KINGMAN QUILTERS GUILD

Kingman Quilters Guild By-Laws,

Standing Rules and Job Descriptions

Adopted originally as Structure document in September 1997

Revision proposed for adoption January 2015

Kingman Quilters Guild By-Laws

12/17/20114 DRAFT

BY-LAWS
Article I
NAME
The name of this organization shall be Kingman Quilters Guild, an affiliated
chapter of the Arizona Quilters Guild (AQG).
Article II
PURPOSE
We are a local group of quilters who gather regularly to promote and further the
art of quilting and needle arts within the community and to share this knowledge
with everyone.
Article III
MEMBERSHIP
Section 1: Individual Membership -Any person interested in any form of quilting
and/or needle arts shall become a member by payment of annual Arizona Quilters
Guild and Kingman Quilters Guild Chapter dues in the amount determined by the
Board of Directors. Membership runs in conjunction with AQG. All members shall
have the privilege of voting and holding office. A visitor, a non-member, or
member-at-large must abide by the Kingman Quilters Guild Standing Rules.
Section 2: Junior Membership
Any person under the age of 18 interested in any form of quilting or needle arts
shall become a junior member; Kingman Quilters Guild will pay the annual Arizona
Quilters Guilds dues and the local chapter dues are waived. The junior member
shall enjoy all the privileges of membership except the privilege of holding office.
Section 3: Chapters
Kingman Quilters Guild is a Chapter of the Arizona Quilters Guild, and as such,
abides by the AQG by -laws. The Chapter will maintain communication with the
AQG.

Kingman Quilters Guild By-Laws

12/17/20114 DRAFT

Article IV
FINANCIAL POLICIES
The books and accounts shall be kept in accordance with general accounting
practices. All monies derived from Kingman Quilters Guild activities shall be turned
over to the Treasurer for deposit to the
Kingman Quilters Guild account(s).
Article V
MEETINGS
Chapter general business meetings shall be held on the third Wednesday of each
month.
Article VI
BOARD OF DIRECTORS
Section 1: The Board of Directors shall consist of the officers of the organization
and the chairpersons of the standing committees excluding the Chairman of the
Nominating Committee.
Section 2: The Board of Directors shall manage all the business and affairs of the
organization.
Section 3: The Board of Directors shall meet the second Wednesday of each
month. The general membership may attend any Board meeting, but do not have a
vote. Chairpersons of the standing committees will attend executive board
meetings to facilitate streamlining the general business by reporting their status,
as required. Items brought to the board must be submitted in writing.
Article VII
OFFICERS
Section 1: Elected Officers
A. The officers of Kingman Quilters Guild shall be: the President, First VicePresident, Second Vice-President, Treasurer and Secretary. Officers shall be
members in good standing. They shall be elected to one-year terms and may
serve no more than two consecutive terms in the same office.
B. In the event an officer does not fulfill their term, the President shall appoint
a replacement with the approval of the Board of Directors.
C. Any Board member or committee Chairperson missing three meetings
during a Board year may be dismissed from her/his
2|P age

KQG By-Laws

12/17/14-DRAFT

Article VII Officers continued

Board position. Exceptions due to extenuating circumstances may be made
at the discretion of the Board.
Section 2: Powers and Duties of the Officers
A. All officers are voting Board of Directors members; when a position is
shared there is only one vote per office.
B. President
Shall preside over all chapter and board meetings.
Shall with the exception of the Chairman of the Nominating Committee,
appoint chairpersons of the standing committees, Parliamentarian and
special committees with the consent of the Board.
Shall be ex-officio member of all committees except the Nominating
Committee.
C. First Vice-President
Shall assist the President and perform the duties of the President in her
absence.
Shall assume the office of President in the event of a vacancy during her
term.
Shall be in charge of all of the programs of the local chapter.
Shall be in charge of education
D. Second Vice-President
Shall assist the President and perform the duties of the President if the
President and First Vice-President are absent.
Shall be in charge of membership or oversee membership.
E. Treasurer
Shall submit financial reports to AQG to fulfill obligations for AQGs tax
free status in a timely manner.
Shall be the custodian of all Kingman Quilters Guild funds.
Shall record all monies received and expended by the Kingman Quilters
Guild.
Shall prepare the annual budget for presentation to the Board for the
following year.
Shall submit regular financial reports to the Board of Directors.
Shall present a written financial statement at the close of the calendar
year.
3|P age

