NIPG Constitution

The NIPG Constitution was drawn up at the inception of the Northern Ireland Patchwork Society. Since then, minor changes have been made. We have, however, known for some time, that a major rewrite was needed. Technology has made some things much easier – committee meetings via Zoom; banking etc. The Constitution had to be brought into the 21st Century.

Why do we need a Constitution?

  • A constitution establishes the basic rules and principles by which our organization operates. 
  • It defines the our structure.  
  • A constitution outlines the powers and duties of all members.
  • It sets limits on the exercise of power, ensuring that no individual or greoup of individuals act arbitrarily or oppressively. 
  • Basically it keeps us all on the right track.

Below you’ll find the text for the Proposed NIPG Constitution as of March 24 2025 and the Original NIPG Constitution. Additionally you can download the files by clicking on the filenames.

NIPG Constitution as of March 24 2025 (1)Download

Contents

1. Introduction 

2. Name 

3. Purposes 

4. Powers 

5. Membership 

6. Management 

7. Meetings 

8. Finance 

9. Dissolution 

10. Adoption of this Constitution 

1. Introduction

The Northern Ireland Patchwork Guild was founded in 1977 by Deborah Baillie.  

This Constitution outlines how The Guild operates and is provided as a guide to members, should they have a query.

2. Name

The name of the Guild shall be: “The Northern Ireland Patchwork Guild”, hereinafter called “The Guild”, or as “NIPG”.

3. Purposes

  • To promote all aspects of patchwork and quilting throughout Northern Ireland.
    • To encourage and educate members in the skills and pleasures of patchwork and quilting.
    • To organise speakers, teachers, workshops and events to further the above.
    • To arrange exhibitions of members’ work.

4. Powers

  • In order to achieve its aims, the committee may:
    • Use a bank account.
    • Raise money for its own aims and for its chosen charity.
    • Purchase and use equipment and materials.  
    • Determine the membership and workshop fees and the fees offered to and/or agreed with speakers for their services.
    • Take out insurance for facilities used and items in transit or in storage.
    • Arrange use of buildings or rooms for meetings, exhibitions etc.
    • Organise courses and events.
    • Manage membership issues.
    • Manage internet resources such as a website and Facebook etc.
    • Work with other groups with similar interests such as to exchange information or share exhibits.
    • Do anything that is lawful which will help it to fulfil its aims.

5. Membership

  • A copy of the Constitution shall be available on the NIPG website.  A paper copy can be obtained from the Membership Secretary on request.
    • Membership of the Guild shall be open to persons who agree to comply with this Constitution.
    • Membership of the Guild shall be open to persons aged 18 years or over.  Children under this age must be accompanied by a parent/guardian or responsible adult.
    • Members should have a special interest in patchwork and/or quilting either as an individual, or as a representative of a group.
    • Membership fees shall be agreed as at Clause 8.1.1.
    • A membership programme shall be issued on receipt of the membership fee (Clause 8.1.1), which shall fall due for the ensuing year on the date of the first Guild meeting after the AGM, and not later than the December meeting.  
    • New members only shall be eligible for half the full subscription fee if joining after the December meeting.
    • Guest members may attend:
      • on payment of the appropriate guest fee (Clause 8.1.1).
      • no more than two meetings in any one Guild year.  After this, the guest can only attend if they become a member and if they do join, the fees already paid may be deducted from the agreed full or half year fee (Clause 5.7).
      • one workshop, space permitting.
    • Every member over 16 shall be eligible for election to the committee.
    • Every member is entitled to one vote but there is no obligation that a member has to use that right to vote when the opportunity is presented.
    • Loss of membership
      • Non-compliance with any clause of the Constitution shall result in automatic loss of membership to the individual/s concerned (see Clauses 5.2 and 6.1).
      • The committee shall reserve the right, for reasons sound and sufficient, to:
        • terminate an existing membership
        • refuse renewal of a membership
        • refuse an application for membership.  
      • In such cases as in Clauses 5.11.2.1 and 5.11.2.2, the member shall be entitled to appeal to the committee.

