By-Laws will soon be changing. Look for the updates coming soon. The Board hopes to start communicating more by web site and less by newsletter.
EDMOND ART ASSOCIATION CONSTITUTION AND BY-LAWS
Revised and Updated March 2006
ARTICLE I—NAME
Section 1. The name of the association shall be the Edmond Art Association.
ARTICLE II—PURPOSE
Section 1. The purpose of the Edmond Art Association shall be to promote awareness of the visual fine arts and fine art designs, and to aid artists in their endeavors in whatever way the Board of Directors may decide.
ARTICLE III—MEMBERSHIP
Section 1. Membership shall be composed of those people interested in or active in the visual fine arts and designs.
Section 2. Members shall be entitled to attend all program meetings of the Edmond Art Association and participate in all general art exhibitions sponsored by the Association. They shall be granted all rights and privileges determined by the elected Board of Directors.
Section 3. Members may attend all Board of Directors meetings. Any member wishing to bring a matter before the Board may make such request in writing to the President at least one week prior to the regularly scheduled program meetings. Members not elected to the Board may not discuss or vote on matters before the Board.
Section 4. Persons who have not paid their dues by January 31st shall no longer be entitled to the rights and privileges of the Edmond Art Association. However, all rights and privileges shall be restored upon receipt of said dues. Dues are as follows:
$30 Individual; $40 Family; $50.00 Business; $50.00 Institution
Full annual dues shall be renewed by the next January 31st to entitle continuation of the rights and privileges of membership.
ARTICLE IV - BOARD OF DIRECTORS
Section 1. The Board of Directors shall consist of the current slate of officers, President from the preceding year, 11 current standing committee chairs, and one member-at-large for a total of 16 voting board members. All members of the Board of Directors are required to pay membership dues prior to assuming office in January.
Section 2. The business management and affairs of the Association shall be under the direction and control of the Board of Directors. The officers and Board of Directors shall have authority to authorize agreements, incur liabilities, expend funds, and attend to such other matters connected with the conduct of the Association.
Section 3. There shall be regularly scheduled meetings of the Board of Directors, the time, date and location of which shall be at the convenience of the Board of Directors.
Section 4. Any Director who for any reason fails to perform his/her function as a Director or for just cause may be removed from office by a majority vote of those members present at any duly convened Program meeting. (See Article 5, Section 3.)
Section 5. Any Director 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 Directors be removed from office by a majority vote of all Directors. (See Article 4, Section 4.)
Section 6. Any vacancies of the Board of Directors shall be filled by a majority vote of the remaining Directors. Any interim elections shall be only for the unexpired term.
Section 7. Five Directors shall constitute a quorum capable of transacting any business that may come before a meeting of the
Board of Directors.
Section 8. Each September, the Board of Directors shall appoint a nominating committee consisting of the President, two members of the current Board of Directors and two members from the membership at large who shall present a slate of officers, directors and committee chairs to the program meeting in October. Nominations for the above slated positions shall also be accepted from the floor.
ARTICLE V - OFFICERS
Section 1. Officers of the Association shall be President, Vice- President, Secretary and Treasurer, who shall serve for a two year term with a limit of two consecutive terms. Officers will be elected in alternating years. The President and Treasurer shall be elected for terms beginning on an even numbered year; Vice-President and Secretary shall be elected for terms beginning in an odd-numbered year.
Section 2. The President, Vice-President, Secretary and Treasurer shall be presented to the Association by a nominating committee at the October meeting to be voted on by the members. Nominations from the floor shall also be considered.
(See Article 4, Section 8.)
Section 3. Any officer may be removed from office by a majority vote of those members present at any duly convened program meeting. (See Article 4, Section 4.)
Section 4. The Vice-President shall fill a vacancy in the office of the President for the unexpired term. A new Vice-President shall be elected by the Board of Directors. (See Article 4, Section 6, and Article 6, Section 2a.)
Section 5. Annual election of officers shall be held at the October meeting. New officers will assume responsibilities on January 1. An oral notice by the President shall be given at the September meeting of the coming election.
ARTICLE VI - DUTIES OF OFFICERS
Section 1. President: The President shall preside at all regular meetings of the Association, at all board meetings, and shall at every program meeting keep members informed concerning major decisions or actions taken by the Board at the last previous board meeting. The President shall be actively involved and knowledgeable in the total workings of all offices and committees.
