FAT QUARTERS CONSTITUTION (Updated February 2018)

1. Mission
To promote active interest and enjoyment of patchwork and quilting.

2. Membership
The membership shall be limited to not more than 55 members with places offered to individuals as requested, up to that total. If a waiting list exists, requests for membership will be considered by the Chair and the Committee; a judgement being made on the average attendance of the existing membership. If a member resigns, reimbursement of membership fees will be at the Committee’s discretion.

3. Waiting List
The chair shall keep any existing waiting list. Membership will be offered to that person who is top of the list when a place becomes available. Visitors may come for up to three meetings a year, paying the appropriate guest fee. Visitors will be made aware of the waiting list.

4. Membership Fees
The annual membership fee will be set by a quorum of the Committee. Membership fees will be due in January. A pro-rata membership will be payable by those members joining throughout the year. The membership fee covers the regular monthly meeting. Additional meetings may be organised by the Committee and members and visitors wishing to attend any of these will be required to pay for each that they attend. Guest fees will also be set by a quorum of the Committee.

5. Committee
The Committee shall consist of the following officers:
Chair – to be responsible for chairing the group meetings and Committee meetings and keeping the waiting list (if any) up to date. To be responsible for hall bookings (this responsibility may be delegated).
Assistant Chair – to be responsible for assisting or deputising for Chair, as appropriate.
Secretary – to be responsible for providing a secretarial service to the Committee.
Treasurer – to be responsible for keeping records of all receipts and payments and to present a statement of account at the AGM and at other times when required, and to hold and maintain a record of members and their contact details.
Programme Co-ordinator(s) – to be responsible for organising the regular programme of events for 12 monthly evening meetings a year, booking UFO days and arranging workshops, as decided by the committee. The programme co-ordinator(s) will liaise with speakers prior to a meeting and note any requirements.
Website Co-ordinator – to be responsible for maintenance of the website, including production of the newsletter and its publication on the website, following approval by the Chair.
Workshop Co-ordinator – to be responsible for keeping a record of attendees, payments etc for each workshop and UFO Day, welcoming the workshop leader and providing lunch, if required, for the workshop leader. Liaison with Programme Co-ordinator(s) and Treasurer regarding payment of the workshop leader. Other committee members may be co-opted as deemed necessary.

Membership of the Committee will be renewed at each AGM by a members’ vote. A post becoming vacant because of a member resigning from the Committee or leaving the group will be filled by a coopted member until the next AGM. Committee meetings will be held as deemed necessary but no less than twice yearly. A quorum of the Committee meeting will be at least five attending members with decisions by a simple majority.

6. Non-Committee Responsibilities
Reception – responsible for welcoming new members, noting feedback from members, recording attendance and listing ‘show and tell’ contributors where appropriate
Refreshments – responsible for ensuring refreshments are available at each meeting
Raffle – responsible for providing raffle tickets and prizes at each meeting
Photographer – responsible for taking photographs of members’ work at each meeting for publication on the website
Library – responsible for display of books and other publications available for borrowing at each meeting
Sound System – responsible for setting up the group sound system, as necessary

7. AGM
To be held annually in January. Statement of accounts, the books having been independently reviewed, prior to their presentation to the membership at the AGM. Committee to be elected at an AGM by secret ballot of those members present if there is more than one candidate standing for any particular position. Any items for discussion, changes to the constitution should be given to the Chair at the preceding meeting.

8. Changes to the Constitution
May be made at the AGM and voted on by the members attending such meetings by a simple show of hands. An Extraordinary General Meeting may be called by one quarter of the membership and by them giving notice at the preceding two meetings. Only the item for discussion may be raised at an EGM.

9. Dissolution of Fat Quarters
If there comes a time when the presiding Chair, Treasurer, Secretary, Programme and Workshop Coordinators cannot be elected to run the group, or if the membership be less than 10 fully paid-up members, then the group shall be dissolved and any remaining monies shall be donated to a charity of that membership’s choice.