The affairs of the Guild shall be managed by the Executive. The Executive shall be composed of no fewer than five and no more than twelve elected members, of whom five shall constitute a quorum for the transaction of business.
Notwithstanding vacancies, the remaining Executive members may act if constituting a quorum.
No person shall be qualified as an Executive member unless he shall be eighteen or more years of age, and a Regular or Spouse Member for one year at time of election.
The election of the Executive will be divided between two consecutive years as follows:
a. at even-year Annual General Meetings the President, Vice-president, Membership Secretary, Publicity Coordinator, and Program Coordinator will be elected by the members.
b. at odd-year Annual General Meetings the Treasurer, Secretary, Market Co-coordinator , Newsletter Editor and Credit Card Coordinator will be elected by the members.
In the interest of continuity, the Vice-president will normally accede to the position of President when the President stands down from that position.
The term of office for Executive members is two years.
Retiring Executive members shall be eligible for re-election but shall not hold a particular office for more than two consecutive terms.
Members at an Annual General Meeting can, by a majority vote, waive the two consecutive term provision in respect of an Officer of the Executive.
The election may be by a show of hands, or by resolution of the members, unless a ballot be demanded by a member.
The office of an Executive member shall be vacated upon the occurrence of any of the following events:
a. if a receiving order is made against him or if he makes an assignment under the Bankruptcy Act;
b. if an order is made declaring him to be mentally incompetent and incapable of managing his affairs.
c. on death, or
d. if by notice in writing to the Secretary of the Guild, he resigns his office.
Where an officer fails to attend three consecutive Executive meetings without just cause, the Executive may put a motion before the membership at a Special General Meeting to remove that person from that office. The members may, by resolution passed by at least two-thirds of the votes cast at a Special Meeting of members called for the purpose, remove any Executive before expiration of his term of office and may, by majority vote, elect any person in his stead for the remainder of his term.
Vacancies on the Executive may filled for the remainder of the term of office either through election by members at a General Meeting, or by the Executive if the remaining Executive constitute a quorum. If the remainder of the term of office is one year or greater, it shall be considered as a full term of office. However, if the remainder of the term of office is less than one year, it shall not be counted as a term of office.
Meetings of the Executive shall be held from time to time at the call of the President or any three members of the Executive.
Notice of the time and place of every meeting so called, shall be given to each Executive member not less than seven days before the time when the meeting is to be held, save in case of emergency, when the reason has been stated.
No notice of a meeting shall be necessary if all the Executive are present, or if those absent waive notice, or otherwise signify their consent to such a meeting being held.
Provided a quorum of Executive members be present each newly elected Executive may, without notice, hold its first meeting immediately following the meeting of members at which such Executive is elected.
An Executive member may participate in a meeting of the Executive by means of telephone conversation and that Executive participating in such a meeting is deemed to be present at threat.
The conduct of all meetings of the Executive and all meetings of Committees of the Guild shall be governed by Roberts= Rules of Order, Newly Revised.
The President, or in his absence the Vice-president, shall be chairman of any meeting of the Executive, and if no such officer be present, the Executive present shall choose on of their number to be chairman.
At all meetings of the Executive, every question shall be decided by a majority of the votes cast on the question, and in the case of an equality of votes, the chairman of the meeting shall be entitled to a second or casting vote.
No Executive shall be disqualified by his Executive office from contracting with the Guild, nor shall that Executive by liable to account to the Guild or any of its members for any profit realized by any such contract or arrangement by reason of his Executive office.
It shall be the duty of every Executive of the Guild who is in any way, whether directly or indirectly intereste in a contract or arrangement or proposed contract or proposed arrangement with the Guild, to declare such interest to the extent and in the manner and at the time required by law, and to refrain from voting in respect of the contract or arrangement or proposed contract or proposed arrangement.
The annual membership fee for the Officers of the Executive may be waived during the Officers term of office and the waiver should be reflected on the year=s Financial Statement through an explanatory note.
Two annual market fees for the Market Coordinator, not including corner booth premiums or table rental, may be waived during the Market Coordinator=s term of office. To ensure that the Market funds are not shorted as a consequence of waiving this fee, the Treasurer shall transfer the equivalent amount from the membership fee account into the appropriate Market fee account and record the transfer on the year=s Financial Statement supported by an explanatory note.
In lieu of waiving the annual membership fees, the Executive may be reimbursed >personal= out-of-pocket expenses incurred by them in the performance of Guild business previously authorized by the Executive.
The Executive may approve such >personal= out-of-pocket costs in an amount totaling less than one hundred dollars that it deems fit without further reference to the general membership. If there is a disagreement, the matter may be brought to the membership for resolution. The Treasurer shall show such expenditures as a separate line item on the year=s Financial Statement, supported by an explanatory note.