COTTON PATCH QUILTERS OF KERN COUNTY BY-LAWS

Article I – Name

The name of this organization shall be COTTON PATCH QUILTERS OF KERN COUNTY, a non-profit corporation, aka “Cotton Patch Quilters,” “the Quilt Guild,” or “the Guild.”

Article II – Purpose

The purpose of this organization shall be to preserve and continue the traditions, culture, and history of quilting; to promote fellowship among persons interested in all aspects of quilting; to contribute knowledge of and to promote the appreciation of fine quilting; to sponsor and support quilting activities; to encourage quilt making and collecting; to contribute to the growth and knowledge of quilting techniques, textiles, patterns and quilt makers through educational meetings and travel.

Article III – Membership

Section A. Membership shall consist of anyone interested in quilts who shall make payment of annual dues as set forth in the Standing Rules. Membership may be terminated or refused for cause(s) detrimental to the support of the organization's programs, objectives, and harmonious relationship(s) of its members. Membership may be revoked by action of the Executive Board through written notice.
Section B. Classification of Members
1. Active Members: Shall participate in and support the projects and activities of the organization; have the privilege of voting and holding office; pay annual dues; receive a membership card, a regular newsletter and an annual Membership Directory containing the By-laws and Standing Rules.
2. Affiliate Members: Places of business, community organizations, or individuals who support the organization shall:
  (a) be listed in the Membership Directory
  (b) have their name published in the newsletter when they contribute to the Guild.
  Affiliate members shall not be required to pay dues. Only one representative from any single entity will be named as an Affiliate Member.
3. Charter Members: Anyone who joined and paid dues by or on January 15, 1980, may be considered a Charter Member and shall be listed in the Membership Directory.
4. Lifetime Honorary Members: A maximum of two Lifetime Honorary Members may be selected annually by the Executive Board for outstanding contribution to the organization and shall be listed in the Membership Directory. Lifetime Honorary Members are not required to pay annual dues.

Article IV – Officers

Section A. Officers of the organization shall be President, First Vice-President, Second Vice-President, Secretary, Treasurer, Parliamentarian, and two Members-at-Large. Elections are held annually.
Section B. Officers must be over the age of 18.
Section C. Any Executive Board Member desiring to resign from the Board shall submit a resignation in writing to the President, who shall present it to the Executive Board for action.
Section D. In the event of such vacancy in any office the Executive Board shall fill the vacancy at the next Board meeting or special meeting called for that purpose.
Section E. No cause of action shall arise against any person serving as an officer of this organization on account of any negligent act or omission (1) within the scope of that person's duties as a director, acting as board member, or within the scope of that person's duties as an officer acting in an official capacity; (2) in good faith; (3) in a manner that person believes to be in the best interest of the organization; and (4) is in the exercise of his or her policy-making judgment.
Section F. Board members will not be recompensed for their official service to the organization. Reasonable authorized expenditures shall be refunded upon presentation of receipts to the Treasurer.

Article V – Duties of Officers

Section A. The President shall:
1. Preside at all general meetings and Executive Board meetings.
2. Be the chief administrative officer of the organization and report to the organization at its monthly meetings.
3. Appoint a chairperson for each committee.
4. Be ex-officio member of all committees except the Nominating Committee.
5. Be authorized to co-sign checks of the organization.
6. Attend Executive Board Meetings.
7. Have served on the Executive Board for at least one year prior to holding the office of President.
8. Arrange location for monthly guild meetings.
Section B. The First Vice President shall:
1. In the absence of the President, perform such duties assigned to the President.
2. Serve as Chairman of the Programs Committee.
3. Be responsible for securing lodging for visiting teachers.
4. Attend Executive Board Meetings.
5. Secure President’s gift. The cost of the president’s gift shall not exceed four times the regular annual membership fee.
Section C. The Second Vice President shall:
1. Serve as a member of the Programs Committee.
2. Contact prospective lecturers and teachers in regard to programs and workshops.
3. Secure the location for scheduled workshops.
4. Be present at all workshops or appoint a representative.
5. Attend Executive Board Meetings.
Section D: The Secretary shall:
1. Record the minutes of special meetings as required.
2. Record minutes of the Executive Board Meeting and present them at the next meeting.
3. Give a copy of all minutes to the President.
4. Be in charge of any correspondence received or initiated by the organization.
5. Attend Executive Board Meetings
Section E: The Treasurer shall:
1. Be chief financial officer of the organization.
2. Have general care and custody of all securities and funds of the organization.
3. Collect and disburse the funds of the organiztion.
4. Present a financial report at each Executive Board Meeting.
5. Cause an annual review to be made by a qualified individual.
6. Be authorized to co-sign checks of the organization.
7. Prepare an annual budget and present it to the General Membership for approval.
8. Shall annually file the Guild’s required non-profit information with the State Franchise Board and pay the required filing fee.
9. Attend Executive Board Meetings.
Section F. The Parliamentarian shall:
1. Have been a past Executive Board Member of the organization for one year.
2. Be familiar with and maintain a copy of Robert’s Rules of Order and assure that proper parliamentary procedure is followed at all meetings.
3. Serve as chairperson of the Nominating Committee as set forth in Article VI.
4. Appoint a committee to assist her/him in reviewing the By-laws and Standing Rules on every even-numbered year.
5. Attend Executive Board Meetings.
6. Be authorized to co-sign checks of the organization, at the discretion of the President.
Section G. The two Members-at-Large shall:
1. Listen to concerns and suggestions of the general membership.
2. Represent the membership at Executive Board meetings.
3. Assist the President as requested.
4. Attend Executive Board Meetings.

