Bylaws

Effective Date: March 1, 2025

Article I: Name and Location

The name of this organization is The Orlando Modern Quilt Guild, also referred to as Orlando MQG or The Guild. The Guild's home is in Orlando, Florida, with members from all the surrounding areas.

Article II: Purposes/Mission Statement

The Orlando Modern Quilt Guild, a Chapter of the Modern Quilt Guild, is a non-profit organization formed to:

inspire and support our members in their enjoyment of and growth in quilt making;
educate our members with an emphasis on the modern quilting aesthetic through programs and activities;
promote an interest in and appreciation of the art of quilt making, especially in a no-rules modern approach to fabric arts; and
assist our community by creating quilts and other fabric projects for those in need.

Article III: Membership

I. Membership is open to any person who agrees to the purposes of The Guild, completes the membership form, and pays the annual dues.

II. The Membership Year begins March 1 and ends the last day of February.

III. Membership dues are set by the Board with the fiscal year running from the first day of March to the last day of February. Prospective members can attend two meetings or sew days for free. Members can be terminated for cause by a majority vote of the Board and the member’s membership fee will be forfeited.

IV. Orlando MQG membership includes membership in The Modern Quilt Guild.

V. Members are allowed entry to general meetings at no additional cost except for special programs. Special programs that require additional costs may include speaking engagements, workshops, field trips, etc. If a guild program is open to persons outside of The Guild, members typically pay a reduced fee.

VI. Members will be provided with a Membership Directory that is to be used only for Guild purposes and not for commercial gain, solicitation, or fraudulent reasons. Member information will not be given or sold to outside entities.

VII. Members are allowed the opportunity to vote in any elections, participate in all general meeting activities such as Block of the Month, Swaps, Bees, Show and Tell, Sew Days, etc. as part of the annual dues.

VIII. General guild meetings are held monthly. Exception may be made when necessary for unusual circumstances. Sew Days, small groups and other programming are held as scheduled. Information regarding scheduled meetings and events will be maintained on the Guild’s published calendar.

IX. Any meeting held in the name of the Guild needs Board approval.

Article IV: Officers and Board Structure

I. The President, and in his/her absence the Vice President,will preside at all meetings.

II. Officer elections are held each year for President, Vice President, Secretary, Treasurer, Community Outreach Coordinator, Education Coordinator, and Member at Large.

III. Officers serve a term of one year.

IV. A person may serve two consecutive terms in a position. If a person serves two consecutive terms in a position, she/he may not run again for the same position for two years.

V. Position descriptions and responsibilities include:

President (Elected by the Members)

The President's primary functions are overseeing the smooth running of the Guild and ensuring The Guild's mission and purpose are being followed. Tasks include, but are not limited to:

Arranges for, schedules, and facilitates general meetings, sew days, and board meetings.
Assists, coordinates, and approves the planning of monthly meetings and sew days.
Prepares the agenda for monthly Guild meetings and board meetings.
Actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
Takes suggestions from all members under advisement, discusses relevant issues with the Board, and works with individuals as needed.
In coordination with the Secretary, maintains the Guild's email account by checking email activity frequently, replying to all emails in a timely manner, and sharing relevant email information with the Board.
Coordinates and shares information with the Social Media Chairperson/Committee in maintaining The Guild's social media accounts.
Attends monthly Guild meetings, sew days, board meetings and Guild programs.

Vice President (Elected by the Members)

The Vice President's primary functions are assisting the President in overseeing smooth running of The Guild and coordinating monthly programs. Tasks include, but are not limited to:

Perform the duties of the President if needed, including running the monthly meeting.
Responsible for programs at monthly Guild meetings including educational programming, the Block Lotto, any challenges, swaps, etc. and prepares recommendations for Board approval.
Assists the Block Lotto Coordinator to ensure there are monthly blocks ready to show at meetings and instructions are posted on our website.
Actively recruits member and guest speakers for meeting demos and presentations on topics of interest especially as they relate to modern quilting style and techniques.
Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
Attends monthly Guild meetings, sew days, board meetings, and Guild programs.

