BYLAWS OF THE CHICAGOLAND COSTUMERS’ GUILD
This document shall serve as the guidelines for the organization known as The Chicagoland Costumers’ Guild.
The Chicagoland Costumers’ Guild is a chapter of the International Costumers’ Guild, a non-profit corporation chartered in Maryland, and is subject to its bylaws. All CCG members are ICG members. The CCG recognizes its responsibility to take part in ICG Board meetings and will do what it can to ensure that it is represented at all such meetings and decisions. The CCG as an organization is not affiliated with any other group, although members are encouraged to join other costume-related or costume-friendly organizations.
(CCG Membership rates may change periodically, normally in response to changes in the International Costumers’ Guild (ICG) membership rates.)
Although the Chicagoland Costumer’s Guild accepts members from anywhere in the world, its core geographic area includes Illinois and Wisconsin. In the absence of guild chapters in those areas, we also recognize Indiana, Iowa, Michigan and Ohio as part of our sphere of influence. We encourage subchapters in these areas, and will offer help to costumers who wish to set up new chapters there. We welcome all who have an interest in costume and a willingness to cooperate with fellow enthusiasts. It is not necessary for a member either to make or wear costumes, although both activities are strongly encouraged.
Membership is based on the payment of annual dues. A member whose dues cover the current period and are paid in full is considered to be a member in good standing and is entitled to all the benefits of membership. ICG dues are set by the BOD at the yearly meetings. At this time individual annual dues are $20.00 per person, $10.00 for each additional member at the same address. These dues include $6.00 per person and $4.00 for each additional member at the same address, for membership in the International Costumers’ Guild which currently includes a subscription to the ICG’s bi-monthly newsletter. Members are entitled to attend meetings and open events free of charge. There shall be a $3.00 fee charged to non-members for attendance at meetings and open events, however, prospective members may attend one meeting or open event free of charge. Any non-member who wishes to host a meeting or open event will have the meeting fee waived. Any non-member who is asked or accepted as a presenter at a meeting or open event will have the meeting fee waived.
OFFICERS AND DUTIES OF THE BOARD OF DIRECTORS
The CCG is governed by a seven-person Board of Directors, elected from the membership of the CCG, who shall serve without pay. The Board consists of four officers and three members elected at large. The elected officers are the President, the Vice-President, the Secretary, and the Treasurer.
Duties of the President: The President shall call meetings, preside over them, act as a member of the ICG BOD and liaison to the ICG and outside groups.
Duties of the Vice President: The Vice President shall preside in the absence of the President and act as the program planner.
Duties of the Secretary: Duties of the Secretary: The Secretary shall take minutes, handle correspondence, see to the printing of documents, and advise the Webmaster in the updating of the website.
Duties of the Treasurer: The Treasurer shall handle dues and other monies and remit dues to the Corporation Treasurer by the 6th of each month, along with a report listing the names and addresses including email addresses, if available, of all new or renewing members. The Treasurer shall submit a copy of this report to the chapter President, make monthly financial reports to the Board, and act as Membership Chairperson.
Other offices, such as Newsletter Editor and Webmaster, can be held by any member of the chapter who is approved by the Board.
Should a vacancy occur during a board member’s term, either by resignation or expulsion by a majority vote of the board, a replacement will be appointed by the Board to serve out the remainder of his or her term.
There is to be a board meeting each year at the October meeting. Other meetings may be called as needed, including on-line discussions and votes. Four Board members shall constitute a quorum, either in person, or by acknowledging any email discussion
and/or vote that may occur. General meetings and open events of the membership shall occur monthly, provided that a RSVP consisting of a quorum of five members in good standing responds prior to the meeting.
All officers and board members are elected by a simple majority of those voting and will serve a two-year term. The four officers and one member at large shall
be elected in years ending with an odd number and two members at large shall be elected in years ending with an even number.
To be eligible to run for office, nominate someone else, serve as an elector, or remain in office, the incumbent must be a member in good standing. An elector shall be chosen to oversee the election at the October membership meeting, at which time the Treasurer shall give the elector a list of all members in good standing, along with their last known email address.
Nominations will be made at the October membership meeting, either in person or by proxy and for one week thereafter in response to a general notice for nominations sent out by the elector, which shall go to the last known email address of all members in good standing. Nominations shall be considered closed seven days after the October meeting.
In the event of circumstances beyond the Board’s control causing the election to be delayed, it must be completed by December 31st of the current year.
The voting for officers and board members shall commence with the ending of nominations, and can be made in person, by proxy, or in response to an email sent by the elector to the last known email address of all members in good standing. Voting shall continue for seven days from the date the email of nominees is sent out, at which time voting shall be closed. The elector shall tabulate all votes and send official notice of the results to all members in good standing.
Proposed modifications will be entered into the Bylaws, provided they have been reviewed and approved by a majority of the board members.