such indebtedness shall be issued in its name unless
authorized by or under the authority of a resolution of the Board of
Directors. Such authorization may be general or confined to specific
instances.
6.03 Checks,
Drafts, Etc.
All checks, drafts or
other orders for the payment of money, notes or other evidences of
indebtedness issued in the name of the corporation shall in the absence
of other designation be signed by either the President or the Treasurer
of the Corporation. The Board of Directors may designate different
officers to sign such instruments by a proper resolution.
6.04 Deposits.
All funds of the
Corporation not otherwise employed shall be deposited from time to tine
to the credit of the Corporation in such banks or other depositories as
may be selected by or under the authority of a resolution of the Board
of Directors.
6.05 Acceptance
of Gifts.
The Board of
Directors or any officer of the Corporation to whom such authority may
be delegated by the Board may accept on behalf of the Corporation any
contribution, gift bequest or devise for the general purposes or for any
special purpose of the Corporation.
6.06 Bond.
At the discretion of
the Directors, any officer or employee of the Corporation shall be
bonded. The expenses of furnishing any such bond shall be paid by the
Corporation.
Article
VII SEAL
7.01 The Corporation
shall not be obligated to procure or have prepared a corporate seal and
in accordance with S 181.665 of the Wisconsin Statutes, no corporate
seal shall be requited on any document if the document includes a
statement or notation to the effect that the Corporation has no seal.
Article VIII FISCAL YEAR
8.01 The
Corporation's business and fiscal year shall be from January 1 to
December 31.
Article IX INDEMNIFICATION
9.01 The Corporation
shall indemnify officers, directors and other persons in accordance with
Wisconsin Statutes S 181.045 or the corresponding provisions of any
subsequent Wisconsin Statute.
Article X AMENDMENTS
10.01 By
Members.
These Bylaws may be
altered, amended or repealed and new Bylaws may be adopted by the
members by affirmative vote of not less than two-thirds (2/3) of the
members present or represented at any meeting of the members at which a
quorum is in attendance.
10.02 Implied
Amendments.
Any action taken or
authorized by the members which would be inconsistent with the Bylaws
then in effect but which has been taken or authorized by affirmative
vote of not less than the number of votes required to amend the Bylaws
so that the Bylaws would be consistent with such action shall be given
the same effect as though the Bylaws had been temporarily amended or
suspended so far but only so far as in necessary to permit the specific
action so taken or authorized.
Article XI STANDING COMMITTEES
11.01 Standing
Committees.
The following
Standing Committees shall be maintained as part of the Corporation:
NEWSLETTER: A member's newsletter will be printed and distributed to
all members at least four (4) times a year.
SUNSHINE: Ongoing project to make and distribute tied quilts for
fire victims, hospice, nursing homes and other needy causes to be determined by
the committee as needs arise.
LIBRARY: To acquire and maintain a lending library for the
Corporation's membership.
WORK SESSION:
To plan and coordinate work sessions (usually held on the first Tuesday
of each month).
Other standing or
special committees may be formed or dissolved at the discretion of the
Board of Directors.
Revised 2/27/1990
Revised 5/9/2006
Annual Meeting
Purpose: Election of
Officers (By-Laws 3.03)
The annual meeting will
be held on the 2nd Tuesday in September with written notification to
reach membership not less than 10 days or more than 30days prior to the
meeting. This notification will be mailed to each member (by Secretary)
and will contain the proposed slate of candidates as determined by the
Nominating Committee.
Auction
An auction has been held at the February night meeting
as the evening program for the last few years. (The auction is totally
up to the Vice President(s) and does not have to been done every year.)
The auction items come from PTQ members. At the January night meeting
two charities are selected for the proceeds to be donated to. People
paying with a personal check cannot claim part of it for taxes. It was
decided at a board meeting that all checks will be made out to PTQ. PTQ
will write out a check(s) to the chosen charities.
3/9/04
Board of Directors
All Board members will
have a current copy of the Policies & Procedures Manual and By Laws. It
is recommended that the Board of Directors meet on a quarterly basis and
additional meetings may be scheduled as the need arises.
Budget
The fiscal year for
PTQ, runs from January 1 to December 31. The Operating Budget shall be
prepared in November following the Quilt show. This allows 2 months to
complete the financial reports of the show. At this time, the Budget to
be prepared will cover the next 2 year period. It is recommended that
the Budget be reviewed on an annual basis.
At the January meetings of the new year, the Budget
will be presented to the general membership.
