Wednesday, May 27, 2015

June 2nd meeting

Around The Bay Knitting Guild is where people from the Hamilton area meet to knit together, hear speakers, and plan interesting outings related to knitting.

Our next meeting is on Tuesday, June 2nd, beginning at 7 pm.  We will be meeting in the 2nd floor Community Room of the Fortino’s store, 1579 Main St W,  Hamilton,  L8S 1E6 (off Rifle Range Road): $2.00 at the door, $5.00 for non-members. 

BUT, PLEASE REMEMBER, WE MUST NOT BRING IN ANY OUTSIDE FOODS OR DRINKS TO FORTINOS!

Here’s what’s happening at the June meeting:

  • charity auction (members only).  Please bring yarn, books, needles, and/or other knitting/crochet-related items for silent auction
  • election of a new ATBKG executive (Fran will NOT be continuing)
  • quick summary of member survey
  • finalizing draft by-laws/terms of reference presented at the April meeting (and available online at May 7th blog post: http://atbkg.blogspot.ca)
  • draw for knitting books, donated by Glenna C
  • TWO (2) door prizes!

Please note the following additional information:

Membership: Membership dues will remain at $25.00 for the next year in addition to door entry fee ($2 per meeting). Guests are welcome to attend one regular meeting for free. Otherwise, guests are required to pay $10.00 for a meeting with a special speaker or lesson, and $5.00 for the second and subsequent regular meetings. Guests are not eligible for the door prize draws. Presentation of membership card has possibility of 10% discount at various knitting shops: such as The Needle Emporium (http://www.needleemporium.com) in Ancaster and The Purple Purl (http://thepurplepurl.com) in Toronto. 

Location: Meetings normally take place on the first Tuesday of each month from September to June, at the Fortino’s Main Street West upstairs Community Room. Check BlogSpot for meeting dates, particularly during inclement weather. atbkg.blogspot.com

Door Prizes: One door prize per meeting. Members will have their names entered into the draw upon payment of dues. When a member wins a prize, their name comes out of the pot.  A member must be present at the meeting to win. If the guest speaker donates additional prizes, all in attendance will have a chance to win.


Donations:  remember, you can bring hats, scarves, mittens, etc. to any ATBKG meeting for donation to Out of the Cold. In addition, knitted or croched "Linus blankets" may be donated to  Project Linus Canada

Thursday, May 07, 2015

Draft Terms of Reference/By-Laws for Knitting Guild

This is a draft of the Terms of Reference/By-Laws which have been proposed for the Around the Bay Knitting Guild.  We will be voting on them at the June meeting; so please read through them before this meeting, and note down any comments or questions:

Around the Bay Knitting Guild
Introduction
These bylaws have been drafted to assist the Around the Bay Knitting Guild by providing guidance in knowing who is responsible for which duties and when particular activities are generally accomplished. 
It is intended that the running of the Guild will involve many members so that everyone’s talents can be used and no one member is overburdened by Guild responsibilities. 
When situations arise that are not specifically covered by these bylaws, it will be understood that common sense will be the guiding factor and that the President, in consultation with the Executive, will make sound decisions on behalf of the Guild.
Article 1: Name
This organization is known as the Around the Bay Knitting Guild, also known as the ATBKG, and sometimes referred to as “the Guild.”
Article 2: Purpose
Around The Bay Knitting’ Guild is where people from the Hamilton area meet to knit together, hear speakers, and plan interesting outings related to knitting.
The Guild is a non-profit organization and as such: 
  • any Guild profits will be used in promoting the Guild’s purposes
  • in the event of dissolution, the Guild’s assets will be distributed to a local organization whose purposes are similar to the Guild’s
  • no funds shall inure to the benefit of any Guild members
  • no Guild activities or events or resources shall inure to the financial benefit of any Guild members
Article 3: Membership
Any person who is interested in Guild activities may become a member upon completion of a membership form and payment of dues, regardless of race, creed, colour, gender, sexual orientation, religion or political affiliation.
The Guild may not form a cooperative in order to obtain a business license or tax number for buying knitting supplies at a wholesale price.
Individual members of the Guild may not sell items for personal profit or promote their own interests during Guild meetings without the prior approval of the Executive. 

