BY LAWS
ELMORE COUNTY ART GUILD

Amended February, 2010

ARTICLE I

NAME
The name of this non-profit organization shall be the Elmore County Art Guild, hereafter referred to in these By Laws as the Guild.

 

ARTICLE II

OBJECT

 The object of the Guild shall be to promote original art, stimulate interest in and encourage greater knowledge of the visual arts in Elmore County.

ARTICLE III

MEMBERSHIP AND DUES

SECTION 1.  Membership is open to anyone 18 years and over who has an Interest in the visual arts.

SECTION 2.  Charter Members

                        A.  The members who joined the Guild during the period of Organization, January 26 through March 30, 1985, and before By Laws existed, shall be listed as Charter Members.

                        B.  They shall be divided into two categories, active, (to include those who currently pay dues) and inactive, (those who do not).

                        C.  The list of all members shall be kept up to date by the Treasurer.

SECTION 3.  Dues

                        A.  Annual dues are required of each member and shall be payable in advance at the beginning of the calendar year (January 1st).

                        B.  Membership dues and other assessments shall be fixed at any regular meeting by a recommendation of the Executive Board and with a majority vote of members present.

ARTICLE IV

OFICERS AND ADVISORS

SECTION 1.              Officers

                                    A.  The elected officers of the Guild shall be:  President, Vice President,  Secretary, and Treasurer.  Officers shall be elected yearly at the  December  annual Guild meeting and installed by the President. 

                                    B.  The nominating committee shall be appointed by the President at the regular October Executive Board meeting.  The committee will submit its report at the regular November  Executive Board meeting.  The election will be held at the annual  December meeting and the new officers shall be installed at that meeting.  They assume official responsibilities on the first day of January following their installation.

                                    C.  All reports and necessary information relevant to the operation of the Guild shall be furnished the new officers and committee chairmen by the outgoing officers and committee chairmen by January 1st.

                                    D.  The Parliamentarian shall be appointed by the President and shall serve as an officer.

                                    E.  Officers shall be limited to serving no more than two terms consecutively in the same office but may serve again at another time.  This rule is subject to change by the unanimous vote of the Executive Committee.

SECTION 2.              Advisors

                                    A.  Any past President may serve as an Advisor to the Guild at the request of the Executive Board.

                                    B.  Advisors serve in an advisory capacity only.  They do not present motions nor have a vote on the Executive Board.

ARTICLE V

DUTIES OF OFFICERS

SECTION 1.

                                    A.  The President shall preside at all meetings of the Guild  and the Executive Board, shall appoint all committees and perform such duties as are necessary  to the Office (scheduling volunteers at the Senior Center, workshops and other programs.)

                                    B.  The President is an ex-officio member of all committees except the Nominating Committee.

SECTION 2.

The Vice-President shall preside in the absence of the President and shall perform other duties as may be required by the President (Assist in scheduling workshops and other programs and is responsible for the exhibiting  schedules). 

SECTION 3.

The Secretary shall keep a record of the minutes of every Guild and Executive Board meeting and shall handle the benevolence correspondence.

SECTION 4.

                                    A.  The Treasurer shall receive all money of the Guild and keep an accurate record of receipts and disbursements and shall pay out funds as approved by the Executive Committee or President.  The Treasurer shall present a report at the regular Executive Board and the annual Guild meetings.

                                    B.  The Treasurer shall use a banking institution approved by the Executive Board and shall present records to the Executive Committee for audit at the end of the Guild year or upon request.

                                    C.  The Treasurer will keep an up-to-date list of members of the Guild.

                                    D.  The Treasurer will maintain a separate record of the money awarded  scholarship recipients, reimbursing  recipients upon proof of tuition due.

SECTION 5.

The Parliamentarian shall attend all regular meetings of the Guild and Executive Board and shall advise when requested by the President, the Executive Boards, any committee officer or member on parliamentary questions concerning the Guild.

ARTICLE VI

COMMITTEES

SECTION 1.              Standing Committees

                                    A.  The Standing Committees shall be:  Publicity, Annual Winter Show, Annual Christmas on the Coosa Show, Annual Youth Art Show, Newsletter,  Historian, Telephone, Chamber of Commerce and Website.

                                    B.  At the discretion of the President, other committees may be formed (or deleted) as needed.  All committee chairmen and members thereof shall be appointed by the President.

SECTION 2.              Nominating Committee

                                    A.  A Nominating Committee consisting of a Chairman and two members shall be appointed by the President in October.  This committee shall make its report at the regular Executive Board meeting in November.

B.   A majority vote of members present shall constitute a quorum for the election.

C.   Officers and committee members shall take office on January 1st and serve through December 31st.

ARTICLE VII

EXECUTIVE BOARD

SECTION 1.

The Executive Board shall be composed of all officers and chairmen of Standing Committees. A vacancy in any office or chairmanship shall be filled by appointment by the President.

SECTION 2.

The duties of the Executive Board shall be to transact necessary business and make recommendations to the Guild for action to act in emergencies between meetings and to make a report to the Guild of each meeting held.

SECTION 3.

The Executive Board shall meet each month prior to the membership meeting or as called by the President. 

SECTION 4.

Two-thirds of the Executive Committee members shall constitute a quorum for the purpose of transacting business.

ARTICLE VIII

MEETINGS

SECTION 1.

The ECAG membership meeting shall meet each month for the purpose of transacting business. 

There will be no meetings in June, July and August unless called by the President.

SECTION 2.

The  meeting in December shall  be for the purpose of electing officers, receiving annual reports, and conducting any other business that may arise.

SECTION 3.

The Executive Board shall have the authority to set  the date of a meeting provided the entire membership is informed ten (10) days in advance.

