Saint Louis Watercolor Society Bylaws

The Saint Louis Watercolor Society, Inc.

Bylaws

Article I.   Applicability

These bylaws govern the operation and management of the affairs of The Saint Louis Watercolor Society, Inc., a Missouri Nonprofit Corporation, Charter No. N00062611, created October 26, 1999.

Article II.  Membership

  1. Membership is open to all persons over the age of 17 interested in water media. on paper
  2. Special Membership Provisions:
  3. No initiation fee shall be required for membership.
  4. Annual dues are determined by the Board of Directors.
  5. Dues are payable July 1.
  6. Forfeiture of Membership: Any member whose dues are not paid by August 1 shall be designated inactive, not eligible for the benefits of active membership.
  7. Signature membership is granted to members who are accepted into two (2) juried shows, sponsored by the corporation, within a ten (10) year period. A breach in active membership will terminate Signature membership and result in the loss of credits earned toward Signature status.

Article III.  Patrons

The Saint Louis Watercolor Society recognizes individuals who support the purpose and objectives of this organization. These individuals contribute to the financial support or in other substantial ways further the organization’s goals and objectives. These individuals will be known as patrons. Patrons shall pay no dues and shall not vote nor hold office.

Article IV. Meetings

  1. The annual meeting of the members shall be held in May.
  2. There shall be a minimum of three membership meetings a year including the annual meeting. The Board of Directors will determine the date and time of these meetings, and whether they will be held in person or electronically.
  3. The President, supported by approval of a majority of the Board of Directors, may call special meetings of the membership.
  4. Twenty-five percent of active members, represented in person, by proxy or by voting online, shall constitute a quorum for the election of Directors.
  5. Members will be notified in writing, by email or mail, no later than two weeks prior to meetings.

Article V.   Directors

  1. The number of Directors of the Corporation shall be eleven (11). This number may be increased or decreased by amendment to these Bylaws.  No decrease in number shall have the effect of shortening the term of any incumbent Director.  The Directors shall be elected by the membership at the annual meeting.  Each Director shall hold office for two years.
  2. Any vacancy occurring in the Board of Directors may be filled by the affirmative vote of a majority of the remaining Directors. Directors may be removed from office by the affirmative vote of the remaining Directors for failure to perform the duties of their office.
  3. The Board of Directors shall meet at least once per year and at other times as shall be agreed upon by the Board. The President or any member of the Board of Directors may call special meetings of the Board of Directors.
  4. A majority of the Board of Directors shall constitute a quorum for the transaction of business at a meeting.
  5. Directors shall serve voluntarily without compensation.

 Article VI.  Officers

  1. The officers of the Corporation shall be a President, Vice President, a Secretary, and a Treasurer. Officers are also Directors.  The Emeritus President may attend Board meetings but is not an officer nor does he/she have Board voting privileges.
  2. The Board of Directors shall elect the Vice President from the current Board members at the annual meeting of the Board of Directors. They shall hold office until the next annual meeting of the Board of Directors.  Any officer may resign upon written notice to the Board of Directors.  The Board of Directors with or without cause may remove any officer.
  3. The officers of the corporation shall have such powers and duties as generally pertain to their respective offices as well as such powers and duties as may be designated to them by the Board of Directors.

Article VII.  Committees:

The President shall have the power to appoint with power of revocation the chairperson of all committees. Their appointment or revocation must be approved by the Board of Directors.  They shall be governed in their activities by the scope of their appointments. The committee members are to be responsible for maintaining both their job descriptions and an online procedures file that will function as a guideline for the new committee members taking their positions. The committees may include but are not limited to the following:

(Executive Committee is comprised of our Officers)

  1. President:

Responsible for running Board meetings and membership meetings.

Responsible for smooth running of annual calendar of job duties for Board members.

Responsible for writing a welcome letter to send to renewing members as of Aug 1.

Responsible for filling the vacancies of Board members.

Member of the Executive Committee.

  1. Vice President:

Responsible for filling in for the President when the President is not able to perform the duties of the position.

Responsible for filling in for another committee chair.

Member of the Executive Committee.

  1. Treasurer:

Responsible for contracts, rentals, payments and money transactions, annual budgets, insurance, taxes, and annual filing with Missouri Secretary of State’s office.

Responsible for monthly budget reports to include Balance Sheet, Profit and Loss, and other reports considered pertinent to the operation of the Corporation.

