By-Laws

All About Art Club By Laws

Approved October 2013

 Article I – GENERAL

Section A. The name of the club shall be All About Art.

Section B. The purpose of this organization is to create an inviting and supportive environment that encourages artistic development for people of all abilities who share a love of art, through art education and opportunities to explore and grow.

Section C. These by-laws will fully comply with the Association’s Governing Documents, and Chartered Club Rules and Procedures. In the event of a conflict between these By-Laws and the Documents, or Rules, the Documents or Rules will prevail.

Section D. This Organization shall be operated as a Non-Profit Association in accordance with applicable statutes and the Association’s Documents.

Section E. Sub-groups, i.e, Special Interest Groups, chapters may be formed as needed. See CCR&P 2.2-C.

 Article II – MEMBERSHIP

Section A. Membership shall be open to all Sun City Hilton Head Community Association members in good standing without discrimination as to race, religion, color, ethnic culture or national heritage. Members are required to present Member Activity Cards when joining the Club and at each Membership renewal.

Section B. There shall be no precondition for membership. If a particular skill is required, the Club must provide instructions to prospective members. Members cannot be required to join any national, state, or regionally affiliated organization.

Section C. Guests may attend a maximum of three meetings or events as a Non-Member. Thereafter, a resident shall be required to become a dues-paying member.

Section D. Dues shall be paid annually for the calendar year, January 1 through December 31 and are determined by the Executive Board. Membership dues paid after September 30th apply to the remainder of the current year through December of the following year. Club membership is required to be renewed annually. Any increase in dues shall be approved by the general membership.

 Article III – OFFICERS

Section A. Executive Board

The Executive Board is the governing body of the club. The Executive Board shall consist of a President, a Vice President, a Secretary, a Treasurer and three (3) Members at Large. Any one member may not hold more than one position on the Executive Board. No two members of the same household may serve on the same Executive Board.

Section B. Election of Executive Board

The Executive Board Members shall be elected by a vote of the general membership, shall serve without compensation and shall be considered the governing body of the Club. The newly elected Officers or appointed Officers, in case of a vacancy or recall, shall within 14 business days, attest that they have read and understand and will abide by the Club’s by-laws and the Association’s Chartered Club Rules and Procedures by signing the New Club Officer’s form CC50 and forwarding it to Lifestyle Services.

Section C. Terms of Office and Responsibilities

Officers shall serve for a term of two (2) years. The President of the Executive Board is limited to no more than two consecutive terms. Members at Large are ineligible for immediate re-election. The President, Vice President and one (1) Member at Large shall be elected in odd numbered years for two (2) year terms commencing on January 1st of the following year. The Secretary, Treasurer and two (2) Members at Large shall be elected in even numbered years for two (2) year terms commencing on January 1st of the following year.

The President shall preside at all meetings, consult with other officers of the organization and/or the membership on all matters of concern to the organization. The Vice-President shall preside at meetings in the absence of the President and assist whenever necessary. The Secretary shall record minutes of all meetings and maintain a file of all minutes. The Treasurer shall keep all financial records, collect dues, keep an up-to-date membership list and maintain the Club’s checking account.  Members at Large represent the interests of the general membership on the Board. They may take responsibility for specified activities on the basis of interest and at the request of the President.

Section D. Nomination and Election Procedures

A nominating committee consisting of no fewer than three Club members shall be appointed by the Executive Board and announced at the July Quarterly Meeting each year. The Nominating Committee shall present the proposed slate of officers at the October Quarterly meeting each year. Nominations may be made from the floor following the report from the Nominating Committee. Officers will be elected by a  majority vote. Voting is a majority vote by show of hands if uncontested or by secret ballot if more than one member is running for the same office.

Section E. Executive Board Meeting Quorum Procedures

The Executive Board shall hold regularly scheduled and announced meetings, with at least one such meeting being held each quarter. Meetings may also be called at the request of any member of the Board. A quorum shall consist of fifty-one percent (51%) of the Executive Board. Board meetings shall be open to all members however, specific issues should be first brought to the attention of the appropriate Committee Chair for inclusion in the meeting agenda prior to the meeting date.

