Meetings at 7 PM
Fourth Tuesday January through October
Third Tuesday November & December
First Lutheran Church
18920 4th Ave. NE Poulsbo, WA 98370
PO Box 714 Poulsbo, WA 98370
The Bylaws of Kitsap Quilters
Revised April 2009
I. NAME
The name of the organization is Kitsap Quilters.
II. PURPOSE
A. The purpose of this organization is to promote and stimulate knowledge of quilting in our community and among our members.
B. This organization is established and operated exclusively for educational purposes within the meaning of section 501 (c) (7) of the Internal Revenue Code. See standing rules for current Federal tax status.
C. Notwithstanding any other provision of these Articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by an organization contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law).
III. MEMBERSHIP
A. MEMBERSHIP: Membership is open to all persons who are interested in participating in the activities of this organization.
B. RIGHTS AND RESPONSIBILITIES:
1. Members shall be eligible: to elect officers; vote on amendments to the Bylaws and Standing Rules and on any motion that comes to the membership during a regular or special meeting; and, receive a monthly newsletter.
2. Members shall pay annual dues as established in the Standing Rules of this organization.
C. A member whose dues are delinquent shall lose all voting and membership privileges.
D. No member shall receive a reduction or waiver of fees for any Kitsap Quilters event. Members may receive repayment of funds expended by them on behalf of the organization with approval of the program’s or event’s chairperson.
E. Guests may attend two monthly meetings free of charge. Thereafter, they will be asked to join as members, paying the appropriate dues
IV. DUES
A. The amount of annual dues shall be determined by the Board and approved by the membership. The current dues amount shall become part of the Standing Rules and changes made are based on the notification and voting procedures appropriate for Standing Rules (see Section X.B)
B. Annual dues are paid each year in September. Dues are considered delinquent if they have not been paid by the October meeting.
C. Any new member joining February 1st – August 31st shall pay one–half the annual dues.
D. Renewing members shall pay full dues each year.
V. MEETINGS
A. Regular meetings shall be held on the fourth Tuesday of each month except for November and December. In November and December, the monthly meetings shall be held prior to or following the holiday week.
B. The annual meeting of the organization shall be held in August.
C. A quorum at general meetings shall consist of members present and voting.
D. Special meetings may be called by the Executive Board. If such meeting is for the purpose of voting on bylaws changes or dissolution of the organization, no less than half the current membership shall be considered a quorum. At least three days notice must be given prior to the convening of a special meeting.
VI. OFFICERS
A. Officers of the organization shall be: President, President Elect, Vice President, Secretary, and Treasurer.
B. Officers will be elected at the August meeting and take office at the September meeting for one (1) year. No officer shall serve for more than two consecutive terms in the same position. In the absence of a new candidate the Board may waive this limitation; however the existing officer is not way required to continue for another term.
C. Nominations
1. A nominating committee will be selected from the floor no later than the June meeting.
2. The Nominating Committee shall nominate candidates for the offices of President, President Elect, Vice President, Secretary, and Treasurer for the upcoming term and shall present this slate at the July meeting to be voted on at the August meeting. Further nominations may be accepted from the floor at the August meeting. No member shall be nominated without his or her consent.
D. Vacancies: In the event of a vacancy in the office of the President, the President Elect shall become President and the unexpired term of the President Elect may be appointed by the Executive Board. Vacancies in the offices of Vice President, Secretary and Treasurer shall be appointed by the Executive Board.
VII. DUTIES
A. President
1. The President shall preside at all business meetings of Kitsap Quilters and all meetings of the Executive Board.
2. The President shall appoint all Standing Committees.
3. The President shall appoint Special Committees as necessary.
4. The President shall serve as an ex officio member of all committees except the Nominating Committee.
5. The outgoing President shall convene an orientation meeting of his/her Executive board with the newly elected board. This meeting shall occur no later than the October general Meeting.
6. The incoming President shall convene an orientation meeting of all standing committees no later than October. Job description books will be provided to all new chairs at this time.
B. President Elect
1. The President Elect shall preside in the absence or at the request of the President.
2. The President Elect shall assume the office of President should a vacancy occur in that office.
3. The President Elect shall assist the President in appointing all Standing Committees.
4. The President Elect shall assist the President in appointing Special committees as necessary.
5. The President Elect shall assume the office of President upon election following the year as President Elect.
C. Vice President
1. The Vice President shall chair the Program Committee and coordinate with the Education Committee.
D. Secretary
1. The Secretary shall keep written records of meetings of Kitsap Quilters and its Executive Board. The minutes of Kitsap Quilters monthly meetings shall be published in the next month’s newsletter or read at that meeting; a signed, dated copy to be kept in the organization’s permanent files.
2. The Secretary shall report recommendations and actions of the Executive Board.
3. The Secretary shall conduct correspondence of the organization as requested.
4. The Secretary shall keep Bylaws and Standing Rules current for reference.
E. Treasurer
1. The Treasurer shall keep accurate records of all funds of the organization and shall make a monthly summarized report reflecting income and expenditures in the newsletter.