6. Management

  • The committee shall, at all times, act in accordance with the Constitution.
    • The affairs of the Guild shall be managed by a Committee of at least eight members who have been elected or have volunteered, Chair, Hon. Secretary, the Hon. Treasurer, committee members and ex-officio officers as required.  
    • A quorum shall be five members present at a meeting or by an online facility.
    • The Chair shall:
      • be chosen by: (i) election to office at the AGM by nominations received by the committee and/or from members or (ii) secret vote (Clause 6.11) of all members providing that those being put forward have agreed.
      • serve for two years with an extension only in exceptional circumstances and agreed by the committee.
    • The Honorary Treasurer shall:
      • be nominated and elected by the committee and/or from members and serve for three years, with their agreement.
    • The Hon Secretary shall:
      • be nominated and elected by the committee and/or from members, and serve for two years, with their agreement.
    • The remaining committee members shall:
      • be nominated and elected by the committee and/or from members and serve for two years, with their agreement.
  • The committee may, at its discretion, and with agreements in place:
    • ask any committee member (other than the Chair, Clause 6.4.2) to remain in office.
    • co-opt or appoint any member to fill a vacancy, the member remaining in office until the AGM when they shall be eligible for election or nomination.
    • appoint a person who is not a member of the Guild, to attend certain meetings, other than an AGM, an EGM or a SGM to give specialist advice.
    • at their first meeting, elect or nominate all other office bearers and delegate duties to committee members.
    • meet as necessary but not less than six times in the Guild year.
    • have the power to set up such sub-committees as it deems necessary, under certain circumstances and shall determine their duration, composition, terms of reference and powers.
    • A committee member shall be deemed to have resigned from the Committee, if that member informs the Hon. Secretary in writing or by email, of their wish to do so, or if the member fails to attend two out of three consecutive meetings, except by leave of the committee or apology to the Hon. Secretary or Chair or another member.
    •  All committee members are asked, whenever possible, to assist in setting up the meeting or exhibition room in advance of members’ arrivals, by arriving 15 minutes earlier than the agreed start.
    •  In the event that a secret vote is required to be carried out (Clause 6.4.1) the voting may be administered by two committee members.
    • Minutes
      • Minutes of each committee meeting and sub-committee meeting (to include members present and apologies given) shall be sent to all members of that committee within 21 days of the meeting.
      • A hard copy of all minutes shall be maintained from year to year and kept in the locked store cupboard at UFTM for a minimum of seven years.
      • Historic minutes may be entrusted to the Public Record Office of NI.

7. Meetings

  • Meetings for Guild members shall:
    • be held at least eight times in the year, to include the AGM.
    • confine voting at all Guild meetings (other than the AGM, SGM, or EGM) to the Guild members present, decision being in majority, with the Chair having the casting vote in addition.
    • The AGM shall:
      • be held in the month of June at which meeting, when all office bearers (save incumbent committee members) shall become vacant.
      • receive nominations (with nominee’s consent) for election, to the Chair, the Hon. Secretary, or the Hon Treasurer no later than the May meeting, or, a member may volunteer for one of the vacant positions.
      • require a proposer and seconder from members of the Guild for all nominations, motions and proposed Constitutional amendments.
      • present the Annual Report and the Annual Statement of Accounts either at the June meeting or by email at least seven days prior to the meeting.
    • An SGM (Special General Meeting):
      • may be called by means of written or email request to the Hon. Secretary, stating the reason(s), and including any motions or proposals, from a minimum of 25% of the current total membership.
      • The Hon Secretary shall then call a SGM no sooner than three weeks and no later than two calendar months after the request has been received.
      • The agenda is to be determined by the applicants for such a meeting, to include such items as the committee deem relevant.
      • A copy of the agenda is to be sent to all members by email, to be in-hand not less than 48 hours prior to the meeting.
      • The meeting may not consider any other business other than that for which it was called.
    • An EGM (Extraordinary General Meeting):
      • May be called by the committee through the Hon. Secretary, who shall give 21 days’ notice in writing or by email, of the purposes and date of the meeting to all members.  
      • The committee may determine the agenda, and include such items from members as the committee think relevant.  However, the meeting may not consider any other business other than that for which it was called.  
      • A copy of the agenda to be sent to all members to be in-hand not less than 48 hours prior to the meeting.   
    • The Constitution:
      • Shall be available to download from the Guild website.
      • Proposed amendments to the Constitution may be received by the Hon. Secretary by email or in writing, and taken to the next committee meeting for discussion.  If accepted, the proposed amendment shall be emailed to all members for their consideration, at least one month prior to the AGM, along with the original Constitution, noting which Clause the amendment refers to.  Amendments shall be effective if passed by 2/3 majority of those members present and voting.
      • See also Clause 7.2.3.

