KINGS POINT ART LEAGUE BYLAWS ARTICLE I NAME and ADDRESS SECTION 1. Name The Kings Point Art League, a not-for-profit organization. SECTION 2. Address 1900 Clubhouse Drive, Sun City Center, FL 33573 ARTICLE II PURPOSE SECTION 1. Purpose A. To promote interest and welfare of the individual artist. B. To foster improvement in the various fields of our endeavor. C. To cooperate with all individuals and groups having similar aims. D. To promote art culture through civic activities in our vicinity. ARTICLE III MEMBERSHIP SECTION 1. Eligibility A. Membership in the Kings Point Art League shall be available to all Kings Point Residents. B. At least 75% of the Art League s membership should be Kings Point Residents. The remaining may be Sun City Center Community members. SECTION 2. Membership Requirements A. Members are expected to volunteer to help on one or more Committees or Subcommittees in order for the activities of the Art League to be accomplished with a minimum of strain on any one person. B. Members are expected to attend at least two (2) Membership Meetings throughout the year. C. Only currently paid members can enter artwork in the Art League's Art Show. D. All Kings Point Clubhouse rules shall be observed. E. Members must wear their Kings Point Badge or Art League Member Badge when accessing the facility. SECTION 3. Dues A. Membership dues and late charges shall be established by the Board of Directors. SECTION 1. Officers President Vice President ARTICLE IV OFFICERS Secretary Assistant Secretary Treasurer Assistant Treasurer SECTION 2. Officer Requirements A. The Art League President must be a Kings Point Resident. B. All Officers are members of the Board of Directors. C. Officers shall serve a term of one year from June through May or until their successor is elected. D. Officers shall update the Job Descriptions for their Offices by May 1 each year and provide the updated description to the Assistant Secretary. SECTION 3. Officer Duties A. The President shall: 1) Manage the affairs of the Art League and provide overall guidance. 1
2) Schedule meetings, prepare agendas, and run Board and Membership meetings. 3) Oversee the duties of Committee chairpersons and members. 4) Be a member ex officio of all committees except the Nominating Committee. 5) Have the authority in the Treasurer's absence to write and sign checks from the Art League bank account. B. The Vice President shall: 1) Assist the President as requested. 2) Act in the place of the President when the President is absent. 3) Appoint and chair a committee to develop a Slate of Committee Chairperson Candidates for the upcoming year. Amended 05-25-18. 4) Present the Slate of Committee Chairperson Candidates to the Board at the April Board Meeting. Amended 05-25-18. 5) Be ready to assume the President s Office if needed. C. The Secretary shall: 1) Be in charge of all papers and records including archiving copies of the Treasurer s Monthly Reports. 2) Maintain a roster of all members as supplied monthly by the Treasurer. 3) Record minutes for the Membership and Board of Directors meetings. 4) Answer mail regarding the business. of the Art League and keep a correspondence file. D. The Assistant Secretary shall: 1) Assist the Secretary as requested. 2) Maintain a file of updated Officer and Committee Job Descriptions for the Board s use in informing Officers and Committee Chairpersons of the detailed duties of their positions. 3) Be ready to assume the Secretary s Office if needed. E. The Treasurer shall: 1) Membership a. Collect and record membership dues. b. From the Membership Forms, maintain an up to date Membership List including member volunteer assignment preferences. c. Provide a copy of the Membership List to the President and Secretary monthly. d. Provide a list of volunteer assignment preferences to Committee Chairpersons. e. Place a Sign-in sheet at the door prior to a Membership Meeting. 2) Receipts & Disbursements a. Keep an accurate account of all receipts and disbursements. b. Maintain a file of all vouchers, receipts, bills and cancelled checks. c. Prepare and present monthly statements at the Board and Membership meetings showing income and expenses for the month and for year to date. d. Maintain a list of Assets and Liabilities and provide a copy to the Board at the September Board Meeting. e. Have the authority to write and sign checks from the Art League bank account. The President and the Assistant Treasurer also have signing authority. 2
3) Expenditures a. Art Show The Art Show Chairperson with the Treasurer shall prepare an Art Show Budget for approval by the Board. b. Demonstrations Demonstrator fees shall be established by the Board. c. Functions with a Fee (e.g. Catered Luncheons) The Treasurer shall provide the KP Business Office within 10 business days a Profit/Loss Statement, copies of bills over $100, and copies of charitable donations. 4) Fiscal Year a. The Art League s Fiscal Year begins on June 1 and ends on May 31. 5) Budget Committee a. In March, a Budget Committee consisting of the President, Vice president, Treasurer, Assistant Treasurer, and the Incoming Officer Candidates if known, shall prepare a budget for the following year based on financial records and anticipated Art League and Committee needs. b. The Proposed Budget shall be submitted to the Board for approval at the March Board Meeting. 