Pecan Plantation Art Guild BY LAWS
ARTICLE I NAME
The name of this organization shall be Pecan Plantation Art Guild (PPAG), a
non-profit organization located in Pecan Plantation, Hood County, Texas.
ARTICLE II PURPOSE
The purpose of this organization is to support artists and promote the appreciation
and enjoyment of fine art in our community. Fine Art is defined as a visual art
considered to have been created primarily for aesthetic purposes and judged for
its beauty and meaningfulness.
ARTICLE III MEMBERSHIP
Members of this organization must be residents/members of Pecan Plantation, must take an active role in leadership and assume responsibilities in club events and activities. Members of this organization shall be 18 years of age or older. Members in good standing, who have relocated their residence outside Pecan Plantation, and who have been members of this organization for at least one year, may continue as members, following all other stated requirement of membership.
ARTICLE IV DUES
The yearly dues shall be set by vote of the membership at the November meeting.
Husband and wife may maintain a joint membership with payment of appropriate dues.
Dues are payable in advance on or before January 31 of each year. Dues are current for one calendar year; any dues not paid by January 31, that member will be dropped from the rolls. First time members joining after July 31 will pay adjusted dues at one-half (1/2) the regular amount for the remainder of the year, and new members shall enjoy all the privileges and responsibilities of regular membership. Returning members shall pay full dues regardless of when they rejoin.
ARTICLE V MEETINGS
SECTION 1: Regular meetings shall be held the second Tuesday of each month. All meetings shall be conducted as per Robert’s Rules of Order.
SECTION 2: Special meetings may be called by the President, Executive Board, or upon request of ten (10) members, provided the membership has been duly notified of the meeting and its purpose in writing or by telephone three (3) days prior to the special meeting. No business, other than the business contained in this notice, may be conducted at this meeting.
SECTION 3: One-third (1/3) of the membership shall constitute a quorum until such time as the paid membership reaches 50, at that time the quorum shall be one-fifth (1/5) of the membership, both present and voting. Absentee votes will be accepted but not counted as part of the quorum. An absentee ballot may either be downloaded via email or obtained through the President. The absentee ballot must be delivered by mail or by the individual whose name appears on the ballot, one ballot per envelope. These ballots MUST be in the hands of the President prior to the meeting in which the voting will take place.
ARTICLE VI OFFICERS
The elective officers shall be President, Vice President, Recording Secretary, Treasurer, Communications Secretary and Parliamentarian. At such time as the paid membership roll reaches 50, the position of Second Vice President may be created and filled, either at the regular election time or appointed by the President with the approval of the majority of the Executive Board, if such need occurs prior to the regularly scheduled election time at the end of the year. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the PPAG.
ARTICLE VII ELECTIONS
SECTION 1: At the regular September meeting, a Nominating Committee composed of three members shall be elected by secret ballot. The member receiving the highest number of votes shall be chairperson. Outgoing President is ineligible to serve on the Nominating Committee. This is a one-time committee and will not meet again in a calendar year. The Nominating Committee shall report at the October meeting and shall submit one nominee for each office to be filled. Nominations may also be accepted from the floor.
SECTION 2: Officers shall be elected by a majority vote at the October meeting to serve for one (1) year or until their successors are elected and qualified.
SECTION 3: Officers shall assume their duties at the regular meeting in January.
SECTION 4: No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same office.
ARTICLE VIII EXECUTIVE BOARD
SECTION 1: The Executive Board shall consist of the elected officers, appointed officers, committee chairpersons, immediate past President, and, when needed, Parliamentarian.
SECTION 2: The Executive Board shall have general supervision of the affairs of PPAG between its business meetings, make recommendations to the PPAG, and shall perform such other duties as are specified in these bylaws. The Board shall be subject to the orders of the PPAG, and none of its acts shall conflict with action taken by the PPAG.
SECTION 3: The Executive Board shall meet at the discretion of the President, the time and place as agreed upon by the members of the Board. Special meetings of the Board may be called by the President, and shall be called upon the written request of any three (3) members of the Board. A majority of the Executive Board shall constitute a quorum.