By Laws
A copy of the (Current)
By Laws will be a part of the Policies and Procedures Manual and each
Board member will have a copy during their time of service. Periodic
notification, by way of our quarterly newsletter and/or announcements at
meetings, will be made to the general membership, that at any time, the
By Laws will be available to them.
Calling List
For years a calling list was maintained to notify
members of any situation involving the guild or its membership that
required emergency notification. Since the internet has become a wide
known source of communication, PTQ will notify members of important
matters via e-Mail. The current President will make sure a calling list
exists for members who do not have access to e-mail.
Christmas Party
A Christmas Party will
be scheduled for December of each year. It is held in lieu of the
evening/day meetings for that month. An operating budget has been
established to cover some of the expenses for this event and a cost per
member fee is determined each year, based on location, type of meal,
etc.
Community Service
PTQ is periodically solicited to participate in an activity and/or a
fundraiser that benefits another organization. Each time PTQ has the
opportunity to either chose to participate or not. Each activity should
be judged by the willingness of the PTQ membership to complete the
project, the financial support required to carry out the activity and
the merit of the activity. These requests could be in the form of
money, quilted items, time, knowledge in form of demonstrations, etc.
In
the past Community Service projects and presentations included: a raffle
quilt for the Hospital Auxiliary Fund Raiser, Foster Care quilts,
Festival of Trees, Log Jam, quilts for national disasters: Hurricane
Katrina, etc.
Concern lies in that PTQ gets in a rut and continues to commit to a
specific project year after year. At times it is difficult to get the
membership to support these community service projects. Membership is
reminded that the aim and purpose of the PTQ Guild, as stated in the
Bylaws, shall be for "charitable and educational purposes" to "share the
enthusiasm for and knowledge of the quilting arts, to promote quilting
among its membership and to interest others in the Central Wisconsin are
in quilting".
PTQ members are encouraged to bring ideas on how PTQ can participate in
community service projects. Bringing a project to the board or general
membership does not guarantee financial backing. The financial backing
will be determined by the board after an explanation of what is needed
from the guild is presented.
Dues
Dues shall be paid
annually and will be collected by the Treasurer at meetings or received
by her through the mail. Dues must be paid in full by November 30 for
the upcoming year. 1 /31/06
Annual membership dues are set by the PTQ board of
directors. A membership form will be included in the last newsletter of
the year for all members to fill out for address/e-mail updates.
1/31/06
Dues will be set by the Board and changed as needed
based on budgeting needs.
Expectations of PTQ Members
Pay dues by given date
Share knowledge and expertise of quilting
Sell or buy quilt show raffle tickets
Work at the biennial quilt show
Friendship Blocks
The Friendship block
exchange is held periodically throughout the year. Previous winners can
participate by making blocks, but are not eligible to win. (See
Friendship Block Policy Information for specifics).
The winner of the
friendship block may use up to $25 to purchase fabric and make copies.
($100.00 a year out of programming funds). The winner will need to
submit a receipt to the treasurer within 30 days of purchase. 3/8/06
Group (PTQ)
sponsored activities and functions
Quilt related Guild
retreats are normally held in spring and fall of each year. The purpose
of these retreats is to provide a weekend for members who wish to
socialize, work on any personal projects or take part in a scheduled
workshop. Fees for each retreat vary according to location, meals,
length of stay, etc.
If a member presents a
workshop at a Retreat, individual fees are negotiated prior to
scheduling and approved by the Board. If a non-member presents a
workshop at a Retreat, fees are negotiated and approved as with any
other type of workshop/lecture. Fees will vary according to the
requirements of the instructor, accommodations, etc.
Non-member participation in guild activities. Non
members will pay the fee for an activity plus $15. If they want to join
and receive the full benefits of the guild they will pay the membership
fee plus the activity fee.
PTQ members have first priority in attending a PTQ
activity or function; such as retreats, road trips and classes. After a
set time empty spots will be made available to non members.
1-31-06
Hospitality
If a guest is brought
to a Guild meeting or someone would like to attend on their own, a
Hostess is available to greet them, record their names and introduce
them to the general membership at the beginning of each meeting. The
Hostess will present the guest with a PTQ brochure.
When a member joins
they receive a PTQ folder with a current membership list, the latest
newsletter and Keepsake. Typically the secretary has these folders, but
additional folders will be kept in the library cart. 3/8/06
Illness, Death of Member or Death in a Member's Family
The Secretary will maintain a selection of appropriate
cards and upon notification will send a card to a member or family
member as the situation indicates. 5/04
1. Member - ill or hospitalized - send card
2. Member - death of - a Living Memorial in the form of a
book purchased and donated to the PTQ Library in the member's name.