Secretary (Elected by the Members)

The Secretary's primary functions are documenting the activities of The Guild and communicating information within and outside The Guild. Tasks include but are not limited to:

Ensures minutes and photos are taken at monthly meetings.
Maintains the Guild’s website
Posts monthly minutes to The Guild's website including announcements, Guild business, presentations, show and tell, etc.
Assists in maintaining The Guild's social media accounts.
Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
In coordination with the President, maintains guild correspondence.
Maintains documents such as agendas, minutes, etc.
Attends monthly Guild meetings, sew days, board meetings, and Guild programs.
Coordinates monthly newsletter publication, block of the month emails and intermittent emails of guild-wide announcements.
Maintains membership rolls and directory in conjunction with Treasurer.

Treasurer (Elected by the Members)

The Treasurer's primary functions are maintaining The Guild's finances, membership records and official paperwork. Tasks include but are not limited to:

Maintains The Guild's bank account, making deposits and paying bills in a timely manner.
Manages participating lists for any activity (such as classes or retreats) where money is collected. Ensures all bills are paid for each event.
Prepares draft budget for upcoming fiscal year in January, approves final fiscal year budget in March.
Prepares reports for monthly meetings and board meetings.
Communicates brief financial updates at monthly general meetings.
Handles membership dues collection throughout the year.
Maintains membership records in conjunction with Secretary.
Coordinates with The Modern Quilt Guild regarding our Guild's membership including adding new members to the MQG Community site monthly and filing/paying the periodic dues to The Modern Quilt Guild as required.
Files all required official paperwork and tax returns (including Sunbiz and IRS form 990N) in a timely manner and retains these official receipts and forms in accordance with the retention policy.
Along with the other officers, actively participates in leadership and decisions about topics such as annual planning, programs, events, challenges, budgeting and membership.
Attends monthly Guild meetings, sew days, board meetings, and Guild programs.

Community Outreach Coordinator (Elected by the Members)

The Community Outreach Coordinator coordinates and promotes Guild philanthropy.

Tasks include but are not limited to:

Reports regularly to The Board regarding current and proposed charity projects.
Coordinates approved charity project(s) and promotes philanthropy for The Guild in accordance with our Mission Statement.
Provides encouragement and instruction to members to fulfill charity projects.
Collects donation quilts and other charity items and distribute to approved charities.
Photographs quilts for Guild records.
Collects donations of fabric, batting and sewing supplies for Guild use and disperse to members for charity projects.
Utilizes appropriate social media resources to keep members aware of charity projects.
Attends monthly Guild meetings, sew days, board meetings, and Guild programs.
Communicates annual budget to guild supported efforts.

Education Coordinator (Elected by the Members)

The Education Coordinator arranges for and coordinates all aspects of Guild education events outside of programming for the monthly meeting.

Tasks include but are not limited to:

Actively researches prospective educators through Guild members’ input, MQG website and other quilter and fiber arts websites and recruits educators, guest speakers, and program events for special Guild programs and workshops with a focus on the modern quilt aesthetic. Coordinates and assists the Vice President with programming when appropriate.
Communicates above information to the Board for approval.
Based on Board approval, arranges contract, travel and other necessary details to bring educator to Guild.
As needed, hosts visiting educator by coordinating all needs while he/she is in town to teach, including picking up from airport, hotel, meals, travel to/from class location and any other contractual obligations. For virtual classes, coordinates with educator to ensure all communication and technology needs are met.
Communicates program and event information for members through email and/or our social media platforms in coordination with Secretary.
Works closely with Treasurer on all financial details. Copies Treasurer on contracts and obtains Forms W9 as needed.
Communicates regularly with the Board on upcoming speakers and status of planned speakers.
Supports the planning, implementation, maintenance and documentation of The Guild's public programs and educational initiatives.
Attends monthly Guild meetings, sew days, board meetings, and Guild programs.

Member-at-Large (Elected by the Members)

The Member-at-Large represents and is accountable to the general membership, facilitating communication between members and the Board. Tasks include but are not limited to:

Communicates regularly with the Board on member suggestions.
Welcomes new members and guests at meetings.
Takes suggestions from all members under advisement, discusses relevant issues with the Board, and works with individuals as needed.
Along with the other officers, actively participates in leadership and decisions and topics such as annual planning, programs, events, challenges, budgeting and membership.
Attends monthly Guild meetings, sew days, board meetings, and Guild programs.

VI. The Orlando MQG Board consists of all elected officers listed above. The Board will convene as needed for the smooth operation of the guild, meeting at least quarterly.