Article VI – Nominations and Elections of Officers

Section A. The Nominations Committee
1. The Nomination Committee shall consist of the Parliamentarian (chairperson), a vice-chairperson, one other member of the Executive Board, and two members from the active membership.
2. Excluding the Parliamentarian, no other member shall serve two consecutive years on the Nomination Committee.
Section B. Election Procedures - The Nominations Committee shall:
1. Present a single slate of candidates for elected officers at the April general meeting.
2. Have the slate of officers printed in the April Newsletter.
3. Accept any additional nominations from members (a) with the written consent of the nominee (b) and received by the Nominating Committee Chairperson two weeks before the May meeting.
4. Present the slate of candidates for officers at the May general meeting for voting. Election shall be by voice vote unless there is
  more than one nominee for any office. In this event, the vote shall be written. Absentee ballots are permitted for election of officers.
5. The newly elected officers shall be installed at the June general meeting.

Article VII – Executive Board

Section A. The Executive Board consists of the elected officers.
Section B. The term of office is one year from July 1 to June 30.
Section C. A quorum shall be at least 50% of the elected officers.
Section D. Motions are passed by majority vote.
Section E. The Executive Board shall have general supervision of the affairs of the organization, fix the hour and place of meetings, make recommendations to the organization, receive recommendations from the organization, and perform such other duties as specified in the By-Laws. The Executive Board shall be subject to the orders of the organization and none of its acts shall conflict with the actions taken by the organization.
Section F. Unless otherwise ordered by the Executive Board, regular meetings of the Executive Board shall be held once each month. Special meetings of the Executive Board may be called by the President and shall be called upon the written request of three members of the Executive Board or ten members of the organization.
Section G. The amount of dues shall be recommended by the Executive Board and voted upon by the membership. All continuing members shall pay the full amount. The amount of dues is set forth in the Standing Rules.
Section H. The Board shall review the schedule of programs and events for the coming year and determine if any meeting or events will not be open to guests or if there will be a special fee for members or guests.

Article VIII – General Meeting

Section A. Meetings shall be held monthly at a time and place designated by the Executive Board.
Section B. A quorum shall be the members in attendance.
Section C. There shall be no proxy votes.
Section D. All elections and motions are passed by majority vote.
Section E. In consideration of a special speaker or program, the business portion of the general meeting may be waived.

Article IX – Committees

Section A. The number and types of committees may vary annually based on the current needs or desires of the membership. A listing of committees and duties is included in the Standing Rules.
Section B. The President, with the approval of the Executive Board, shall appoint chairmen for all active committees except the Nominations committee.
Section C. The term of office for committees shall be one year from July 1 to June 30.
Section D. Committee chairmen shall attend Executive Board Meetings. If unable to attend, a written report must be submitted prior to the meeting or a co-chair shall attend in committee chairman’s place.
Section E. The Chairman of each committee, except the Nominating Committee, shall select a committee and submit the names of the committee members to the Executive Board.
Section F. Each Committee Chairman shall have a handbook listing the duties of the office and shall make any revisions necessary to keep the contents current. The handbook shall be transferred from one Chairman to the successor.

Article X – Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the organization in all cases applicable.

Article XI Amendments of By-Laws

These By-Laws may be amended at any regular meeting of the organization by a two-thirds vote of the active membership present, provided that the amendment has been submitted in the Newsletter prior to the regular meeting.
Revised June 2005