8. Finance

  • The Committee shall:
    • Have the power to determine membership fees, workshop fee, guest fee and speaker fees, which shall be announced at the AGM or the September meeting.
    • Operate a bank account, overseen by the Hon Treasurer, into which all monies received on behalf of the Guild shall be lodged, and from which all expenses incurred by the Guild shall be paid, with the exception of Clause 8.1.3.  
    • Make available a petty cash for sundry items.
    • Manage these central funds, which shall be used solely to further the purposes of the Guild as stated in Clause 3.
    • Have the power to raise monies by membership fees and such fund-raising events and procedures as the Committee, in consultation with members, think fit.
    • All payments made from the Guild’s account shall require the signatures of two of the persons nominated by the committee for that purpose, one of whom shall be the Hon. Treasurer.
    • Have the power to raise funds for the Chair’s charity and shall contribute that sum to that charity at the end of the Guild year.
    • See Clause 7.2.4.

9. Dissolution

  • Any proposal to dissolve the Guild shall be made in writing or by email, to the Hon. Secretary, and shall require approval of 60% of members.
    • Following such approval, the Hon. Secretary shall then call an EGM for the specific purposes of Dissolution, giving 21 days’ notice to all members, in writing or email.  
    • A quorum for such a meeting shall be 70% of current membership.  A majority of 80% of those present, voting in favour, shall be required to initiate Dissolution.  Emails to the Hon Secretary, or the person in charge of Guild emails, will be accepted. See also Clause 5.10.
    • At the time of Dissolution, the serving committee and remaining members shall decide on the disposal of the Guild’s assets and ensure that its archives go to PRONI.

10.   Adoption of this Constitution

The members’ consent being given at this AGM

dated:……………………………………………………………………………………………………………………………….

THIS CONSITUTION

is adopted on behalf of the NORTHERN IRELAND PATCHWORK GUILD by:

SIGNED …………………………………….……………………………………………………………………..…….Chair

SIGNED ………………………………………………….………………………………………………………….Member

This Constitution shall be reviewed as necessary.

ORIGINAL CONSTITUTION OF THE NORTHERN IRELAND PATCHWORK GUILD

1.  NAME

The name of the Guild shall be the “Northern Ireland Patchwork Guild”, hereinafter called the Guild.

2.    PURPOSES

The guild is established to further….

  1. The promotion of all aspects of patchwork and quilting throughout Northern Ireland.
  2. The encouragement and education of members in both the skills and pleasures of patchwork and quilting.
  3. The organisation of speakers, teachers, workshops and events to further (a) and (b).
  4. The arrangement of exhibitions of member’s work.

3.   MEMBERSHIP

  1. Membership of the Guild shall be open to persons who:
  2. have a special interest in patchwork and/or quilting either individually or as representatives of a group
  3. support the purposes of the Guild and
  4. agree to comply to the constitution.

A copy of the constitution shall be given to new members joining.

  • A membership programme / card shall be issued on receipt of an annual subscription, which shall fall due for the ensuing year on the date of the first Guild meeting after the AGM, and not later than the fourth meeting.  New members only shall be eligible for half subscription after this time.
  • The committee shall reserve the right, for reasons sound and sufficient to terminate an existing, to refuse a renewal of, or application for, membership.  In such cases, however, a member shall be entitled to invoke clause 5 c. of the constitution.
  • Members may bring guests on payment of the appropriate visitors fee (clause 6b), no one guest to attend more than two meetings in any one Guild year.
  • Every member over 18 shall be eligible for election to the committee.
  • Non-compliance with any clause of the constitution shall result in automatic loss of membership to the individual/s concerned.

4.   MANAGEMENT

  1. The affairs of the Guild shall be managed by a Committee of ten elected members, including the President, the Chairperson, the Hon. Secretary, and the Hon. Treasurer.
  2. The holder of the office of President shall be elected from the current membership by postal ballot by the members.
  3. The office of President shall be ex-officio and the holder shall remain in office for as long as they or the majority of members so wish.  The term of office to finish at the AGM.  Resignation or letter of intention of dismissal, signed by 70% of the current membership, to be received in writing by the Hon. Secretary three months prior to the AGM.  Unless there is due reason, the President shall attend the first meeting of the new season, and conduct the AGM.
  4. The Chairperson shall be elected to office at the AGM by nominations received by the Committee from members. Nominations to be received not earlier than the April meeting and not later than the May meeting.  Voting shall be by secret ballot.
    The Chairperson shall serve for one year only and shall not be eligible for re-election as Chairperson for two years.
  5. The remaining Committee members shall be elected as at Clause 4d. and shall serve for two years only subject to Clause 4(h) below.
  6. The Committee shall, at their first meeting, elect all other office bearers and delegate duties to Committee members.
  7. The Committee shall meet as necessary but not less than seven times in the current Guild year.
  8. The Committee may, at its discretion, ask any Committee member other than the Chairperson to stay in office for one further year should the occasion arise.
  9. The Committee members may, at their discretion, co-opt or appoint any member to fill a vacancy, the member remaining in office until the AGM when they shall be eligible for election.
  10. The Committee members, may, at their discretion appoint a person who is not a member of the Guild, to attend certain meetings, other than an AGM, an EGM or a SGM to give specialist advice.
  11. The Committee shall have the power to set up such sub-committees as it deems necessary under certain circumstances and shall determine their duration, composition, terms of reference and powers.
  12. A quorum shall be five members present.
  13. On completion of their terms of office, Committee members shall not be eligible for re-election to Committee for a period of two years; this rule shall not apply to the Office of President or Chairman.
  14. A member shall be deemed to have resigned from the Committee, if that member informs the Hon. Secretary in writing of their wish to do so or fails to attend two out of three consecutive meetings except by leave of the committee or apology to the Hon. Secretary.
  15. Minutes shall be kept of each Committee meeting and Sub-Committee meeting, to include members present and apologies given, a copy of which shall be sent to all members of that Committee within fourteen days.
  16. The Committee shall at all times, act in accordance with the constitution.

