Mid-Del Art Guild Bylaws

MIDWEST CITY, DEL CITY OKLAHOMA

Updated and Approved---December, 2008

ARTICLE I. NAME

The name of this association is Mid Del Art Guild, Del City and Midwest City, Oklahoma.

It is a non-profit, local organization under the authority of its members.

ARTICLE II. ARTICLES OF ORGANIZATION

The Mid-Del Art Guild exists as an unincorporated association of its members. Its “Articles of Organization” comprise these bylaws, as from time to time amended.

ARTICLE III. OBJECTIVES

The objectives of this organization are:

1. To promote goodwill between artists and the community.

2. To treat each artist as a worthwhile individual; helping and promoting works of art.

3. To have learning experiences and to share knowledge.

4. To develop between artists and the general public such united effort as will secure art appreciation and education.

ARTICLE IV. BASIC POLICIES

The following are basic policies of this organization:

1. This organization shall be a non-profit, 501c3 organization.

2. This organization shall help artists promote art appreciation.

3. No part of the net earnings of this organization shall inure to the benefit of, or be distributed to, its members, trustees, officers or other private persons, except that the association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article III hereof. [i.e. no individuals may make a profit from the Guild, except those who may be paid for services to the Guild, or for expenses that further the Guild’s objectives in Article III above.] No substantial part of the activities of the association shall be the carrying on of propaganda or otherwise attempting to influence legislation, and the organization shall not participate or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by the corporation or (b) by a corporation exempt from Federal Income Tax under Section (c) (3) or (b) by a corporation, contributions to which are deductible under section170 (c) (2) of the Internal Revenue Code of 1954 or the corresponding provision of any future United States Internal revenue Code.

4. Upon the dissolution of the Mid-Del Art Guild, the Executive Board shall, after paying or making

provisions for the payment of all the liabilities of the organization, dispose of all the assets of the

organization, exclusively for the purposes of the organization in such manner, to the Art

Scholarship Fund at Rose State College. Any such assets not so disposed of shall be disposed

of by the Court of Common Pleas of the county in which the principal office of the organization is

then located exclusively for such purposes or to such organization or organizations as said Court

shall determine which are organized and operated exclusively for such purposes.

ARTICLE V. MEMBERSHIP AND DUES

Section 1. Any individual who subscribed to the Objectives and Basic Policies of this organization and is interested in promoting art appreciation may become a member of this association, subject only to compliance with provisions of the bylaws. Membership in this organization shall be available without regard to race, color, creed, or national origin.

Section 2. The organization shall conduct an annual enrollment of members but members may be admitted to membership at any time.

Section 3. Only members in good standing of the organization shall be eligible to participate in its business meetings or to serve in any of its elective or appointive positions.

Section 4. Annual dues of the members shall be recommended by the Board and approved by the membership at the general meeting. Family memberships shall consist of two (2) members in the same household. The first membership of a family shall be the full amount. The second membership of the family will be an additional reduced amount. Annual dues are payable from September 1 to the November meeting date. Dues paid after July 1^st each year shall be considered the following year's dues.

Section 5. Members who sign-up for a workshop shall pay one-half of the workshop fee at that time. If a member must cancel participation in the workshop, the fee will be refundable up to one week before the workshop, less a handling fee of $10. (Approved by the Executive Board on December 3, 2007)

Section 6. The workshop rate for students will be the same rate as for adult members. (Approved by the Executive Board on June 4, 2007)

ARTICLE VI. OFFICERS AND THEIR ELECTION

Section 1. The officers of this organization shall be PRESIDENT, FIRST VICE-PRESIDENT, SECOND VICE-PRESIDENT, SECRETARY, TREASURER, PARLAIMENTARIAN, AND TWO (2) MEMBERS-AT-LARGE. However, if there is but one candidate for any office, by motion from the floor, the election may be made by voice. All officers except the Parliamentarian, are elected annually and their terms are for one year. Any officer who fails to carry out the duties of the office or fails to attend board meetings without just cause may, at the discretion of the remaining officers and without notice, be replaced. Any vacancies among elected officials shall be filled in accordance with Article VI, Section 3.

Section 2. There shall be a nominating committee consisting of five members. Two will be selected by the Executive Board and two elected by members at a regular meeting at least one month prior to the election, and the Parliamentarian, who shall be the chairman of the committee. The nominating committee shall select one nominee for each office to be filled and report at the regular meeting in July. Following report of the nominating committee, an opportunity shall be given for further nomination by the committee or members from the floor. All nominees shall be contacted for their approval to accept a nomination.

Section 3. A vacancy occurring in any elective office shall be filled by the Executive Board.

Section 4. Standing and Special Committees will be appointed by the President with the approval of the Executive Board (i.e., Hospitality, Publicity, etc.)

