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Bylaws of Dakota County
ARTICLE I — NAME AND PURPOSE
Section 1 — Name:
name of the organization shall be Dakota County Star Quilters. It shall
be a non-profit organization incorporated under the laws of the State of Minnesota.
Section 2 — Purpose:
purpose of Dakota County Star Quilters
shall be to contribute to the
growth of knowledge about quilting techniques, patterns, history and
quilt-making by providing educational meetings, fun and fellowship, by
sponsoring and supporting quilting activities, by encouraging
quilt-making, and by promoting the appreciation and knowledge of quilts.
Section 3 — Non-profit:
Dakota County Star Quilters, also referred to as DCSQ, shall be a
non-profit organization under the laws of the State of
As a non-profit organization, the activities of DCSQ shall be
conducted in such a manner that no part of the net income shall benefit
Section 4 — Dissolution:
In the event of dissolution, any and all properties owned by DCSQ shall
be disposed of, with all monies being distributed to organization(s)
which qualify as non-profit under the laws of the state of
Minnesota, as recommended by the membership and
approved by the Executive Board.
ARTICLE II — MEMBERSHIP
Section 1 — Eligibility for membership:
person showing an interest in
quilting, willing to take part in DCSQ group activities, and pay the
required dues, shall be eligible for membership.
Membership is not restricted to residents of
Membership is granted upon completion of membership form and
payment of annual dues.
Section 2 — Annual dues:
Each year the Executive Board shall determine by November 1st
the rate for annual membership.
The annual membership rate shall be published in the November
DCSQ newsletter. The dues
are payable in January.
Members who have not paid by the March meeting will lose their
membership. Dues for
renewing members will be at the annual rate and shall not be pro-rated.
New members shall pay a pro-rated amount, based on the month they
apply for membership.
Section 3 — Rights of members:
member shall be entitled to one vote at annual elections of Board
Receive the monthly
Have access to DCSQ
Have the right to display
items in the quilt show,
Be supplied with a membership list, with the understanding that this
list will not be used for commercial purposes, or any purpose not
related to DCSQ activities,
Have the right to list quilting-related professional services on the
DCSQ web site,
Have any other privileges determined by the Executive Board.
Section 4 — Guests
Guests are welcome to attend all regular meetings.
For each meeting, a guest will be charged a fee equal to the
monthly pro-rated amount of an annual membership dues.
For example, if the annual dues are $24.00 the fee for a guest to
attend a monthly meeting is $2.00 ($24.00 / 12 = $2.00).
Guests are required to sign in and supply contact information,
including name and address.
A guest’s email address and phone number are also requested.
The contact information will be used solely by DCSQ for the
purpose of sending DCSQ related information, such as an invitation for
membership, and will not be given or sold to any other person or
Section 5 — Resignation and termination:
Resignation of membership shall not relieve a member of unpaid dues or
other charges previously accrued. Resigning members must return library
materials and any other DCSQ property they may have.
ARTICLE III — MEETINGS OF MEMBERS
Section 1 — Regular meetings:
Regular meetings of the members shall be held the second Tuesday of each
Section 2 — Special meetings:
Special meetings may be called by the Chair or the majority of Executive
Section 3 — Notice of meetings:
Notice of each meeting shall be given in the DCSQ monthly newsletter.
Section 4 — Quorum:
members present at any properly announced meeting shall constitute a
quorum, as long as 25% of the membership is present.
Section 5 — Voting:
issues to be voted on shall be decided by a simple majority of those
present at the meeting in which the vote takes place, as long as a
quorum of members is present.
ARTICLE IV — BOARD MEMBERS
Section 1 — Board membership:
Board consists of the Executive Board and Committee Chairs and other
Board positions as defined in Article V.
Board members shall plan and conduct meetings cooperatively.
Section 2 — Meetings and notice:
Board shall meet at least four times a year, at an agreed-upon time and
place. The Chair shall notify Board members and DCSQ members of the
meeting at least one month in advance. All
DCSQ members may attend Board meetings and offer input.
The Chair is responsible for creating an agenda for each Board
meeting. The agenda shall
be published in the DCSQ newsletter prior to the Board meeting.
Any DCSQ member can request the Chair to add agenda items any
time up to 2 weeks prior to the Board meeting.
Section 3 — Board elections:
Elections for Board members shall be held in May of each year.
Board members serve from June to May.
Nominations shall be submitted in March and April by any member.