6) Audit a. The financial records of the Art League shall be audited annually after the close of the fiscal year, when there is a change in Treasurer or Assistant Treasurer, and at such other times as the Board of Directors may request. b. Auditing Committee (1) In April, the President shall appoint an Auditing Committee consisting of three members of the Art League who are financially knowledgeable. (2) The Committee shall audit the Financial Records after the close of the fiscal year and present the Audit Report to the Board at the September Board of Directors Meeting. 7) Installation of Officers a. Banking: See Article IV.4.C.3 b. KP Business Office: See Article IV.4.C.4 F. The Assistant Treasurer shall: 1) Assist the Treasurer as requested. 2) Have the authority in the Treasurer's absence to write and sign checks from the Art League bank account. 3) Maintain an Art Room Inventory of equipment and Art League possessions and provide a copy to the Board at the September Board Meeting. 4) Be ready to assume the Treasurer 's office if needed. SECTION 4. Nomination, Election, and Installation of Officers A. Nominations 1) In December, the President shall appoint a Nominating Committee consisting of three members. 2) The Nominating Committee shall: a. Solicit Officer Candidates for the following year. b. Present the Slate of Officer Candidates to the Membership at the March Meeting. 3
3) After the Nominating Committee presents its report, the Chair shall call for further nominations(s) from the floor. Amended 05-25-18. 4) The President shall: a. Send a notice to the Membership the first week in April, by phone, mail or email, reminding them of the Annual Meeting and including a copy of the Slate of Officer Candidates. B. Election 1) The Annual Meeting and the Election of Officers shall be held on the fourth Friday in April. 2) The Election of Officers shall be voted on by the Members if one-fifth (1/5) of the Art League's membership is present at the April meeting. Using a show of hands, the Election shall be decided by a majority vote of the members present. The President shall cast a tie breaking vote if needed. 3) If one-fifth (1/5) of the Art League 's Membership is not present at the Annual April meeting, the Election of Officers shall be considered "old, unfinished business" and carried forward until the May membership meeting. At that time, using a show of hands, the Election shall be decided by a majority vote of the members present. The President shall cast a tie breaking vote if needed. 4) The newly elected Officers shall assume their Offices immediately after their Installation in May. C. Installation 1) The newly elected Officers shall be installed prior to adjournment of the May Membership Meeting and shall immediately assume their offices. 2) The newly elected Officers shall hold a Special Board Meeting immediately following the Installation to appoint the Committee Chairpersons needed to carry out the goals of the Art League. Committee Chairpersons that cannot be appointed at this meeting shall be appointed at the September Board Meeting by the Board. Amended 05-25-18. 3) After the Installation, the Treasurer, Assistant Treasurer, and President shall take a copy of both KPAL minutes that recorded the Election and the Installation to the current banking institution and sign bank account signature cards. 4) The Treasurer, within ten business days of the Installation, shall provide the KP Business Office with a copy of the Bylaws, Membership List (President and 75% of Board must be KP residents), and a voided check from the Art League bank account. SECTION 5. Officer Vacancy A. Vacancy of President, Secretary, or Treasurer 1) The vacancy shall be filled by the Vice President, Assistant Secretary, or Assistant Treasurer respectively. 2) If any one of these vacancies cannot be filled by the secondary position, the position shall be filled: a. First from the Board of Directors by a two-thirds majority vote of the Board. b. Second by following the posting procedure listed in Part B of this Section. B. Vacancy of Vice President, Assistant Secretary, or Assistant Treasurer 1) A notice of the vacant position shall be posted in the Art Room and the membership shall be notified by phone, mail or email. 2) At the next regularly scheduled membership meeting, nominations shall be made by the Board of Directors and from the floor. 3) The vacancy shall be filled by a majority vote of the members present provided at least one-fifth (1/5) of the membership is present. 4) Installation of the member elected to fill the vacancy is immediately after election. 4
