BY-LAWS
Brown Sugar Stitchers Quilt Guild
ARTICLE I – NAME/MISSION/PURPOSE
The name of the organization shall be the Brown Sugar Stitchers Quilt Guild (BSSQG), also known as the Guild. The Guild geographically incorporates the Greater Metropolitan Statistical area of Atlanta, GA. The Guild is a 501(c)(3) non-profit entity.
The purpose of the Guild shall be to foster the art, history, and culture of quilters of color; to promote the preservation of quilt making through educational programs, exhibits and outreach activities; and to establish lines of communication among its members for the stimulation of thought, exchange of ideas, mutual assistance, and enhancement of individual strengths to encourage sharing of members’ talents and skills.
ARTICLE II – OFFICIAL EMBLEM
The official emblem of the Guild shall be a bowl of brown sugar with a quilt. It shall be registered with the State of Georgia and may not be used without the written approval of the Executive Board. Headquarters shall be located in the County of DeKalb, Georgia.
ARTICLE III – MEMBERSHIP
Section 1 Membership shall not be restricted on the basis of race, nationality, sex, age or religion. In the interest of brevity and with no gender bias implied or intended in these Bylaws, members of the Guild will be referred to as “they”,“their” or “theirs”.
Section 2 A person 18 years or older is eligible to become a member of the Guild upon payment of dues.
Section 3 The membership year shall be January 1 through December 31. The annual dues shall be $35. Dues will not be refunded nor further prorated. Dues paid by new members during and after October 1 will be applied to the upcoming calendar year.
Section 4 A person shall be considered an active member of the Guild upon completion of the Guild’s application form and payment of the annual membership dues. Dues are to be paid by December 31 of each year, or upon completion of an application form. If dues are not paid by December 31, a member reverts to visitor status with all the limitations of that status.
Section 5 The Executive Board may make and receive recommendations from membership and secure membership approval for Honorary Membership. Honorary Members are entitled to receive all the rights and privileges of a paid membership.
Section 6 The Guild welcomes visitors at its meetings at no charge, but we strongly encourage visitors to join the Guild after a second visit. If visitors attend workshops or classes, the non-member charge applies. The Vice President of Programs will determine the fees.
Section 7 No member shall sue the Guild. No member shall give or sell the membership roster.Guild members may petition the Executive Board in writing for permission to offer goods and/or services to the general membership. Every effort will be made to protect the privacy of each member and guest. Mass emails shall not show the email address for members or guests.
Section 8 The Executive Board reserves the right to withdraw the membership of any person whose behavior is deemed contrary to the goals and purposes of the Guild and its members.
Section 9 The Irma Young First Time Quilter Award, established in 2018 and named on behalf of dedicated long-term Guild member Irma Jean Young, will be bestowed upon a beginner quilter who completes their first quilt during the first year of membership. The recipient will be identified by the Ribbon Committee Chair. The award is presented during the annual Guild tea. Recipient will receive a gift certificate, monetary value determined by the Tea Committee Chairpersons' budget.
Section 10 The Jocelyn Carter Scholarship, established in 2020 and named in honor of one of the Guild's founding members, Jocelyn Yvette Barlow Carter, is available to assist members who request monetary assistance for charity quilting services during each calendar year. Members submit requests by email to the Executive Board. The $100 scholarship will be disbursed in four $25 increments or as determined by the Executive Board. Brown Sugar Stitchers Quilt Guild
ARTICLE IV – MEETINGS
Section 1 The Guild shall hold a minimum of seven meetings per year. The December General Meeting will be the Annual Meeting of the Guild in which the officers are installed each year.
Section 2 The General Meeting of the Guild shall be held on the third Saturday of each month at the time and place announced. The in person meeting shall take place in the State of Georgia and will be accessible to all members and invited guests via a video conferencing service.
Section 3 The General Meeting held in November shall be the annual business meeting, at which officers are elected.
Section 4 A special meeting may be called by the President, or by any two Executive Committee members, who will determine the meeting location. The officer(s) calling the meeting will make a reasonable effort to notify and accommodate all Executive Committee members to ensure they can attend the special meeting.
Section 5 A quorum shall be all active members present at the General Meeting.