Any member, with her consent, is eligible to be nominated.
Section 4 — Quorum:
quorum must be attended by at least 40% of Board members for business
transactions to take place and motions to pass.
Section 5 — Offices of the
shall be four members of the Executive Board, consisting of a Chair,
Vice-Chair, Secretary and Treasurer. Their
duties are as follows:
The Chair shall
convene Board meetings, create an agenda for Board and regular meetings,
preside at all meetings, appoint committees as necessary to carry out
the work of the group, organize programs for the year, and reserve
meeting room(s) for the next year. At the beginning of her term, soon
after the elections, the in-coming Chair shall work with the Finance
Committee to create the annual budget for the fiscal year, from June 1
through May 31 of the following year.
The budget shall be approved by the Board.
Any major change in the
budget must be approved by the Board or the Executive Committee.
The Chair serves for one year as Vice Chair, prior to
becoming Chair, and one year as Past Chair, following her term as Chair.
The Vice Chair
shall assist the Chair and preside over meetings in the Chair’s absence.
The Vice Chair shall be co-signer for the DCSQ bank accounts.
The Vice Chair serves a three-year term, one year as Vice Chair,
the following year as Chair, and the third year as Past Chair.
shall be responsible for keeping records of all Board and regular
meetings and distributing copies of minutes to each Board member.
The Secretary shall bring a book of all minutes for the prior 12
months to each regular monthly meeting and make that book available to
all members. The Secretary
shall provide a copy of any minutes to any DCSQ member upon the member’s
request. The Secretary is
also responsible for maintaining the DCSQ “Policies and Procedures”
document. The Secretary
serves for one year.
shall make a report of the DCSQ finances at each Board meeting,
including a report of expenditures against approved budget.
The Treasurer shall keep all financial records, shall be
custodian of the funds, shall collect dues and fees, and shall provide
an itemized accounting of all receipts and disbursements.
The Treasurer is co-signer of the DCSQ bank accounts.
The Treasurer shall be the Chair of the Finance Committee, assist
in the preparation of the budget, and make financial information
available to Board members and the DCSQ membership.
The Treasurer serves for one year.
Section 6 — Vacancies:
a vacancy on the Board exists mid-term, the Chair must receive
nominations for a replacement Board member from DCSQ members.
These nominations shall be voted upon at the next Board meeting.
These vacancies will be filled only to the end of the particular Board
Section 7 — Resignation and termination:
A resigning Board member must notify the Chair.
member may be removed for other reasons by a three-fourths vote of the
remaining Board members.
Section 8 — Special meetings:
Special meetings of the Board shall be called upon the request of the
Chair or Vice Chair.
Notices of special meetings shall be sent out by the Secretary to each
ARTICLE V — BOARD
POSITIONS AND COMMITTEE CHAIRS
Section 1 —
Community Service Chair:
The Community Service Chair shall help identify opportunities that
benefit the communities of
Dakota County and other groups as approved by
the Board. The Chair shall
take input from the general membership regarding specific service
opportunities and make recommendations to the Board.
Section 2 —
The Library Chair (also known as the librarian) shall keep a current
inventory of the quilting books and magazines that belong to DCSQ.
The Librarian shall also keep records of items borrowed by
members and notify members of overdue items.
Section 3 —
Membership / Greeter Chair:
The Membership Chair shall greet members and guests, collect fees from
guests for attending each meeting, and keep a sign-in book to record
attendance and provide a drawing for door prizes as the Board decides is
appropriate. This position
may be served and/or assisted by the Vice Chair.
This person shall be responsible for maintaining a telephone
calling tree, distributing membership packets to potential members and
guests, if they want one, and monthly advertising in local quilt shops
and newspapers as the Board requests.
Section 4 —
The Newsletter Chair shall be responsible for editing and
printing/distributing/e-mailing a monthly publication containing
pertinent information about meetings, events, and membership;
maintaining a mailing list and e-mail list of members; and assisting in
maintaining the telephone calling tree.
Section 5 — Refreshments
The Refreshment Chair shall oversee and organize volunteers for food and
refreshments for the July potluck picnic, December Holiday party, Quilt
Show set up and other activities as determined by the Board.
Section 6 —
Education and Special
The Education and Special Activities Chair coordinates activities to
benefit members and promote friendships, such as classes, quilt shop
tours, shop hops, demonstrations, and workshops.
Four activities per year are recommended.
