Constitution and bylaws of Washingtonville Art Society
Amended 06/2006
Article I - Name of the Organization
The organization shall be named Washingtonville Art Society -W.A.S. Washingtonville Art Society shall be a not-for-profit organization. W.A.S. shall have a logo, stationary, seal, a web site: www.wasny.org, and
Article II - Mission Statement
W.A.S. shall be a non exclusive art society that will accept any and all art from any artist member. There shall be no exclusions based on art form, discipline, style, views, skill level, age, or professional status. Exhibiting art and exposing the general public to various art forms and styles is a requirement of W.A.S. and its members.
W.A.S. will be created because of the need in the local community for people interested in the arts (including visual arts, performing arts, and literary arts) to congregate, develop fellowship, discuss, learn, educate, critique, and to exhibit openly to the public. All members will take an active roll in developing fellowship and camaraderie among member artists.
W.A.S. shall be a member of Orange County Art Federation - O.C.A.F. and follow its rules and regulations. W.A.S. will exhibit in every art show organized and sponsored by O.C.A.F. Every meeting of O.C.A.F. will be attended by the president of W.A.S. or another officer.
W.A.S. shall be a member of the Orange County Chamber of Commerce - O.C.C.C. Every member should make an effort to facilitate good relationships with the business community and attend as many Chamber events as possible. Fees for the events will be paid by the member attending.
Article III - Membership
Members are required to pay dues, actively participate and support W.A.S. projects and exhibits, and attend meetings. Members are required to participate in at least three of one of the following; meetings, art exhibits, art shows. Upon full payment of dues each member shall be given a membership card signed by the current president and treasurer stating that the member has paid dues and the dates membership is granted and expires. Members are required to bring membership cards with them to all meetings and events for verification that they are a member.
Members are ultimately responsible for delivering, picking up, and rotating their own artwork. Members can join at any time of year. Membership of four months is required to be eligible to vote or to hold an office that year. Membership will be revoked by ½ vote of officers plus ¾ vote from the general membership if actions are deemed inappropriate by the membership.
Article IV - Parliamentary Authority
"The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with this constitution and bylaws and any special rules of order the Society may adopt."
Article V - Officers
Washingtonville Art society shall have the following officer positions: President, Vice President, Secretary, Treasurer, and Curator.
Section 1 - Election of Office
Nominations for office will be held during the February meeting. Elections will be held during the following meeting in March. Nominations will be open until a motion to vote is called. Each candidate for office being voted for will have the following time limit for a speech prior to the vote.
President and Vice President: 5 minutes
All other officers: 3 minutes
Members can run for more then one office. An elected officer can hold only one office. The voting shall follow the following order:
1. President
2. Vice President
3. Curator
4. Secretary
5. Treasurer
After each office is elected a motion to open the floor for nominations shall be called, followed by a motion to close nominations and a motion to vote. Election of officers will require a majority vote (51%) from the general membership. If a candidate fails to receive a majority of votes, a run off election will be held within the top two candidates that received the most votes.
Section 2 - Officer Duties
Each officer shall create and maintain a handbook outlining exactly how to perform their duties to assist their successors or other members incase of their absence.
1. President
Preside over all meetings
Represent organization to general public and the business community
Ensure that the organization is operating in conformity with the standards set forth by the constitution and bylaws of W.A.S.
Preside over the executive committee
Organize career advancement activities
Commission and oversee all marketing material
Create and sign all agreements and official documents
Be the deciding vote in all undecided maters except officer elections.
2. Vice President
Preside over meetings in the absence of the President
Preside over chairs and committees
Schedule meetings/events with chairs and committees
Coordinate with the curator W.A.S. promotion and publicity of events
3. Curator
Acquire art show venues preferably galleries for all art shows or events
Responsible in conjunction with the president for organizing all art shows and continuing exhibits
Responsible in conjunction with secretary for sending out all calls for entry
Responsible in conjunction with secretary for collecting a database of art lovers and buyers for contact about WAS shows and events
Organize change outs with continuing exhibit venues
Will organize chairs or a committee to setup, run, and close each art show, and to help with change outs of continuing exhibits.
