IRISH GUILD ASSOCIATION BYLAWS

Revised May 2004

Article I. NAME OF ORGANIZATION 

The name of this organization shall be Irish Guild Association. 

Article II. PURPOSE OF ORGANIZATION 

The purpose of this organization shall be to promote Irish culture, history and music; to bring together socially, people interested in Ireland and to provide artistic, educational and social opportunities involving Irish culture. This organization does not have any political or religious affiliations.  The Guild will not support any individual political candidate.  The Guild will support Irish events that may be held at churches and other locations.

Article III. MEMBERSHIP 

All persons interested in Irish culture are invited to become members of the Irish Guild Association. There shall be two classes of membership: Family and Single. 

Article IV. MEMBERSHIP VOTING RULES AND REQUIREMENTS 

To be eligible to vote at a General Meeting a member shall:

-          be present

-          have been a member of the organization for at least thirty days prior to a General Meeting

-          be current with the annual dues

-          be at least eighteen years of age

-          be provided one vote per individual membership

-          be provided two votes per family membership 

There shall be no proxy ballot or absentee ballot voting. 

Article V. EXECUTIVE BOARD 

The business of the organization shall be managed by an Executive Board consisting of six Officers and the Chairpersons of the Standing Committees. 

Article VI. ELECTION OF OFFICERS 

Officers shall be elected to a term of two years, by ballot, at a meeting of the General Membership held annually in April. The Guild Master, Deputy Guild Master, Marshall and Chancellor shall be elected in even-numbered years. The Scribe and Exchequer shall be elected in odd-numbered years. 

Article VII. OFFICERS 

No officer shall hold more than one office at a time. Each officer shall serve until a successor has been elected by the membership. The duties of each officer are defined in the Job Descriptions of the organization. In the event an officer is removed or resigns, the Executive Board shall fill the vacancy for the remaining term of the leaving officer. No officer may be elected to more than two full consecutive terms in the same office. 

Article VIII. MEETINGS OF THE ORGANIZATION 

Executive Board Meetings – The Executive Board shall meet on a monthly basis at a time and place determined by the Board. Three Officers shall constitute a quorum. Additional meetings may be held at the request of the Executive Board or by the request of twenty members.

General Membership Meetings – There shall be a meeting of the general membership at least once a year. Twenty members shall constitute a quorum at any meeting. A majority vote at any meeting is required to pass a motion. Members must be notified, in writing, at least thirty days in advance of the date, time and place of the meeting. 

Article IX. PARLIAMENTARY AUTHORITY 

The current edition of “Robert’s Rules of Order” shall supplement the Bylaws, Standing Rules and Job Descriptions of the organization. 

Article X. AMENDMENTS TO THE BYLAWS 

The Bylaws may be amended by a two-thirds vote of the members present at a General Membership meeting, provided the amendments have been submitted to the members at least thirty days prior to the meeting. There shall be no changes to the amendments at the General Meeting. 

Article XI. LEGAL PROVISIONS 

This organization is a non-profit entity and will comply with all Internal Revenue Service regulations.  

No part of the net earnings of this organization shall inure to the benefit of, or be distributed 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 Article II. 

Upon the dissolution of the organization, the Executive Board shall, after paying or making provisions for the payment of all liabilities of the organization, dispose of all assets of the organization exclusively for the purposes of the organization in such manner, or to such organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization. 

Article XII. EFFECTIVE DATE OF THE BYLAWS AND THE STANDING RULES 

The effective date of the Bylaws, Standing Rules and the Job Descriptions as approved by the membership shall be January 1, 1995.

STANDING RULES 

Article I. COMMITTEES 

There shall be five Standing Committees: St. Patrick’s Day Committee, Benefit for the Brothers, Newsletter Committee, Social Activities Committee, and Membership Committee. Committee chairpersons shall be appointed by the Executive Board. The duties of the Standing Committees are defined in the Job Descriptions of the organization.

The Executive Board shall appoint other committees to conduct the activities of the organization. The Nominating Committee shall consist of at least three members, two of whom shall not be members of the Executive Board, and shall be chaired by the Guild Master. The Nominating Committee shall be appointed, for the purpose of presenting a slate of officers, no later than February and submit its report to the Executive Board in the month of April. 

Article II. SOCIAL ACTIVITIES 

The following are the standard social events: The St. Patrick’s Day Festival, the Benefit for the Brothers, and the Christmas Party. Additional events may be held as organized by the Social Activities Committee.

Article III. EXECUTIVE BOARD MEETINGS 

The Executive Board shall meet monthly as determined by the Executive Board. 

Article IV. NEWSLETTER 

Each edition of the newsletter shall contain but is not limited to:

-          a list of all scheduled and planned social events

-          a list of all Officers and Standing Committee Chairpersons including telephone numbers

-          the dates of scheduled Executive Board and General Membership meetings

-          the Nominating Committee’s report prior to the General Membership meeting. 

Article V. MEMBERSHIP AND DUES 

The Executive Board may grant honorary membership, for one year, at its discretion

The schedule for annual dues, which are due on March 17, shall be as follows:

                - honorary members             no dues

                - regular members $15.00 for an individual membership, $20.00 for a family membership 

Changes to the annual dues schedule must be approved by a majority of members at a General Membership Meeting. 

