NHPG Bylaws

New Hampshire Potters’ Guild Bylaws
ARTICLE I NAME
ARTICLE II PURPOSE
ARTICLE III. MEMBERSHIP
ARTICLE IV BOARD OF DIRECTORS
ARTICLE V OFFICERS
ARTICLE VI GENERAL ADMINISTRATION AND MEETINGS
ARTICLE VII NOMINATIONS AND ELECTIONS
ARTICLE VIII AMENDMENTS
ARTICLE IX CONFLICT OF INTEREST CLAUSE

ARTICLE I - NAME

1. 1. Name
The name of this organization shall be The New Hampshire Potters’ Guild.
It shall be a non-profit organization.

ARTICLE II – MISSION and PURPOSE

2. 1. Mission
The New Hampshire Potters’ Guild is open to all clay artists in the state. Organized as a non-profit in 1995, the guild provides a community for potters to share their work, tools, and creative process. It also strives to provide educational opportunities to experience working with clay.
2. 1.1 Purpose
Its purpose shall be to get together in the interest of ceramics whenever necessary or desirable for:
a) Fellowship and good times
b) Exchange of ideas and methods
c) Collaboration in work and exhibition
d) Encouragement to students
e) Promoting standards of ethics, aesthetics, and craftsmanship

ARTICLE III - MEMBERSHIP

3. 1. Eligibility
Any person who subscribes to the purpose of this organization shall be eligible for membership upon payment of annual dues.
3. 2. Dues
Dues or changes in dues shall be proposed by the Board of Directors but must be voted upon by the General Membership for acceptance at the Annual Meeting.
 

ARTICLE IV - BOARD OF DIRECTORS

4. 1. Number, Manner of Selection, and Term of Office
The Board of Directors shall consist of the officers of the Guild and no more than six members appointed by the Chairman. The officers shall serve for a term of two years, or until their successors have been elected. Officers may run for a second term.
4.2. The appointed directors' office terms shall be one year and expire at the conclusion of the next Annual Meeting. Board appointees may be added at any time, based on need. Members appointed to the Board of Directors shall serve, in part, in support of the officers, by conducting tasks associated with the duties of the office.
4. 3. Vacancies
Any vacancy occurring in the Board of Directors by the reason of resignation, unresolved absence, or death of an officer may be filled, until the next Annual Meeting, by a majority vote of the remaining members of the Board of Directors. In the case of an unresolved absence, the board shall declare the position vacant.
4. 4. Powers and Duties
The Board of Directors shall have full charge of the property and business of the organization, with full power and authority to manage and conduct same, subject to the instructions of the General Membership. It shall plan and direct the work necessary to carry out the programs of the Guild.
4. 5. Meetings
There shall be at least one regular meeting of the Board of Directors annually in order to facilitate the planning for the Guild. Each member of the board is expected to be present.
 

ARTICLE V - OFFICERS

5. 1. Enumeration and Election of Officers
The officers of The New Hampshire Potters’ Guild shall be a Chair, a Co-Chair, a Recording Secretary, a Corresponding Secretary, and a Treasurer. The Chair and the Co-Chair and Recording Secretary shall be elected for the odd-numbered years and the Corresponding Secretary and Treasurer shall be elected for the even-numbered years.
5. 2. The Chair
The Chair shall preside at all meetings of the organization and of the Board of Directors. The Chair may, in the absence or disability of the Treasurer, sign or endorse checks, drafts, and notes. The Chair shall have such usual powers of supervision and management, as may pertain to the office of the Chair and perform such other duties as may be designated by the Board.
5.2.1. The Chair has primary oversite responsibility for of the NHPG Internet presence and activities, in collaboration with the vice chair corresponding secretary.
5. 3. The Co-Chair
The Co-Chair shall, in the event of absence, disability, or death of the Chair, possess all the powers and perform all the duties of that office. The Co-Chair shall be responsible for coordinating meeting locations. The Co-Chair shall perform other such duties as the Chair and Board may designate.
5. 4. The Recording Secretary
The Recording Secretary shall keep minutes of all meetings of the Guild and of the Board of Directors and shall perform other such functions as may be designated by the Board.
5.5. The Corresponding Secretary
The Corresponding Secretary shall ensure that minutes, newsletters, announcements, and other records are dated, labeled, and saved electronically in the master file. The Corresponding Secretary shall update member lists, contact lists, and mailing lists at least once each year.
The Corresponding Secretary shall be responsible for notifying the membership of all meetings, workshops, and special events, and for such other functions as may be incident to the office.
5.6. The Treasurer
The Treasurer shall collect and receive all money due and be the custodial of this money. The Treasurer shall present an annual report at the Annual Meeting.
The Treasurer shall maintain electronic financial records in the master file. The Treasurer participates in completing and updating the Membership roster based on information received with applications and payment of dues or fees. The Treasurer shall file all required reports with the State of New Hampshire and the Internal Revenue Service.
 