Maintain good relations with all local galleries and business that the W.A.S. exhibits with or wishes to exhibit with
Create all promotions and ads for events and art shows in conjunction with secretary
4. Secretary
Maintain an accurate record of all organization meetings and post for members
Maintain membership directory and post for members
Correspond with the general public and business community
Create all promotions and ads for events and art shows in conjunction with curator
Send out call for entries for art shows
Maintain list of all parties who wish to be informed of W.A.S. art shows and keep them informed
Communicate with web designer to update and maintain web site
5. Treasurer
Maintain accurate record of organization transactions, bank account, and tax/IRS information
Collect dues and notify members of the need to renew memberships
Develop organization budget and present to membership for ¾ vote at the April membership meeting
Oversee all spending is in strict accordance to the budget
Maintain bank account and sign all W.A.S. checks
Solicits additional funding if needed by creating fundraisers
Have all financial information available for any member in good standing to view
Section 3 - Term of Office
The term of office will be one full year, from March to March of the next year. All officers shall comprise the Executive Committee of the organization. The Executive Committee shall meet in addition to regular organization meetings. The Executive Committee shall appoint such committees or chairs that are needed to carry out W.A.S. goals.
Section 4 - Officer Removal
Officers may be removed from office by ½ vote of the other officers and ¾ of the general membership if actions are deemed inappropriate by the membership. The officer is permitted to speak before the Executive Committee and the general membership about the charges made concerning his/her performance. The officer is not permitted to participate in the deliberation of the Executive Committee regarding the charges.
Section 5 - Officer Resigns
If an officer resigns their office before their term is over then a new election will be held to elect their successor. The successor will serve the remainder of the resigned officer’s term.
Article VI - Chairs and Committees
Chairs and committees may be appointed by the executive officers to assist them with their duties. Chairs and committees can be appointed or removed at any time of the year. The following chairs are suggested:
Welcoming Chair:
They shall welcome new members and invite them in all meetings and events. They shall welcome all visitors of opening receptions and assist curator with reception refreshments.
Exhibit Chair:
They shall assist curator with all duties for art shows and continuing exhibit venues
Educational Chair:
They shall organize sessions when the members can create art together. They shall organize events when members as a group can educate the public on art or art programs. They shall work in conjunction with the president on establishing monthly career advancement activities.
Article VII - Meetings
Section 1 - Times and Dates
Meetings will be held at least once a month. Dates, times, and locations, of meetings should be the same each month. If a regularly scheduled meeting falls during a national or religious holiday, is canceled do to an act of nature, or an art show opening is scheduled, then the meeting will be postponed to the following week. Meeting times can be changed by the Executive Officers.
Section 2 - Career Advancement Activities
In addition to regular business, each meeting must have one of the following career advancement activities. These activities are designed to educate artist and expanded their careers. Each activity must be held during a meeting at least three times a year.
- Constructive Critique of members’ art or an art discussion.
- Seminar or speaker about the business of art
- Seminar or demonstration about artistic techniques
- Free meeting. Members can suggest an activity or a free time can be used incase of time constraints.
Additional Non business meetings to hold additional career advancement activities are strongly encouraged. Fees for seminars or speakers can be set by the president and treasurer if necessary.
Section 3 - Meeting Protocol
Meetings will follow Robert’s Rules of Order.
Order of business
Roll Call
Reading of minutes from last meeting
Reports from any chairs committees
Reports of officers
Old and unfinished business
New business
Career advancement activities
Adjournments
Article VIII - Voting
All members who have been a member for four months are eligible to vote on W.A.S. business. Voting shall be conducted by voice. If voice is too close to call, a hand count will be conducted. Standard business requires a majority vote. Executive office will be voted by paper ballot.
Article VIIII - Finances
Section 1 - Bank Account
A bank account is to be kept by the W.A.S. and maintained by the Treasurer. W.A.S shall have a Not-for-Profit tax exempt number.
