Bylaws of Statler Users Group & Representatives Revision October 15, 2013
The name of this organization shall be Statler Users Group & Representatives herein referred to as SUGAR. Statler™ Users Group and Representatives is incorporated in the State of Missouri, Cass County, June 2010 and has registered in the State of Missouri to do business under the fictitious name, SUGAR.
The purpose of SUGAR is to promote Statler longarm machine quilting globally as well as providing a means of communication, education, and collaboration for all those who are interested in and users of Statler longarm machine quilting. SUGAR is an international organization whose mission is to improve communication, education, resources, and training for Statler Stitcher users while also promoting awareness of computerized longarm quilting within the quilting community.
Any user, owner or representative of Statler longarm quilting machines may become a member by:
- a) Completing an application form to join SUGAR, and
- b) The payment of new member dues to SUGAR.
The Board of Directors herein called the “Board”, with the approval of the membership, shall annually determine dues. Such annual dues shall be payable on or before the annual anniversary date of joining SUGAR. Failure to pay the annual dues shall result in termination of membership.
A member in good standing is defined as an individual with a valid email address and having current paid dues.. All members in good standing shall have the privilege of voting and holding office.
The fiscal year shall be from July 1 to June 30 of each calendar year.
The board has the authority to confer honorary memberships as deemed appropriate. Paul and Mildred Statler, Kim Diamond and Janice Barht will be granted lifetime honorary membership in SUGAR.
Board of Directors
The Board shall be composed of 11 elected individuals who must be members in good standing and will be elected by the membership online via the SUGAR website or any other such website as determined by the Board. All elected members of the board are entitled to one vote with the exception of the President/Co-Presidents who shall vote only to break a tie.
The authority of the organization shall be the Board of Directors. The Board shall manage all the business of the organization. The Board shall meet at time(s) determined by them and/or at the request of the President but for no fewer than once per year. Meetings may be convened using electronic or phone venues. The attendance of 5 or more elected board members shall constitute a quorum.
The immediate past president shall serve for one year on the board as an advisor. No voting privilege.
Mr. Paul Statler will be designated an Honorary Lifetime Board Member. No voting privilege.
Executive Committee & Officers
The Executive Committee shall be comprised of the officers of the organization. They shall be charged with performing the daily business of SUGAR. They shall report to the Board.
The President shall preside at all meetings; appoint chairpersons of standing committees and special committees; be a signatory on the SUGAR checking account; be an ex-officio member of all committees except the nominating committee; act as a spokesperson for the organization; call special meetings of the officers or board as necessary; and with the approval of the board, call meetings of the general membership. The President shall annually appoint a parliamentarian.
1st VICE PRESIDENT
The 1st Vice President shall assist the President/Co-Presidents and perform the duties of the President/Co-Presidents in her/his absence, and assume the office of President in the event of a vacancy.
2nd VICE PRESIDENT
The 2nd Vice President shall serve as coordinator for membership services to include such services as determined by the Board; shall assist the President, and perform the duties of the President in her/his absence if the 1st Vice President is also absent.
The Secretary shall keep minutes of all meetings. Minutes of the board meetings will be published to the website specified by the Board within 30 days of the meeting. Additionally, minutes for general membership meetings will be presented to the Board for their approval and then posted in the next available newsletter.
The Treasurer shall be the custodian of all SUGAR funds, shall be responsible for insuring that all income for this organization is reported to the SUGAR organization, present a written financial statement at the close of the fiscal year, prepare an annual budget, and be responsible for presenting an updated change of address and signature card to a bank designated by the organization. This signature card to include at least two officers authorized to handle the financial affairs of the organization. The Treasurer will also be responsible for reporting to any State or Federal government as required by law.
Election of Board Members & Officers
The Nominating Committee Chairperson shall be appointed by the President annually.
A committee shall be formed by the chairperson and shall consist of three (3) members in good standing. The Nominating Committee shall nominate one qualified member in good standing as a candidate for each board member and officer position to be filled. The person nominated for president must have served at least one year as a member of the Board. These names will be presented to the membership by electronic announcement and voting will be by electronic balloting. No response to the slate of officers presented by the published voting deadline will be considered a “yea” vote. Nominations from the general membership may be accepted as long as they are submitted in writing no later than April 1 and the nominee is in good standing and has agreed to have his/her name on the ballot.