STANDING RULES FOR COTTON PATCH QUILTERS OF KERN COUNTY

I. Committees:

Block of the Month Committee shall:
1. Prepare annual booklet of BOM blocks for distribution to the membership in September.
2. Collect blocks turned in and hold drawings at monthly guild meetings.
3. Distribute blocks to winners.
Bus Trips Committee shall:
1. Suggest trips of interest to guild members.
2. Arrange for bus transportation to events.
3. Collect fees from those participating in trips.
4. Arrange for payment of drivers and bus fees.
Challenge Quilt Committee shall:
1. Plan and coordinate an annual Challenge Quilt project for the guild.
2. Acquire and award prizes if Challenge is to be judged.
Charm Squares/Fat Quarter Lotto Committee shall:
1. Coordinate, hold drawings, and distribute charm squares and fat quarters to participants.
Christmas Party Committee shall:
1. Plan annual guild Christmas Party.
2. Appoint guild members to supervise party activities.
Day and Night Leaders shall:
1. Conduct the day / evening meetings at the discretion of the President.
Day and Night Hostess/Greeter Committee shall:
1. Greet members and visitors and make sure that they are wearing a nametag. If not, they will be provided with one for a nominal charge.
Door Prizes Committee shall:
1. Procure door prizes for drawings at monthly guild meetings.
2. Display prizes and sell tickets for drawings at monthly meetings.
3. Draw winning tickets and distribute prizes.
History Committee shall:
1. Keep a historical record of annual guild activities, photographs, news clippings and other note-worthy publicity.
2. Display the historical records of the prior year at the July membership meeting.
3. This record shall be presented to the outgoing president and a second copy shall be retained by the organization.
Home Show Committee shall:
1. Arrange for guild participation in annual Home Show.
2. Register guild members to staff display booth at Home Show.
Library Committee shall:
1. Keep a record of all magazines, books and patterns and make them available to members as stated in the Standing Rules.
2. Give book reviews and updates on current publications. Submit book reviews to the newsletter for publication.
3. Collect fines on over-due library material.
4. Add a new book to the library in the memory of any member who passes away.
Loving Hands Committee shall:
1. Promote the making of Isolette® quilts by the members of the guild for distribution to the various neo-natal units of local hospitals.
2. Distribute the Isolette® quilts to local hospitals.
Membership Committee shall:
1. Be responsible for maintaining current and past records of membership.
2. Be responsible for sign-in sheets at each general meeting.
3. Fill out membership cards for each paid member.
4. Prepare and distribute an annual Membership Directory.
5. Be responsible for obtaining a photograph of new members.
Museum/Fair Committee shall:
1. Act as liaison with the Kern County Museum and Kern County Fair to arrange for guild participation in activities with these organizations.
2. Form a committee of three guild members to choose a quilt entered in the Kern County Fair to receive the annual CPQ ribbon, a cash award and a certificate for one year’s membership in the guild.
Newsletter Committee shall:
1. Edit and publish a regular monthly newsletter for the members and subscribers.
2. Notify members of regular meetings and special events through the newsletter.
Programs Committee shall:
1. Consist of the President, 1st Vice President, 2nd Vice President, and two active guild members appointed by the President, one from the day group and one from the night group.
2. Plan a slate of programs, workshops and other activities for the next two years to insure a program for each guild meeting, both day and night.
Publicity Committee shall:
1. Plan, coordinate, and disseminate publicity regarding meetings and special events of the guild.
2. Edit and publish brochures and booklets for guild activities.
Quilt Council Representative shall:
1. Represent the guild at Southern California Council of Quilt Guilds meetings.
2. Report pertinent information to the Executive Board.
3. Chair the organizing committee when it is the guild’s turn to host an SCCQG meeting.
Quilt Show Committee shall:
1. Plan and coordinate quilt shows for the guild.
2. Appoint subcommittees to accomplish work needed to put on the show.
Refreshments Committee shall:
1. Plan details and serve refreshments to ensure a cordial and comfortable atmosphere at monthly guild meetings.
Round Robin Committee shall:
1. Register participants.
2. Collect and distribute quilt tops each month the round robin continues.
Show and Tell Committee shall:
1. Encourage members to participate in Show and Tell at guild meetings.
2. Register members who wish to show latest projects at monthly guild meetings.
3. Projects for Show and Tell shall be completed and the showers own work. The Chairperson may make exceptions when the quilt will not be available at future meetings.
Storage Unit Committee shall:
1. Be responsible for the storage unit and its contents.
2. Shall maintain a complete inventory
3. Keep a copy of the storage unit key and provide the incoming President with a key.
Website Committee shall:
1. Maintain the guild website.
2. Work with the webmaster on content, cost, maintenance, etc.
3. Promote the website in newsletters, with handouts, etc.

II – Dues and Fees

A) Annual Membership Dues
1. Annual dues are payable by May 31st.
2. If dues are not paid by May 31, they will be considered delinquent and the unpaid member’s name will be deleted from the Membership Directory and mailing list for the newsletter.
3. Membership dues are as follows: Active members $25, Senior (62 and older) members $20, Junior (18 and under) members $20.
4. For new members, dues are payable upon joining. If a new member joins between February and April, the dues will be prorated to $10.
5. A member, that has been dropped, for failure to pay their dues, wants to be re-instated they must pay their dues plus a $5.00 surcharge for late fees.
B) Guest Fee
1. Visitors attending more than two membership meetings will either be asked to joint or have the option of paying a $3.00 visitor donation.
2. The Executive Board may enforce a $3.00 visitor donation for special speakers.
C) Library Fees
1. Items checked out of the guild’s library may be borrowed by members for one (1) month. If the items are overdue when returned, there will be a $2.00 fine per item. The overdue books and borrowers’ names may be listed in the monthly newsletter.
D) Name tag
1. To help us get to know each other, all members and quests are to wear a name tag. The Hostess/Greeter will supply a name tag for the donation of $0.25.

III – Other Guidelines

A) The only equipment loaned out to members or other guilds shall be the quilt racks. This requires approval of the Executive Board and receipt of a form accepting responsibility for any damage.
B) Should a member wish to address the Executive Board regarding any issue, they must first contact the President to be put on the Agenda of the next regularly scheduled meeting. Time limit for presentation is five minutes.