Cost to be determined by the current market. A card will be sent to the
family informing them of this memorial.
3. All other needs to be determined on a case by case basis.
Keepsake
The Keepsake committee will consist of the current PTQ
Members-at-large and other interested members. 11-04
The keepsake will be a representative sample of items from
as many PTQ members as possible.
3/8/06
Library
A Library is maintained
for the benefit of Guild Members only. It shall contain a variety of
instructional books, patterns, historical related books, magazines,
stencils, videos, etc. for the use of members. The Library represents a
large investment and as such, if books are damaged, lost or destroyed,
it is determined that a cost must be assessed to the responsible member.
A check out procedure has been set up and must be followed. The Library
is normally available to members before and after each meeting. The
Librarian will provide frequent updates as to new additions.
Meetings
Conduct of meetings
1. In an effort to
conduct our regular business meetings in an orderly manner, each member
will indicate by show of hand that she wishes to make a comment. The
President of designated person presiding at the meeting will recognize
each member in turn.
2. With prior approval,
a business owner, shop personnel or representative may display quilt
related products, services, etc. These items and/or services may not be
sold. The display will not be part of the regular business meeting.
However, items of interest, i.e. an individual wall hanging or quilt,
can be showed during regular Show and Tell.
Membership Roster
It has been agreed that
the membership names will not be made available to anyone outside of the
Guild. This is to avoid the possibility of unwanted solicitation. If a
particular quilt-related business offers a sign-up option, a list will
be passed around and each member may decide if she would like her name
to appear on that sign up sheet.
Membership Vote Required
A majority membership vote is required to:
1. Expel a member
(3/4ths)
2. Elect Officers
3. Remove a Board
Member or fill a Board vacancy (due to illness, left the community,
etc.)(3/4ths)
4. To approve any
single expenditure or any project spending over $500.00 (exception is
Quilt Show related expenditures) It is recommended that the Board open a
discussion with the general membership, for the sake of courtesy and
openness, when any expenditure is proposed in the $ 200 to $400 range.
5. Amend, repeal and
propose additions to existing By Laws. (2/3rds)
6. Take specific action
on a case by case situation setting aside By Laws on a temporary basis.
Anything not specifically itemized above is handled by
the Board of Directors
When a Membership Vote
is required - a written notice must be sent to membership in accordance
with section 3.04 of the By Laws.
Microphone
6/03
Two microphones (cord
and cordless) have been purchased for PTQ meetings. 11/03
The microphone is the
responsibility of the Vice-President. 10/04
The Microphones are
stored at Cedar Creek. 3/8/06
Monthly Block
Exchange
A monthly block
exchange was created. There is no limit on the number of times a member
can win the exchange. The pattern will be given at the night meeting
and due the next night meeting or day meeting due the next day meeting.
6/03
Members who create the
pattern for the monthly block exchange will be reimbursed for the cost
of printing if the bill is submitted within 30 days.
1/31/06
Newsletter
The Guild Newsletter is
published on a quarterly basis. Format, contents and method of
distribution are set forth in the Newsletter Editor Job Description.
Paid ads will not be accepted for the Newsletter. Newsletters are a
club member's benefit and distribution outside the Guild membership may
be considered on a case by case basis. Deadline for receiving
newsletter information by the Editor shall be stated at meetings and is
listed in the Newsletter.
Nominating Committee
The Nominating
Committee will be formed on the 2nd Tuesday of August each year. It will
consist of a Board member and 2 general members. If this is not
possible, the Board member may select appropriate Board members to fill
any slots. The purpose of the Nominating Committee is to compile a list
of candidates to be voted on at the September Annual meeting. Using
alternating years the offices to be filled will consist of a new
President and Secretary and 3 members at large and next, a new Vice
President and Treasurer and 3 new members at large. In addition to the
roster of candidates presented, nominations will also be taken from the
floor at the time of the Annual Meeting in September.
Post Office Box
A post office box will
be rented to serve as the general delivery location for all Guild
correspondence. The Post Office Box will serve as our legal address.
There will be two (2) keys available; one to be held by the current
President and one by the current Treasurer or whoever the Board
delegates.
Quilts for Members
It is the policy of PTQ
to present one (1) baby quilt to a Member in recognition of a birth or
adoption. It is recommended that these quilts consist of materials
donated by guild members. It has been past practice that members who
become ill with cancer have been given a quilt made by members. These
quilts have been typically started by a friend within the guild. That
person drafts a block and asks members to make a block. An envelope has
been passed around for members to donate money to help defray the cost
of the bat, backing and quilting. No club money has been put toward
these quilts.