KQG By-Laws

12/17/14-DRAFT

Article VII Officers continued

F. Secretary
Shall keep minutes of all Board and chapter general business meetings and
files of all committee reports.
Shall conduct general correspondence.
Shall keep files of all correspondence and perform other secretarial duties
as may be assigned to the office.
Article VIII
COMMITTEES
Section 1: Committee chairpersons shall appoint members to their respective
committees and serve a one year term. Each Chairperson may serve a second year
with the Board approval. The Quilt Show Chairperson shall serve a two year term.
Committee Chairperson shall submit annual reports to the Board of Directors and
keep adequate notebooks of procedures for their activities.
Section 2: Standing committees are:
Comfort Quilts
/Community
Outreach
Library

Historian
/Scrapbook

Hospitality

Newsletter

Quilt Show

Membership

Ways and
Means/
Communications

Quilt of
Valor

Ad-Hoc
Committees

NOTE: IT HAS BEEN NOTED THAT NEITHER COMFORT QUILTS/COMMUNITY

OUTREACH NOR QUILT OF VALOR ARE STANDING COMMITTEES AS EITHER COULD
BE DROPPED AT ANY TIME.
Section 3: All standing committee chairpersons are voting Board members. When a
position is shared there is only one vote per committee.
Section 4: Other committee chairpersons may be appointed as needed. They will
attend Board meetings but do not have a vote.

4|P age

KQG By-Laws

12/17/14-DRAFT

Article IX NOMINATIONS AND ELECTIONS

Section 1: In January, the President shall appoint four (4) members to the
Nominating Committee. The Chairperson of this committee shall be the immediate
Past President of the Chapter.
Section 2: The Nominating Committee shall nominate one member as a candidate
for each office to be filled. These names shall be announced at the September
Article IX NOMINATIONS AND ELECTIONS
Section 1: in January, the President shall appoint four (4) members to the
Nominating Committee. The Chairperson of this committee shall be the immediate
Past President of the Chapter.
Section 2: The Nominating Committee shall nominate one member as a candidate
for each office to be filled. These names shall be announced at the September
Meeting. Nominations from the floor may be accepted at the September meeting
providing the nominee has consented.
Section 3: Officers shall be elected at the October meeting by a 2/3-majority vote
of members present.
Officers elected shall assume their responsibilities at the December meeting and
their term of office shall run from January 1st to December 31st of the following
year. Handover of the new Board of Directors and Chairpersons will take place at
the December meeting.
Section 4: The first Executive Board meeting shall be designated for the transfer of
office and leadership training. Outgoing officers are responsible to turn over all
records and educate the incoming officer as to job duties at this meeting
Article X
PARLIAMENTARY AUTHORITY
Robert's Rules of Order, Newly Revised shall govern the proceedings in all cases
not provided for in these bylaws
Article XI
AMENDMENTS
Section 1: The power to alter, amend, revise or repeal the by-laws or adopt new
by-laws shall be vested solely in the membership.
5|P age

KQG By-Laws

12/17/14-DRAFT

Article XI Amendments continued

Section 2: The amendments shall be presented in writing to the membership thirty
(30) days before the vote is taken at a regularly scheduled meeting. They shall be
considered seriatim (article by article). Passage will require a 2/3 majority vote of
members present.

STANDING RULES
1. No individual or affiliate member may advertise or represent Kingman Quilters
Guild as a sponsor of any activity unless the proposed project is presented to the
Board of Directors in writing; the member receives Board approval; and thereafter
the project is published in our newsletter or other publicity as an officially
sponsored Kingman Quilters Guild project. All monies of such projects will be
collected and disbursed by the Kingman Quilters Guild Treasurer. Infringement of
this rule will result in immediate cancellation of membership.
2. The annual dues for the Chapter shall be $12.00. The annual dues for
The Arizona Quilters Guild shall be based on current rate for new members and for
renewals. (At the time of this writing, renewal rates are $25 and new members are
$30.00)
3. All Board Members are expected to operate within a set budget as approved by
the Board each January. Within this budget, any single expenditure over twentyfive dollars ($25.00) must be approved by the Board of Directors unless previously
designated and approved.
4. Subject to approval of the Board of Directors, a working fund with a maximum of
twenty-five dollars ($25.00) shall be made available to any Chairperson working on
any major, approved project.
5. Members of Kingman Quilters Guild in good standing can advertise quilt related businesses at no charge in the newsletter, "The Buzz," space permitting.
Local advertisers who offer a discount to KQG or its members may advertise
businesses at no charge in the newsletter. All other advertisers will be charged
$35.00/year for a business card size advertisement.
6. One member in good standing will be selected each year as the Quilter of the
Year. The selected member will be sent to Quilt Camp
6|P age