VII. Each Board member has one vote for board decisions. A vote of one more than half of the Board constitutes a quorum for voting and decision making purposes.

VIII. The Board may spend up to $50 for an Orlando MQG member that has gone above and beyond for the Guild and our Community if the majority of the Board vote to agree.

IX. Standing Committees or Coordinator positions can be appointed by a majority of the Board and the responsibilities are described and designated by such. Committee Chairs or Coordinators are invited to Board meetings as needed to make proposals and to participate in discussions. Excluding the Community Outreach Coordinator and the Education Coordinator, these are non-voting positions. The Board can create new Standing Committees as needed. Standing Committees include:

Block Lotto Coordinator (Board-Appointed Position)

Assists the Vice President. Tasks include but are not limited to:

Communicates information to the Vice President and Secretary.
Provides information and pattern instructions to Secretary and Social Media Coordinator prior to monthly meeting.
Shows a sample at each Guild meeting of the following month's block.
Attends monthly Guild meetings.

Election Process Committee (Board-Appointed Position)

Three guild members in good standing will serve as the Election Process Committee. Election Process Committee members may not run for elected office while serving on the Committee.

Tasks include but are not limited to:

Follows the guidelines set forth in the Bylaws to ensure a smooth election process and transition of officers.

Librarian (Board-Appointed Position)

Tasks include but are not limited to:

Maintains all Guild quilt books and ensures they are returned timely and in good condition.
Maintains accurate and current records of Guild book inventory, including lists of books checked out to members.
Receives an annual budget for book purchases.
Attends monthly meetings.

Social Media Coordinator (Board-Appointed Position)

Maintains all social media accounts. Tasks include but are not limited to:

Working with Officers and other chairpersons, assists in posting information to all social media platforms and the Guild’s website.
Assists in the maintenance of all social media accounts by posting current information, following, responding and interacting with others as relevant and necessary.

Article V: Election Process

I. The Board will appoint an Election Process Committee consisting of three members in good standing in November.

II. The Election Process Committee will present at the December meeting when nominations will open and stay open until December 20. Members in good standing may submit their name, or with permission, a name of a member to the Committee for all elected positions. All positions will be considered individually.

III. Candidates will present themselves for the desired role at the January meeting.

IV. Voting will be held at the February meeting by secret ballot prepared by the Election Process Committee. Absentee voting will be offered with votes submitted to a designated Election Process Committee member by the Sunday at midnight before the February meeting. Voting may be conducted by slate for all uncontested positions.

V. A simple majority of votes cast is needed for a candidate to be elected. Results will be shared at the February meeting with the newly elected officers taking over at the March meeting.

VI. If an Officer leaves midterm the position replacement will be made by the majority vote of the Board members.

VII. An Officer may be removed for failure to perform the duties of office as described herein by a two-thirds majority vote of elected Officers.

Article VI: Fiscal Responsibility

I. An annual budget must be created and approved by the Board.

II. A reserve of $5000 must be maintained annually and used only in the event of fiscal crisis. An example of fiscal crisis contemplated at the creation of the reserve is the loss of free meeting space and the need to rent a meeting space.

III. An internal audit will be conducted at the end of each budget year by an audit committee appointed by the Board, which must include a non-Board member and will not include officers authorized to sign checks for the guild’s bank account.

IV. Financial documents will be retained in accordance with an established document retention policy and in accordance with legal requirements.

Article VII: Insurance

The Guild will purchase and maintain general liability and Directors & Officers insurance each year covering general liability of the Guild and Directors & Officers insurance covering each member of the Board and their spouses.

Article VIII: Anti-Discrimination Policy

The Guild will not discriminate and will take measures to ensure against discrimination in membership, hiring of teachers or other independent contractors, compensation, termination, and other conditions of membership or hiring against any applicant or independent contractor on the bases of race, ethnicity, national origin, age, religion, sexual orientation, or gender, or any other legally protected characteristics.

Article IX: Anti-Harassment Policy

The Guild is committed in all areas to providing an environment that is free from harassment. Harassment based upon an individual's race, ethnicity, national origin, age, religion, sexual orientation, gender, or any other legally protected characteristics will not be tolerated. All members are expected and required to abide by this policy. No person will be adversely affected in membership with the Guild as a result of bringing complaints of unlawful harassment.

Article X: Amendment of the Bylaws

The Bylaws can be amended by a majority of the Board members.