5.    MEETINGS

  1. The Guild shall hold at least eight meetings in the year, to include the AGM
  2. The AGM shall be held in the month of June at which meeting, all offices, save the office of President and incumbent Committee members, shall become vacant.  The incoming Chairperson and new Committee members shall be elected at this meeting and both the Annual Report and Annual Statement of Accounts shall be presented.  A copy of the latter shall be available to all members.
  3. A SGM (Special General Meeting) may be called by means of written request stating the reason/s, and including any motions or proposals, from a minimum of 25% of the current total membership, to the Hon. Secretary, who shall then call a SGM within twenty-one days.  The agenda to be determined by the applicants for such a meeting and to include such items as the Committee deem relevant.  A copy of the agenda to be sent to all members to be in hand not less than forty-eight hours prior to such a meeting.  The meeting may not consider any other business other than that for which it was called.
  4. An EGM (Extraordinary General Meeting) may be called by the Committee through the Hon. Secretary, who shall give twenty-one days notice in writing of the purposes and date to all members.  The agenda to be determined by the Committee and to include such items from members as the Committee think relevant.  A copy of the agenda to be sent to all members to be in hand not less than forty-eight hours prior to such a meeting.  The meeting may not consider any other business other than that for which it was called.
  5. Proposals for amendments to the constitution shall be received by the Hon. Secretary duly signed by the proposer and seconder, not later than three calendar months prior to the AGM and shall be voted on at the AGM.  Proposals shall be circulated to all members one month prior to the AGM.  An amendment will be considered passed if accepted at the AGM by two-thirds majority of those present and voting, the Chairman having a casting vote in addition.  Duly signed postal votes will be accepted.
  6. Nominations, (with nominees consent) for election to the chair or Committee shall be received by the Hon. Secretary, not earlier than the April meeting and not later than the May meeting.
  7. The signatures of two members of the Guild shall be required for all nominations, motions and proposed constitutional amendments.
  8. Voting at all Guild meetings other than the AGM, SGM, or EGM shall be confined to the Guild members present, decision being in majority with the Chairman having the casting vote in addition.

6.   FINANCE

  1. The Committee shall have the power to raise monies by membership fees and such fund-raising events and procedures as the Committee, in consultation with members, think fit.  The Committee shall manage these central funds of the Guild which shall be used solely to further the purposes of the Guild as stated in Clause 2.
  2. The Committee shall have the power to determine Membership fees and Visitors fees, which shall be announced at the AGM.
  3. The Committee shall operate a Bank Account into which all monies received on behalf of the Guild shall be lodged and from which all expenses incurred by the Guild shall be paid.
  4. All cheques drawn on the Guild Account shall require the signature of two of the three persons nominated by the Committee for that purpose, one of whom shall be the Hon. Treasurer.

7.   DISSOLUTION

  1. Any proposal to dissolve the Guild shall be in writing to the Hon. Secretary, and shall require the signatures of 60% of members.
  2. The Hon. Secretary shall then call an EGM for the specific purposes of Dissolution, giving twenty-one days notice to all members, in writing.
  3. A quorum for such a meeting shall be 70% of current membership.  A majority of 80% of those present and voting in favour shall be required to initiate Dissolution.  Duly signed postal votes will be accepted.
  4. The serving Committee at the time of Dissolution shall decide on the disposal of the Guild’s assets.

8.   ADOPTION

Members consent being given at this AGM

THIS CONSITUTION is adopted on behalf of the

NORTHERN IRELAND PATCHWORK GUILD by

SIGNED      President

       Chairperson

       Member


DATED

This Constitution shall be made available annually to all members.