Members who are delinquent in the payment of their annual dues for four months or more shall be removed from the active role of members. 

Article VI. AMENDMENTS TO THE STANDING RULES 

The standing rules may be amended by a majority vote of the Executive Board provided at least four Officers are present. 

Article VII. TRANSITION RULES 

In the first election following the adoption of these Bylaws and Standing Rules, the Officers not scheduled for election under the Bylaws, shall be elected for a one year term. 

Article VIII. COMMITTEE REPORTS 

All financial and operating reports shall be submitted in writing and contain sufficient information so as to be useful to succeeding officers and committee chairpersons. 

JOB DESCRIPTIONS

Section 1 – Officers 

Guild Master - The Guild Master shall be familiar with the Bylaws, Standing Rules and Job Descriptions as well as the current edition of “Robert’s Rules of Order.” The President shall chair all meetings, calling them to order on time and ascertain that a quorum is present and follow an agenda. The Guild Master shall hold board meetings as outlined in the Bylaws. 

The Guild Master remains impartial and never expresses an opinion while in the chair. The Guild Master may step down and turn the meeting over to the Deputy Guild Master to express an opinion and return to the chair only after the pending motion has been disposed of. The meetings are never turned over to another person and the Guild Master always adjourns the meeting. 

Deputy Guild Master - The Deputy Guild Master presides at meetings in the absence of the Guild Master. The Deputy Guild Master shall assist the Guild Master and learn as much as possible so as to be prepared to assume the position of Guild Master in their absence. The Deputy Guild Master shall be familiar with the Bylaws, Standing Rules and Job Descriptions as well as the current edition of “Robert’s Rules of Order.” 

Scribe - The Scribe takes the minutes of all meetings, reads the minutes at the next meeting, makes any necessary adjustments to the minutes and keeps the minutes in a permanent book. In the absence of the Guild Master and the Deputy Guild Master, the Scribe calls the meeting to order and handles the election of a temporary chairperson for the meeting. The Scribe informs all Officers or Committee Chairpersons of their election or assignment. The Scribe assists the Guild Master prepare an agenda for the next meeting. In the event the Scribe cannot attend a meeting, the Scribe will notify the Guild Master who will appoint someone to record the minutes of the meeting. The Scribe shall have copies of the minutes of the previous meeting available at each meeting. The Scribe shall attend all board meetings. 

Exchequer - The Exchequer shall collect, maintain and disburse all funds of the organization. The Exchequer shall maintain the books of the organization, prepare financial reports to be read at meetings, have a copy of the reports filed with the Scribe, have an annual budget prepared for the board and prepare an annual income and expenses report for the membership. 

The Exchequer shall work closely with those committees that collect money and disburse funds. The Treasurer shall make sure that such committees keep proper financial records, and shall work with the Membership Chairperson to maintain a list of paid and outstanding membership dues. The Exchequer shall attend all board meetings. 

Chancellor - The Chancellor shall assist other officers as requested. The Chancellor handles all necessary correspondence not allocated to officers or committees as well as special assignments by the Guild Master in the interest of the organization. 

Marshall – The Marshall shall be responsible for all Guild equipment, material and supplies.  The Marshall shall notify the Exchequer when purchases are required. 

Section 2 – Standing Committee Chairpersons 

Saint Patrick’s Day Festival - The Saint Patrick’s Day Chairperson shall have overall responsibility for the organization’s involvement in the and festival. The Chairperson shall submit a proposed budget to the board for approval prior to the event, and present operational and financial reports to the Executive Board at the first board meeting following the event. These reports shall include recommendations for next year’s festival. The Chairperson is fully responsible to the Executive Board for all decisions and actions. 

Benefit for the Brothers - The Chairperson shall have overall responsibility for the organization’s involvement in the event. The Chairperson shall appoint others, when necessary, to assist in the successful operation of the benefit. The Chairperson shall submit a proposed budget to the board for approval prior to the event, and present operational and financial reports to the Executive Board at the first board meeting following the benefit. These reports shall include recommendations for next year’s event. The Chairperson is fully responsible to the Executive Board for all decisions and actions.

Newsletter Editor - The Newsletter Editor shall be appointed by the Executive Board. The Newsletter Editor shall publish a newsletter based on a schedule determined by the board. All newsletter costs are to be documented and submitted to the Exchequer for reimbursement. 
 

Membership - The Membership Chairperson shall be responsible for retaining current members and encouraging prospective members to join the organization. The Chairperson shall have applications available at all organization events and distribute fliers in public places. The Chairperson shall be responsible to periodically poll the membership to ascertain their feelings and concerns about the organization. 

The Chairperson shall maintain a current roster of the organization’s members, update the email mailing list, and provide copies of the roster to board members when requested. The Membership Chairperson shall work with the Exchequer to maintain a list of paid membership dues, contacting those members who are up for renewal. 

Social Activities - The Social Activities Chairperson shall assist the Guild Master and the Executive Board in acquiring chairpersons for all social events. The Chairperson shall coordinate the efforts of the Event Chairperson, the Newsletter Editor and the Publicity Chairperson. The Chairperson shall be responsible for any necessary calling of members associated with activities coordinated by this committee. 

Section 3 – Other Committee Chairpersons 

Historian – The Historian shall work with the Newsletter Editor and website to maintain an archive of documents and pictures that represents the history or the organization.