ARTICLE VI – GENERAL ADMINISTRATION AND MEETINGS

6. 1 Fiscal Year
The fiscal year of The New Hampshire Potters’ Guild shall commence on the first day of January each year.
6. 2. Dues
Annual dues shall be payable on January first. Dues are not pro-rated, though people may join at any time during the year. Any member who fails to pay the dues within one year after they become payable shall be dropped from the membership rolls.
6.2.1. Members from the previous year who have not paid their dues by March 30th are removed from current membership, including the website list, bios and links.
6.2.2. The board may set a deadline for the receipt of dues preceding signing up for member-only events such as exhibitions, kiln firings, or other activities as determined.
6.2.3. While membership dues support member benefits, some activities may carry fees and advance deposits, in addition to the dues.
6.3 General Member Meetings The Board of Directors shall determine time, place, and number of membership meetings. With a minimum of 1 meeting in a public location.
6. 4. Annual Business Meeting
An Annual Business meeting shall be held between January 1 and March 31, the exact date to be determined by the Board of Directors. The Annual Business Meeting shall elect officers and transact other business as may properly come before it.
6. 4. Annual Business Meeting
An Annual Business meeting shall be held between October 1 and December 31, the exact date to be determined by the Board of Directors. The Annual Business Meeting shall elect officers whose office starts the following January 1 and transact other business as may properly come before it.
6. 5. Rules
The meetings shall be conducted by a simplified version of Robert’s Rules of Order. The Guild shall provide members with a handout outlining the key procedures for group discussions and voting.
6. 6. Call of Meetings
The Chair or any five members may call a meeting but no policy for the organization may be made without a quorum present.
6.7. Quorum
Ten percent of the General Membership shall constitute a quorum at all meetings of the NH Potter’s Guild. No policy may be made, elections held, or amendments to the Bylaws be voted upon unless a quorum is present.
 

ARTICLE VII – NOMINATIONS AND ELECTIONS

7. 1. Nominating Committee
The Nominating Committee shall consist of three NHPG Members who are not elected officers, and shall be selected a minimum of three months prior to the annual business meeting, for the purpose of drawing up a slate. Suggestions for nominations for officers may be sent to this committee by any voting member.
7. 2 Report of the Nominating Committee and Nominations from the Floor
The report of the Nominating Committee shall be sent to all members two weeks before the date of the Annual Business Meeting. The report of the Nominating Committee shall be presented to the Annual Business Meeting. Immediately following the presentation of this report, nominations may be made from the floor by any voting member, provided the consent of the nominee shall have been secured.
7. 3. Elections
A majority vote of those present shall constitute an election.
 

ARTICLE VIII – AMENDMENTS or REVISION

8. 1. Amendments
These Bylaws may be amended by a two-thirds vote of the voting members present at any Membership Meeting, provided the amendments were submitted to the membership in writing at least 30 days in advance of the meeting.
8.2. Revision
These bylaws may be revised in full by a two-thirds vote of the membership, provided the revision draft was submitted to the membership for comments at least thirty days prior to finalizing the document and presenting it for a vote. This vote may be taken electronically, to be tallied two weeks after sending out the document.
8.3. Minor editing and updating determined necessary by the Board of Directors shall not constitute the need for amendments or a revision. The updated version shall be provided to the members upon completion. Any challenge to the editing shall be placed on the next meeting agenda for discussion and resolution. (Note: this means things like adding links to the document, fixing cumbersome wording, etc. do not require membership permission/voting, unless someone brings a challenge. The update would just be posted on the website, not sent out. /lu)
 

ARTICLE IX Conflict of Interest

This version of the New Hampshire Potters Guild By-Laws are effective as of March 1 2024 and replaces all previous versions of New Hampshire Potters Guild By-Laws
By-Law committee and BOD