| SHERWOOD
PARK QUILT GUILD BYLAWS
Filed by Alberta Corporate Registry
Article 1. Name
This organization shall be called the Sherwood Park Quilt Guild – The
Cabin Quilters (herein known as the “Guild”).
Article 2. Membership
a. Regular membership shall
be open to all, upon payment of the annual fee. Members have the right
to attend Guild meetings and are responsible for behaving in accordance
with the Bylaws and objectives of the Society.
b. Total Guild membership numbers to be reviewed annually, in September.
c. Membership year shall be September 1 through August 31.
d. Any Member in good standing will have the right to vote at any
meeting. All votes must be made in person and not by proxy or otherwise.
e. Any Member wishing to withdraw from membership may do so upon a
notice in writing to the Executive through its Secretary.
f. If any Member is in arrears for fees or assessments for any year,
such Member shall be automatically suspended at the expiration of six
months from the end of such year and shall thereafter be entitled to no
membership privileges or powers in the Society until reinstated.
g. Any Member may be expelled for just cause, upon a majority vote of
all Members of the Society in good standing.
Article 3. Fees
a. The annual membership fee
shall be an amount recommended by the Executive and voted upon by a
two-thirds (2/3) majority of those Members present at the Annual General
Meeting (AGM).
Article 4. Meetings
a. The AGM shall be held the
second Thursday in May of each year. At the meeting there will be
elected a President, Vice-president, Secretary, Treasurer, and Program
Coordinator. The Past President will be appointed if applicable. The
elected Directors will form the Executive Committee and will serve until
their successors are elected and installed. Any vacancy occurring during
the year will be filled at the next meeting. Any Member in good standing
will be eligible for any office in the Guild. Members will be notified
through the website, by Newsletter published on the website and by
Newsletter hard copy that is available at the General Meeting one month
prior to the Annual General Meeting.
b. General Meetings will be held the second Thursday of the month from
September through June. Members will be notified through the website, by
Newsletter published on the website and by Newsletter hard copy that is
available at the General Meeting one month prior.
c. A special meeting shall be called by the President or Secretary upon
receipt of a petition signed by one-third (1/3) of the Members in good
standing, setting forth the reasons for calling such a meeting, which
shall be by letter to the last known address of each Member, delivered
in the mail, by email or by telephone eight days prior to the meeting.
d. Quorum for any meeting shall be deemed to be one-third (1/3) of the
general membership.
Article 5. The Executive of the
Guild shall be:
i. President
ii. Vice-president
iii. Immediate Past President
iv. Secretary
v. Treasurer
vi. Program Coordinator
a. Executive Committee shall mean the Directors of the Guild who will
have full control and manage the affairs of the Guild, subject to the
Bylaws or directions given it by majority vote at any meeting properly
called and constituted.
b. A quorum for Executive meetings shall be considered to be the
President OR Vice-president and two other Members of the Executive.
c. Term of office for an elected position shall be from July 1 to June
30.
d. A normal term for an elected position is one year. A person can be on
the Executive for two (2) consecutive terms, not necessarily in the same
position. After an absence of one year, they may then be re-elected to
the Executive.
e. The Executive will establish standing and ad-hoc committees.
f. A person appointed or elected to the Executive Committee becomes a
Director if they accept the appointment.
g. Any Director may be removed from office for any cause that the Guild
may deem reasonable, upon a majority vote of all Members in good
standing.
h. Unless authorized at any meeting and after notice has been given, no
Member of the Guild Executive shall receive any remuneration for her/his
services.
Article 6. President
a. The President shall be an
ex officio Member of all Committees. When present, the President will
preside at all meetings of the Guild, and upon her/his absence the
Vice-president or Chairperson will preside.
Article 7. Vice-president
a. The Vice-president shall
perform the duties of the President in her/his absence.
Article 8. Immediate Past
President
a. The Immediate Past
President will facilitate the transaction of incoming and outgoing
executive and maintain continuity in the executive.
Article 9. Treasurer and
Finances
a. The Treasurer will receive
all money paid to the Sherwood Park Quilt Guild and be responsible to
deposit the money in whatever financial institution the Guild may order.
b. The Treasurer will properly account for the funds of the Guild and
keep the books.
c. She/he will present a full detailed account of receipts and
disbursements to the Executive Committee whenever requested and is
responsible for submitting an Annual Audited Statement.
d. The fiscal year-end will be August 31.
e. The account and books will be audited by an independent Member of the
group at the fiscal year-end.
f. The signing officers of the Guild shall be the Treasurer and either
the President or Vice-president and any other elected Director on the
Executive.
g. The financial records of the Guild shall be available and open for
perusal by any Guild Member.
h. For the purpose of carrying out its objectives, the Guild may borrow
or raise money in such manner as it thinks fit and in particular by the
use of debentures, but this power will be exercised only under the
authority of the Guild and in no case shall debentures be issued without
the sanction of a special resolution of the Quilt Guild.
i. If, for whatever reason, the Guild should cease to exist, all assets
will go to a Registered Charity designated by the remaining Membership.
Article 10. Secretary and
Official Minutes and Records
a. It will be the duty of the
Secretary to attend all meetings of the Guild and to keep accurate
minutes. In case of the Secretary’s absence, another Member may be
appointed.
b. The Secretary will have charge of all the correspondence of the Guild
and be under the direction of the President and the Executive Committee.
c. The Secretary will have charge of the Seal of the Guild which,
whenever used, shall be authenticated by the signature of the Secretary
and the President.
d. The Secretary will keep a record of all activities of the Guild,
which may be inspected by any Member in good standing as arranged with
the Secretary.
Article 11. Amendment of
Bylaws, Standing Rules and Standing Committee Duties
a. Any proposed changes to
the Bylaws may be made by a motion at a General Meeting. The proposal
will be published in the following Newsletter. The proposed change will
then be voted on at the next consecutive General Meeting.
b. Approval of a change in Bylaws must be made by a Special Resolution
that can only be approved by a seventy-five (75) percent vote of those
Members attending the meeting, provided the quorum is met.
c. Approval of a change in the Standing Rules and Standing Committee
Duties may be made by a simple majority of the Members present.
Article 12. Quilt Logo
a. Permission to reproduce
the Guild logo in any form by anyone requires written permission of the
Executive.
Article 13. Parliamentary
Authority
a. Roberts’ Rules of Order
(revised) shall govern all proceedings of the Guild unless otherwise
stated in the Bylaws or Standing Rules.
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