About Us / Bylaws

Contacting East Side Quilters

For more information about our guild, or to comment on the website, send e-mail to:

    esquiltersny.nospamplease @ gmail . com (remove .nospamplease from the address)

We do not currently have a mailing address (for "snail" mail).

In the beginning ... How ESQ was formed

by Mary Beth Frezon

Sometime in 1991, my friend Pat P. and I were again wishing we had a quilt group that was closer to where we lived. We each belonged to Q.U.I.L.T.S. in Schenectady, and enjoyed it, but we were looking for something a little different and with less commuting. In the fall, Pat found that we could use the community room of the Nassau Free Library on evenings when it wasn't already scheduled. For FREE!

    We thought about this for about 30 seconds and decided to give it a try. We picked a date in January 1992 when the room was free. I made some posters and hung them all over the area, mainly in grocery stores, local fabric shops and other libraries. We put notices in the local papers, in particular the local weekly newspaper.

    When the night came, Pat and I arrived and went downstairs into the meeting room to find TWENTY wildly excited women already waiting for us! We were pretty excited and pleased ourselves! Who knew there were that many quilters in the area? As a group we decided to meet twice a month and discussed the various activities we wanted to try.

    For a while, Pat and I did it all: Block of the Month, Newsletter, Publicity, you name it. When we found out that the Nassau Free Library had had its state funding cut, we proposed making a quilt to give them for fundraising. The Library Friends organization agreed that if we made the quilt, they would handle the fundraising aspects.

    Between the Block of the Month patterns, and the mini-lessons we gave to accompany each month's pattern, and the making of our first raffle quilt, a beautiful bear's paw, we covered the entire quilt making process that first year. And along the way, we made some wonderful friends and had a great time.

    That first year was a busy one, especially for Pat and me, but by the end of the year, several people suggested that we formalize our group. A committee was formed to investigate bylaws of other quilt guilds and a set for East Side was drawn up and adopted. Pat and I were elected VP and Pres. Our acting treasurer was made official and was joined by a secretary and standing committees.

    One of the precepts that Pat and I had going into forming this organization was to work for member participation at all levels. Even when we brought ideas to the group, we discussed them, made group decisions and let the group carry them out. When people had ideas of activities, we encouraged them to find a buddy and take on the activity themselves. That way no one got burned out or took over the organization. Our new bylaws even had term limits to ensure that there were always fresh faces in charge. This has worked out really well for the group so far.

    We have always encouraged people to bring new ideas and problems to the general business meeting for discussion. Everyone knows the financial state of the group and everyone has a say in decisions to be made.

    Because we're still a very small organization as groups go, and because our finances are pretty small, we are still unincorporated.

Forming your own group

    There are no organizations in charge of deciding what your quilt group can be. There are no requirements in setting up a new guild. It can be anything from a small group of friends meeting informally to an organization of several hundred. Your group or guild can decide to join the National Quilting Association, but it is not mandatory. There may be a state guild or quilting organization that you can associate with.

    The main steps:

• Find a group of starters with a common vision of the type of group you'd like (big small etc)

• Find a place to meet, preferably for free at least at first. Try libraries, churches, shopping malls, community centers.

• Look around at other quilt organizations. See what their meeting schedules are like and pick another date.

• ADVERTISE. Newspapers, cable tv community channels, quilt and fabric stores. Bulletin Boards in grocery stores, schools, churches, libraries, everywhere you can think of. Ask to put notices in newsletters of other guilds. Talk to everyone and tell EVERYONE. Your advertising should include: where (place including directions how to get there), when (date and time), what (especially if you want a group with special interest like art quilts etc), and who (pick a contact person with an answering machine who is personable and good at answering questions).

• Unless you are looking for specialized quilters, make it clear that all experience levels are welcome, including none!

• Be cheerful, friendly and open to other people's ideas and needs. Let the group decide the organization's direction. It's hard sometimes for leaders to let go of all the power, but in the long run, organizations whose members have a lot of say do better and are more active.