ARTICLE VII. DUTIES OF OFFICERS

Section 1. PRESIDENT:

· Preside at all meetings of the association and of the Executive Board

· Shall be a member of all committees except the Nominating Committee

· Perform all other duties pertaining to the office. At the end of the President’s term he/she shall automatically become the Parliamentarian for the following year.

· Appoint any committee or chairman, subject to the approval of the Board.

Section 2. FIRST VICE-PRESIDENT:

· Act as an aide to the President

· Perform the duties of the President in the absence or inability of that officer to serve.

Shall also assume the duties of Program and Workshop Chair and in that capacity he/she shall:

· Arrange for programs for each monthly meeting beginning with the January program and ending with the December program. (This is in order to facilitate matters for the incoming program chairman for the following year).

· Contact and arrange for noted artists to participate as “guest artist” at the monthly general meetings, or arrange for other activities during these meetings. (critiques, slide shows, etc.)

· Negotiate with guest artist on any unusual or larger fee than the amount normally paid. Receive approval of the Board if other than normal amount before confirming with the artist.

· Send a letter or email of confirmation to guest artist and make reminder call to him/her to confirm just prior to meeting.

· Notify newsletter editor and furnish him/her with bio of guest artist as early as possible before newsletter deadline.

· Maintain a list of prospective guest artists with addresses, phone numbers, and email addresses, to be passed on to subsequent program chairman.

· Arrange dates, fees, and location with guest artists who will provide a workshop for members.

Section 3. SECOND VICE-PRESIDENT:

· Act as aide to the First Vice-President; shall be chairman of the Special Events Committee (art shows).

As show chairman, he/she shall:

· Keep up-to-date list of membership

· Arrange with administrators of desired show locations well in advance of show dates.

· Be knowledgeable about location rules.

· Consult with Board about projected budget requirements.

· Announce dates of shows at the general meeting.

· Compose show notices and arrange with newsletter editor for mailing of notices and/or prospectus to membership

· Arrange for a judge and confirm with him/her prior to the show.

· Purchase ribbons in advance of the show.

· Diagram and assign space placements, according to date applications are received from members.

· Make confirmation phone call or email to each entrant prior to show.

· Arrange for set-up and take-down of exhibit.

· Arrange for security at location of the show when necessary.

· Be present at shows and endeavor to keep the show running smoothly.

· Have a display of information and membership forms available at each show.

· Keep a record of show winners (names, titles of artworks, and awards).

· Report budget and monetary loss or gain to the Executive Board.

Section 4. SECRETARY:

· Keep a correct record of all meetings of the association and of the Executive Board and shall perform such other duties as may be delegated to him/her.

· Keep records of resolutions adopted and elections, and make entries and corrections to the bylaws.

· Keep a record of show winners (names, artwork titles, and awards).

· Keep a record of monthly programs.

· Keep a record of Member’s Choice and Judge’s Choice winners.

· Send get-well, sympathy cards, etc. as needed.

· Send thank-you note to guest artist.

Section 5. TREASURER:

· Keep an accurate record of all receipts and expenditures, receive all monies of the association and pay out local funds in accordance with the approved budget as authorized by the association.

· Present a statement of account at every meeting of the association and at other times when requested by the Executive Board.

· Make a full report at the annual meeting. Accounts are to be audited annually.

Section 6. MEMBERS AT LARGE:

· Attend all Board meetings and assist in all decisions.

Section 7. PARLIAMENTARIAN: (ex officio)

· Be responsible for maintaining order in general meetings.

· Be responsible for maintaining Robert’s Rules of Order and Parliamentary procedure at Board meetings.

ARTICLE VIII. EXECUTIVE BOARD

Section 1. The Executive Board shall consist of the elected officers, Parliamentarian, and committee chairmen of the Mid-Del Art Guild.

Section 2. The duties of the Executive Board shall be to transact necessary business at Board meetings, in the intervals between organization meetings, and such other business as may be referred to it by the organization; and to present a report at the regular meetings of the organization.

Section 3. Regular meetings of the Executive Board shall be held at the discretion of the Executive Board within one week prior to the regular organization meeting. A majority shall constitute a quorum for voting. Special meetings of the Executive Board may be called by the president or a majority of the members of the Board.

ARTICLE IX. MEETINGS

Section 1. A regular meeting of this organization shall be held the first Monday of each month unless otherwise provided by the organization or by the Executive Board. Five days notice shall be given for a change of meeting date.

Section 2. Special meetings may be called by the Executive Board with a notice of five days being given to members. At the October meeting, reports shall be made and officers installed.

Section 3. The privilege of holding office, introducing motions, debating, and voting shall be limited to members of the organization whose current dues are paid.

ARTICLE X. RECORDS

The organization shall keep such permanent books of the account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization, including number of members and special events and records of shows.

ARTICLE XI. PARLIAMENTARY AUTHORITY

Robert’s Rules of Order, revised, shall govern the organization in all cases in which they are applicable and in which they are not in conflict with these bylaws.