Section 2 - Dues
Dues must be paid by all members. The amount of the dues will be decided yearly by the Executive Committee and presented to the general membership for a ¾ vote during the April meeting. The treasurer shall maintain all financial records and shall sign for all organization transactions.
Article X - Art Shows and Exhibiting Venues
Section 1 - Censorship and Standards
W.A.S. will not censor art work and may exhibited work which may be considered controversial. W.A.S. and its members will respect the wishes of all gallery and exhibiting space owners on what can and can not be exhibited. W.A.S. and its members will use good judgment and consider the venue of a show when deciding on the subject matter of the show and artwork. All artwork exhibited in a show or a continuing exhibiting venue will conform to museum standards. The standards will be made available to all members and posted on the W.A.S. web site. All exhibiting venues and exhibiting artists will sign agreements that state the terms and conditions of the agreement and the responsibility of each party.
Section 2 - Continuing Exhibit Venues
Continuing exhibits will be maintained within businesses throughout
Quarter Dates:
1st Jan 1 – March 31
2nd April 1 – Jun 30
3rd July 1 – Sept 30
4th Oct 1 – Dec 31
Section 2 - Art Shows
W.A.S. Will have four visual art shows a year.
- “Bodyscapes” in February will be a judged show open to non members.
- “Members only show” in [_____________] Will be a judged show open to members in good standing only. The subject matter will be open.
- “Individual member show” in [____________]. A personal show for up to three members will be supported by W.A.S. The member is to be chosen by lottery.
- “Themed show” in [__________] will be a Juried show. Open to non members.
The specifics of the number of exhibitors, number of artworks accepted, and other specifics for all shows will be set by the curator. The fees for all shows will be determined by the curator and the treasure to cover all expenses. Non members will pay an additional 35% to all entry fees. All exhibits must have a signed contract from each artist and each artist must be provided the museum standards and rules of each exhibit. Commissions are at any time not to exceed 30% of any sale unless for a particular event such as a benefit auction.
Article XI - Communications
Section 1 - Member Communications
All members must be informed of all meetings and events. The secretary will inform and remind all members of meetings and events through e-mail or any other future from of communication that is quick and free. If members do not wish to use e-mail or future technology they must supply the secretary self addressed stamped envelopes for all announcements and communications. A member’s contact database, continuing exhibited venue contact database, gallery and museum contact database, and art organization contact database will be maintained and provided to all members by the secratary. All W.A.S. news and announcements must be posted on the web site.
Section 2 - General Public and Business Community
All call for entries will be submitted to as many free art posting and listings in print media and on the internet. All call for entries forms will be posted on the web site as a PDF mail to form along with the rules and guidelines of the show. If any artist asks for a printed entry form they must first be referred to the web site. If they can not access the internet a call for entry form will be mailed to them. Any paid ads will be decided by the secretary, curator, and treasurer.
A contact database will be maintained for all non member art lovers, art buyers, and businesses who wish to be informed of art shows and events. The secretary and curator will ensure all interested parties are contacted in a timely manner via e-mail and or postcard promotions.
Section 3 - Promotional and Marketing Material
All marketing and promotional material will be professionally designed by W.A.S. members or a commissioned professional. The president will have final say on design and quality. The W.A.S. will have the following marketing and promotional materials:
Logo posted on all material
Stationary for all correspondence
Seal for all Agreements and certificates
Brochure to inform business and the community about W.A.S and what we do
Web site to inform members and the general public about W.A.S. news and events. It will be the bases of all information between the members and with the general public. All information will be posted on the web site and used before any print material, to save costs. Artist can post their contact information or have a page on the web site with links to their personal web site for a fee set by the web designer and treasurer.
Article XII Amendments
Amendments to this constitution must be submitted in writing at a regular meeting of the organization. Said amendment(s) will be voted on at a subsequent meeting. In order to adopt the amendment, a vote of 2/3 of the general membership is necessary.