Section 2. Vice-President: The Vice-President shall carry on the duties of the President if for any reason the President is unable to perform the duties, having the same authority as the President.
a. If the office of President is permanently vacated for any reason, the Vice-President shall become the President for the unexpired term of election, and a new Vice-President shall be appointed by the Board of Directors.
b. The Vice-President is responsible for knowing the location and condition of all physical assets.
Section 3. Secretary: The secretary shall keep minutes of all meetings.
a. Shall keep records of resolutions adopted or elections, make entries, and corrections to the Constitution and By-laws.
b. Send out notices and communincation necessary for Association business.
Section 4. Treasurer: The Treasurer shall receive all money and deposit
it in the bank.
a. Pay out money when given authority by Board of Directors, President or Vice-President. There shall be three authorized signatures: President, Vice-President and Treasurer, only one shall be required on each check.
b. Keep books and give financial report biannually. If the Board shall feel that a special financial report should be given at any time, the Treasurer shall also give that report.
c. An audit of the books should be conducted by the incoming and outgoing Treasurer every two years.
ARTICLE VII—COMMITTEES
Section 1. The Board of Directors shall create committees as necessary, which shall be approved by the general membership.
Section 2. The Standing Committee Chairs shall be presented to the Association by a nominating committee at the October meeting, and are to be voted on by members. Nominations from the floor shall also be considered. (See Article 4, Section 8.)
Section 3. Any Standing Committee Chair may be removed from office by a majority vote of those members present at any duly convened program meeting. (See Article 4, Section 4.)
Section 4. Standing Committees: Standing Committees shall be chaired by persons elected to said position by general membership for a term of one year with no limit on number of terms served. Standing Committee Chairs shall consist of:
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- Spring Show Chair
- Fall Show Chair
- Refreshments Chair
- Program Chair
- Membership Chair
- Publicity Chair
- Historian Chair
- Newsletter Chair
- Exhibition Chair
- Workshop Chair
- Web Site Chair
ARTICLE VIII—DUTIES OF COMMITTEE CHAIR
Section 1. Spring Show Chair: Organize committee to oversee and execute jobs associated with the Spring show including booking a judge, producing prospectus, arranging awards, mailings, registration, set-up/breakdown, and check-in at
location, hospitality, artist packets, evaluations, and any other job deemed necessary for the smooth operation and execution of the Spring Show.
Section 2. Fall Show Chair: Organize committee to cover and execute jobs associated with the Fall Show, including booking a judge and location, arranging awards, registration and check-in of art, hanging of art, and any other job deemed necessary for the smooth operation and execution of the fall show.
Section 3. Refreshment Chair: Organize committee to furnish refreshments at all program meetings. Assist Spring Show Chair and Fall Show Chair in arranging foods and appetizers for said shows.
Section 4. Program Chair: Organize committee to arrange and book quality lectures, and demonstrations by professional artists, photographers, museum directors, or gallery owners for the program meetings.
Section 5. Membership Chair: Organize committee to record all membership dues and transactions including meeting sign-in
sheets. The committee also produces a membership directory and reports any new members or guests to the Board of Directors.
Section 6. Publicity Chair: Organize committee to oversee all publicity involving the Association including but not limited to
program meetings, Spring Art Show, and Fall Art Show.
Section 7. Historian Chair: Organize committee to photograph and record activities and events of the Association and preserve
the archives of the Association.
Section 8. Newsletter Chair: Organize committee to produce a monthly newsletter and send out the bulk mailing (excluding the
months of June, July, August, and December).
Section 9. Exhibition Chair: Organize committee to oversee and locate potential places to display members’ art such as hospitals, banks, art galleries etc.
Section 10. Workshop Chair: Organize committee to arrange and book workshops taught by professional artists for the continuing education of members.
Section 11. Web Site Chair: Organize committee to oversee the publishing of members’ art onto the EAA web site.
ARTICLE IX--BY-LAWS
Section 1. These By-Laws may be altered, amended or new By-Laws may be adopted by two-thirds vote of the majority of the Board of Directors, whenever, in their judgment, they may consider such changes as beneficial to the operations of the Association.
Section 2. Any changes in the By-Laws adopted by the Board will be presented to and voted on by the members at the next regularly scheduled program meeting.
Section 3. Any membership fee increases must be adopted by the Board no later than October for the following year’s dues.
ARTICLE X—DISSOLUTION
Section 1. Upon the dissolution of the Association, assets shallbe distributed for one or more exempt purposes within the
meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
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