ARTICLE XII. AMENDMENTS

Section 1. These bylaws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall have been given at the previous meeting.

Section 2. A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws only by a majority vote of a meeting of the organization or by two-thirds vote of the Executive Board. The requirement for adoption of a revised set of bylaws shall be the same as in the case of an amendment.

ARTICLE XIII. PANEL RENTALS

Section 1. Panels or easels, which are the property of Mid-Del Art Guild shall not be rented. Use of the panels or easels shall be at the discretion of the Executive Board.

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DUTIES OF APPOINTED COMMITTEES

MEMBERSHIP CHAIRMAN:

· Attend Board meetings

· Maintain an up-to-date roster of members.

· Be available at entry table to furnish prospective members with application forms.

· Receive membership applications. (All monies from same should be given directly to the Treasurer)

· Notify president, newsletter editor, and show chairman of all new members, as well as address, phone, and email changes.

· Be in charge of any membership drives.

· Publish a yearly directory of members whose dues have been paid by the date of the November meeting. Cost of the directory is to be approved by the Board prior to printing.

· Purchase stamps to provide for any officers who need them for official Guild mailings. (Approved at Board meeting, January 7, 2008.)

· Provide memberships for guest artists who demonstrate for the general meetings. If a guest artist demonstrates between the months of September through May he/she will receive a membership for the remainder of our membership year. If the guest artist demonstrates in June, July, or August, he/she will get a membership for the remainder of that year and for the following year. (Approved by the Executive Board on May 5, 2008)

NEWSLETTER EDITOR: (See also--- Publicity and Historian)

· Attend Board meetings and report to general membership through a monthly newsletter about the activities of the association.

· Publish the name of the next guest artist and his/her bio before the general meeting; special events of interest to members; show information; other member news; names of Member’s Choice and Judge’s Choice winners from the previous month.

· Deliver newsletter to printer and pick up same.

· Mail or email newsletters approximately one week before meeting date. Include in mailing one complimentary newsletter to each guest following their attendance at a meeting. (Check names on guest book on night of meeting)

PUBLICITY:

· Write news releases about activities of the Guild and send or deliver to the media in the surrounding area.

HISTORIAN:

· Keep a scrapbook and/or records of publicity concerning Guild activities and activities of members relating to art.

· NOTE: Newsletter Editor, Publicity, and Historian are to be combined duties.

HOSPITALITY CHAIRMAN:

· Attend Board meetings when possible.

· Provide coffee and/or punch for the general meeting.

· Arrange for refreshments to be provided by 2 or more members at each meeting. Give such members a reminder call a few days in advance of the meeting.

· Maintain adequate supply of coffee, punch, cups, napkins, plates, etc. Turn in receipts to Treasurer for reimbursement.

· Set up refreshment table and serve refreshments at break time.

· Supervise members bringing refreshments as they clean up after a meeting.

WELCOME COMMITTEE AND GENERAL MEETING AWARDS CHAIRS: (2 jobs combined)

· Arrive 15-20 minutes early for general meetings and remain at table near entry to welcome guests and members.

· See that guests sign register, including their address and email. Furnish newsletter editor with guest’s names, addresses and email address at or near the end of each meeting.

· Furnish members and guests with proper name tags and tickets for door prize.

· Receive and number artworks from members to be judged at the general meeting.

· Provide tickets for door prize to president before break time.

· Collect and count votes after break time for Member’s Choice; hang ribbon.

· Provide Judge’s Choice ribbon for guest artist to award.

· Supply names of winning members to secretary and newsletter editor.

· NOTE: The winner of the Member’s Choice is not eligible to enter again for one month, but can enter for Judge’s Choice at any meeting. If an artist who won the previous month brings artwork the following month it must be labeled as ineligible for Member’s Choice before members vote at break time.

HANGING AROUND TOWN CHAIR:

· Attend Board meetings

· Book member artists for displaying artwork at the various locations made available.

· Give each artist a reminder call or email just prior to their hanging date. Furnish him/her with the name and contact info of the artist presently hanging at the same location so that they can co-ordinate their schedules for removing and hanging.

· Furnish the member artist with the information as to number of artworks needed and the name of the contact person at the location, if possible. Have the artist supply a list of artworks and prices to the contact person at each location.

· Chairman should verify that each artist did hang their artwork by visiting the location a day or so after the hanging date.

· Strive not to leave any location blank as this reflects poorly on the Guild as well as the business that has offered the location for hanging.

WEBMASTER:

· Attend Board meetings.

· Maintain Guild website with up-to-date information about meetings, guest artists, shows, etc.

· Pay fees for website maintenance from Guild accounts.

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DUTIES OF ELECTED OFFICERS

Updated and Approved, December 2008

PRESIDENT: (bylaws)