Niles Piecemakers Quilt Guild By-Laws ​

Article I: Name
The guild shall be known as the Niles Piecemakers Quilt Guild.

Article II: Goals and Objectives
Section 1. The purpose of the Guild is to promote and enhance quilters, quilting and related charity projects.
Section 2. Goals and yearly objectives shall be identified and reviewed at the Annual meeting.

Article III: Membership
Section 1. Membership in the Niles Piecemakers Quilt Guild shall be open to all individuals interested in furthering the goals and objectives of the Guild on payment of dues.
Section 2. Each paid-in-full member shall have one vote.
Section 3. Guests may visit twice before joining. Dues will be paid in full on the third visit.

Article IV: Annual Dues
Section 1. Annual dues shall be voted on by the membership, upon recommendation of the Executive Board at the annual meeting.
Section 2. No other assessment shall be made without a majority vote of the members present.
Section 3. Dues shall be paid at the beginning of the fiscal year for all returning members.
Dues for new members, joining after the start of the fiscal year, shall be prorated on a quarterly basis.
Section 4. The fiscal year will begin August 1st and end July 31st. New officers will take over at the beginning of the fiscal year.

Article V: Meetings
Section 1. A calendar of meetings, activities and workshops will be developed yearly by the program committee and announced at the August Annual Meeting.
Section 2. Meetings shall be open to all members. Guests may be limited at certain meetings.
Section 3. All members shall have the opportunity to address the membership.
Section 4. Notice of meetings shall be included in the monthly newsletter.
Section 5. The Annual Meeting shall be held in August.
Section 6. A majority of the members present at any regular meeting shall constitute a quorum.
Section 7. No vending shall occur during the monthly meetings. Members may sell items before or after a meeting with consent of the President; with a Guild donation of 10% of sales.

Article VI: Order of Business
Section 1. The order of business for meetings shall include the following:
  • A. Call to order
  • B. Secretary’s reports from previous meeting(s) and or Executive Board meeting(s)
  • C. Treasurer’s report
  • D. Other reports
  • E. Announcements and communications
  • F. Member concerns
  • G. Adjournment
  • H. Sharing/Show & Tell
  • I. Program
Section 2. Any member may place an item on the agenda by notifying the President.

Article VII: Officers
Section 1. The elected officers shall be a President, a Vice-President, a Secretary, and a Treasurer.
Section 2. The President, Vice-President, a Secretary, and a Treasurer shall be a
paid-in-full member of the Guild.
Section 3. Terms of office shall be two years in length, elected each May in odd number
years. The term of office shall begin at the beginning of the fiscal year. There is no limit to the number of times an individual can hold an office.
Section 4. Elections
  • A. The slate of nominations of officers will be printed in the March and April Newsletters
  • B. The May election shall be by secret ballot.
  • C. An opportunity will be provided, for nominations from the floor.
  • D. The election results shall be by plurality of votes cast.
  • E. In the case of a tie vote, the decision shall be made by a runoff vote of those tied for first place.
  • F. The nomination committee, appointed by the president, runs the elections.
Section 5. Vacancies
  • A. In the event of a vacancy in the office of the President, the Vice-President shall succeed to such office for the unexpired term.
  • B. Other vacancies shall be appointed by the President and/or Executive Board.

Article VIII: Duties of Officers
Section 1. President
  • A. The President shall preside at all meetings of the Executive Board and meetings of the general membership, and also shall be responsible for carrying out actions of the membership.
  • B. The President shall perform such other duties as ordinarily pertain to this office.
Section 2. Vice-President
  • A. The Vice-President shall preside in the absence of the President
  • B. The Vice-President shall be chair of the Program Committee.
  • C. The Vice-President shall serve in such other capacity as the President may direct.
  • D. The Vice-President shall perform such duties as ordinarily pertain to this office.
Section 3. Treasurer
  • A. The treasurer shall deposit monies in the established account and keep record of monies received and spent, make disbursements authorized by the membership, and prepare a written budget for approval at the annual meeting.
  • B. The Treasurer shall prepare an oral report for the monthly meeting which also will be published in the following month’s newsletter.
  • C. The Treasure shall serve in such other capacities as the President may direct.
  • D. The Treasurer shall perform such other duties as ordinarily pertain to this office, including but not limited chairperson of the Budget Committee.


Section 4. Secretary
  1. A. The Secretary shall keep accurate record of all business proceedings of the guild and the Executive Board.
  2. B. The Secretary shall distribute the minutes in the monthly newsletter.
  3. C. The Secretary shall serve in other capacities as the President may direct.
  4. D. The Secretary shall perform such other duties as ordinarily pertain to this office.

Article IX Executive Board
Section 1. The Executive Board shall be composed of the President, Vice-President, Secretary, and Treasurer
Section 2. The Executive Board shall be empowered to act for the organization when
immediate action is required between regular meetings, except this Board shall not modify any action taken by the membership.
  • A.) The Executive Board is allowed an expenditure of up to $100.00 without approval of the membership for expedient costs.
Section 3. The executive Board shall hold monthly meetings called by the President. Failure to fulfill their responsibilities may result in replacement.
Section 4. Each member shall have one vote. The President has the right to break a tie vote.
Section 5. Three votes shall constitute a quorum.
Section 6. Prior to the first meeting of the new fiscal year, the incoming and out going officers will hold a joint session for transitioning officers’ duties and records.