SECTION 4: Should a vacancy occur in any office listed in Section 1 of this Article, (other than that of President) the President, with the approval of the majority of the Executive Board, shall appoint a replacement for the remainder of the year.
SECTION 5: Should a vacancy occur in the office of the President, the First Vice President should be appointed Chair Pro Tem.
Section 6: Any business that may arise between regular meetings of the Guild, which cannot be postponed until the next regular meeting, may be acted on by the Executive Board, a quorum of the Board being present.
ARTICLE IX DUTIES OF OFFICERS
SECTION 1: The President shall preside over all meetings of the Guild and the
Executive Board, is the ex-officio member of all committees (with the exception of the Nominating Committee), and appoints officers (as directed in ARTICLE VIII, SECTION 4) and Committee Chairpersons.
SECTION 2A: The duties of the Vice President are to assist the President in all
matters and assume the necessary duties of the President in the absence of
the President, keep a register of members and visitors attending the Guild’s meetings.
SECTION 2B: The duties of the Second Vice President are to assist the President in all matters and assume the necessary duties of the President in the absence of the President ad the First Vice President. The Second Vice President will plan and implement programs for all meetings in which a program is required as well as workshops of interest to our membership.
SECTION 3: The duties of the Recording Secretary are to record the minutes of the regular and special meetings of the Guild and the Executive Board, to keep an accurate membership roll, to maintain a current copy of the bylaws in the files, and to perform all other duties incident to the office. Verify the presence of a quorum at all meetings, board and regular.
SECTION 4: The duties of the Communications Secretary are to conduct the general correspondence of the organization and perform all other duties of the office.
SECTION 5: The duties of the Treasurer are as follows:
*Chair the Budget and Finance Committee
*Custodian of all funds and any other valuables of the Guild
*Keep an accurate ledger account of all receipts and disbursements
*Present a financial report at all regular and executive meetings
*Collect all dues
*Keep an account of all paid members. A monthly list of current members shall be furnished each month to the President, Vice-President and Secretary. Current membership lists shall be furnished to committee chairpersons upon request.
*Pay all bills as approved by the membership
SECTION 6: The office of Parliamentarian is automatically filled by the former President unless this is not possible, in which case the Parliamentarian will be appointed by the President. The role of Parliamentarian is advisory. The Parliamentarian makes no final decisions, should be completely familiar with the bylaws of the PPAG and should have access to the parliamentary authority of this organization. The Parliamentarian has the same duty as the presiding officer to maintain a position of impartiality, and therefore does not vote on any question except in the case of a ballot vote. The Parliamentarian does not cast a deciding vote, even if that vote would affect the result, since that would interfere with the chair’s prerogative of doing so.
ARTICLE X AUDIT
The Board shall provide for an independent audit of the Guild’s financial books to be performed annually at the end of each fiscal year.
ARTICLE XI PARLIAMENTARY AUTHORITY
The rules contained in the current edition of “Robert’s Rules of Order Newly Revised” shall govern the PPAG in all cases to which they are applicable and in which they are not inconsistent with these bylaws or any policies and procedures the PPAG may adopt.
ARTICLE XII AMENDMENTS
SECTION 1: These bylaws may be amended at any regular meeting by a two-thirds (2/3) majority vote of those present and voting, and by absentee ballot (ARTICLE V, SECTION 3), a quorum (ARTICLE V, SECTION 3) being present, provided a good faith effort has been made to notify the entire membership by mail or email and such amendments have been presented at the previous regular meeting. The secretary must verify that a quorum is present.
Amendments to the bylaws may be brought to the Parliamentarian via petition
signed by no less than 10% of the membership. The Parliamentarian will verify
the petition and present it to the Executive board, whereupon the board is
required to notify the entire membership that an amendment to the bylaws will be read at the next regular meeting and a vote will be taken at the following regular meeting.