Quilt Show
A Biennial Quilt show
will be held by the members of Pine Tree Quilters for the purpose of
displaying quilt-related items and educating the surrounding community
in the form of demonstrations, lectures and special exhibits. This quilt
show, held in odd-number years, is the major source of funding for the
Guild. All Guild members are strongly urged to participate in the
preparation and actual presentation of the show. It has been
established that no Guild member is eligible to win the Raffle Quilt.
As a benefit of membership, members may enter quilted items at a special
rate which is determined by the Quilt show Committee. A portion of Quilt
Show earnings will be used to purchase a Certificate of Deposit in order
to have advance funding available for the next Quilt Show.
Quilt Standards
Pine Tree Quilters owns
and maintains quilt standards for the purpose of displaying quilts at
our Biennial show.
An agreement has been
made with the Quilting Workshop to store the quilt standards for the fee
of two tables at each quilt show. The fee established earlier will not
be necessary, but kept in the policies and procedures in case of a
change in the future. 3/8/06
A Quilt Standards
Storage Contract is available and must be used. Quilt standards may be
provided for rental to other groups, upon receipt of a completed Rental
Contract. This Rental Contract is available from the president. (It has
been determined that a monthly fee be paid to the designated member who
stores these items. This fee is paid in 2 installments during the year;
January 1st and July 1st. changed 3/8/06)
Quilting Frames
Pine Tree Quilters may
use the quilting frames, which are the property of the Guild, for group
projects. Guild projects will have priority. Upon completion of a
contract agreement, a member may use the quilting frames for projects
outside the Guild.
Recognition of Officers
Outgoing Guild officers
will be recognized at the January meeting when the newly elected
officers take their places. It is recommended that the Vice President be
responsible for the organizing of gifts for the outgoing President and
Secretary and the following year, the President be responsible for
organizing the gifts for the outgoing Vice President and Treasurer.
Reimbursement/Expenses
A member shall be
reimbursed for expenditures according to these
guidelines.
1. The expense is
directly related to a Guild function, program preparation, supplies or
any other items that are appropriate to the running of the Guild.
2. An official store
receipt is presented, indicating item(s) purchased, quantity, dates,
etc. When a receipt is presented containing multiple items of Guild and
non-Guild purchases, the Guild items must be highlighted. Only those
highlighted items will be considered for reimbursement.
3. The name of the
Guild member seeking reimbursement shall be included on the receipt or a
notation securely attached to the receipt must be included.
4.
Reimbursement will be made on receipts presented within 3 months. In the
case of end of year expenses, it is requested that any and all final
receipts be turned into the Treasurer by December 31st.
5. A tax exempt number has been assigned to Pine
Tree Quilters Guild, Inc. and can be requested for use in purchasing
appropriate items. The Treasurer or President can release this number
when pre approved. It is recommended that members wishing to make
purchases in the name of the Guild get pre approval from a Board
officer. If a member purchases items that can be reimbursed and did not
use the tax-exempt number, they will be reimbursed the cost of the item
less the tax.
3/8/06
Standing Committees as dictated in By-Laws
(The definition of a standing committee is where a
committee is always part of PTQ)
Newsletter
Sunshine-(foster care, fire victims, hospice)
Library
Work Session-designed as an opportunity for members to
get help on specific quilting problems, work on quilts for other
projects, etc.
Additional Standing Committees
Quilt Show
Quilt Show Raffle Quilt
Website
PTQ will maintain a website. It will provide
information about our guild and activities we sponsor.
3/8/06
Workshops/Lectures/Bus Trips
1. As a benefit of
membership, the Guild offers special rate on workshops, lectures and/or
Bus trips.
2. Members must sign up
in advance and full payment is required to guarantee a space.
3. Each event will
designate when the last date for cancellation and refund to a member is
acceptable. In the event that a member is unable to attend an event
after the cancellation/refund date, a replacement must be found by that
member or the Guild cannot provide a refund.
4. PTQ will not sponsor
workshops in outlying areas, but would be able to advise when possible.
5. Costs involved in
presenting programs or workshops, etc. are to be submitted to the Board
for approval prior to scheduling.
6. If possible, a
workshop should be accompanied by a lecture. Both of these events are to
be filled by members having first choice and then may be opened to the
public for sign up.
7. When scheduling an
instructor from outside the Guild, a contract should be completed and
signed.
8. When a Guild member
conducts a workshop, individual fees should receive Board approval.
9. The PTQ member who
is acting hostess for any out -of-town instructor shall have appropriate
expenses reimbursed, mileage, the main evening meal, etc.
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