The Madison Modern Quilt Guild Bylaws

  1. Name, Location, Purpose and General Matters

The name of this organization is the Madison Modern Quilt Guild, also referred to as the Guild, MMQG, Mad Mod Quilt Guild or MadModQG. The Guild’s home is in Madison, WI with members from all over South Central Wisconsin.


Mission and Vision of Guild

The MadModQG is a positive community of modern quilters interested in sharing knowledge of modern quilting techniques, patterns, modern fabrics, and quilt making.

The mission of the guild is to support and encourage the growth and development of modern quilting through art, education, and community.

Fellowship will be encouraged through regular meetings, social gatherings, workshops, lectures, field-trips, community outreach and education, and other selected activities that encourages modern quilt-making and promotes an appreciation of this specific craft.


Fiscal Year: The fiscal year begins on January 1 and ends on December 31 of each year.

Annual Meeting:  Our annual meeting will be held during our Monthly meeting in November.  We will have our election, and our annual review of bylaws.


Requirements to be exempt as an Organization described in section 501(c)(3) of the Internal Revenue Code

Section 1. The organization is organized exclusively for charitable, religious, educational, or scientific purposes, including, for such purposes, the making of distributions to organizations that qualify under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

Section 2. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in section 1 hereof and in article A of this constitution. article in your Constitution/Bylaws that

Section 3. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.

Section 4. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

Section 5. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.


  1. Membership

General Membership

  1.  Membership is open to any Wisconsin resident over the age of 18 who agrees to the purposes of the Guild, pays annual dues, and completes the membership form.
  2.  Members are allowed entry to all general meetings at no additional cost; except for

special programs where extra costs may be necessary such as speaking engagements, field

trips, etc.

  1.  Members are allowed full access to any developed social media sites, voting rights, the

opportunity to participate in Meeting Activities such as SWAPs, Bees, Show & Tells, etc.


Revoking of Membership

Membership may be revoked in cases of actions that threatens the non-profit status of The Guild. Membership may also be revoked for violating policies set by by the hosting meeting

space or by participating in any activity related to The Guild that is blatantly criminal.




  1.  Guests are those who participate in the Guild through social media sites, but do not to pay

yearly dues and have not complete the Guild membership form.

  1.  Guests are welcome to attend two general meetings, but are expected to become dues-

paying members and complete the Guild membership form in order to obtain membership

rights and attend additional meetings and special events.


  1. Annual Dues and Fees

Annual Dues

  1.  Dues are collected to meet operational needs as decided upon by Guild Officers.
  2. The annual dues amount will be set by the Mad Mod QG officers.
  3.  Annual dues are to be paid by the November meeting for the upcoming fiscal year.  All dues for upcoming fiscal year must be paid in full by December 31st. Failure to pay dues in full by this date will result in loss of membership (and all resulting member privileges) until dues are

paid in full.

  1.  New members joining after July 1 of a given year shall pay a prorated amount 50% of the

current dues amount.

  1.  Dues are NOT refundable.


Special Fees  

  1.  Fees may be charged for special classes, presentations and/or events as established by the Guild Officers and will be collected by the Treasurer or President.
  2.  Fees for special events hosted by the Guild are non-refundable. However, fees may

be refundable as determined in advance of the event, class, or presentation in the event of

cancellation or reasonable change of circumstances. Fees for a special event are transferrable to another member of MadModQG.



  1. Meetings
  2.  General Meetings shall be held once a month on a date and at a place as designated by the President.
  3.  Meetings shall be announced on the Guild website a minimum of 3 weeks before the

meeting or event.

  1.  Meeting locations and times will be posted on the MadModQG Facebook page and the

MadModQG blog site.

  1.  Special meetings can be called with 72 hours notice to members by any Offficer.
  2. Our annual meeting will be held in November.  Election or Re-election of officers, by-law review, and dues are collected at this meeting.



Special Meetings

  1.  Special meeting may be called by any Officer for the purpose of a single item matter.
  2.  Members will be notified of a special meeting at least 72 hours in advance as to date,

time, and location of the meeting.


Special Events and Workshops

  1.  When special workshops/presentations are held by guest speakers/presenters where

admission is limited RSVP is mandatory with members being given first priority, then non-

members/guests as space permits.

  1.  Additional fees to attend special events may be asked of members and guests as agreed

upon by Guild Officers. The additional fees will be published online prior to the event.


  1. Minutes
  2.  Minutes of all meetings shall be available to all members on the Guild blog/website for


  1.  Meeting minutes will be posted to the Guild website within seven days of a meeting date.
  2.  Any edits, correction, or additions may be suggested for the meeting minutes by email to

the Secretary before the next General Meeting or in-person before the motion to approve the

meeting minutes has been raised.

  1.  Minutes from the previous meeting will be voted on for approval at the following General



  1. Voting
  2.  Every act or decision brought to the General Meeting shall be decided by a majority of

members present at the meeting

  1.  Each member present is entitled to one vote on each matter. Voting shall be by voice,

show of hands, or by ballot.

  1.  Absentee voting is allowed by Proxy voting only.
  2. Guild Officers and Responsibilities


Guild Officers

  1.  The Guild shall have a President, Secretary, Treasurer and two Event Coordinators.
  2.  Elected officers may not serve more than two consecutive terms in any one office.
  3. An emeritus officer may re-run for a previously held position after one year of absence.
  4.  All Officers shall have access to maintain all of the Guild’s social media platforms

including the Facebook group, blog, online photo groups, and any other social media tools.