KQG By-Laws

12/17/14-DRAFT

Standing Rules continued

Or any of the Kingman Quilters Guild sponsored educational events with fees not
to exceed $85.00 paid by the Guild.
8. Regular meetings shall be given at no charge to members. Guests may attend 3
meetings before joining the guild.
9. On an extraordinary occasion (death, anniversary, other) the membership may
vote that an appropriate remembrance be given to a member in good standing or
family member outside the Kingman Quilters Guild membership.
10. Standing rules may be changed by a 2/3 majority vote of members in
attendance at a regularly scheduled meeting. Articles, rules and motions may be
redacted or amended as voted by the membership.
11. Kingman Quilters Guild will reimburse the President and her one designated
representative for mileage fee for gas for the spring meeting and $100 toward
lodging fees for the fall meeting to attend AQG sponsored meetings.
12. All classes signed up for will require a deposit by the following Wednesday bee
or meeting. Cancellations must be made no later than 5 days prior to the event. A
refund may be issued if the cancelled space is filled at the discretion of the First
Vice President/education director.
13. All positions and offices are voluntary positions and not paid positions.
STANDING RULES continued
14. The chapter compensates members for teaching at the rate of $25.00 @ half
day class (3 hours), and $50.00 @ full day class (6 hours) plus $5.00 per student
attending. KQG and AQG members will pay $5.00; non-members/guests may
attend on a space available basis at the cost of $10.00. All fees are nonrefundable.
15. Funds received from opportunities and the Boutique at the Quilt Show shall go
to our education fund to reduce the cost of classes and educational quilt-related
events etc.
16. Camps/Retreats shall be self-supporting. All costs; event facility, supplies/gifts
are paid from participant fees. Fees are determined by the number of participants.
If there are not enough participants, fee adjustments or cancellations need to be
made. These changes need to be made prior to the event cancellation deadline
date. At the completion of any event an accounting report must be submitted to
the President by the next Board meeting.
16. Purchases made on behalf of Kingman Quilters Guild must use price, quality
and availability as the criteria for purchase and must solicit bids from multiple
sources, when available.
7|P age

KQG By-Laws

12/17/14-DRAFT

JOB DESCRIPTIONS
OFFICERS
President
Shall chair Executive Board and General Membership meetings
Shall keep a duplicate copy of all Board meeting minutes and maintain the
corporate binder.
Shall be a signer on the Kingman Quilters Guild bank account(s).
Shall contribute necessary correspondence for all Chapter matters requiring her
attention; letters and/or all information necessary for the functioning of the Board.
Shall present all awards and other items of recognition and be available to
physically attend any function requiring the Presidents presence whenever
possible.
Shall appoint all necessary committee chairpersons.
First Vice President
Shall perform the duties of the President in her absence.
Shall assume the office of President in the event of a vacancy in office.
Shall be a signer on the Chapter bank account(s).
Shall be in charge of all Educational Programs. OFFICERS continued
Second Vice President
Shall perform the duties of the President and the First Vice President in their
absence.
Shall be in charge of or shall oversee the membership.
Shall maintain a current list of all Kingman Quilters Guild members on a
computer.
Shall be responsible for organizing and printing a roster of members by July of
each year.
Shall provide a print-out of current members for the use of Activity Chairpersons
as needed or as requested by the Board.
Treasurer
Shall be the custodian of all Kingman Quilters Guild funds.
Shall be a signer on the Chapter bank account(s).
Shall record all monies received and expended by the Kingman Quilters Guild.

8|P age

KQG By-Laws

12/17/14-DRAFT

Shall prepare the annual budget for presentation to the Board each January and
upon Board approval present the annual budget to membership in February for
approval.
Shall submit regular financial reports to the Board and present a written financial
statement at the close of the calendar year. All monthly and yearly reports are to
be kept on file indefinitely.
Shall reimburse members for authorized expenses incurred upon presentation of
receipts, and shall pay general Chapter bills.
Shall assist in the preparation of committee budgets and the collection of funds
from all Chapter activities.
Shall be present (or designate someone) at all Chapter functions requiring the
collection of funds.
Shall prepare and submit the Chapter Financial Recap Report
Secretary
Shall keep minutes of all Chapter meetings and Board meetings and of all
committee reports.
Shall be a signer on the Chapter bank account(s).
Shall conduct general correspondence and perform other secretarial duties as
assigned.
Shall keep copies of all correspondence on file for one (1) year, at which time
items are to be reviewed by the Secretary. Items that must be retained will
concern any legal, financial or historical matters.
Shall provide copies of the by-laws to be distributed with the annual roster.
Shall also submit an article on the activities of Kingman Quilters Guild to the
Patchwork Chatter monthly.