This chair also arranges for classes during the DCSQ Quilt Show,
maintains class registrations, collects class fees, and gives collected
fees to the Treasurer. The
Education and Special Activities Chair helps the DCSQ Chair plan
speakers and other activities at the regular monthly meetings.
The duties of this chair do not include coordinating the annual
retreat or quilt show.
Section 7 —
The Sunshine Chair shall be responsible for sending cards, flowers or
other gifts to members who have experienced a life-changing event.
The Sunshine Chair also coordinates any group contributions, such
as making blocks for the
recipients are members and their immediate families.
The Sunshine Chair may also recommend to the Board requests for
special recognition of members.
Section 8 —
The History Chair (also known as the historian) shall be responsible for
keeping historical records of the group, including newsletters and
photographs of DCSQ activities.
Section 9 —
Quilt Show Chair:
The Quilt Show Chair is responsible for organizing, promoting and
publicizing the quilt show.
This includes arranging for the Tuesday evening program, but does not
include arranging for February weekend classes.
Section 10 —
The Treasurer is chair of the Finance Committee, which includes three
other Board members. The
Finance Committee is responsible for developing and reviewing fiscal
procedures, fundraising plans, and assisting the Chair with creating the
annual budget and reviewing the budget with Board members.
The Finance Committee shall submit an annual report to the Board
showing income, expenditures against budget, pending income and pending
expenditures. The financial
records of the organization shall be made available to the membership.
Section 11 —
The Retreat Chair is responsible for organizing DCSQ retreats, including
determining the location, the cost to per person to attend the retreat,
signing a location contract, constructing a budget, organizing group
activities at the retreat, and shall submit an annual retreat report to
the treasurer showing income, expenditures, pending income and pending
Section 12 —
Web Site Chair:
The Web Site Chair is responsible for maintaining the DCSQ public
internet site, including the contents, organization and graphics.
The Web Site Chair is also responsible for maintaining the
contract with the web hosting provider, keeping the domain name
registration current, and documenting processes and procedures for
maintaining and updating the site.
Since this is a technical position, the retiring Web Site Chair
is also responsible for training her replacement in maintaining and
administering the site.
Section 13 —
Responsibilities of all
Each chair shall be responsible for documenting the processes for
carrying out their responsibilities, in order to inform the future
Committee Chairs. Each
chair is responsible for the budgeting expenses for her area, and for
submitting receipts for expenditures and reimbursement within that
budget to the Treasurer.
Each chair can can assemble a committee to carry out the functions of
her position, if she desires.
ARTICLE VI — BYLAW
Section 1 —
Amendments to bylaws, and
policies and procedures:
These bylaws may be changed when necessary by simple majority of the
membership present at a regular monthly meeting, as long as there is a
quorum present. Proposed
changes must be submitted to the Secretary to be sent out with regular
Board announcements. The
Board will review the bylaws biannually, in even-numbered years.
Regular meetings of the
Dakota County Star Quilters are held on the second Tuesday of each
month, at the Eagan Community Center, from 7:00 to 9:00 pm. Regular
meetings consist of
announcements, welcome of guests and new members, a program, such as a
demonstration, and show and tell, where members can show their quilts
and other items to the
membership. During the quilt show, there is an afternoon as well as an
evening meeting, with a
special guest speaker.
2. Guests are charged a modest admission to attend a regular meeting.
The admission fee is equal to
a monthly proration of the annual membership dues. For example, if the
annual dues are $24 per
year, the admission fee for a single meeting is $2. An exception to this
policy is made for the
meeting during the quilt show.
3. The price for admission to the meeting during the quilt show is the
same for DCSQ members and
4. All members and guests shall wear a name tag at all meetings. Members
are requested to make a
name tag for themselves using the name tag design in the membership
5. As DCSQ is a non-profit organization, DCSQ members are not paid for
teaching classes, giving
lectures or trunk shows, or otherwise sharing their expertise with
members at DCSQ meetings and
other activities. Expenses incurred, exclusive of travel, will be
reimbursed, with prior approval of
the Board, upon submitting a receipt to the Treasurer.
6. A student evaluation form will be distributed to all class
participants of any class organized by
DCSQ. Completed evaluation forms are to be submitted to the Chair of the
Education and Special
Activities Committee, or their designate, if the Education and Special
Activities chair is not
present at the class. The Education and Special Activities Chair shall
share evaluations with the
class instructor. This allows instructors to get feedback to improve the
class and provides
feedback to the Board for future classes.
