Bylaws of the Henrietta Quilt Club

Article I: Name

The official name of this organization is the Henrietta Ǫuilt Club (HǪC).

Article II: Mission Statement

HǪC is dedicated to the advancement and enjoyment of quilting, fostering members’ skills, supporting continued learning, and engaging in community service.

Article III: History

Founded in 1989, HǪC emerged from the “Thread and Thimbles Club” (established in 1974) and “The Bees.”

Article IV: Legal Structure and Governance

  • Structure: HǪC operates as an informal association of individuals with a shared interest in quilting.
  • Fiscal Year: Runs from July 1 to June 30.
  • Ǫuorum: Requires 25% of paid members.
  • Voting: Only members in good standing may vote.

Article V: Membership

  • Open to all interested in quilting.
  • Guests may attend up to three meetings before joining.
  • The Membership Directory, listing paid members, is distributed biennially in the fall and updated as necessary.

Article VI: Dues

  • Dues are collected annually in June.
  • New members joining after February 1 pay half price.
  • Any dues change must be discussed at a Business Meeting and approved by two-thirds of members attending the following meeting.

Article VII: Meetings

  • Meetings occur on the first and third Tuesdays of each month, adjusted for holidays or library events.
  • Sit C Sews are scheduled for the second and fourth Tuesdays, and possibly the fifth if available.
  • The President and Program Coordinator(s) set the schedule for business meetings and Sit C Sews, including summer events.

Article VIII: Officers and Executive Committee Duties

  • The duties and responsibilities of officers are to oversee day-to-day management and operations, act on behalf of the organization, implement policies, maintain fiduciary well- being and manage their specific areas of responsibility.
  • Officers and their duties.

President: Leads meetings, coordinates officers, oversees Show and Tell, plans meetings, maintains and retains the inventory log and has signature authority for bank account.

Vice President: Acts in the President’s absence, assists President as needed or requested, and leads the nominating committee.

Treasurer: Manages finances, presents the annual budget in May and financial reports at the business meetings. Presents a proposed budget to the Executive Committee in April. Budget approval requires a two-thirds vote of members in attendance at the June meeting.

Secretary: Records and distributes meeting minutes and provides minutes to the Web Coordinator and Historian. Updates the By-laws and Protocol in accordance with and concurrently with membership’s approval of changes and additions.

  • Officers serve two-year terms.
  • The Executive Committee is comprised of the officers, the Web Coordinator and Program Coordinator(s).
  • Duties of Committee members who are not Officers.

Web Coordinator: Updates website, coordinates emails, manages the web domain host, and ensures adherence to copyright laws.

Program Coordinator(s): Responsible for program planning, schedule and implementation.

  • The duties and responsibilities of the Executive Committee are:

Leadership and governance

  • Provide strategic direction.
  • Ensure the group operates in alignment with its mission and values.
  • Make Key decisions between full group meetings.

Support for the full group

  • Act as a liaison between members of the broader group.
  • Prepare agendas and materials for general meetings.
  • Review and approve proposed budget that is to be presented to the members in May.
  • Develop the schedule for the club’s calendar year before the first meeting in September.
  • Coordinate the work of subcommittees or task forces.

Operational oversight

  • Monitor the implementation of decisions.
  • Ensure compliance with policies, procedures and regulations.
  • Handle urgent matters that cannot wait for the full group’s input.
  • Vacancies are filled by Presidential nomination; nominations are voted on by majority of members in attendance at a business meeting.

Article IX: Committees and Coordinators

Current committees and coordinators include:

  • Auction, Sales and Exchange Coordinator(s)
  • Comfort Ǫuilt Committee Coordinator(s)
  • Historian
  • Holiday Charity Coordinator
  • Holiday Luncheon Coordinator
  • Membership Committee Coordinator(s)

Article X: Amendments

  • Nominations Committee
  • Picnic Coordinator
  • Program Committee Coordinator(s)
  • Retreat Coordinator
  • Sit C Sew Coordinator(s)
  • Sunshine Coordinator
  • Website Coordinator
    • Amendments require written submission and approval by two-thirds of members present at a Business Meeting.
  • Amended 10/7/2025