SOUTH OAKLAND ART ASSOCIATION
BYLAWS
Revised 2010
Article I. NAME
The organization shall be known as the SOUTH OAKLAND ART ASSOCIATION (SOAA). The organization was incorporated as “Royal Oak Art Association.” The name was changed on November 28, 1967.
Article II. PURPOSE
The purpose of this organization shall be to promote and encourage the understanding, appreciation, study of and participation in fine arts and original art forms. The organization shall pursue this end through the use of lectures, exhibits and classes given by and for the Association.
Article III. MEMBERSHIP
Amateur and professional artists working in the areas of painting, graphic arts, sculpture, pottery, photography and/or other original fine art forms, including but not limited to leather goods, precious metal jewelry, fibers, glass blowing, wood carving and mixed media, and those interested in furthering the stated purpose of the SOAA shall be eligible for membership.
Section 1. Qualifications for Membership
A. Shall be interested in art and subscribe to the purposes of the SOAA
B. Shall attend at least one entire meeting as a guest and receive a membership application
C. Shall be at least eighteen years of age
D. Shall pay to the Treasurer membership fees with submitted membership application
Section 2. Membership Privileges
A. Shall receive the monthly newsletter
B. Shall have voting privilege
C. Shall have opportunity to participate in all exhibits and activities
D. Shall be able to participate in “Artist Of The Month” competitions
E. Shall be eligible to participate as a member on Standing Committees
Section 3. Types of Membership
A. Active Members
1. Are encouraged to attend club meetings and participate in club activities
2. Are encouraged to serve on the Board of Directors or a Standing Committee
3. Are to pay full membership fees and receive a monthly newsletter
4. Have voting privilege
B. Honorary Life Members
1. Are members who qualify as active members for a minimum of 25 years
2. Are members who are exempt from a membership fee and will receive the newsletter
3. Are members who may serve on the Board of Directors or Standing Committees
4. Have voting privilege
Article IV. SUBSCRIPTIONS
Section 1. Membership Dues
A. Dues shall be decided by the Board of Directors
B. Dues must be paid by the October meeting in order to continue receiving the newsletter and have membership privileges
Section 2. Guest Fees
A. Guest fees are determined by the Board of Directors
B. A guest may not attend more than two meetings without paying either a membership fee or a $3.00 guest fee per meeting
Article V. BOARD OF DIRECTORS
Section 1. Elected Officers
A. Elected officers shall be a President, Vice President, Recording Secretary, Treasurer, and Corresponding Secretary as well as appointed Standing Committee members
Section 2. Duties of the Board of Directors and Standing Committees
A. Transact the general business of the club
B. Attend all general and board meetings
C. Fill vacancies for the remainder of the term of office
D. Prepare and present a budget
E. Determine yearly subscription rates for members and guests
F. Evaluate membership list for members to fill Board of Directors and Standing Committee positions
Section 3. Board Meetings
A. The Board of Directors shall meet every month beginning with August through June
B. A quorum shall be 5 members
C. Nominations for Board of Directors will take place during the April meeting
D. Annual elections will take place during the May meeting
E. Installation of new Board members will take place during the June meeting
Section 4. Term of Office
A. All elected officers shall serve a term of 2 years
B. All elected officers may serve additional terms if re-elected
C. The term of office shall be begin at the June installation meeting
Section 5. Duties of Officers
A. The President shall:
1. Preside at general meetings and board meetings
2. Prepare the President’s message for the monthly newsletter
3. Prepare agenda for all general and board meetings
4. Assist with club projects and activities
5. Encourage member participation in club activities
6. Appoint any new committees as deemed necessary by the board
7. ave the authority to elect board memberssS Have the authority to elect board members at large with approval of the board quorum
B. The Vice President shall:
1. Attend all general and board meetings
2. Preside over any meeting at which the President is absent
3. Assist President with the agenda, club projects and activities
4. Encourage member participation in club activities
5. Assume the role of Recording Secretary at general and board meetings in the absence of this member
C. The Recording Secretary shall
1. Attend all general and board meetings
2. Record minutes of all general and board meetings and give a copy to the President and Vice President
3. Prepare copies of the board minutes to be distributed to board members at the board meetings
4. Maintain a notebook with the minutes from the general and board meetings, and provide this notebook to the V.P. when the Recording Secretary is to be absent
5. Store the notebooks from previous years, accessing them as necessary
D. The Corresponding Secretary shall:
1. Attend all general and board meetings
2. Send thank-you notes to
a. People who present programs
b. Persons who provide meeting sites for special club programs or activities
3. Send any letters as requested by the Board of Directors
4. Send cards for illness, sympathy, or congratulations when appropriate
5. Notify Newsletter editor when cards are sent
E. The Treasurer shall:
1. Receive, account for and deposit in a bank all funds of the SOAA
2. Make authorized disbursements by the issuance of checks
3. Maintain appropriate financial records which shall be subject to inspection and audit by maintaining a general ledger
4. See that checks are cashed in a timely manner
5. Balance checking account monthly
6. Prepare a monthly financial report to be distributed to the Board of Directors and Standing Committee members
7. Present a monthly financial report to the membership
Article VI. GENERAL MEMBERSHIP MEETINGS
General membership meetings will be held on the first Monday of each month unless a change is necessary due to holiday conflicts