  1.  The Guild Officers shall perform all other responsibilities as necessary for the Guild to




  1.  The President shall organize and lead all general and special meetings. The President is

responsible for creating meeting agendas.

  1.  The President is responsible for coordinating quarterly Officer meetings or as needed.
  2.  The President is responsible for maintaining internal communication and correspondence including email.
  3.  The President is responsible for all Guild Policies and Procedures as they are created.
  4.  The President shall ensure that general meeting locations and dates are secured.
  5.  In the absence of the President, the Secretary shall preside over general and special


  1. The President shall be listed as the main contact with the national Modern Quilt Guild.



  1.  The Secretary shall take notes of all motions made and carried at each general or special

meeting. General meeting minutes must be posted on the MadModQG Facebook page and

Blog within 7 days of a meeting.

  1.  The Secretary shall assist with any large scale correspondence, sending out e-vites for

special events, managing RSVPs, etc.

  1.  The Secretary will lead meetings in the absence of the President.



  1.  The Treasurer shall hold custody over the Guild’s funds, including bookkeeping, taxes,

collecting yearly dues, and maintain the membership roster.

  1.  The Treasurer shall pay all bills and sign checks.  The Treasurer shall prepare the books for audit no later than January 31st of each year.

The Treasurer will provide the books to the Guild President, who will in turn work with the rest of the Guild Officers to approve.

  1. The treasurer will maintain the membership roster to include: names, mailing addresses, email addresses, phone numbers, and Facebook account names.
  2. The Treasurer will lead meetings in the absence of both the President and Secretary.


Event Coordinators

  1.  The Events Committee is created for the purpose of creating and building

fellowship through quilting bees, swaps, quilt shows, etc.

  1.  Two coordinators shall be elected during the annual General Elections.
  2.  The Coordinators are responsible for giving the Guild Officers a report of all pertinent information regarding their committee, including sign-ups, deadlines, progress, etc.
  3.  Upon leaving the post of Events Coordinator all information, books, and data must be given to the remaining or newly elected Coordinators so they can fulfill their duties.
  4.  The Events Coordinators shall serve three main purposes:
  • Regular Activities Programming – monthly challenges, swaps, round robins, bees, etc
  • Social Events Programming – sew days, field trips, dinners, other various social get-


  • Special Events Programming – quilt shows, educational workshops, speakers, etc
  1. An Event Coordinator will lead meetings in the absence of other officers.



Officer Removal, Resignation, Special Elections

  1.  Should it be necessary to remove any elected officer(s), a 2/3rds vote of the general

membership present at any general meeting can accomplish this.

  1.  In the event that an Officer is unable to complete their term in office due to removal

or resignation, then a Special Election must take place. The same rules apply in regards to

General Voting. The Special Election should occur within 2 months of the Officer stepping

down from their position.


Special Committees

  1.  Committees can be suggested by any member, but only the Guild Officers can officially

create or dissolve a committee.

  1.  All Guild members in good standing can belong to special committees, so long as they

keep up their membership in the Guild and can fulfill all the tasks needed.


  1. Voting and Elections

Officer Candidates

  1.  All members who are in good standing, have a clear understanding of the Guild’s

purpose, and have been an active participant of the Guild for at least 1 year are eligible to be a Guild Officer Candidate. The only exception to this rule is the first year in which the Guild membership list is created.

  1.  Guests are NOT eligible to hold office.
  2.  All members who wish to be considered should express their wishes to the President no

later than one month before the designated meeting when elections shall be held. The only

exception to this rule is the first year in which the Guild is created.


Officer Elections

  1.  Officer elections will be held at the General Meeting in November.
  2.  Each member in attendance will be given a ballot for which they must vote for one

person per office. There will be no absentee ballots.

3.The newly elected officers will take their post on the first day in January. Terms will be

for one year, from January 1 – December 31.

  1.  Upon leaving their post, all outgoing Guild Officers must turn over all pertinent

information, books, and data to the newly appointed officers so they can fulfill their duties.


I . Bylaws, Policy and Procedures

General Information

  1.  As the Guild is more established there will be a need to develop Board Policies and


  1.  Policies and procedures will be written based on operational details (i.e. finances,

membership development, marketing and communication, etc.) of the Guild.

  1.  Policies and procedures will be written by the Guild President and overseen by the Guild


  1.  The above bylaws are a living document subject to change as the Guild grows and

develops and its membership’s needs change.



  1.  Amendments to these by-laws shall be made by majority vote of members present at a

regular or special meeting.

  1.  Proposed amendments or changes to the by-laws must be posted on the Guild’s website a

minimum of one week before the meeting when voting will occur.

  1.  Change made shall be posted on the Guild’s website(s) for all members to access.
  2.  Any member can propose an amendment, which will be presented and voted on as


  1.  These bylaws should be reviewed once every year at the November Annual Meeting to make sure they still hold true to the Guild’s mission and vision.


Effective Date

The bylaws shall take effect immediately upon their adoption. Revisions, additions, or deletions are to be effective upon the date so voted by the membership.


Revised September 2013 By Wendy Franczak, President