By-laws of Desert Quail Tolers
A Chapter of the Society of Decorative Painters
Revised November 2017
Article I. Name
1. The name of this non-profit organization shall be the Desert Quail Tolers, a Chapter of the Society of Decorative Painters.
Article II. Purpose
1. The purpose of this chapter shall be in common with that of the Society, to stimulate interest in and appreciation for the art of tole and decorative painting.
Article III. Basic Policies
1. Our policy is to establish in our organization an ethical code of behavior which will promote a climate of friendship, courtesy and mutual consideration among members.
2. The name of the chapter or the names of any members in their official capacities shall not be used to promote or endorse any commercial concern or in connection with any partisan interest or for any purpose not appropriately related to the promotion of the objective of the organization.
Article IV. Membership and Dues
1. Membership in the chapter is open only to persons who are members in good standing with The Society, and who, in accepting membership, thereby agree to follow these bylaws and those of The Society.
2. Proof of membership in the Society must be provided.
3. Non-resident members of The Society may visit the chapter as specified in the Standing Rules.
4. Non-member guests may visit as specified in the Standing Rules.
5. Membership dues shall be determined only by vote of the Membership.
6. Membership dues are due and payable as stated in the Standing Rules.
7. The amount of membership dues are as stated in the Standing Rules.
Article V. Meetings
1. Regular meetings of this chapter shall be held as stated in the Standing Rules.
2. The Board of Directors shall have the authority to change the dates of meetings, and set places and times for meetings, provided sufficient notice is given to the membership.
3. A quorum shall consist of not less than 1/4 of the membership.
4. The privilege of holding office, making motions, debating, and voting shall be limited to members in good standing for the current calendar year.
Article VI. Elected Officers
1. The elected officers of this chapter shall be President, First Vice President, Second Vice President, Secretary, Treasurer, Newsletter Chairman and Ways and Means Chairman.
2. The term of office shall be one year. It is preferred that no officer hold the same position for more than two consecutive terms. However, it is understood a Board position may be filled for more than two consecutive terms rather than be left vacant.
3. Duties of the officers shall be as follows:
a. The President shall preside at all meetings of the chapter and meetings of the Board of Directors; shall be a member ex-officio of all committees, with the exception of the nominating committee; shall sign checks in the absence of the Treasurer, and shall perform such other duties as usually pertain to the office. The President shall be responsible to see that all required reports and correspondence are sent to the Society office.
b. The First Vice President shall preside in the absence of the President; shall assist the President, and shall serve as Program Chairman.
c. The Second Vice President shall serve as the Membership Chairman.
d. The Secretary shall record minutes of all meetings of the chapter and of the Board of Directors. These minutes shall be kept in books that are the property of the Chapter, and shall be a complete and clear record of activities. A current copy of the Standing Rules should be maintained and available to the membership at all times.
e. The Treasurer shall receive all monies of the chapter, shall keep an accurate record of receipts and expenditures, pay all bills upon approval of the Board of Directors, present a statement of account at every meeting of the Board of Directors and when requested by the chapter. The Treasurer shall prepare a complete report at the end of the calendar year. The Treasurer shall provide a copy of the report to the President to be sent to the Society office with the Annual Report.
f. The Newsletter Chairman shall compile and distribute to the membership, a newsletter on a monthly basis. Information will be gathered from all Officers and Committees for each publication. The Newsletter Chairman should always be mindful of other information that the general membership needs in order to be fully informed of the Chapter business and to provide the data on a timely basis.
g. The Ways and Means Chairman shall make arrangements for fund raising events at each general membership meeting of the Chapter. These events may be raffles using donations from the membership or the purchase of items to be raffled.
Article VII. Appointed Officers and Parliamentarian
1. Appointed officers of the Chapter may be appointed for special duties as deemed necessary by the President, with the approval of the Board of Directors.
a. There are currently not any officially appointed Chairmen with vote serving on the Board of Directors.
b. Should there be officially appointed Chairmen in the future, the term of office shall be one year. No appointed officer may hold the same office for more than two consecutive full terms. However rather than having a vacant position the officer may continue to serve.
c. The number of appointed officers with vote, shall not exceed the number of elected officers.
2. The President may appoint a Parliamentarian who shall attend both Board and chapter meetings, but shall not be a voting member of the Board. The parliamentarian shall ensure adherence to these bylaws and shall assure the President of a quorum.
Article VIII. Board of Directors
1. The Board of Directors shall consist of the elected officers, and the appointed officers with vote as specified in Article VII.
2. The duties of the Board of Directors shall be:
a. To transact necessary business in the intervals between chapter meetings and such other business as may be referred to it by the chapter membership.
b. To submit an annual budget to the chapter membership for approval.
c. To review all un-budgeted expenses and make recommendations to the chapter membership regarding payment.
3. Meeting of the Board of Directors shall normally be held prior to the regular chapter meetings. A majority shall constitute a quorum. Special meetings of the Board of Directors may be called by the President and must be called by the President upon written request of two members of the Board.
Article IX. Finances
1. The Board of Directors, upon recommendation of the Treasurer, shall designate all financial institutions that shall be the depository of chapter funds. At least 3 members of the Board, including the Treasurer, shall complete signature cards on the Chapter account.
2. To insure that accounting procedures are accurate, consistent and current, an audit committee designated by the Board of Directors shall perform a year-end audit of the Treasurer's records. Special Audits may be scheduled if deemed necessary due to changes of officers, etc.
Article X. Committees
1. Standing committees may be created as needed to promote the objectives and interests of the chapter. The President, with the approval of the Board of Directors, shall appoint committee chairmen. The Chairman may then select committee members as needed. Each committee member shall serve for a term of one year, and may serve no more than two consecutive full terms in the same position. However, rather than having a vacant position the member may continue to serve.
