Quilceda Carvers

Constitution

Approved December 2012

Amended December 17, 2016

Article I: Name and Purpose

Section 1: This non-profit 501c(7) organization shall be known as Quilceda Carvers and shall have perpetual existence.

Section 2: To promote interest and appreciation of carving; to encourage high standards in craftsmanship; to promote carving as an Art Form; to foster friendship among carvers; present demonstrations; lectures, exhibits, competitive shows and meets, and, other related activities.

Article Il: Membership

Section 1: There shall be three forms of membership

 A: FAMILY MEMBERSHIP. All members age 18 or over who reside in the same household, will, as a group, constitute a family membership. Those family members who are over eighteen will be eligible to vote, serve as a board member or as an officer. All family members without regard to age will be entitled to attend meetings, participate in seminars, workshops, carve-ins, and enjoy any other benefits of membership.

B: JUNIOR MEMBERSHIP. Any person under the age of eighteen who does not Belong to a family membership may apply under this classification.

C: LIFETIME MEMBERSHIP. Life membership can be awarded to a member for long term outstanding service. Nominations for a life membership will be presented to the Executive Board at the December regular board meeting. Upon approval by the Executive Board the proposed lifetime member will be presented to the whole club for approval at the January regularly scheduled meeting. This  lifetime membership shall be voted upon at the January regular club meeting by a majority vote of those members present. Life membership will be limited to no more than one member per calendar year and it is not required to have one each year. A lifetime member will not be required to pay any future dues to maintain their membership.

Article Ill: Organizational Structure

Section 1: The elected officers of this organization shall consist of seven (7) Officers consisting of a President, Vice President, Treasurer, Secretary and three (3) Membersat-Large positions. These 7 officers shall constitute the Executive Board.

Section 2: The term of each position shall be denoted in the By-Laws.

 Section 3: There shall be three standing committees: Show Committee, Spit-n-Whittle *Committee, and Financial Review Committee.

Section 4: The Quilceda Carvers organization is for non-profit purpose and no part of any net earnings therefore shall inure to the benefit of any member, or any other individual or organization.

Section 5: The fiscal year shall be from January 1 st through December 31 This organization shall have no stock. The interest of each registered member shall be equal to that of any other registered member.

Section 6: In order to "dissolve" the club a 2/3 majority vote of the then current members will be required. The motion to dissolve will be published in the newsletter prior to the meeting to where the vote is taken. The vote shall be in writing and the results published in the next newsletter.

Section 7: In the event of dissolution of this organization, the assets after provision of any liabilities shall be distributed to a non-profit, art related, organization to be selected by a vote of the registered members.

Article IV: 

Section 1: Except as may be provided by law, the Constitution or By-laws may be altered, amended or repealed and a new Constitution or By-laws adopted in whole or part at any regular club meeting by a 2/3 majority vote of those voting eligible members who are present. Provided notice of the proposed amendments shall have been provided to each club member in writing in the newsletter prior to the regular club meeting where the amendment(s) will be voted on.

Article V: Constitution and By-Laws

Section 1: The Constitution and By-Laws shall be published each year in the February newsletter.

Article VI: Elections

Section 1: Elections shall be held annually in December.

Article VII: Parliamentary Authority

Section 1: All rules of order, not specified herein, shall be by Roberts Rules of Order, latest edition.

Quilceda Carvers By-Laws

Article I: Membership

Section 1: All members in a family membership age eighteen or over and all lifetime members shall be able to hold all positions or offices and shall be a voting member, provided their membership dues are paid.

Section 2: Proposed membership dues for the following year shall be presented to the members at the regular club meeting in December by the Executive Board and a majority vote by those voting eligible members present shall be needed to change the then current dues.

Section 3: The annual dues amount shall be published in the December newsletter and in each newsletter after that.

Section 4: Dues shall be due annually by the January meeting.

 Section 5: A membership roster shall be printed and made available by the March regularly scheduled club meeting.

Article Il: Meetings

Section 1: Regular club meetings, shall be held monthly at a time and location determined by the Executive Board and approved by a vote of the members.

Section 2: Executive Board meetings, shall be held at least quarterly at a time and location determined by the Executive Board.

Section 3: Any Executive Board member can call a special meeting for either the Executive Board or a regular club meeting. Providing there is majority consent among the Executive Board for the meeting.

A: For a special club meeting of all members the time and location of the special meeting must be provided in writing to all club members 14 days before hand for a special club meeting.

B: A special Executive Board meeting is considered to have majority consent if a majority of the members are present at a special Executive Board meeting.

Article Ill: Financial

Section 1: The annual tax filing reports shall be made available to club members at the March regular club meeting

Section 2: There shall be an annual internal review of the club's financial records done by the Financial Review Committee. All Executive Board members will provide timely responses to any questions from the Financial Review Committee.

Section 3: There shall be an external audit done by a currently licensed CPA, who has no connection to any Executive Board member, at the end of the Treasurers service, or more often as directed by the Executive Board. The Financial Review Committee will work with the CPA to answer any questions and submit the CPA report to the Executive Board. All Executive Board members will provide timely responses to any questions from the Financial Review Committee.

Section 4: All expenditures $250.00 or more shall require two signatures for payment.

Section 5: All expenditures shall be reviewed by the Executive Board at a regularly scheduled Executive Board Meeting 

 Article IV: Elections

Section 1: The President shall appoint a nominating committee at or before the October meeting.