• PUBLICIZE your groups activities and achievements. Schedule open houses where people can check out your activities and members. Go to community fairs with quilts and literature about the group.

Bylaws - East Side Quilters

Bylaws amended September 19, 2018

[Printable PDF, Bylaws-2018-09-19.pdf ]

ARTICLE I - NAME

The name of this organization will be East Side Quilters.

ARTICLE II - PURPOSE

§1 The purpose of this organization will be to learn about, to promote, and to share in the art of quilt-making among ourselves and with others.

§2 The secondary purpose of this organization is to make quilts and other sewn items which will be given by the guild to organizations and/or individuals where there is a need.

ARTICLE III – MEMBERSHIP

§1 Membership is open to all who are interested in quilting, regardless of sex, race, religion, or politics.

§2 Membership year will be January to December of each year. Dues will be recommended by the Executive Board and passed by the membership.

§3 Payment of dues entitles a member to voting privileges, a membership card, newsletters, and any other privileges such as discount cards, etc., which may arise.

§4 The President shall have the option of waiving dues for a member unable to pay because of financial hardship.

§5 Members who have not paid their dues by March 1 of each year will be eliminated from membership, denied access to the guild’s private website and mail distribution, and will not be permitted to attend guild functions.

ARTICLE IV - MEETINGS

§1 A business meeting will be held on the third Wednesday of each month. Exceptions and informal work gatherings will be listed on the annual activity calendar/schedule.

§2 The Business Meeting will include treasury and activity updates, news, discussions, and all matters requiring a vote; Block of the Month activities; and Show and Tell.

§3 The November Business Meeting will include election of officers.

§4 A change in meeting date or a special meeting may be requested by the Executive Board or a quorum of members. Notice shall be given to all members at least one week prior to the meeting.

§5 For votes held on all matters, except for Bylaw changes or expenditures greater than $500.00, a quorum shall consist of 33% of the total guild membership when membership totals 75 or less, and of 25% of the total guild membership when membership totals 76 or more. For votes held on Bylaw changes or expenditures greater than $500.00, a quorum shall consist of 50% of the total guild membership.

ARTICLE V – OFFICERS

§1 Officers will be: President, Vice President, Secretary, and Treasurer.

§2 Term of office will be two years commencing in January. No officer may serve more than one consecutive term in the same office.

§3 The duties of the officers will be as follows:

• President - Presides over all meetings and coordinates the activities of the organization. Appoints committee heads. Establishes ad hoc committees as needed. The President shall call for an Organizational Meeting at least once a year to plan and schedule the next annual calendar year.  Members of all committees will be invited to attend, with each committee being allowed one vote cast by that committee’s chair.

• Vice President - Performs the duties of President in the President’s absence. Assumes the position of President in the event of vacancy. May assume the position of President when it is available for election, by notifying the nominating committee of her/his interest. Makes arrangements to reserve the meeting place and takes care of any special needs, which may arise in this regard.

• The Vice President also collects dues, distributes membership cards and coordinates with Treasurer, Secretary and website manager on matters concerning membership.

• Secretary - Records information at all meetings, posts minutes of meetings on the guild’s public website, and makes a copy of these minutes available at the next regular meeting. Handles all correspondence.

• Treasurer - Receives and banks all monies for the guild in an account designated for East Side Quilters. Pays bills as authorized. Gives a monthly report of finances. Will have the written record and accounts verified at the end of the year by another member who will then submit a letter to the officers at the beginning of the year on her/his findings.

• Temporary Officers – The President may appoint a member to temporarily fulfill the duties of an officer in the officer’s absence.

§4 Allow the election of Co-Presidents and/or Co-Vice Presidents, who would equally share the responsibilities of that office.  In the event that one of the co-officers needed to resign her/his office, the remainder of the term would be filled by the remaining officer without need for a special election or appointment.

ARTICLE VI - EXECUTIVE BOARD

§1 The Executive Board consists of: President, Vice President, Secretary, Treasurer, and immediate Past President, for a total of five people.