SECTION 4.

In order to conduct business, a quorum shall consist of the members present.  A majority shall be 51% of members present and voting.

ARTICLE IX

PARLIAMENTARY AUTHORITY

Robert’s Rule of Order Newly Revised shall govern the Guild as a supplement to its Parliamentary Authority.

ARTICLE X

FINANCIAL AID FOR ART INSTRUCTION

In years when we elect to award financial aid for art instruction by any one of the art instructors holding membership in the Guild, the following guidelines are recommended:

                                    1.  Awards be made to  Elmore County art students, school age through grade 12.  Aid will be used to cover the cost of instruction only.

                                    2.  In instances where there is more than one (1) application for aid received in a given year, the award will be made by a committee selected for that purpose.  Award will be based on examples of art work presented by applicants.

                                    3.  Student recipient will be reimbursed for instruction upon receipt of proof of tuition , up to the limit of the award.  The Guild treasurer will keep an account of funds as they are used.

                                     4.  The scholarship recipients are the winners of the annual youth art exhibits sponsored by the Elmore County Art Guild.

ARTICLE X

AMENDMENTS  These By Laws shall become effective upon adoption by vote as outlined in Section 4, Article VIII.  They may be amended at any regular or special meeting.

                                                            Adopted  September 9, 2009

STANDING RULES

1.         The calendar year is January 1st through December 31st.

2.         The annual dues of $25.00 are payable on January 1st and will be delinquent after February 1st.  There will be no pro-ration of dues.

3.         The annual roster includes only those members whose dues are paid.

4.         The Annual Art Exhibit is held in February of each year and is known as The Winter Show - the site to be determined by the show committee.  It shall be judged by a qualified juror who is willing to judge for a nominal fee.  Cash awards to winners will be made according to how much money the treasury will allow.  Separate rules are published as “Guidelines for Winter Show”.

             The Annual Christmas on the Coosa Exhibit is held in December of each year and is known as Glimpses of Elmore County Art Exhibit.  It will be held on the Saturday of the Christmas on the Coosa event.  Cash awards to winners will be made according to how much money the treasury will allow.

             The Youth Art Show is held during the Christmas play at the Wetumpka Depot Theater in December.  Scholarships will be awarded according to how much money the treasury will allow.

5.         Benevolence

            A.  If a member or their spouse dies, a memorial of $15.00 will be sent to a charity designated by the family.  Cards will be sent at the loss of any other immediate family member.

            B.  Cards will be sent to members who are in the hospital.

6.         Finances

            A.  The Guild may sponsor projects to earn money to add to the funds of the treasury.

            B.  Display screens owned by the Guild shall require a $100.00 deposit with a $5.00 rental fee per screen and foot if they are rented to a society, individual, or an organization.  The deposit shall be refunded upon return of the screens in good condition.

7.         Permanent mailing address:  P. O. Box 65, Wetumpka, AL 36092-0065.

OFFICERS AND DUTIES OF ELMORE COUNTY ART GUILD

 

            President                                                                   Publicity

            Vice President                                                           Newsletter

            Secretary                                                                   Historian                                                

            Treasurer                                                                  Chamber of Commerce                             

            Parliamentarian                                                       Telephone                             

            Website                                                                      Annual Winter Show

            Glimpses of Elmore County Art Show                  Annual Youth Art Exhibit

President:      Presides at all meetings of the Guild, and the Executive Committee, the Executive Board and shall appoint committees and perform such duties as are necessary.

Vice President:  Presides in the absence of the President and shall perform such duties as are necessary..

Secretary:  Keeps a record of all minutes of the Guild and Executive Board meetings and reads said minutes at meetings.  Secretary attends to correspondence deemed necessary by the President.

Treasurer:  Receives all monies for the Guild and keeps an accurate record of receipts and disbursements and pays out funds as approved by the Executive Committee or the President.  The Treasurer shall present a report at each meeting.  The Treasurer maintains a current membership list.  The Treasurer renews post office fees in March of each year and retrieves the mail.

Parliamentarian:  Advises the Guild on parliamentary questions.

STANDING COMMITTEES

Publicity Chairperson:  Sends notices of upcoming meetings and events and writes articles about noteworthy Guild meetings and members to various local newspapers.  The Publicity Chairperson publicizes the Elmore County Art Guild, its various functions and members.

Newsletter Chairperson:  Composes and gathers information for the Guild monthly newsletter, makes copies, folds, stamps, addresses and mails or e-mails the newsletter to all Guild members whose dues are current.  Chairperson works with Treasurer in maintaining current mailing labels.  The newsletter should inform members of upcoming guest speakers, where Guild members are exhibiting and addresses of new members.  All expenses incurred will be refunded by the Guild Treasurer.  Newsletter Chairperson prints updated list of members periodically for each member.

Historian:  Keeps press clippings, pictures and any information pertaining to Guild members and events in the Guild scrapbook.

Website:  Responsible for keeping up the website and making all necessary changes.

Chamber of Commerce:  Responsible for attending Chamber of Commerce meetings to promote a connection and awareness of the Guild in the community.

Telephone:  Call members to inform or remind them of important meetings or events.

Winter Show Chairperson:   Appoints a committee/s to arrange the annual art exhibit which is held in February of each year.

Glimpses of Elmore County Art Show Chairperson:  Appoints a committee/s to arrange the annual art exhibit which is held in December during the Christmas on the Coosa event each year.

Youth Art Exhibit Chairperson:  Appoints a committee/s to arrange the annual youth art exhibit which is held during the Wetumpka Depot Players annual Christmas show.

 

 

 

Note:  Background made from Libby Christensen's prize-winning photo.