Article V – ELECTED OFFICERS
Section 1 Elected officers of the Guild shall be: President, Vice President of Programs, Vice President of Membership, Vice President of Technology, Vice President of Community Outreach, Corresponding Secretary, Recording Secretary, and Treasurer. These officers shall make up the Executive Board. Each officer must be a member in good standing of the Guild for their entire term. Candidates for office must have a clear understanding of the Guild’s purpose. At least one full year of membership and service on a committee are expected unless a candidate is otherwise approved by the General Membership. Officers are required to attend 90% of all General and Board Meetings.
Section 2 A Term of office shall be for one calendar year, beginning immediately following the election. Officers may not serve more than two consecutive terms, unless the board and general membership vote and agree for special reasons (for example, no other person is interested or willing to commit to the office).
Section 3 Duties of Elected Officers
President:
Attend Guild and Executive Board meetings
Act as the official representative of the Guild.
Preside at all Guild and Executive Board meetings.
May serve on any committee (as needed), except the Nominating Committee
Appoint Chairpersons of all committees as needed. Such appointments are subject to the approval of the Executive Board.
Sign checks along with Treasurer. Has the independent authority to expend up to $200 on the Guild’s behalf.
Monitor Guild email account, marketing automation platform, social media (i.e., Instagram, Facebook, Twitter), and website.
Aid with inventory records.
Represent and communicate in writing to outside entities on behalf of the Guild.
Prepare written annual report and provide a copy to the Recording Secretary at the end of the term.
Support the Executive Board by performing other duties as required. Past President will support and serve on the Executive Board as a non-voting member for one year.
Turn over all original Guild records to the successor at the end of the term.
Vice President of Programs:
Coordinate monthly programs and arrange for workshops with assistance from other members.
Attend Guild and Executive Board meetings.
Preside in the absence of, or at the request of the President.
Fill the office of President, should it become vacant.
Be responsible for location and set-up of monthly General Meetings.
Forward all workshop and/or program income to the Treasurer.
Prepare a written annual report and provide a copy to the President and Recording Secretary at the end of the term.
Aid with inventory records.
Support the Executive Board by performing other duties as required.
Turn over all original Guild records to the successor at the end of the term.
Vice President of Membership
Serve as chair of the Membership Committee
Maintain accurate membership records (including roster) and notify the Treasurer and
President as members join and/or renew.
Distribute membership package, which may include access to electronic resources as well as a welcome gift.
Maintain supply of membership materials (guild pins, rosters, applications, By-Laws, etc.).
Coordinate membership dues and applications with the Treasurer.
Ensure all visitors receive an invitation to membership.
Reach out to reclaim non-paid members.
Aid with inventory records.
Attend all Guild and Executive Board meetings.
Turn over all original Guild records to the successor at the end of the term.
Vice President of Technology
Serve as chair of Technology Committee.
Maintain and update BSSQG website.
Administer social media platforms.
Administer and maintain all passwords.
Administer and maintain “Members Only” section of website.
Attend Guild and Executive Board meetings.
Aid with inventory records.
Turn over all records to incoming officer.
Support Board by performing other duties as required.
Vice President of Community Outreach
Attend Guild and Executive Board meetings.
Monitor email for outreach opportunities
Plan and execute outreach activities aided by other Guild members.
Create committees as needed to assist with programs.
Work with the Board to determine which activities the Guild will undertake.
Aid with inventory records.
Recording Secretary
Attend Guild and Executive Board meetings.
Take and keep the minutes of all meetings (General and Executive Board).
Maintain updated Bylaws and any other official documents as directed by the Executive Board.
Aid with inventory records.
Support the Executive Board by performing other duties as required.
Turn over all original Guild records to the successor at the end of the term.
Corresponding Secretary
Attend Guild and Executive Board meetings.
Monitor and maintain Guild email account regularly and respond to requests for information.
Contact membership regarding any event and other Guild activity.
Mail birthday packages from the Guild to members monthly.
Mail cards from the Guild upon notification of significant events (i.e., birth or death).
Aid with inventory records.
Support the Executive Board by performing other duties as required.
Turn over all original Guild records to the successor at the end of the term.