Article I: Name
The name of this
organization is the Emerald Coast Bead Society. Here in after
referred to as ECBS.
Article II: Mission
Statement
We are dedicated to the
education of the artistic, historic, and cultural importance and
promotion of beadwork as an art form.
Article III: Membership
Section I: Membership
is open to all persons interested in the creation, stringing, and
importance of beads. This is anyone interested in the purpose of this
society.
a) A person becomes
a member upon payment of dues.
b) Full amount due
no matter when the person joins the society.
c) Dues are $35 a
year per person. Potential members may visit once or pay a $5 fee
for each subsequent meeting or workshop attended.
d) Show eligibility
requires that a person be a member of good standing, pay any fees
requested for table rental, and any other fees as determined by the
board and general meeting.
e) All members
are encouraged to recruit new members.
f) A member can
resign at any time but will receive no refunds of dues.
Section II: Revocation
of Membership
a) Reasons for
revocation would include stealing, cheating, and dishonest behavior.
b) Also, behavior
or actions that is harmful to other members of ECBS.
c) Revocation will
be handled by the board and must have a unanimous vote in order to
revoke membership.
Section III: Shows
a) Shows are
a separate entity. All decisions regarding the show are decided by
the show chair, the board and show committee (consisting of members
from the general membership).
Article IV: Meetings
Section I: Meetings
a) Meetings will be
held the third Monday of the month.
b) Meetings will
consist of an agenda to address new and old business.
c) Meetings can
also include workshops, programs, and vendors.
d) Special meetings
can be called and these can include teaching workshops.
Section II: Workshops
a) Workshops that
require expenditures must be presented to the board for approval.
Written proposal will be submitted to the board for consideration.
Board members can provide additional information on what is needed in
the proposal.
b) The workshops
will be promoted and evaluated
c) Voting decisions
will be based on members present at the general meeting. In order to
vote, a member must be present.
Article V: Officers
(Nomination of & Voting for)
a) Nominations for
officers will take place at the general meeting in October.
b) Persons
nominated must have accepted nomination.
c) Voting will take
place annually at the November meeting.
d) Committees will
be set up as needed.
Article VI: Officers,
duties, & Standing Board members
Section I: General –
Officers will serve one year terms. Incoming and out going will meet
at the January board meeting to exchange information.
Section II: Elected
A) President –
voting
a. Preside at all
general meetings and board meetings.
b. Appoint standing
board members in accordance with recommendations and with concurrence
(nominations and seconds).
c. Be ex-officio
member of all committees except nominating.
d. Prepare agenda
of business to be brought up at each monthly meeting
e. Serve as
official representative of ECBS.
f. Be willing to
delegate to be sure all jobs get done.
B) Vice-President –
voting
a. Attend all
general meetings and board meetings.
b. Assume duties of
president in his/her absence.
c. Coordinate
planning of programs and workshops with the assistance of the board,
special workshop coordinator, monthly program
coordinator and members
wishing to participate.
d. Promote
membership development.
C) Recording
Secretary – voting
a. Attend all
general meetings and board meetings.
b. Record
proceedings of meetings, both general and board.
c. Prepare
minutes.
d. Maintain a
current copy of By-Laws and a listing of membership, and actions on
matters of potential relevance to By-Laws.
e. Stand in for
the president and vice-president should both be absent
f. Present mail
and e-mail to the board.
g. Mail interested
parties membership packets (copy of newsletter) when deemed
necessary.
h. When called
upon, can delegate duties.
i. Process
membership applications promptly.
j. Forward all
fees to treasurer.
k. Maintain current
membership list and make such list available to new members at
general meetings.
D) Treasurer –
voting
a. Attend general
meetings and board meetings.
b. Collect dues and
fees.
c. Care for
society’s funds.
d. Keep accurate
records of receipts and payments.
e. Be sure board
approves checks of $100 and the general meeting approves checks over
$500
f. Keep funds in
approved bank.
g. Pay bills
promptly.
h. Provide
secretary and newsletter editor with necessary information to
maintain current membership business and mailing lists.
i. Provide
monthly report to Board and at least a quarterly report to the
general membership on current status, to include expenditures,
receipts, and funds available.
E) Newsletter
editor – voting
a. Communicate
timely news of local, state, and national bead events.
b. Prepare
publication and mail issues of ECBS newsletter.
c. Publicity
F) Workshop
coordinator – voting
a. Schedule and
plan workshop after review and approval by board.
b. Details such as
self-supporting, cost, dates, class size, time, place, and other
particulars will be contained in proposals.
c. Notify
newsletter editor of workshops and other pertinent information.
Inform newsletter editor of events in time for publication
d. Review workshops
with worksheets and present to board and general meetings.
e. Plan programs
to concur with monthly meetings.
G) Hospitality
Chair - voting
a. Meet and great
members at monthly meetings.
b. Obtain
volunteers to provide refreshments at monthly meetings.
c. Supervise set
up and clean up.
d. Coordinate
social events, i.e. Christmas Party.
e. Keep track of
visitors.
f. Obtain
volunteers.
g. Remind people
of bead jar.
H) Show
chair/special event - voting
a. Coordinate with
bazaar volunteers to conduct bead festivals and bazaars.
b. Approach members
to volunteer for the following:
i. Set up
ii. Gate
keepers/door prizes
iii. Runners
(assist vendors as needed)
iv. Membership
(explain bead society and write receipts for dues collected from new
members)
v. Help with
displays
vi. Other positions
as needed
vii. In training
co-chair
c. Responsible for
arranging local exhibition of ECBS work.
d. Approach members
regarding loan of beads and/or beadwork for exhibition.
e. Supervise set up and
take down
f. Write press releases
for local, on-line, and national sources.
J) Internet
coordinator - voting
a. Update
website.
b. Up load copies
of newsletter to site.
c. Scan and upload
photographs of beads and/or beadwork by members.
d. Teach next
person
K) Such permanent
or temporary offices deemed necessary by the membership or the
board.
Article VII: Elections
Section I: Elections
a) Officers elected
at the annual meeting in November with assumption in January.
b) Officers shall
serve on year terms with a maximum of three consecutive years in the
same office.
Section II: Nominating
Committee
a) Consist of one
immediate past president and two volunteers consisting of board
members who have volunteered and at-large members who have
volunteered. Must consist numerically of 3/5.
b) Slate to be
announced in the newsletter.
Section III: Voting
a) Present slate
for vote at the November annual meeting.
b) Nominations can
be taken from the floor at this time.
c) A simple
majority vote of members present at the general meeting and absentee
votes that have been received before the deadline.
Article VIII: Executive
Board
a) The executive
board consists of officers and standing board members.
b) Board meetings
are held the first week of the month at 6:00PM on an agreed upon day
and location (This will be published in the newsletter).
c) The board
meeting is open to all members who wish to attend.
d) Voting is
limited to the officers and standing board members.
e) Meetings are
held to address business old and new and to review information and
formulate monthly agenda.
Article IX: Finances
a) Receipts and
expenditures of the society shall be recorded in accordance with good
business practices.
b) A bill or
voucher identifying the purpose of payment shall identify all
expenditures.
c) All receipts
shall be identified as to source.
d) Board and
general meetings shall approve prior approved expenditures over
$100.
e) Annual financial
reports on the health of ECBS shall be given.
Article X: Parliamentary
Authority
Robert’s Rules of
Order should govern proceedings not provided for.
Article XI: Amendments
a) By-Laws may be
amended at meetings of the society provided that the proposed
amendment has been submitted in writing to the executive board.
b) A second reading
to be at the following meeting.
c) By-Laws can then
be approved by a simple majority of the members present at a general
meeting.