BYLAWS
THIMBLELENAS
Article l
Name
The name of this organization will be Thimblelenas, a non-profit organization, hereinafter referred to as the Club.
Article ll
Purpose
The purpose of the Club is to promote an interest in sewing and fiber arts and to encourage fellowship among its members.
Article lll
Authority and Limitations
The Club will operate as an instrumentality of Sun City Oro Valley Community Association, Inc., hereinafter referred to as SCOVCAI in compliance with its bylaws and regulations, but will not conduct business or obligate funds in the name of SCOVCAI.
Article lV
Membership
Section 1. Membership is open to any person having a current SCOVCAI Facility Access Card, who is current in annual Thimblelenas dues and has attended an orientation session.
Section 2. Annual dues may be proposed by the Club officers or Club members. All initial dues or changes to the amount, and payable or delinquent dates must be approved by a majority vote of those present and voting at the Annual or Special meeting of Thimblelenas. Dues paid October 1 through December 31 will cover the current year as well as the following year.
Section 3. All Club members are entitled to vote at any Annual or Special meeting of the Club and to participate in all Club events upon compliance with all adopted regulations. Club business will be decided by a majority vote of those present and voting.
Section 4. Club members are required to be trained in room safety requirements and safe operation of the equipment.
Section 5. In accordance with SCOVCAI Club rules, Regulations and Procedures, Section 4.1.b), members who are abusive, project an undesirable or inappropriate image, or who unnecessarily and blatantly create turmoil, disruption and dissension among club members, other clubs or SCOVCAI in general, may have their club membership suspended or revoked. Club officers and/or the Board of Directors will initiate such action with right of appeal to the SCOVCAI Board of Directors.
Article V
Officers
Section 1. The officers of the Club will consist of the following: President, Vice-president, Secretary, Treasurer, Purchasing Agent, Membership Chair, Monitor Chair, and a Member-at-Large. Any office other than President, Vice-president and Member-at Large may be co-chaired.
Section 2. Term of office: All elected officers and committee chairmen, if any elected, will hold office for a term of one year and may be elected to the same office for not more than four consecutive terms. No member may hold more than one office at a time.
Section 3. The President may step in as required to fill the duties of any other officer.
Article Vl
Nominations and Elections
Section 1. Prior to the Annual Meeting, the Board will appoint a Nominating Committee to recommend Officers for election at the annual meeting.
Section 2. The slate of Officers proposed by the Nominating Committee will be posted on the Sewing Room bulletin board and sent out to all members electronically at least two weeks prior to the Annual Meeting.
Section 3. Nominations may be made from the floor with the consent of the nominee.
Section 4. In the case of multiple candidates for a given office, the vote will be by written ballot.
Section 5. A majority vote of a quorum of the members present is required to validate all elections. A quorum is 10% of Club membership.
Article Vll
Governing Body
Section 1. The governing body of the Club is the Board of Directors, hereinafter referred to as the “Board” which consists of the following elected officers: President, Vice president, Secretary(s) and Treasurer(s), Purchasing Agent(s), Membership Chair(s), Monitor Chair(s), and a Member-at-Large.
Section 2. It will be the duty of the Board to conduct, manage and control the affairs and business of the Club between meetings of the membership.
Section 3. It will be the duty of the Board to manage the scheduling and use of the sewing rooms and equipment.
Section 4. It will be the duty of the Board to ensure that member training requirements are met.
Section 5. The Board will appoint vacancies occurring in any office, other than the presidency. Should the President resign, the Vice-president will automatically assume that office.
Section 6. All Board members, upon retiring from office, will prepare a written report and deliver all records, including electronic data, procedure books and other property belonging to the Club to their successors.
Section 7. It will be the duty of the Board to create ad-hoc committees as needed with job descriptions.
Section 8. It will be the duty of the Board to create administrative positions as needed with job descriptions.
Section 9. It will be the duty of the Board to update or amend Policies and Procedures.
Section 10. It will be the duty of the Board to approve or reject any request submitted to the Board for a new charted club or group to be included under the umbrella of Thimblelenas.
Article Vlll
Duties of Officers
Section 1. President: The President will be the chief administrator of the Club and will preside over all Board, Annual and Special meetings; will be an ex-officio member of all committees, except the Nominating Committee; may appoint, with Board approval, Chairpersons of committees.
In addition, the President will schedule facilities usage with the SCOVCAI Facilities Coordinator, negotiate for the Club contracts, such as equipment and instruction, and sign for contracts in addition to the SCOVCAI representative.
The President will be the primary contact between SCOVCAI Administration and the Club. The President will be responsible for any required communication between the Club and other entities.
Section 2. Vice-President: Assists the President and will, in the absence of the President, perform the duties of that office. The Vice-President shall also prepare and submit monthly communication (SCOV’S TIPSTER) as well as the weekly SCOV’S TWISCOV as needed. The Vice-President will also chair the Donation Committee.