§2 The Executive Board will meet at least two times a year, and as called for by the President to discuss, guide, and coordinate the activities of the organization.

§3 All members are welcome to attend Executive Board and the Annual Organizational meetings but may not vote.  Any member may speak at the Executive Board or Organizational meetings when asked to do so by the President.

ARTICLE VII - STANDING COMMITTEES

§1 Committee members will be appointed by the President for a two year term.

§2 Standing committees and their duties will be:

• Hospitality - Greets members and guests at meetings. Arranges for coffee and supplies to be at each meeting.

• Program Committee - Coordinates special programs to be offered for members such as workshops, trips, and demonstrations.

• Block of the Month - Designs and drafts Block of the Month patterns. Makes sample blocks. Purchases fabric, makes and sells packets. Collects completed blocks from previous month and holds raffle. Provides Historian with a copy of each pattern and a list of raffle winners.  Keeps a written record of expenses and receipts.

• Publicity - Provides adequate media coverage of group activities. Provides the Historian with copies of all publicity received for inclusion in the archives.

• Communications and Information Committee – Maintains schedule on public website, adds news articles as appropriate. Works with the Historian, Membership, and other committees as needed.

• Historian - Maintains a written history of East Side Quilters through minutes, records, clippings, photographs, etc. Takes or secures photos of current events. Maintains an archive of all materials which will be given to the next Historian.

• Librarian - Collects and maintains resource materials for the guild.

• Get-Away Committee – Arranges and coordinates quilting retreats.

• Raffle Quilt Committee – Coordinates preparation and production of raffle-quality quilt(s).

All members of all committees are invited to attend Organizational Meetings which shall be held once a year to plan and schedule the annual calendar.  Additional Organizational Meetings may be held if needed.

ARTICLE VIII – FINANCES

§1 All money collected from activities will be given to the Treasurer as soon as possible.

§2 The Treasurer will give a receipt for the amount collected and keep a record of this transaction.

§3 The Treasurer will issue checks to pay bills as authorized. These checks will be co-signed by the President, Vice President, or Past Treasurer.

§4 A budget will be developed by the Executive Board before the January meeting.

§5 Activities such as Block of the Month, workshops, trips, etc., will endeavor to be self-supporting financially.  The guild may elect to finance activities which are open to all guild members; financing of such activities must be authorized by the Executive Board.

ARTICLE IX - NOMINATIONS AND ELECTIONS

§1 A nominating committee will be appointed by the President in September. It will consist of a head and two members.

§2 The nominating committee will prepare a slate of nominees for all offices and present this slate at the October meeting.

§3 The nominating committee will accept nominations from the floor at the October meeting and obtain the consent of the nominee. The committee will prepare ballots for those offices which have more than one nominee. At the November meeting, the nominating committee will present the slate of nominees for election, collect and tally all votes, and announce the newly elected officers.

§4 If a slate consists of only one candidate for a vacant office, it is not necessary to prepare a printed ballot for voting. Instead, a voice vote will be taken to confirm the candidate by consent.

§5 In the event that the current Vice President expresses interest in the office of President for the coming year, that office being without an eligible incumbent president, the nominating committee shall accept no other candidates.

§6 New officers elected in November will be installed at the December meeting and their term of office will begin in January.

§7 Terms of office shall be staggered to allow for continuity in service to the guild:  The President and Treasurer to start their term on an odd year, and the Vice President and Secretary to start their term on an even year.

§8 A vacancy in an office or committee head will be filled by the Executive Board for the unexpired term.

ARTICLE X - AMENDMENT OF BYLAWS

These bylaws may be amended at any regular meeting by as specified in ARTICLE IV – MEETINGS, section §5, provided that such amendment has been proposed and discussed at a meeting at least one month prior to the vote. The amendment will be available to all members 10 days prior to the meeting at which the vote will occur.