COMMITTEE CHAIRPERSONS:
If not attending a monthly board meeting a written status report of your
committee must be submitted to the President by the Executive Board Meeting,
one week prior to the Chapter General Meeting. Committee Chairs shall submit a
written budget as required by the President at the first executive board meeting of
the year.
NOMINATING:
Shall work with the nominating committee to select one (1) member as a
candidate for each office to be filled. These names shall be announced at the
September meeting.
9|P age

KQG By-Laws

12/17/14-DRAFT

SUNSHINE:
Shall send get-well and condolence cards as needed to any chapter member and
as directed by the membership or Board of Directors.
HISTORIAN:
Shall collect and maintain records and photographs of all Chapter
Officers/Committee Chairpersons (who they were and what years they served),
events, printed publicity and other noteworthy items and maintain the scrapbooks
containing these items within the budgetary guidelines established for Historian.
COMMUNICATIONS:

HOSPITALITY:
Shall provide beverages and other necessary items at quarterly Chapter functions
Shall shop annually to restock paper goods used in the kitchen replenishing
enough for four (4) events per year and shall submit receipts to the Treasurer.

COMMITTEE CHAIRPERSONS continued

NEWSLETTER:
Shall be responsible for compiling and publishing the monthly newsletter in hard
copy and electronic format.
Shall maintain the hardcopy mailing list for the monthly newsletter.
Shall deliver and pick up the Newsletter from the printing provider.
Shall be responsible to ensure some hardcopies are made available at the regular
meeting.
MEMBERSHIP:
Shall organize the membership into a workable list of being able to contact
membership as deemed necessary by the President or the Board of Directors.
Shall maintain an up-to-date list of the membership by working in close contact
with the Second Vice-President.
COMMUNICATIONS & WAYS AND MEANS:
Shall contact and contribute newsworthy items concerning the Kingman
Quilters Guild to all media people in Kingman on a regular basis.
Shall serve as the contact person for all media events.
Shall be in charge of the fund-raising activities of Kingman Quilters Guild.

10 | P a g e

KQG By-Laws

12/17/14-DRAFT

Shall work at the direction of the Board of Directors as to activities undertaken

and presented to the membership and work closely with the Treasurer in the
handling of funds and payment of expenses.
Shall keep detailed records of all activities, the monies earned and the expenses
involved in each activity.
LIBRARY:
Shall hold book, magazine and equipment sales as needed for items donated to
KQG.
Shall be responsible for the books, and media and equipment belonging to the
Kingman Quilters Guild and shall make them available to members for check-out.
Shall prepare a list of resources that is available to the members for publication in
newsletter annually.
COMFORT QUILTS/COMMUNITY OUTREACH:
Shall be responsible for the making of comfort quilts or other charitable items and
distribution to the programs the Kingman Quilters Guild choose to support.
QUILT SHOW:
Shall be responsible for all of the activities necessary for putting on the quilt
show.
Shall ensure a challenge quilt contest is held and exhibited at the quilt show.
Shall ensure the Opportunity Quilt is appraised.
Shall make regular reports to the Board of Directors and to the general
membership.
Shall keep complete records of all activities and pass this information along to the
next Chairperson.
COMMITTEE CHAIRPERSONS continued
AD-HOC COMMITTEES:
Shall include BOM, Brown Bag Challenge, Secret Pal, Round Robin, Friendship
Block Exchange and other programs deemed suitable by the membership.
Shall be responsible for all of the activities necessary for coordinating the specific
program.
Shall establish appropriate timeline including kick-off and closing of committee
activities

11 | P a g e

KQG By-Laws

12/17/14-DRAFT

GENERAL CONDUCT OF ALL BOARD MEMBERS

All members are to keep complete and accurate records of their term in office,
printing or writing clearly and dating all items. Records are to be reviewed by each
incoming officer and only the relevant items in each notebook are to be retained. If
in question of an item's importance, it is best to seek the counsel of another Board
member. All Board members are required to attend the monthly Board meetings.
If they are unable to attend they must contact the President and provide a report
of their committee's activities.
All members shall pay their dues promptly.
All members shall be courteous and attentive to all speakers.
All members shall be helpful and willing to serve on all committees.
All members shall arrange to be on time for all meetings.
All members who sign up for special activities shall show courtesy by fulfilling
their commitment. If unable to fulfill their commitments they will, please contact
the person in charge.
CONFIDENTIALITY AGREEMENT
The roster you receive contains confidential information and is provided solely for
use by members of Arizona Quilters Guild/Kingman Quilters Guild. It is given only
to members. It is not to be used for any commercial purpose. By accepting this
Roster, you agree to these conditions.
It is the policy of AQG never to sell a list of our membership to anyone. We provide
the roster as a courtesy only to our members for their personal communication
with other members to promote quilting.

12 | P a g e

KQG By-Laws

12/17/14-DRAFT