ARTICLE V Content removed as part of the Amendment Amended 05-25-18. SECTION 1. Board of Directors ~ Composition ARTICLE VI BOARD OF DIRECTORS A. The Board of Directors shall consist of the Officers and the Committee Chairpersons. Amended 05-25-18. B. Each member is a voting member. C. At least 75% of the Board of Directors must be Kings Point Residents. SECTION 2. Board of Directors ~ Responsibilities A. Manage Art League activities. B. Establish annual dues and late dues charges. C. Establish fees for Demonstrators. D. Approve changes to the Budget. E. In March, approve a Schedule of Meetings and Events for the upcoming year. F. In March, review the Proposed Budget provided by the Budget Committee and approve a Budget for the upcoming year. G. Appoint replacements for Committee Chairperson vacancies. ARTICLE VII COMMITTEES SECTION 1. Committee Chairperson Appointment A. The incoming Officers shall appoint Committee Chairpersons for the upcoming year at the Special Board Meeting following the Installation. B. Committee Chairpersons that cannot be appointed at the Installation Meeting shall be appointed at the September Board Meeting by the Board. C. Committee Chairperson replacements shall be appointed by the Board. D. Committee Chairpersons shall serve a term consistent with that of the Officers June thru May. SECTION 2. Committee Chairperson Duties A. The Board shall provide each Chairperson with the responsibilities for their Committee. B. Chairpersons are responsible for accomplishing the Committee s duties in a timely manner. C. Chairpersons shall make Committee progress reports to the Board. D. Chairpersons shall update the Job Descriptions for their Committees by May 1 each year and provide the updated description to the Assistant Secretary. E. Treasurer shall provide a list of volunteer assignment preferences to the Chairpersons. SECTION 3. Committees A. Committees shall be appointed each year as needed to meet the goals of the Art League. B. The Committees may include but are not limited to the following: Art Show Artist of the Month Craft Fair Fall Craft Fair Spring Demonstrations Displays Art Room & Business Office Newsletter Parliamentarian Photographer Posters Public Relations Publicity Newspapers 5
Displays COA & First Service E-mail notifications Fall Activities Fair Hospitality Coffee & Cookies Librarian/Historian Luncheons Catered Luncheons Potluck New Members Room Set-ups Silent Auction Sunshine (mailing of cards) Telephone Callers Website Workshops Excursions appoint when needed SECTION 4. Special Committees A. The President or Board of Directors may appoint Special Committees when necessary to deal with unique non-recurring needs of the Art League. ARTICLE VIII MEETINGS, QUORUM, VOTING SECTION 1. Board of Directors Meetings A. Board of Directors Meetings shall be held on the Tuesday preceding the Membership Meeting at 10:30 am in the Art Room unless otherwise specified. 1) All currently paid members are welcome to attend as seating allows. 2) Members may speak briefly with permission from the President but have no voting privileges. B. Special Meetings may be called by the President if members have been given a one week notice and informed of the meeting s purpose by phone, mail or email. C. The Board of Directors shall by a simple majority vote of those present at the Board meeting conduct Art League business as defined in the Bylaws provided that at least seven (7) Board Members are present. SECTION 2. Membership Meetings A. Guests are welcome and there is no charge for attending Demonstrations. B. The regular monthly Membership Meetings shall be held on the fourth Friday of each month in the Kings Point North Clubhouse Art Room unless otherwise specified. C. Meetings shall be suspended during the months of June, July, and August except for special meetings that may be called during those months. D. Special meetings may be called by the President or Vice-President after the Board of Directors and Art League members have been given a one week notice and informed of the meeting s purpose by phone, mail or email. E. Quorum and Voting 1) Quorum: At least one-fifth (1/5) of the members of the Art League must be present to make a quorum to conduct official Art League business at a Membership Meeting. 2) Voting: A majority of the votes of those members present at any regularly scheduled Membership Meeting shall decide any issue, motion, election, or other Art League action with the exception of approving Amendments to the Bylaws which requires a two-thirds (2/3) majority vote of those present at the meeting. ARTICLE IX PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws of the Kings Point Art League and/or with any provision of the King s Point Rules, or the Law. 6
ARTICLE X BYLAWS & AMENDMENTS SECTION 1. Bylaws A. The Art League must operate under its approved Bylaws. A copy shall be posted in the Art Room. SECTION 2. Amendments A. Amendment(s) to the Bylaws may be initiated by any Art League Member by submitting the proposed amendment(s) in writing to the Board of Directors. B. The amendment(s), after approval by the Board of Directors, shall be presented at a Membership Meeting and the complete text distributed to the membership at least two weeks prior to the date when said amendment(s) are to be voted upon. Distribution shall be by mail or email. Some printed copies shall be placed in the Art Room. C. Approval of said amendment(s) requires a positive vote by a two-thirds (2/3) majority of the members present at the Membership Meeting provided at least one-fifth (1/5) of the Membership is present. D. Amendments become effective upon approval or as otherwise designated in the amendment. SECTION 3. Amendments Due to Kings Point Rules Changes A. If Kings Point changes a policy, procedure or rule that is listed in these Bylaws, the Bylaws shall be amended to incorporate that change without the membership voting on it. 7