Section 3. Secretary: Will record the minutes of the Board, Annual and Special meetings. The secretary will prepare the minutes for said meeting by the 5th business day after meeting, and send to board members for review and comment. The Secretary will be in charge of all records of the Club, other than the Treasurer’s; will be
responsible for correspondence as required by the Board; and will make available any reports required by SCOVCAI.
Section 4. Treasurer: Is the chief financial officer and is responsible for collecting the annual dues of the members and other monies; will prepare the monthly financial report by the 5th business day following previous month’s end; will pay all bills owed by the Club; and will present a financial report at each meeting of the Club and maintain financial records as required by Section 5.4 of SCOVCAI Clubs’ Rules, Regulations and Procedures.
Section 5. Purchasing Agent: Is responsible for ordering supplies and tracking purchases made for any of the clubs under the Thimblelenas’ umbrella. Duties include purchasing supplies, replacement of rotary blades, scissors sharpening, replenishing the First Aid Kit, and other purchases or replacements as deemed necessary by the Board. In addition, the Purchasing Agent will assist the Treasurer as needed.
Section 6. Membership Chair: Is responsible for maintaining an up-to-date list of all current members in good standing with the Club, their contact information, and their equipment training per Club Policies and Procedures; contact people whose membership dues have lapsed; and track Sewing Room usage and other member information as requested by the Boar on a monthly basis. Membership Chair shall also be responsible for entering information into Signup.com.
Section 7. Monitor Chair: Is responsible for ensuring there are monitors to cover the times when the Sewing Room is open. Ensure monitors are trained and properly fulfill their duties per Club Policies and Procedures. Maintains a current list of monitors and their monthly service and prepare room sign in sheets on a monthly basis.
Section 8. Member-at-Large: Will represent the general membership; will handle special projects and tasks as deemed necessary and required by the Board; and will function in the capacity of other Board Officers during any short-term absence, excluding the absence of the President.
Article lX
Groups and Chartered Clubs
Section 1. Groups and chartered clubs may utilize the sewing room under the umbrella of Thimblelenas.
Article X
Fiscal and Finance
Section 1. The fiscal year will be January 1 through December 31.
Section 2. An annual audit of the Treasurer’s books will be made by a non-member appointed by the Board. The audit will be conducted at the end of the fiscal year and be posted on the Sewing Room bulletin board by March 31 as well as posted on the Club’s website.
Section 3. No single expenditure in excess of $350.00 will be made without the approval of the Board.
Section 4. The Treasurer and at least one other officer designated by the Board will be authorized to sign checks.
Section 5. No member of the board will be compensated for their service on the board.
Article Xl
Meetings
Section 1. The Board will meet monthly October through May, in person and/or by virtual meeting, or on call as needed. All Board meetings will be posted on the Club bulletin board and the Club’s website seven days prior to the meeting. The posting must include the agenda.
Three members of the Board will constitute a quorum at any Board meeting.
Section 2. The Annual meeting will be held at a date chosen in November at 3 PM for election of officers and voting on any issues.
Section 3. Special meetings may be called at any time by the President or by any two members of the Board provided notice of such meeting has been posted with an agenda on the Club bulletin board and sent out electronically at least seven days prior to the day of such meeting. Emergency meetings excepted.
Section 4. All meetings, unless otherwise designated, will be held at SCOVCAI facilities. Section 5. All meetings will be open to the entire Club membership.
Section 6. There will be a joint meeting of the outgoing and incoming Boards held after an election and before the next Board meeting.
Article Xll
Parliamentary Authority
Roberts Rules of Order, will be the authority on all questions of Parliamentary Law unless in conflict with these bylaws, SCOVCAI, or with the laws of the State of Arizona.
Article Xlll
Amendments
These Bylaws may be amended by a two-thirds vote of the members present and voting, at an Annual or Special meeting of the Club provided written notice of each proposed amendment, or proposed new bylaws, have been posted on the Sewing Room bulletin board and sent out electronically two weeks prior to the meeting.
Updated and Club approved bylaws will be provided to SCOVCAI Facilities Coordinator in paper and digital format.
Article XlV
Dissolution
In the event of dissolution of this Club, all assets will be donated to SCOVCAI. Dissolution is mandatory when membership drops below 20 paid members per SCOVAI rules.
Dissolution will not be initiated until all outstanding debts are satisfied. The President may direct the use of any and all assets to satisfy outstanding debts, provided the majority of the Club membership has voted for the President to do so.
All members must be advised that they are liable for any debts incurred by the Club and must satisfy them in full prior the Club’s dissolution.
If dissolution is contemplated, the membership must be notified at least two weeks in advance of the meeting date and time.
Adopted by Membership: March, 1995
Amended by Membership: March 26, 2010
Amended by Membership: March 14, 2013
Amended by Membership: December 5, 2019
Amended by Membership: December 3, 2025
Acknowledged and Accepted by:
Signatures are required only if the Purpose (Article II) of the Club has changed.
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SCOVCAI General Manager (Date)
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SCOVCAI Board of Directors (Date)