2. The Treasurer shall have the most current bank statement reconciled and all books in order and shall submit the books for audit to the Auditor at the close of the officer’s term, at change of Treasurer or at the request of the organization or its Executive Board.
3. The Treasurer shall be present at both days of the annual quilt show at
the following times: the morning opening of each day of the show, at noon of each
day of the show, and at the close of each day of the show to set up change boxes,
get changes necessary and pick up gate receipts. In the absence of the Treasurer,
the Co-
4. The Treasurer shall receive, receipt for and disburse all monies belonging to Kitsap Quilters.
5. The Treasurer shall file or cause to be filed all forms necessary with State and Federal government agencies to maintain the organization’s legal and tax status.
F. No officer shall receive compensation, wages or reduction or waiver of fees for any
Kitsap Quilters event for duties performed as an officer (except for vouchered expenses related to the administration of the office).
G. No officer may sign a check made out to her/him which is drawn on the organization’s account.
VIII. EXECUTIVE BOARD
A. The Executive Board will be composed of the President, President Elect, Vice President, Secretary, Treasurer, and Immediate Past President.
B. The Executive Board shall have the power to act for Kitsap Quilters on all matters requiring immediate attention by the Executive Board and shall meet a minimum of 4 times annually.
C. The current President, President Elect and Treasurer and the Immediate Past President and Immediate Past Treasurer shall prepare the annual budget which shall be approved by the Executive Board and presented to the membership by the November meeting.
D. The Executive Board shall have the power to make decisions for non-
E. Each officer shall be responsible for maintaining accurate, up-
F. The Executive Board shall appoint, no later than August, the Auditor for the following year. The Auditor will perform an audit on the Treasurer’s books at the end of each term and as needed or requested by the Executive Board or the membership.
IX. COMMITTEES
A. Standing Committees of the organization are: Kitsap Cuddles, Bylaws, Challenge
Quilts, Christmas Block Exchange, Doll Quilts, Education, Fat Quarter Exchange, Friendship
Block, Gadget Library, Guilt Auction, Historian, Holiday Potluck, Hospitality, In-
B. No member shall serve as Committee Chair for a period of more than two consecutive terms. In the absence of a new candidate the Board may waive this limitation; however the existing chairperson is in no way required to continue for another term.
C. No Committee Chair shall receive compensation, wages or reduction or waiver of fees for any Kitsap Quilters event for duties performed as a chair (except for vouchered expenses related to the administration of the office).
X. BYLAWS AND STANDING RULES
A. The Bylaws of Kitsap Quilters may be amended at any regular business meeting of the
Organization by a 2/3 vote of the membership attending that meeting provided that the amendment has been submitted in writing and, either,
1. Read at the previous monthly business meeting or
2. Published in the Kitsap Quilters’ newsletter prior to the meeting at which the voting is to occur.
B. The Standing Rules of the Kitsap Quilters may be amended at any regular business meeting of the organization by a majority of the membership attending that meeting provided that the standing rule has been submitted in writing, and, either,
1. Read at the previous monthly business meeting, or
2. Published in the Kitsap Quilters’ newsletter prior to the meeting at which the voting is to occur.
XI. DISSOLUTION
In the event of dissolution of Kitsap Quilters, all assets will be donated to a Kitsap County charitable organization, as defined by section of 501 (c) (3) of the Internal Revenue Code, to be decided upon by the membership at the time of dissolution.
The Standing Rules of Kitsap Quilters
Revised April 2009
I. Current Federal Tax status 501 © (7)
The current Federal Tax Status as of August 1001 is 501 © (7)
II. RESPONSIBILITIES OF MEMBERSHIP
A. Each member is encouraged to work a minimum of 4 hours on each Quilt Show.
B. Each member is encouraged to serve on a committee or as a committee chairperson.
C. Each member is encouraged to purchase a minimum of 10 quilt raffle tickets annually.
III. WORKSHOPS
A. A workshop is defined as a presentation or class given at a time separate from the general meeting.
B. Workshop attendance is offered on a first-
IV. DUES Current annual dues are $24, $12 for members over the age of 80. For
those members who have reached their 80th birthday on or before the September dues-
V. COMMITTEES
A. All committees will consist of a chairperson and committee members as needed. Job descriptions for the committees can be found in the job description booklets. In addition to the specific responsibilities of their committee, each chairperson shall:
1. Be responsible for keeping the job-
2. Ascertain that everyone signing up for classes, trips, retreats etc. has paid current year’s dues.
B. The responsibility of Kitsap Quilters’ committees are as follows:
1. Kitsap Cuddles: Will be maintained for collecting and distributing the quilts made by members and friends to the appropriate agencies.
2. Bylaws/Standing Rules: Will be maintained to review the current bylaws and standing rules at least every other year. Membership may submit suggestions in writing at any time in care of the current President, Bylaws will be published after membership approval.