Responsible for picking up mail from the STLWS Post Office Box weekly.

Responsible for working with our bookkeeper.

Member of the Executive Committee.

  1. Secretary:

Responsible for taking the Minutes at Board meetings.

Responsible for keeping all the organization’s records.

Responsible for sending out emails to the membership on important issues via email and keeping the mailing list updated.

Responsible for administering the STLWS website, updating it as needed, and posting all blog news.

Responsible for keeping the Membership Directory updated and posted on the website.

Responsible for producing the STLWS newsletter quarterly.

Responsible for creating all forms needed to carry out the STLWS business and advertising.

Member of the Executive Committee.

(Balance of Committees comprised of Board Directors)

  1. Exhibits Committee Co-Chairs:

Responsible for overseeing STLWS exhibits, i.e., recruiting volunteers to oversee various venues and assisting as needed.

Responsible for scouting galleries for STLWS exhibitions.

Responsible for contracting all STLWS exhibitions with galleries.

Responsible for securing juror for Annual Juried Exhibition, Annual Membership Awards Exhibition – Big Splash, and Signature Member Exhibitions.

Responsible for producing title cards for exhibitions, award certificates and new

Signature member certificates.

  1. Publicity Committee:

To promote, inform, and advance the watercolor society within the community.

Responsible for posting press releases with the various advertising media on upcoming exhibitions.

Responsible for soliciting corporate prize donations for the STLWS Annual    Membership Awards Exhibition – Big Splash, packaging them for distribution at the awards ceremony, and sending the sponsors thank you letters with an exhibition catalog.

Responsible for managing all STLWS social media platforms as determined appropriate by the Board.

  1. Workshops Committee Co-Chairs:

To plan educational opportunities for the organization.

Responsible for selecting future workshop artists 3 years in advance and getting them under contract.

Responsible for contracts with venues where workshops are to be held.

Responsible during workshops to set up the room for the workshop and act as facilitator for both artist and workshop attendees and recruit additional volunteers as necessary.

Responsible for workshop promotion and registration.

  1. Programs Committee:

To coordinate activities to achieve the purpose and goals of the Society.

Responsible for recruiting guest presenters for membership meetings and facilitating their needs for their presentations.

Responsible for contracting with venues for STLWS Retreats, setting fees for the retreats, helping with creation of the registration forms for the events, and recruiting volunteers to help with the events.

Responsible for overseeing and recruiting a volunteer to run the Self-Help Painters   sessions, which includes contracting the venue for the event, setting the fee to participate.

Oversee the STLWS video library which includes purchasing new DVDs to add to the library and recruiting a volunteer to handle rental of the DVDs.

  1. Membership Committee:

Responsible for maintaining the STLWS membership roster, creating membership dues records, creating membership cards, and sending out welcome letters to members.  Responsible for keeping the membership directory updated.

Responsible for answering any questions regarding membership.

Responsible for supervising the volunteer maintains up-to-date name tags for the   membership.

  1. Hospitality Committee:

Responsible for recruiting volunteers as greeters and bringing snacks to members

meetings.

Responsible for coordinating food at STLWS exhibition openings, and other events as deemed necessary.

Article VIII. Rules and Regulations Governing Exhibitions

  1. All acts of the Saint Louis Watercolor Society, Inc. shall be in accord with the democratic principles fostering understanding and tolerance for all original expressions of art done in water media on paper. The board does reserve the right to reject artwork that does not conform to community values. It shall adhere strictly to the practice of accepting only original works for exhibition.
  2. Exhibitions shall be conducted in conformance with the rules and regulations governing awards shows as established by the Board of Directors.
  3. Saint Louis Watercolor Society members are not permitted to serve as a juror of our Annual Juried Exhibitions.

Article IX. Amendments

These bylaws may be amended at any regular meeting of the Board of Directors providing the membership has been informed two weeks in advance of the Board’s vote, either in writing, by email, or at one membership meeting, of said amendment(s).

Article X.  Financial

  1. The fiscal year of the corporation shall be July 1 to June 30. Officers with authority to sign legal documents and checks are the President, Vice President and the Treasurer.
  2. The annual budget shall be approved by the Board of Directors.

Article XI. Records: The following records are pertinent to operations of the Saint Louis Watercolor Society, Inc. There shall be records for: Board Meetings, Exhibits, Finances, Hospitality, Membership, Programs, Publicity, and Workshops.

Adopted April 8, 2025

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