Term of Office
Board members and officers shall be elected for a term of three (3) years. The maximum service is a total of six (6) years. After retiring from the Board for a minimum of one year, they would be eligible to serve again. Beginning with the 2013 election one-third (1/3) of the board would be elected for three (3) years, one-third (1/3) of the board would be elected for two (2) years, and one-third (1/3) of the board would be elected for one year. The President and Treasurer would be elected for three (3) years; the 1st Vice-President and Secretary for two (2) years; and the 2nd Vice-President for one year. Thereafter, all terms would be for three years. Any vacancies occurring will be by appointment by the President until the next regular election. At such time, the
nominee for that position may be elected for the remaining unexpired term of his/her predecessor.
All officers and board members shall be elected by a majority vote of the members voting. No response to the slate of officers presented will be considered a “yea” vote. Voting will end at midnight on June 30 of each year. They shall assume their duties at the beginning of the fiscal year.
Removal from Office
In the event a board member, officer, administrator, or committee chairman is no longer able to fulfill the duties of his elected or appointed position, the Board may request mandatory retirement. In the event a Board member is unable to attend 3 consecutive Board meetings that Board member will be asked to resign. Both decisions would require a majority vote by the remaining members of the Board.
Administrative Positions & Standing Committees
The President, with the approval of the Board, shall annually appoint all Administrators and Chairmen of Standing Committees with no limit to the number of years they may serve.
Administrators shall serve on the Board as non-voting members. In the event a board member assumes an administrative position, he/she shall be entitled to vote. Their voting privileges are subject to a maximum of two successive board terms, but may remain on the board in an administrative position as non-voting members after their elected term expires.
The membership chairperson shall make timely deposit of dues monies to the bank; send membership packet to new members; send timely renewal notices; and shall maintain and update the member database.
Newsletter & Communications
Compiling and publishing the Newsletter via Constant Contact and/or website and publishing any other communiqués the Board deems necessary.
The webmaster shall serve as the website manager for the organization. Duties will include but not be limited to new page/application development, appearance and content placement, and management of access rights of different users of the website as determined by the Board. The webmaster is also responsible for putting data on the website by making content updates and responds to email inquiries related to the website or computer-related questions.
Ways & Means
The Ways and Means chairperson shall be responsible for supervising fund raising activities of the organization.
Youth Education & Support — YES
The Youth Education & Support, committee is responsible for programs to encourage young quilters by sponsoring a “Youth Machine Quilting Category” at machine quilting shows.
Ad Hoc Committees
At the President’s discretion, any ad hoc committee may be formed to complete any special project so assigned by the Board of Directors.
The Board may at their discretion authorize the organization to participate in, hold, or contract for conferences of the membership at a time and place to be determined by the Board. A general membership meeting may be held at each conference.
The financial records of the organization shall be kept in accordance with standard accounting practices. All monies derived from SUGAR activities shall be turned over to the Treasurer for deposit to the SUGAR accounts for appropriate disbursement. Due diligence will be exercised to safeguard the funds of the organization.
- a) With the exception of budgeted and/or recurring items, expenditures greater than
$100 shall be approved by the President; expenditures great than $500 shall be approved by the Executive Committee; and expenditures greater than $2,000 shall be approved by the Board.
- b) An annual review of the books shall be performed by two members of the Board, other than the Treasurer. A report of the review will be submitted to the Board. At the end of each term for the Treasurer, two members at large will be asked to review the books and submit a report to the Board.
Bylaws shall be reviewed annually for any possible revisions.
All proposed amendments to the Bylaws must be submitted in writing to the Board.
All proposed amendments will be posted to the website no later than two (2) months prior to voting.
A majority vote of the members voting is necessary to pass any Bylaw amendment.
No response to the proposed Bylaws changes by the published voting deadline will be considered a “yea” vote.
Dissolution of the Organization
In any instance in which the Board elects to dissolve the organization, such dissolution shall require a two-thirds vote of approval from the members in good standing for such decision to be effective.
Subsequent to such decision, the organizations funds shall be dispersed at the discretion of the members in good standing or as dictated by state or federal law.
The current issue of Robert’s Rules of Order shall be the source of authority in all questions of parliamentary procedure.
For the purpose of this document all reference to officers and committee chairpersons can be either singular or plural, thus allowing for one or more persons to share duties. A single individual may also chair more than one committee.