2. Special committees may be created at the discretion of the President, with the approval of the Board of Directors. The duties of any special committee shall be stated upon their appointment, and such committee shall cease to exist when their final report is accepted or adopted.
3. No committee work or monies expended shall be undertaken without the approval of the Board of Directors.
Article XI. Nominations and Elections
1. Nominations shall be made in the fall for the coming year.
a. The Nominating Committee, composed of not less than three (3) nor more than five (5) members shall be appointed by the President with the approval of the Board of Directors. The nominating committee shall be appointed at least two (2) months before the meeting at which elections are held.
b. The Nominating Committee shall prepare a slate for the election of officers and shall submit it to the members at least two (2) weeks prior to the meeting at which elections will be held, either through means of the chapter Newsletter or a special mailing.
c. There shall be provision for nominations from the floor for each office at the meeting at which elections are held provided that prior consent of nominee has been obtained.
d. A member of the Nominating Committee may become a candidate without resigning from the committee.
2. Elections shall take place before the close of the calendar year.
a. Officers shall be elected prior to the year end and shall take office January 1st. They shall hold office until a successor is duly named.
b. A majority vote is required to elect. If there is more than one candidate for an office, voting shall be by written ballot.
c. Vacancies in office that occur during the year shall be filled by a majority vote of the Board of Directors, except to the office of President, in which the First Vice President shall succeed.
Article XII. Amendments
1. Proposed amendments to these bylaws shall be submitted in writing to the President for review by the Board of Directors.
2. These bylaws may be altered or changed by a 2/3 vote of the members present at a meeting at which a quorum is present, provided that the proposed changes have been presented in writing to the members at least two (2) weeks prior to the meeting at which the voting takes place.
3. If, at two consecutive meetings a quorum has not been present, these bylaws can be changed upon written ballot of the members, provided that a majority of members, return the written ballot.
Article XIII. Parliamentary Authority
1. Roberts Rules of Order, Newly Revised, shall be the Parliamentary Authority for all matters not in conflict with these bylaws or the bylaws of the Society.
Article XIV. Dissolution
1. In the event of dissolution of the chapter, all liabilities and obligations of the chapter shall be paid, satisfied and discharged or adequate provision made thereof. Any remaining funds in the treasury at the time shall be given to the Society of Decorative Painters, Inc., the International Museum of the Society of Decorative Painters, or a like organization as determined by a majority of the remaining members.
Desert Quail Tolers Standing Rules
Revised November 2017
1. The financial records and the budget shall be kept on a calendar year basis from January 1 to December 31.
2. The dues for each member shall be determined annually. Dues are payable before December 1 each year for the following calendar year.
3. Non-resident members of the Society of Decorative Painters and non-member guests may visit this chapter no more than two meetings per calendar year. Therefore, the visitor will be required to join the Chapter if they wish to attend more than two meetings. Membership in the Society of Decorative Painters will also be required.
4. Business meetings of the Chapter shall be held not less than four (4) times annually. All members are welcome to attend Board meetings. Regular Chapter meetings are normanlly held on the fourth (4) Tuesday of each month. The December meeting is scheduled to host a Christmas Party and may necessitate a different meeting date.
5. The Chapter will pay a $125 teaching fee for a class presented during regular monthly meetings. The amount charged each month for attending the class will be determined based on the Chapter costs for all related supplies, teaching fees, etc. The Chapter may also pay up to 50 cents per mile gasoline allowance from the teacher's home to the meeting location for non-member teachers.
6. One or more seminars are generally scheduled during the year. These seminars are open to non-members only after Chapter members have been accommodated. Non-members will be required to pay a higher fee than Chapter members.
7. The teaching fee paid by the Chapter for Seminars is negotiated between the teacher and the Seminar Chairman. The seminar fee charged to the members and non-members will be determined based on the costs to the Chapter for the teacher, meeting room, supplies, etc. Surface fees may be priced separately.
8. Election of officers for the upcoming year shall be held each year in November with installation of the new officers being at the December meeting.
9. If any member has a request, suggestion or complaint needing attention or any action by the Board of Directors, the following procedure is suggested:
a. Contact the President or another Board member regarding the nature of the concern.
b. The President may invite the member to the next Board meeting or may call a special Board meeting if deemed necessary.
c. Other members, committees, etc. involved may also be invited to present views regarding the concern to the Board.
d. The Board shall take action on the concern to solve it in a fair and equitable manner.
10. A monetary advance may be given annually to the President for the purpose of attending the Annual Meeting and Leadership Conference of the Society of Decorative Painters. The amount of the advance shall be determined each year at the Chapter's Budget meeting. Should the President be unable to attend, this amount may be advanced to another member of the Executive Board. The officer receiving the advance shall attend the Leadership Conference, the annual meeting and any other function that will benefit the Chapter. An expense report, together with receipts, will be provided to the Treasurer at the Board or general meeting (whichever comes first) following the conference. Any unspent funds shall be returned at this time. The attendee shall also provide a report of the conference to members at the next general meeting of the Chapter.
11. A reward system, hereafter known as "Quail Eggs' will be in effect to encourage member participation in chapter events. The Quail Egg Committee will handle the administration of this program.
12. Selling of merchandise at the regular monthly meetings is limited to the sale of painting related items by the current teacher and/or Chapter members. Any other vendors displaying painting related items for sale must be at the specific invitation of the Board. In the case of outside vendors, they may be required to limit the time of their display to the social hour prior to the start of the meeting.
The Chapter collects monetary donations or holds special raffles for one or more charities each year. All selected charities must be official non-profit organizations. It is mandatory for all charitable funds to be reflected in detail on the Chapter treasury records.
13. These Standing Rules may be amended by a majority vote of the members at any meeting where in there is a quorum.