3. Challenge Quilts: Will be maintained for the purpose of selecting a theme and organizing the challenge quilts made by the membership to be voted on at the January meeting and displayed at the annual quilt show.
4. Christmas Block Exchange: Will be maintained for the purpose of collecting Christmas blocks at the November meeting and distributing them to the participants at the December meeting.
5. Doll Quilts: Will be maintained for the purpose of purchasing dolls, bears, etc., collecting doll quilts made by members and friends and distributing same to selected charitable organizations in the community who will distribute them to needy children at Christmas and during the year.
6. Education: Will be maintained for the purpose of organizing classes, lectures, trips, etc. for members. These are to be in addition to regularly scheduled monthly meetings.
7. Fat Quarter Exchange: Will be maintained for the purpose of suggesting themes, collecting fabric and conducting monthly drawing of same.
8. Friendship Block Exchange: Will be maintained for the purpose of selecting a pattern and publishing it in the newsletter, collecting quilt blocks, and coordinating the monthly drawing.
9. Gadget Library: Will be maintained for the purpose of operating the library solely for members of the guild. A maximum of one (1) gadget is to be checked out at any monthly meeting and it is to be returned at the next monthly meeting, except for the months of Guilt Auction, Picnic, and Holiday Potluck when the library is not available. There is a replacement fee for not returning any gadget.
10. Guilt Auction: Will be maintained for the purpose of scheduling
auctions, along with the Vice President. Kitsap Quilters will be beneficiary of
20% of the proceeds from member auctioned items and 30% from non-
11. Historian: The Historian is responsible for keeping our scrapbook up to date. Members are urged to submit items and photos.
12. Holiday Potluck: Will be maintained for the purpose of organizing the annual potluck in December.
13. Hospitality: Will be maintained for the purpose of greeting
members and guests at the door and having them sign the sign-
14. In-
15. Library: Will be maintained for the purpose of operating the library solely for members of the guild. A maximum of three (3) books are to be checked out at any monthly meeting and they are to be returned at the next monthly meeting, except for the months of the Guild Auction, Picnic, and Holiday Potluck when the library is not available. There is a $20 fee for not returning any book or replacement of same book provided to the library.
16. Membership: Will be maintained for the purpose of accepting application for membership, maintaining and publishing a current roster and collecting annual dues. In order to be on the current roster, dues must be paid prior to or at the September meeting.
17. Newsletter: Will be maintained for the purpose of publishing and distributing the monthly newsletter. Information and paid advertisements must be submitted by the 5th of the month for inclusion in that month’s newsletter.
18. Web Master: Will be maintained for the purpose of and updating maintaining web site for the guild.
19. Nominating Committee: Will be maintained for the purpose of selecting a slate of officers for the August election. The current President and President Elect cannot be members of this committee. Members may make suggestions to the committee.
20. Picnic: Will be maintained for the purpose of organizing the annual picnic in August.
21. Quilt Show: Will be maintained for the purpose of organizing
and running the annual quilt show. The co-
22. Raffle Quilt: Will be appointed by May for the purpose of selecting the pattern and fabrics for the quilt to be raffled two years hence. This committee is also responsible for coordinating the piecing, appliquéing, quilting, etc. of the quilt.
23. Raffle Ticket Sales – Will be maintained for the purpose of obtaining and distributing raffle tickets, and collecting and accounting for all monies.
24. Fall Retreat and Spring Retreat: Will be maintained for the purpose
of coordinating retreats for Guild members one in the spring and one in the fall.
The committee is responsible for renting appropriate sites and collecting monies
as appropriate. All monies must be turned in to the Treasurer in a timely manner
for deposit in the Guild’s account. The Chair is selected a year in advance. All
retreats are self-
25. Scholarship: Will be maintained for the purpose of coordinating
the yearly selection of an applicant to be awarded a scholarship in and amount specified
by the Guild. Scholarship is to be awarded to a student in a college-
26. Secret Pals: Will be maintained for the purpose of promoting increased knowledge of fellow quilters through monthly gift/card, etc. exchange. This program starts in September and Pals reveal themselves prior to the next year’s September meeting.
27. Sunshine: Will be maintained for the purpose of sending cards to fellow members when they are in need of a kind word or congratulations.
28. Hospice Quilts: Will be maintained for the purpose of collecting quilts made by members and friends and distribution in the community to those who are in need during the year.
29. Finance Committee: Will be maintained for the purpose of reviewing finance records.
30. Small Groups: Will be maintained for the purpose of promoting increased knowledge of fellow quilters through small groups meeting at various locations in the community.
VI. The fiscal year for Kitsap Quilters will be September 1 through August 31.
VII. Expenses incurred by members on behalf of Kitsap Quilters shall be reimbursed by the Treasurer. All expenses shall be accompanied by an expense voucher with the receipts attached and shall be signed by the appropriate committee chair or officer. It is the responsibility of the individual seeking reimbursement to obtain the signature of the appropriate chair or officer.