Section F. Executive Board Meeting Voting Procedures

Voting shall be by majority agreement.  Electronic voting may be used for routine matters in accordance with paragraph 3.7 E of the CCR&Ps.  If during the balloting a single person votes “Disagree” the balloting stops and must wait for the next face-to-face meeting so the matter can be discussed.

Section G. Vacancies of Officers

Interim appointments shall be made by the Executive Board to fill unexpired terms if an office becomes vacant.

Section H. Recall of Officers An officer can be removed from office by a majority vote of the membership. This vote shall be by secret ballot. Written notice of the vote shall be given to members at least two weeks prior to the special meeting called for such a purpose.

Section I. Retiring Officers All Executive Board members, upon retiring from office, shall deliver all records, historical information and other property belonging to the Club to their successor.

 Article IV. MEMBERSHIP MEETINGS

Section A. General membership meetings will be held on a quarterly basis. In addition, special meetings may be called by the Executive Board. Special meetings require written notice to all members at least two weeks prior to the called meeting, and must state the purpose and provide the agenda.

Section B. Procedures not covered by these by-laws shall be governed by Robert’s Rules of Order. See Section 3.7 in the CCR&P, Parliamentary Procedures.

Section C. A quorum at a regular or special meeting shall follow the matrix outlined in Section 3.7 A of the CCR&P. (Membership between 101 – 500 is 12%.)

Section D. Voting Procedures. A majority vote, by show of hands, unless a secret ballot is requested, shall be considered the will of the Club.

 Article V. FINANCIAL

Section A. Financial records shall be maintained for a period of seven (7) years. These records shall remain with the current Treasurer.

Section B. Dual signatures are required on all checks over $500. Electronic payments require two signatures on invoices. All expenditures should be paid by check regardless of the amount. All activities that involve financial transactions shall operate within the budget which shall be approved annually by the general membership. Non-budgeted expenditures of up to $300 per transaction may be approved by the Treasurer.

Section C. If any financial transactions take place within the Club, the records must be certified on an annual basis by an individual(s) other than those elected to the Executive Board or their immediate family. The results of the certification shall be presented to the general membership and duly recorded in the applicable minutes of the meeting at which it is presented.

Section D. Responsibility for Cash and Inventory Control shall be delegated to an officer by the Executive Board. The financial records shall include:  A record of all monies collected and disbursed into the Club’s checking account. An Annual membership list. An annual inventory of all fixed assets. An annual financial report based on a calendar year shall be submitted to the General Membership and to the Community Association.

 Article VI. COMMITTEES

Section A. Standing committees shall be created as the Executive Board deems necessary to promote the objectives of the Club. Standing committees shall include but not be limited to the following:

Finance/Certification Committee. This committee’s responsibilities shall be the review and certification of the Club’s financial records as stated in Article V, Section C.

Nominating Committee. This committee’s responsibility is to offer nominations for vacancies on the Executive Board.

Education Committee. This committee’s responsibilities are to hold regular meetings with the art teachers, schedule classes and establish procedures for prospective students.

Art Show Committee. This committee’s responsibilities include scheduling of dates and times, publicity, preparation of art room and entertainment, hanging, recording art work submitted and sold. Committee must stay apprised of and comply with any Community Association requirements.

Section B. Committee chairpersons may be appointed by the Executive Board.

 Article VII. AMENDMENTS

Section A. Proposed By-Law Changes shall be approved by the Executive Board and submitted to the Lifestyles Department for preliminary approval. Club members shall be notified in writing of a meeting to amend the By-Laws in the same manner as is specified for a special meeting of the membership (two [2] weeks in advance). Article IV, Section B.

Section B. Amendment of the By-Laws of this Club requires a majority vote of the membership present at a meeting duly called for such a purpose, with a quorum being present, and required notice of such meeting given. A complete revised copy of the By-Laws will be presented to the Club members, and upon a majority vote by the membership, will be forwarded to the Lifestyle Director for final approval.

 Article VIII. DISSOLUTION

Prior to club dissolution, and after all debts are satisfied, all property and assets shall be documented and relinquished to the Sun City Hilton Head Community Association through the Lifestyle Department.

Approved October 2013