7. Fees for classes will be determined by the Board. The class fee is
determined by the expense to
conduct the class, such as rent for a room, and reimbursable expenses
for the class.
a. All members are encouraged to direct any comments, suggestions or
questions to the
Chair and Vice Chair.
b. DCSQ members are a diverse group with different values, opinions,
and interests. The Board shall strive to use these differences as an
improve the guild for the benefit of all members.
9. Members can sponsor items to be displayed in the quilt show that are
made or owned by nonmembers.
For example a member may want to display a quilt made by her
grandmother, or a quilt
owned by her mother, sister, or close friend.
10. The chair shall prepare an agenda for each board meeting and the
budget shall be a standing item
for all board meeting agendas.
11. The DCSQ Newsletter is distributed to the membership each month, at
least 5 days before the next
12. Gifts of modest value may be purchased with DCSQ funds to thank
members for their service ,
such as, but not limited to serving as chair, helping with the DCSQ
quilt show, and serving on the
board. Thank you gifts are given to show appreciation for significant
contributions to the guild,
and are not in any way considered as compensation for services or for
the personal gain of the
recipient. “Modest value” is determined by the finance committee, and is
an amount that does not
impair the ability of the DCSQ to meet its budgeted objectives. In
practice, many members have
said that a written thank-you note is most appreciated, and that gifts
are not necessary.
Procedures and Common Practices
The Chair shall send a written thank-you note to all speakers at monthly
Block and tea towel exchanges:
Traditionally block exchanges and/or
tea towel exchanges are held in July and December.
The theme for July is
“patriotic,” and for December is “holiday.”
Separate block exchanges are
held for blocks with a white background, and blocks with a cream /
off-white background, so members can collect blocks with similar
A tea towel exchange is held
during the May meeting.
Gifts and memorials:
DCSQ has a tradition of members
making blocks for members with a serious illness.
In the past, these
blocks have been an appliqué or pieced heart, in a 6-inch block
(6½ inches with seam allowance).
Each member decides the
specific design of the heart block she wishes to make.
A quilting book will be donated
to the DCSQ library in memory of any deceased member.
The book will be
purchased with funds from the DCSQ treasury.
The choice of book
should reflect the style of quilt design or other topic favored
by the deceased member.
The Librarian shall
write in the book that it was donated in memory of the deceased.
The Sunshine chair will notify
the DCSQ chair when sending a card, flowers or gift to a member
on behalf of DCSQ.
On behalf of DCSQ a card
is sent to a member who has a family member with a serious
illness or life changing event, or death in the family.
Flowers are sent to
members who have a serious illness or life changing event.
Members are asked to contact
the chair if they hear of a death, serious illness in a member’s
family, so the Sunshine chair can send a card.
Privacy wishes of
members will be respected.
At the end of the chair’s term of office, the vice-chair
arranges for the members to make quilt blocks to be given as a
thank-you gift for the outgoing chair.
Blank paper name tags will be
available at regular monthly meetings.
Guests are requested to
wear name tags.
Members are requested to make a
name tag for themselves, and wear it at all DCSQ meetings and
A pattern and
instructions are provided in the packet for new members.
Sign-in and Door Prizes:
Members and guests are
requested to sign-in at all regular monthly meetings.
A numbered sign in sheet will
The number by each person’s name is used for a door prize
drawing at the end of each meeting, if door prizes have been
The chair arranges for at least
2 door prizes per month to be purchased.
The total costs should
not exceed $20 per month.
Donations of items for
door prizes from members are always welcome.
Quilt Show Setup
There will be a training
session at the beginning of the quilt show setup.
Volunteers are expected
to show up on time to attend this training, so the instructions
need to only be given once.
The Chair and Board members set a calendar of activities and
programs for the year early, soon after the annual elections.
A “calling tree” is maintained by
the Membership chair in order to contact members who are not on
email regarding urgent information that needs to be given to
Examples are last minute
changes of time or place for an event.
Members who are not on email
are requested to designate “buddy” who can contact them if they are
not available by phone.
A calling tree is a list of
members each of whom has agreed to contact a group of other members.
Changes to Policies and Procedures
This is a living document and is
maintained by the Secretary.
Any member can submit requests
for changes or additions to this document to any Board member.
and procedures may be changed at any time with Board approval.
Approved changes will be
distributed to the membership.
The policies and procedures
document is to be reviewed annually by the DCSQ Board at the first Board
meeting following elections.