Section 2: Prior to the November regular membership meeting, the nominating committee shall present to the Executive Board, a slate of potential officers consisting of a President, Vice President, Treasurer, Secretary, and open Member-At-Large positions for elections to be held in December.

Section 3: Nominations may be made from the floor, at the November meeting, provided the person being nominated shall have agreed to serve.

Section 4: All contested offices shall be by written ballot. A majority shall elect.

Section 5: Installation of Officers will be at the January regular membership meeting.

Section 6: In the event an elected officer or an officer voted on in December, but not yet installed into office, is not able to fulfill their responsibility, the Executive Board shall present at a regular club meeting a member to take over the remainder of the term of the open position. The voting eligible members present shall then vote on whether they approve or not If the member is not approved at the general membership meeting, the Executive Board will accept nominations from the floor to be voted on at the meeting. If no nomination is received or the nominated member is not approved, the Executive board will present a new name at the next general membership meeting.

Section 7: Removal of an Executive Board member shall be done in a "closed door" meeting of the Executive Board. Removal will require a 2/3 majority vote. The results will be published in the next newsletter. Only the final number of "for" or "against" removal votes will be published, not how an Executive Board Member voted.

Section 8: If an Executive Board member is removed from office the Executive Board will take over the duties of that Executive Board member until a "special" election can be held. A "special" election shall follow the guidelines established in Article IV: Section 6 of the By-Laws.

Article V: Executive Board Member Duties

Section 1: President

The President shall preside at all membership meetings of this organization, shall appoint one of more Social Hosts or Hostesses, a Historian, a Newsletter editor, a Membership Chairperson, and others as needed, and all Standing Committees based on recommendation of the Executive Board members.

Should a vacancy occur, a "special" election shall be held. A "special" election shall follow the guidelines established in Article IV: Section 6 of the By-Laws. Term of office is for one (1) year. No more than two (2) consecutive terms may be served. After a break of at least one (1) year from serving a person can serve again.

Section 2: Vice President

The Vice President, shall in the absence of the President, preside over the monthly membership meetings.

Should a vacancy occur, a "special" election shall be held. A "special" election shall follow the guidelines established in Article IV: Section 6 of the By-Laws. Term of office is for one (1) year. No more than two (2) consecutive terms may be served. After a break of at least one (1) year from serving a person can serve again.

Section 3: Treasurer

The Treasurer shall receive and receipt all dues and payments to the club and make such disbursements as approved by the Executive Board. If the Treasurer is not available to attend an event where funds are received a representative may be appointed by the Treasurer or the Executive Board.

Should a vacancy occur, a "special" election shall be held. A "special" election shall follow the guidelines established in Article IV: Section 6 of the By-Laws.

The Treasurer shall keep a detailed accounting record of all Club financial transactions.

The Treasurer shall keep a record of all members in good standing.

Term of office is for one (1) year. No more than two (2) consecutive terms may be served. After a break of at least one (1) year from serving a person can serve again.

Section 4: Secretary

The Secretary shall keep records of all meetings (regular and Executive Board) and carry on the official correspondence.

Should a vacancy occur, a "special" election shall be held. A "special" election shall follow the guidelines established in Article IV: Section 6 of the By-Laws.

Term of office is for one (1) year. No more than two (2) consecutive terms may be served. After a break of at least one (1) year from serving a person can serve again.

Section 5: Members-at-Large

There shall be three (3) Members-at-Large on the Executive Board

Members-at-Large duties shall be to provide general direction and long term planning for the organization by advising the officers and members.

One of the three members will be elected each year on a rotating basis.

Should a vacancy occur, a "special" election shall be held. A "special" election shall follow the guidelines established in Article IV: Section 6 of the By-Laws.

Term of office is for three (3) years. A break of at least one (1) year from serving is required before a person can serve again.

Article VI: Committees

Section 1: The Show Committee shall be responsible for the annual Quilceda Artistry in Wood Show.

Section 2: The Spit-n-VVhittIe Committee shall be responsible for the annual Spit-nWhittle Rendezvous.

Section 3: The Financial Review Committee shall be responsible for conducting the annual internal review of the club's finances. The committee shall have 3 voting eligible club members. The Treasurer whose term just ended and the current Treasurer shall not be eligible for this committee. Only 1 current Executive Board Member may serve on the committee. The committee will publish their findings in the March newsletter.

Section 3: Special committees shall be created on an ad-hoc basis. The chairperson of the special committee shall be appointed by the President.

Article VII: General Rules

 Section 1: Every elected officer, appointee or chairperson shall upon leaving office, give their successor or the Executive Board, all papers, books, electronic files, equipment, or other property of this organization. They also, shall provide a verbal briefing on the duties of the office.

Section 2: The Social Host(s) and/or Hostesses shall make arrangements for the Social break at the regular and special meetings, and the July and December meetings.

Section 3: The membership chairperson shall keep a current membership list, collect yearly dues and transfer dues to the treasurer.

Persons interested in joining will be provided with a membership registration form. Upon payment of their yearly dues, he/she shall be provided with a welcome packet containing a welcome letter, membership card, patch, current roster, and copy of the constitution and by-laws.

Upon payment of yearly dues, returning members shall receive a current membership roster and membership card.