Westchase Artists Society Bylaws


Article I

Name


This organization shall be known as the Westchase Artists Society. The name “Westchase Artists Society” shall not be abbreviated as WAS on any official society correspondence or documents.

Article II

Mission Statement
The mission of the Westchase Artists Society is to develop, nurture, and support the arts and the artists of Northwest Tampa Bay area while working alongside community leaders to develop Northwest Tampa Bay into a vibrant, artistic community.

Article III

Membership
Membership is open to residents of the Tampa Bay area who are interested in the visual arts. No person shall be denied membership because of race, religion, sex, or political affiliation.

Membership Classes & Dues:

The Westchase Artists Society will have one class of membership defined as Member. Members shall be those who have paid their dues.

Dues for membership in the Westchase Artists Society shall be $25.00 per member per year. 
Annual dues for membership will be paid by February 28. Members may join throughout the year and dues paid after December 1 will be applied to the succeeding year. A roster reflecting membership will be prepared in February of each year and updated on a quarterly basis thereafter. 

Categories of Membership: 
Westchase Artists Society will have the following membership categories:

Active Member is defined as a Member who attends two or more meetings in a quarter and/or participates in Westchase Artists Society activities. Active Members will be determined by a tally of volunteer hours and review of event attendance. Active Members have first application rights when participating in Westchase Artists Society functions. 
Non-Active Member is defined as a Member that attends one or fewer meetings each quarter and does not participate in Westchase Artists Society activities. Non-Active Members will be determined by review of attendance and participation.

Membership categories shall be assessed on a quarterly basis.

Article IV

Board of Directors and Officers

Section 1. The management of the Westchase Artists Society shall be the responsibility of the Board of Directors.

Section 2. The officers shall consist of an elected President, Vice President, Secretary, and Treasurer who each serve one (1) year terms. 
Section 3. Any Active Member in the Westchase Artists Society shall be eligible for election as an officer.

Section 4. Election of Officers should be held annually at the January general members meeting with officers taking office on February 1. 
Section 5. In the event of the death or resignation of any officer, the Board has the option to elect a successor from the present active membership who shall take office immediately and serve out the unexpired term. 
Section 6. Meetings of the Board of Directors shall be called by the President with written/e-mail notification to each officer and must be sent to each of the members

of the Board. 
 

Article V

Duties of Officers and Directors

Section 1. The President shall be the Chief Executive Officer of the Westchase Artists Society and of the Board of Directors and shall preside over all board meetings. The President shall be an ex-officio member of all committees. The President and the Treasurer, or their delegates, shall sign all written contracts and obligations of the Westchase Artists Society which have met prior approval of the Board of Directors

to be legal and binding. 
Section 2. The Vice President performs the President’s responsibilities when the President is unavailable and works closely with the President and other Board members. The Vice President performs other responsibilities as assigned by the Board.

Section 3. The Secretary shall record the minutes of all meetings of the Westchase Artists Society and of the Board of Directors, issue notices of special meetings, keep all records and perform all other duties customarily pertaining to the office. The Secretary shall serve as Westchase Artists Society Historian and keep all records necessary to the performance of this duty.

Section 4. The Treasurer shall ensure that all receipts are deposited in the name of the Westchase Artists Society in banks, savings and loan, associations, or trust companies selected by the Board of Directors. The Treasurer overseas all Westchase Artists Society finances, including receipts and authorized disbursements. The Treasurer shall, at each annual meeting, render an itemized statement of the financial condition and the receipts and disbursements of the Westchase Artists Society for the current fiscal year and the current status of all budgets.

Section 5. The Board of Directors shall have charge of the general management of the Westchase Artists Society, hear all grievances, authorize and audit all expenditures, and approval all appointments. The Board of Directors shall appoint all committees and committee chairs.

Article VI

Committees
Section 1. The President, with the approval of the Board of Directors, may also appoint the following standing committees and the chairperson of each and shall assign a member of the Board of Directors as additional ex-officio member of each committee and liaison to the Board. All committee chairpersons shall serve for one year.

Membership — To track member attendance and participation for use in determining membership categories. To devise ways and means of adding new members and supervise new member orientation. To promote attendance at Westchase Artists Society meetings/events and to arrange for the friendly reception of those attending. To assess membership categories and encourage members to maintain an active membership status.

Program — To arrange programs for all Westchase Artists Society meetings/events. To plan and implement programs to educate Westchase Artists Society members and the community at large.

Events — To plan and implement art related events to educate the public and promote the arts and artists in the community, including gallery and outdoor shows and exhibits, plein air painting, workshops, etc. To form volunteer groups of Westchase Artists Society members in support of Westchase Artists Society events.

Public Relations — To be responsible for the official publications of the Westchase Artists Society such as the newsletter, web site, and other assigned communications. To secure desirable publicity and to promote the prestige and standing of the Westchase Artists Society in the community. To assist the promotion and advertising of approved community projects. 
Community and Government Relations — To be responsible for the official participation of the Westchase Artists Society and its members in local community and government matters. Duties shall include communication and collaboration with local community associations and committees in matters relating to art and artists.

Section 2. The President, with the approval of the Board of Directors, may also appoint such special committees as may be needed to carry on the work of the Westchase Artists Society and shall name the chairperson of each.

Section 3. No committee shall have the authority to commit Westchase Artists Society on matters of policy or to create financial obligations. All committee plans and action are subject to the approval of the Board of Directors.

Article VII

Member Meetings
Section 1. The regular member meetings of Westchase Artists Society shall be the fourth Tuesday of the month at the Westchase Swim and Tennis Center on Countryway Boulevard or at such times and places as the Board of Directors may determine.

Section 2. Special meetings may be called by the President at the President’s discretion, as well as, by the President upon receipt of a written request by 33% of the membership.

Section 3. Notice of the member meetings and of each special meeting shall be sent by the Secretary to each member of the Westchase Artists Society at his or her last known physical or e-mail address at least 14 days prior to the date of such meeting.

Article VIII

Quorums
Simple majority of the Board of Directors shall constitute a quorum for the transaction of business at any board meeting.

Article IX

Elections
Section 1. A request for officer nominations shall be made in December, at which time nominations may be made from the floor or by e-mail. 
Section 2. Notice of the final slate shall be sent to all members two weeks in advance of the annual meeting in January. E-mail ballots may be sent by members to the nominating committee. Elections will be held to fill all positions on the Board of Directors at the annual meeting.

 

Article X

Board Meetings
Section 1. The regular board meetings of Westchase Artists Society shall be held at least once per quarter or at such times and places as the Board of Directors may determine.

Section 2. Special meetings may be called by the President at the President’s discretion, as well as, by the President upon receipt of a written request by 33% of the membership.

Section 3. Notice of the annual meetings and of each special meeting shall be sent by the secretary to each member of the Westchase Artists Society at his or her last known physical or e-mail address at least 30 days prior to the date of such meeting.

Section 4. The annual meeting of the Westchase Artists Society shall be held in January of each year. 

 

Article XI

Amendments
Section 1. Amendments must be proposed in writing and signed by at least 25% of the members, and a copy thereof must be presented to the Board of Directors for a motion to adopt.

Section 2. Notice of any proposed amendment that has been adopted by the Board shall be sent by the Secretary to the last known address/e-mail of each member of the Westchase Artists Society no more than four weeks after it has been presented to the Board.

Section 3. Amendments shall be moved for adoption and approved by a two-thirds vote of Westchase Artists Society members in attendance or via absentee ballot at the next regular meeting following the notification. 

Adopted: January 10, 2008

Amended: February 1, 2009

Amended: January 26, 2010

Amended: February 1, 2010