Stitch By Stitch Quilters' Guild
Marshall, Missouri

Stitch by Stitch Quilters Guild Bylaws

As amended October 9, 2018


Article I—Name


  1. This organization will be known as the Stitch by Stitch Quilters Guild.


Article II—Purpose


  1.  The Stitch by Stitch Quilters Guild is a non-profit organization whose purposes are:  To promote the love of quilting; To contribute to the knowledge of its members through the sharing of skills, information and experiences; To promote fellowship among those interested in any and all aspects of quilting.


Article III—Membership


  1.  Membership is open to anyone who has an interest in some phase of quilting, regardless of race, creed, sex, or national origin.
  2. A person may attend two (2) regular meetings of the Guild as a guest before being required to join.
  3. Dues must be current in order for members to be eligible to vote on matters pertaining to policy and procedures of the Guild.
  4. There will be no limit to the number of members of the Guild.
  5. Persons joining the Guild before July 1, 1994 and who have continued to pay their dues each consecutive year shall be considered charter members.
  6. Membership packets that include the bylaws and membership list are to be distributed to all new members.  Membership packets shall be updated yearly by the Membership Committee and provided to the entire membership.
  7. Membership lists with contact information are intended only for the use of Guild members in networking and communication, are not to be distributed to anyone except members, and are not for commercial use.



Article IV—Dues


  1.  Members must pay the required dues as set by the Guild and reported in meeting minutes.
  2. Dues shall be payable in January.  Members not paying by the March meeting may be dropped from the mailing list.
  3. Persons joining in the first quarter of the year shall pay full dues.  Dues for persons joining between April 1 and December 1 shall be prorated.


Article V—Meetings


  1.  The Guild shall meet monthly, excluding June and December.  Meeting minutes shall reflect the regular meeting time and location, as set by the membership.
  2. Special meetings may be called by the President, with the approval of the Executive Committee.
  3. A quorum shall be 25% of the membership.
  4. Cancellation of scheduled meetings or events shall be announced on KMMO and via email to members.


Article VI—Election and Terms of Office


  1.  The Nominating Committee shall present a slate of candidates for officers at the September meeting and publish the slate in the October newsletter.
  2. The November meeting will be open for other nominations and voting will take place.  Newly elected officers will take office at the January meeting.
  3. Officers shall be elected by a simple majority of all members in attendance, and requires a quorum to be present (25% of membership).
  4. By January 1st outgoing officers will turn over all records to their respective incoming counterparts.  All projects started by past officers shall be completed by said officers.
  5. The term of office shall be two (2) years.  An officer may not serve more than two consecutive terms in the same office.  The President and Treasurer shall be elected in the odd years and the Vice President and Secretary shall be elected in even years.
  6. In the event that an officer cannot complete the full term, an appointment to that office shall be made by the Nominating Committee to complete the term of office.


Article VII—Officers


  1.  The officers shall consist of President, Vice President, Secretary and Treasurer.


Article VIII—Committees


  1.  Standing Committees:

a.     Executive Committee:  President, Vice President, Secretary and Treasurer.  Called at the direction of the President.  The immediate past-President may be consulted.

b.    Nominating Committee:  Appointed by the President and consists of one executive member and two regular members to a one year term.

c.    Audit Committee:  Appointed by the President to a one year term.  The Treasurer will submit books for financial review in January, and at any other time that there is a change in the Guild’s Treasurer.

d.    Special Appointed Committees:  Appointed by the President as needed.  New committees shall be approved by the membership.  Committee members shall be appointed to a one year term.


Article IX—Amendments to Bylaws


  1.  Amendments may be proposed by any member.  Amendments shall be presented at the monthly meeting and voted upon at the next meeting.  Notice of proposed amendments shall be printed in the newsletter.  A simple majority of those in attendance is needed to pass an amendment and requires a quorum to be present (25% of membership).


Article X—Parliamentary Procedure


  1.  While meetings are generally informal, the guild will follow the basic procedures in Roberts Rules of Order.


Article XI—Newsletter


  1.  A newsletter will be published and distributed to each member prior to the monthly meeting.  Member participation is welcome and items must be supplied to the editor no later than the first of the month.


Article XII—Charity


  1.  The Guild will participate in at least two charity projects a year and no more than four.


Officer/Committee Duties in the Stitch by Stitch Quilters Guild

Revised October 9, 2018


Officers are elected for a 2 year term.  Committees are appointed by the President for a 1 year term.




  • Shall preside at all monthly meetings; shall serve as ex-officio member of all committees.
  • Shall call and preside over meetings of the Executive Committee.
  • Shall appoint committees as needed.
  • Shall perform other incidental duties of the position as required.
  • Coordinates installation of officers.


Vice President:

  • Shall perform duties of the President in his/her absence.
  • Shall serve as program chair, planning and scheduling programs/speakers for all meetings.
  • Serves on the Executive Committee.



  • Shall keep an accurate record of all meetings.
  • Shall handle all correspondence.
  • Shall send copies of the minutes to the President and editor of the newsletter.
  • Shall handle all publicity.
  • Shall perform all other incidental duties of the office as required.
  • Serves on the Executive Committee.



  • Shall present all bills for the members’ approval.
  • Shall have charge of all funds and handle disbursements.
  • Shall receive dues and maintain a current list of members.
  • Shall keep accurate records of all financial transactions.
  • Shall perform all other incidental duties of the office as required.
  • Serves on the Executive Committee.


Nominations Committee:

  • Shall present a slate of candidates for office to the Guild at the September meeting, and publish this slate in the October newsletter.




Newsletter Editor:

  • Shall prepare and distribute a newsletter to each paid member at least one week prior to each monthly meeting.


Sunshine Chair:

  • Shall send get well cards to members.
  • Shall send sympathy cards to members upon the death of an immediate family member.  (Immediate family members are defined as spouse, child, parent, brother, sister)


Membership Committee:

  • Shall prepare membership packets to include membership booklet, bylaws and membership list.
  • Shall provide packets to members annually, and provide packets to new members when they join the Guild.


Quilt Show Committee:

  • Shall coordinate all aspects of preparation for, set up and tear down, and work assignments for the Quilt Show.


Challenge Quilt Committee:

·       Shall provide the theme and instructions for the project, deadlines, etc.


Opportunity Quilt Committee:

  • Shall select pattern, coordinate construction and quilting, name the quilt, coordinate donations (print tickets, prepare ticket packets, provide photo of quilt).


Audit Committee:

  • Review Treasurer’s records for accuracy in January of each year and otherwise when the Treasurer changes.


Website Committee:

·       Shall maintain the guild’s official website and keep information up to date.


Charity Committee:

·       Select, plan and provide information to members for two projects each year.


By Laws Committee:

·       Review by laws yearly and as needed, present amendments as needed for approval of the membership.


Budget Committee:

·       Develop yearly budget for approval by the membership.


Quilts of Valor Committee:

·       Plan guidelines and event for presentation of quilts yearly.


Road Trip/Retreat Committee:

·       Plan and coordinate road trips/retreat(s) as approved by membership, including destination, activities, food, etc.  Separate committee appointed per event.