Section 1. Meeting Content
A. Members and guests must sign in before entering the meeting area
B. “Artists of the Month” entries must be displayed with a number before the meeting begins
C. Refreshments and entries judged for “Artists of the Month.”
D. President call to order
E. Presentation of officer and committee reports
F. New business, announcements and current art activities
G. Program
H. Judging results and “Surprise Drawing”
I. Closing comments and adjournment
Article VII. STANDING COMMITTEES
Section 1. Committees
A. There shall be the following Standing Committees: Awards, Exhibit, Fund Raising, Historian, Hospitality, Membership, Newsletter, Program and Publicity. There shall be other Standing Committees as deemed necessary by the President with board approval
B. Standing Committee members shall be appointed by the President with the approval of the Board of Directors
C. Standing Committee members shall report to the Directors at each Board Meeting
Section 2. Duties of Standing Committees
A. Awards Committee shall
1. Determine and present the “Artists of the Month” awards at the monthly general meetings
2. Determine and present the ”Artist of the Year” award at the June general meeting
3. Keep accurate records of all monthly votes to determine the recipient of all awards
4. Prepare accurate information to be given to the President, the Historian and Newsletter editor concerning awards
B. Exhibit Committee shall
1. Obtain and present awards to winners of judged exhibits
2. Secure date, time, cost and location of club exhibits
3. Arrange storage, delivery and set up of display equipment
4. Arrange take down of equipment and maintenance
5. Arrange and maintain insurance for exhibit equipment and guests
C. Fund Raising Committee shall
1. Secure patrons
2. Secure donations
3. Design activities such as “Silent Auction” and “Surprise Drawing”
D. Historian Committee shall
1. Take or obtain photos of all club events
2. Label and compile the photos into an album for each year
3. Display album at club meetings
4. Collect and include newspaper articles and Newsletters in the album
5. Store albums and display at special events, and December and June meetings
E. Hospitality Committee shall
1. Schedule and secure donations of food for monthly meetings and exhibits
2. Provide editor with names of monthly food contributors for the Newsletter reminder
3. Set up serving table and prepare beverages
4. Replenish supplies as necessary and present bills to the Treasurer
F. Membership Committee shall
1. Collect dues and submit to the Treasurer
2. Maintain membership application file in a notebook each year
3. Provide a sign-in notebook for members and guests at each meeting
4. Set up disposable name tags for members and guests
5. Collect guest fees
6. Contact Newsletter editor to include new members’ names and any address or phone number changes
G. Newsletter Committee shall
1. Design, write and publish a monthly newsletter
2. Distribute Newsletter prior to the meeting via E-Mail or Snail to the membership
3. Present fees for printing and mailings to the Treasurer each month
H. Program Committee
1. Provide speakers, entertainment and/or demos September through May.
2. Work with Board Officers in planning of the above events
3. Introduce speakers, entertainers, and demonstrators at the membership meetings
4. Negotiate all costs with Board of Directors and submit all bills to the Treasurer
I. Publicity Committee shall
1. Produce and provide articles to area newspapers, radio and TV to promote the activities of the SOAA including a notice of monthly meetings, special events and provide a contact person phone number if further information is required
2. Work with the Board of Directors and other Committee members to design the annual program presented during the monthly membership meetings
Article VIII. AMENDMENTS
These bylaws of the South Oakland Art Association may be amended by the board at any annual or regular board meeting by a quorum present, provided that notice of such change shall have been given to the membership (10) days in advance.
Article IX. INSURANCE
The SOAA provides insurance protection for the association in the event our property causes or creates and injury, such as a falling display stand. While we do everything in our power to protect individual’s artwork, the SOAA and any third party such as an Art Fair, Studio or Gallery does not provide personal property insurance against theft, damage or vandalism. Each exhibitor must provide their own insurance, if they so choose. Display stands are insured en route.
Article X. EXHIBITION RULES
Paid up members and honorary members of the S.O.A.A. will be allowed to exhibit after their entry fee has been paid before a S.O.A.A. sponsored show. Time, location and dates will be announced at general meetings and in the newsletter prior to each show. Entry forms, sign- up sheets and announcements will be available at general meetings.
Section 1. Delivery for Exhibit
A. No paintings will be accepted for judging after the announced delivery time
B. Paintings will be judged by a selected well qualified judge selected by the exhibit committee
C. The number of paintings for each artist may vary for each exhibit
Section 2. Requirements for Exhibit Display
A. Only original fine art forms will be accepted for judging. This includes all art forms as discussed in Article III of the by laws
B. S.O.A.A. will provide display boards for hanging art within specified dimensions. All other artists must provide their own set up
C. Objectionable artwork may be rejected at the discretion of the exhibit chairpersons
D. All art must meet the specified framing rules for that exhibit
E. At the discretion of the board, a non member artist may be invited to display at an increased entry fee
Section 3. Exhibitor Responsibilities
A. All exhibitors must work during exhibit hours and are expected to give assistance with set up and take down of the exhibit
B. All exhibitors must make a contribution of hors d’oeuvres or a donation of money for beverage
Section 4. Opening Reception
A. All S.O.A.A. members are encouraged to attend
B. Award winners will be announced before the reception, and they are expected to be present during the presentation of awards
C. Guests, and clients are welcomed
Section 5. Exhibit Takedown
A. Exhibitors are expected to pick up their work or arrange to have their work picked up at the stated time
B. Exhibitors are encouraged to help with take down of display stands
C. S.O.A.A. will not be responsible for unclaimed art work not picked up during the designated time period
Section 6. Sales
A. Payment for sales will be made to the exhibitor by the treasurer of S.O.A.A. by mail
B. Treasurer will provide a financial report of the exhibit to the membership and President of S.O.A.A
C. S.O.A.A. will deduct 10% sales commission from the selling price of all artwork sold and pay the sales tax