ARTICLE XI – DISSOLUTION PROVISION

In the event of dissolution, all of the remaining assets and property of the corporation shall after necessary expenses thereof be distributed to such organizations as shall qualify under section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding provisions of any subsequent Federal tax laws; or to the federal government, or to a state or local government for a public purpose; or to another organization to be used in such manner as the judgment of a Justice of the Supreme Court of the State of New York determines will best accomplish the general purposes for which this corporation was formed.

ARTICLE XII – NON-INUREMENT PROVISION

No part of the net earnings of the organization shall inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, officer of the organization or any private individual shall be entitled to share in the distribution of any of the assets on dissolution of the organization.

ARTICLE XIII – RESTRICTIVE LEGISLATION PROVISION

No substantial part of the activities of the corporation shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by section 501(h) of the Internal Revenue Code), as amended, nor shall the corporation participate in, or intervene (including the publication or distribution of statements), in any political campaign on behalf of or in opposition to any candidate for public office.

Bylaws History:

• Amended: September 19, 2018 (Article IV, §1 and §2)

• Amended: February 17, 2015 (Article IV, §1 and §2)

• Amended: May 16, 2012

• Original Bylaws adopted: July 21, 1992

A Bit of ESQ History

by charter member Janet Tryson, updated May 2022

After the original meeting of what would become the East Side Quilters in January of 1992 (see "In the Beginning..." at the top of this page), the members decided on the format of their meetings, dates, and their group's name. My notes from that meeting show that we decided to gather together on the 3rd Tuesday of each month for a business meeting, where we'd also have a mini-workshop, share block of the month instructions and have a raffle for completed blocks from the previous month. Another meeting was planned for the 1st Wednesday of the month, where we could bring projects to work on, work on the raffle quilt, pin or tie quilts for quilting, or ask questions of other members. We designed a logo and decided to call ourselves East Side Quilters because we are located on the east side of the Hudson River.

We voted to have organizers Mary Beth and Pat be chief officers for the first term, and had a membership list with some 48 names on it by the time we adopted bylaws in July of that year. Of those original members I recognize the names of 9 current members of the guild in addition to myself. Membership has fluctuated in the intervening years, dropping into the 30s before we moved to Castleton and larger quarters.

We chose the design for a raffle quilt to benefit Nassau Free Library, made blocks, set them together, and started quilting it by hand by June as reflected by an article in the Courier (local newspaper serving northern Columbia and southern Rensselaer counties at that time; later the Chatham Courier). Open a PDF of that article. The queen sized Bear's Paw quilt was perhaps the only raffle quilt we completed with hand-quilting -- members who worked for a living didn't have enough extra time to give to this relaxing skill, and subsequent quilts have been machine quilted by our members. A Bears paw block is illustrated below this section.

The raffle quilt block chosen for 1993 was called "Sparks Flying" and had an octagon center and red and green triangles and quadrilaterals forming a wreath-shaped design. In 1994 we made 10" sampler blocks (design of the quilter's choice), and for 1995's raffle quilt we made Amish Lily (a Carolina Lily block made in Amish colors).

As our membership numbers increased we quickly outgrew the small meeting room available to us at the Nassau Library, and we soon moved to the Castleton Ambulance building for the next few years. I remember celebrating our 5th anniversary (1997) there. Growing again, we moved to the Castleton branch of the VFW where had a great symbiotic relationship with the VFW until our move to Grace United Methodist Church in Nassau, in early 2022.

We've continued the tradition of creating a new raffle quilt each year to benefit our "home," whose generosity with sharing their property is dearly appreciated by our members. As time has passed, we've changed our schedule to match the needs of current members, adding a mid-day "bee" session each week, and dropping the 1st Wednesday work night. We also changed our business meetings to the third Wednesday to better fit with the VFW members' activity schedule. It seems to work, and the group has over 60 members. We now schedule two outside retreats each year, and have a yearly picnic in the summer, Christmas party in December, and a lot of fun at occasional weekend quilt-ins. See our Files for a photo from the 2005 holiday party (organized by Lynn K. -- thanks for the memories!).

If you know of any ESQ history you'd like to see added here, send it to the e-mail address at the top of this page.