Article X Committees
Section 1. The standing committees are: Program, By-Laws, Nomination, Finance, Archives, Hospitality, Charity and Ad-Hoc. Committees may be appointed by the President or Executive Board as necessary to carry out the goals of the Guild. Members of committees shall be confirmed by the President.A majority of the committee shall constitute a quorum. Each committee is responsible for establishing their policy, subject to review by the Executive Board and general membership.
Section 2. Nomination Committee
  • A. The chairperson shall be appointed by the President or the Executive Board.
  • B. The committee shall prepare a slate of officers for election.
  • C. The committee shall conduct the election as listed in Article VII: Section 4.
Section 3. By-Laws
  • A. The Vice-President shall serve as chairperson.
  • B. The By-Laws committee is subject to the content as listed in Article XI.
              1. By-Laws shall be reviewed at the annual meeting.
              2. By-Laws can be amended in whole or in part by a majority vote of those present provided                that the proposed amendment(s) are reviewed by the By-Laws committee and then                               distributed to the membership in the newsletter prior to the club meeting. Any member of the               guild may propose a change in the By-Laws.
             3. After adoption by a vote of the members, the revised By-Laws will be published in the                       monthly newsletter with a new revision date.
Section 4. Program Committee
  • A. The Vice-President shall serve as chairperson.
  • B. The committee shall be responsible for the planning and execution of programs throughout the year
  • C. Any singular expenditure over $100 proposed by the Program Committee shall be subject to the vote of the membership.
  • D. The paid speaker may sell products before or after the Guild meeting.
Section 5. Finance Committee
  • A. The chairperson shall be confirmed by the President.
  • B. The committee shall review the treasurer’s book at the end of each fiscal year of office.
  • C. The committee shall be comprised of guild members and/or qualified non-members.
Section 6. Newsletter Committee
  • A. The chairperson shall be confirmed by the President.
  • B. The newsletter will be published each month except December.
  • C. Each paid member of the guild shall receive a copy of the newsletter.
  • D. The expenses of the newsletter, including mailings, shall be borne by the Guild.
  • E. The newsletter shall be mailed no later than one week before the monthly meeting.
Section 7. Hospitality Committee
  • A. The chairperson shall be confirmed by the President.
  • B. The committee shall be responsible for but not limited to the following activities at each meeting:
  • 1. Greeting members and guests
  • 2. Setting out name tags
  • 3. Information slips for program sharing
  • 4. Door prizes
  • 5. Refreshments as desired
Section 8. Archives Committee
  • A. The chairperson shall be confirmed by the President.
  • B. The committee is responsible for keeping an accurate historical record of the guild’s activities.
Section 9. Charity Projects Committee
  • A. The chairperson shall be confirmed by the President.
  • B. Facilitate the making and distribution of quilts by members to promote the goals of the Guild.
  • C. Purchase (as governed by the annual budget) and/or collect supplies/materials necessary to complete the charity projects.
  • D. The committee shall keep records of all charity projects, those who made them and where they were distributed.
Section 10. Ad-Hoc Committees
  • A. Secret Pal Committee
  • 1. This committee usually consist of one person that is in charge of the secret pal program for the group
  • B. Quilt Show Committee
  • 1. A chairperson shall be confirmed by the President
  • 2. This committee is established every other year.
  • 3. Is responsible for planning and organizing our quilt show
  • 4. Reporting to the membership of committee progress
  • C. Website Committee
  • 1.) This committee usually consists of one person, who is responsible for maintaining and updating our website.
  • D. Courtesy Committee
  • 1.) This committee usually consist of one person, who is responsible for sending cards to members in the event of illness, death in family or special occasion.
  • 2.) At the beginning of each year, purchase a book of stamps to be used for mailing cards, buy cards as necessary, and present bills for reimbursement.
  • E. Ad-Hoc committees shall be established by the President and/or Executive Board as the need arises and are not limited to those listed above.
Article XI Expenditures
  • A. All projects requiring funds from the treasury exceeding $100 will need approval of the membership.
  • B. All expenditures given to the Treasurer for payment must be accompanied by a receipt.
Article XII Dissolution
In the event of dissolution, all assets of the Guild shall revert to the local charities. No funds shall benefit any of the Guild’s members.

Article XIII Rules of Order
All business of the Guild shall be conducted with Robert’s Rules of Order, Newly Revised unless otherwise modified by the By-Laws.
Section 1. Parliamentarian
  • A. The Parliamentarian shall be confirmed by the President.
  • B. Parliamentarian shall assist the President at meetings by providing reference to Robert’s Rules of Order.
  • C. Assist in the review of the By-Laws for possible revisions
  • D. Assist in maintaining order at the meetings according to Robert’s Rules of Order.
Article XIV Dues for Past OfficerAll outgoing officers: President, Vice-President, Secretary and Treasurer will have their Guild membership dues paid for the first year out of office as a Thank You for their two years of service to the Guild.