The Executive shall have the power to suspend or expel any member for 
  • nonpayment of dues or other indebtedness to the Guild
  • violation of any Bylaw
  • conduct, which, in the opinion of the Executive, is improper or prejudicial to the welfare, interest and character of the Guild. 
A two-thirds (2/3) vote of the Executive is required to expel a member. 
Any member so suspended or expelled, other than for nonpayment of dues, shall 
  • be notified by electronic written communication within forty-eight (48) hours 
  • have the right to appeal to the Executive by an electronic written communication notice within ten (10) days after notice of the rendered decision
  • receive notice of time and place set for the appeal hearing
  • be given an opportunity to be heard. 
A vote of not less than two-thirds (2/3) of the Executive shall be final.
Use of the membership roster for other than Guild business is not permitted unless permission is given by two-thirds (2/3) vote of the Executive. This shall be on a case-by-case use only.
Article 4: Executive
The governance of the ATBKG is vested in an Executive composed of seven (7) executive officers: President, Vice-President, Secretary, Treasurer, Membership Chair, Program Chair, and Webmaster. 
These officers, operating as the Executive, are responsible for planning, conducting and evaluating the activities of the Guild as authorized by the purpose and spirit of the Bylaws.
Vacancies on the ATBKG Executive shall be filled by the appointment of the President, with the approval of the remaining directors of the Executive.
4.1 Officers and Duties
The officers of the ATBKG consist of a President, a Vice-President, a Secretary, a Treasurer, a Program Chair, a Membership Chair, and Webmaster. 
Terms of the office for each officer shall be for one (1) year. Officers may be re-elected to the same position. No officer may hold the same position more than three (3) years in a row, except in the absence of a suitable candidate.



The President:
  • presides at all meetings of the membership, all meetings of the Executive, and is an ex officio member of any committee established by the ATBKG
  • appoints special project committees and chairs with the advice and consent of the Executive
  • maintains contact with the Guild’s meeting site representatives
  • keeps records of their procedures and make recommendations on tools and templates they use or develop for the purpose of Guild activities
  • is the official liaison with other knitting guilds
  • provides editorial content for the web/blog

The Vice President:
  • assists the President and serves in the absence of the President
  • assists in Guild activities as needed
  • works with other Executives to develop procedures and make recommendations on tools and templates for the purpose of Guild activities
  • maintains the Bylaws
  • provides editorial content for the web/blog

The Secretary:
  • keeps minutes of all decisions in meetings of the membership and the Executive
  • keeps records of their procedures and make recommendations on tools and templates they use or develop for the purpose of Guild activities
  • provides editorial content for the web/blog

The Treasurer:
  • collects dues with the assistance of the membership chair
  • develops an Annual Budget
  • reviews the budget every six (6) months or at the discretion of the Executive
  • receives and disburses all monies and presents a statement of the current financial condition at all meetings of the Executive and at the monthly general meetings
  • presents written quarterly accounts receivable/accounts payable report to the Executive 
  • maintains and balances the Guild’s account
  • keeps records of their procedures and make recommendations on tools and templates they use or develop for the purpose of Guild activities
  • provides editorial content for the web/blog
The Membership Chair:
  • provides an orientation to the Guild to new members
  • accepts dues and submits same to the Treasurer 
  • maintains up-to-date lists of names, addresses, phone numbers and email addresses of current paid members
  • maintains up-to-date-lists of members who fulfill special roles and functions at Guild events
  • produces and distributes membership cards
  • provide name tags for the members at meetings
  • keeps records of their procedures and make recommendations on tools and templates they use or develop for the purpose of Guild activities
  • provides editorial content for the web/blog

The Program Chair:
  • coordinates the assessment, planning, organization, delivery and evaluation of 
    • educational activities for general meetings
    • special retreats or workshops or other educational activities
    • with approval of the Executive, determines cost (if any) to membership for programs activities
  • keeps records of their procedures and makes recommendations on tools and templates they use or develop for the purpose of Guild activities
  • provides editorial content for the web/blog

The Webmaster:
  • maintains the Guild’s website and/or blog for the primary purpose of communicating with members such as announcing future meetings and events
  • maintains the Guilds digital resources and archives
  • works with others to use social media and other web resources
  • keeps records of their procedures and makes recommendations on tools and templates they use or develop for the purpose of Guild activities
The Webmaster is not responsible for creating the editorial content of the website or blog. 
Website and blog editorial content may include but is not limited to:
  • notes from meetings, activities or events
  • information and supplies needed for upcoming meetings and activities.
  • contact information for officers of the Guild
  • information about the times and locations of meetings
  • links to other sites that may be of interest to Guild members
Dues
The ATBKG Executive shall establish annual dues for its members. Dues are for the period of September 1 – August 31 and are due at the September general meeting. 
Other monies may be levied from time to time with the consent of the membership.
The Treasurer collects fees with the assistance of the membership or program chair as appropriate.
Finances
Monies that are received and disbursed by the Guild may include: annual dues, payments for other miscellaneous Guild activities, and funds from various fund raising activities and donations.
All payments over $100.00 will require two (2) signatures, one (1) from the Treasurer and one (1) from the President or Vice-President.
All payments over the amount of $1,000.00 require approval of the Executive.
Article 5: Meetings
5.1 Executive Meetings 
The Executive shall meet at such times and places as the President shall direct, or at the call of any two (2) other members of the Executive.
A majority of the ATBKG Executive shall constitute a quorum for transactions of business at any meeting. An officer can participate in a meeting by electronic means.
There shall be at least two (2) meetings of the Executive during the calendar year.
5.2 General Meetings
The Executive has the authority to set a schedule for general meetings on a monthly or more frequent basis. Generally, membership meetings are held on the first Tuesday of the month from September to June from 7:00PM to 9:00PM. 
General meetings may consist of, but are not limited to an educational component, information exchange, show and share, social knitting.
5.3 Annual General Meeting
The June meeting serves as the Annual General Meeting and Elections. At the Annual meeting, the Treasurer presents an interim Financial Report with the Annual Report given in September so that it would contain the financial information for the Guild year.
Thirty percent (30%) of the members of the ATBKG currently in good standing shall constitute a quorum for a regular meeting of the members for the purposes of decision-making.

