Constitution
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The Constitution of the London Friendship Quilters Guild.


Article I: Name:
The organization shall be called the London Friendship Quilters Guild (LFQG)
.
Article II: Aims and Objectives:
The London Friendship Quilters Guild is a non-profit organization whose aims
are:
1. To promote an appreciation for, and to contribute to the knowledge of
the art and craftsmanship of patchwork and quilting
2. To encourage performance in the art of quilting by providing educational
opportunities
3. To provide a forum for friendly exchange of ideas and information.

Article III: Membership:
1. Membership shall be open to all persons interested in quilts and
quilting, upon payment of membership dues
2. Honorary membership shall be awarded at the discretion of the executive
3. Visitors may attend meetings upon payment of designated visitor fee
4. The guild executive may decline to extend membership to any person whose
objectives are deemed inconsistent with those of the LFQG
5. The membership list is for the exclusive use of guild members for guild
business, and shall not be divulged, sold or otherwise made public or shared
with persons outside of the guild.

Article IV: Membership Dues and Visitors Fees:
1. Dues shall be determined annually by the executive and shall be paid in
full by all members at the first meeting attended
2. Visitor fees shall be determined annually by the executive and shall be
paid in full by all visitors
3. The membership year shall be September 1st to August 31st.

Article V: Executive:
1. The officers of the guild may be as follows: President, Past-President,
Vice-President, Secretary, Treasurer, Membership, Newsletter, Website/Blog Editor, Community Outreach Coordinator
2. The officers of the guild shall be elected at the annual general meeting
in May for a period of one year, commencing July 1st
3. No officer shall hold the same office for more then two consecutive years
without the agreement of the membership
4. In the event of a resignation, the executive shall appoint a consenting
member to complete the term.

Article VI: Duties of Officers:
1.Past-President:
(a) acts as advisor to the guild
(b) may chair meetings as required.

2. President:
(a) prepare agenda for executive meetings and general meetings
(b) preside over all meetings
(c) along with the Vice-President, arrange for speakers and special
presentations at general meetings and workshops
(d) receive annual reports from other executive officers and prepare the
annual report for presentation at the annual general meeting.

3. Vice-President:
(a) replace the President as necessary
(b) assist the President in planning special projects as necessary
(c) assume responsibility for special projects as necessary, eg. Quilt Show
Coordinator
(d) along with the President, arrange for speakers and special presentations
at general meetings and workshops.

4. Secretary:
(a) record the minutes of all executive meetings, distribute minutes to the
executive, and make the minutes available to all guild members
(b) record the minutes of the annual general meeting
(c) maintain a file of all minutes, reports, correspondence and inquiries
for future use
(d) is responsible for preparing an amended copy, of the guild constitution
for distribution as appropriate.
(e) select and distribute cards, letters, etc, to members on appropriate occasions
(f) coordinate arrangements for our annual banquet.

5. Treasurer:
(a) is responsible for all guild funds; receives dues and fees, deposits
receipts and issues cheques as required
(b) maintain all records necessary to the annual audit and prepare reports
as required
(c)  keep up-to-date records and make financial reports at each executive
meeting and at the annual general meeting
(d) prepare a budget for the guild year in conjunction with the executive
and present the proposed budget to the membership in the fall.

6. Membership:
(a) collects dues from all members and guests
(b) is responsible for obtaining name tags for members
(c) keep an up-to-date record of all members and advise the newsletter
committee of new members
(d) prepare and distribute an annual membership lists, in a timely manner
(e) provides new members with a copy of the Constitution,  and other
relevant Guild information.

7. Newsletter:
(a) arrange for an adequate supply of paper, envelopes, etc. and informs the
Treasurer of expenses incurred
(b) sets deadlines for printing of newsletter and informs the executive and
guild members of the deadline
(c) compile, prepare and distribute the newsletter to all members
(e)  send a complimentary newsletter to the President or Newsletter Officer
of other regional guilds, and update the Canadian Quilting Association (CQA)
and the Ontario Quilting Connection (OQC) of our guild activities.

8. Librarian:
(a) is responsible for researching and purchasing books and resources for
the library, based on the library budget set by the executive
(b) provide library service at all general meetings
(c) collects fines for overdue books; the amount of the fine is set by the
executive committee
(d)  maintain the library collection, files, etc. .

9. Website/Blog Editor:
Note: a blog editor must have access to a computer, the internet and a digital camera
(a) monitor the guild email address by forwarding emails to the appropriate person, and keeping the email address book current
(b) via the blog: informs the membership of upcoming meetings and events, and posts photos, and documents any events that the guild hosts
(c) maintains the information on the webpage, keeping the Upcoming Events and Calendar current
(d) maintains the layout of the blog, including side bar links of advertisers and quilt shows, etc.
(e) works with Newsletter to collect and publish information that would be of interest to the membership

10. Community Outreach Coordinator:
(a) schedule quilt bees after consulting with the President and
Vice-President
(b)  with the approval of the executive, arrange a yearly outreach program
which is of benefit to the community, through contact with social services
(c)  arrange for the delivery of completed quilts
(d)  store material and supplies pertaining to the community projects
(e)  solicit donations from the community and the guild membership
(f)  provide active guidance and leadership to guild members to encourage
their participation in this program
(g)  provide an annual report to the executive regarding the success of the
program, with details donations and expenses.

Article VII: Meetings:
1. The number and dates of general and executive meetings shall be
determined annually by the executive.
2. The annual general meeting shall be held in May of each year.

Article VIII: Nominations and Elections:
1. The nominating committee shall be chaired by the Vice-President, and
include  two non-executive members of the guild. Members may volunteer for
the nominating committee or be appointed by the committee chairperson
2. The committee will prepare a slate of officers to be presented to the
membership at the guild general meeting prior to the annual general meeting
3. Nominations must have the consent of the nominee and the name of a
seconder
4. Nominations may also be made from the floor at the annual general
meeting, with the consent of the nominee and must include a seconder
5. Elections shall be held at the annual general meeting and those receiving
the majority of votes of the membership will be elected.
6. Voting will be conducted by secret ballot in the event that there are
more then one nominee for an executive position.

Article IX: Finance:
1. The fiscal year commences on the first day of September and ends on the
31st of August of the following year, as per the membership year.
2. The signing officers of the guild shall be two of the following three
executive members: President, Past-President, Treasurer.
3. Expenditures:
(a) Any operating expenditure of the guild less then $100.00 shall require
the approval of the signing officers
(b) Operating expenditures in excess of $100.00 shall require the prior
approval of the executive
(c)  All extraordinary, non-operating expenditures which are not offset by
cash inflow for specific purposes (eg. Bus Trips) shall require the prior
approval of the members of the guild.
4. The executive shall appoint an auditor annually to review the guild's
financial statements and supporting documents, at the close of the financial
year, and submit a report that shall be available to all members.
5. The interim Treasurer's report shall be made available to all guild
members at the annual general meeting.

Article X: Amendments to the Constitution:
1. The constitution may be amended or repealed by a two-thirds majority vote
of members present at the annual general meeting of the guild.
2. Notice of a proposed amendment must be circulated to members by the
meeting prior to the annual general meeting
3. In the event of a dissolution of the guild, all property assets may be
liquidated and all financial proceeds donated to the Canadian Quilters'
Association.

Article XI: Parliamentary Procedure:
In all matters for which the constitution does not provide, Roberts Rules of
Order, revised, shall be the authority.

Article XII: Other Business :
1. As a non-profit organization, the guild business shall be carried on
without the purpose of financial gain for the executive or the members.
2. Any profit to the guild shall be used for promoting the activities of the
guild.

Revised June 2008.
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