Guests 
Guests are welcome to attend one (1) regular meeting for free. Otherwise, guests are required to pay $10.00 for a meeting with a special speaker or lesson, and $5.00 for the second and subsequent regular meetings. Guests are not eligible for door prize draws. Guests are not allowed to vote.
Door Prizes
There is one (1) door prize per meeting. Members will have their names entered into the draw upon payment of dues. When a member wins a prize, their name comes out of the pot. A member must be present at the meeting to win. If a guest speaker donates additional prizes, all in attendance will have a chance to win.
Article 6: Elections
The President shall appoint a nominating committee in February for the purpose of nominating officers of the ATBKG for the next annual term and such nominating committee shall be prepared to present its proposed slate of officers no later than the May general meeting. The election shall be held at the June meeting. New officers will begin their term at the end of the June meeting.
6.1 Committee
Nominations for Executive positions on the Executive and other Guild roles are managed by two (2) members appointed by the Executive from those members not seeking elected positions. This committee manages the nomination and election of the Executive and other Guild roles for the next year.
6.2 Process
  1. Executive appoints the Committee in February.
  2. Committee creates an April web/blog post to announce election process and request nominees for Executive Members for the next year. The post should include position descriptions, qualifications, nomination and election processes and forms, and deadlines. The process is also announced at the April General Meeting.
  3. Interested members complete nomination form and submit to nominating committee by the published deadline.
  4. Nomination committee reviews the nominations, notifies the candidates of their eligibility via email, and publishes the nomination results in the May web/blog post and at the May meeting.
  5. Nominees are permitted a 400-word post in the web/blog to support their candidacy.
  6. Nomination committee prepares the ballots and conducts the election at the June meeting subject to quorum requirements.
6.3 Voting
  1. Each member in good standing member is eligible to vote at the June meeting. 
  2. At the beginning of the meeting, the nominees are presented; each has three (3) minutes to address the meeting. 
  3. Ballots are then distributed to members in attendance. 
  4. The vote is conducted in secret; ballots placed in a sealed ballot box. 
  5. The ballots are tallied at the meeting, and reported by the committee before the end of the meeting. 
  6. The nomination committee seeks a motion to destroy the ballots.
  7. The results are published in the meeting minutes and on the web/blog.
Article 7: Maintenance And Revision Of Bylaws
The Vice-President is responsible for maintaining the Bylaws. The Vice-President will review the Bylaws each year to determine if any changes are needed.  Any member may present a proposal for a change in the Bylaws to the Vice-President. Any proposed amendments approved by a majority vote of the Executive shall be presented to the membership via the website/blog to be voted on at the Annual General Meeting. A majority of the members present must approve any change to the Bylaws.
Article 8: Other Guild Activities
8.1 Charity and Fundraising
Individuals or groups, with approval of the Executive, on behalf of the Guild, may perform these activities: 
Identify charitable organization(s) and be the contact person with the organization(s).
  • inform the membership of the types of items that may be donated and deadlines for collection.
  • arrange for delivery of items to the charity
  • organize fundraising activities to support stated charitable organizations or Guild activities
  • deposit profits with the Treasurer
Charity and Fundraising activities may include, but are not limited to:
  • knitting projects
  • auctions of goods and services donated by, or solicited by members
  • draws for goods and services donated by, or solicited by members 
8.2 Hospitality
Individuals or groups, with approval of the Executive, on behalf of the Guild, may perform these activities: 
  • arrange for refreshments at meetings, events, activities
  • greet members, guests, etc. at any Guild activity
  • thank guests and supporters in person or in writing
8.3 Liaison
Individuals or groups, with approval of the Executive, on behalf of the Guild, may liaise perform with these contacts: 
  • local media
  • community groups
  • library knitting groups
  • Ravelry or other social media
Liaison activities may include, but are not limited to:

  • publicizing guild activities
  • co-sponsoring activities
  • recruiting members
  • supporting other knitters or guild sub groups