The officers of the Guild serve without salaries and the dues and fees of the
Guild do not benefit any individual member, except as that member may be hired
by the Board for a program, workshop or specific professional services.
Section 3. In
the event of dissolution, any and all properties owned by the Guild shall
be distributed and approved by members in good standing.
Any person with an interest in polymer clay is eligible for membership
in the Guild. There shall be three classes of membership in the Guild:
a) Individual Membership with annual dues paid as established by the Guild;
b) Family/Business Membership shall allow meeting attendance for more than
one person, but count for voting and benefit purposes as one member with
appropriate annual dues paid; and c) Honorary Membership will be given
full member benefits without benefit payment of dues, in recognition of
non cash contributions beneficial to the Guild. A person shall be nominated
by a paid Guild member and may be admitted for one membership year as an
Honorary Member by a majority vote of the Executive Board of Directors
(hereinafter to be called the Executive Board).
The annual dues shall be set by the Board of Directors, with the concurrence
of the membership, and shall be payable each January, prorated for those
NEW members joining after July 1st. Officers of the Executive Board
shall have their dues waived as long as they serve on the Board.
Failure to pay dues within six weeks after their due date shall result
in inactive member status with suspension of membership privileges,
except that inactive members may select to continue receiving Monthly Meeting
Highlights for one year or as determined by the Communications Secretary.
No member shall conduct business on behalf of the Guild, unless authorized
to do so, with the express written permission of the Executive Board.
Membership may be revoked by unanimous vote of the Executive Board for
gross violation of guild By-Laws, Standing Rules, Artists' Ethics or Teaching
IV: OFFICERS AND THEIR ELECTION
The Guild shall have the following elected officers which constitute comprises
the Executive Board: President, Vice President , Treasurer, Recording Secretary,
Communications Secretary. These officers shall perform the duties prescribed
by these by-laws and the parliamentary authority adopted by the Guild.
The officers shall be elected at the Annual Guild Meeting, to serve a term
of two years. No officer shall serve more than two consecutive terms
in the same position.
Voting procedure: election of Executive Board Officers will be held at
the November Annual Business Meeting. The election shall be carried
out by written ballot. Members unable to attend may vote by proxy,
giving a letter of permission to another member to carry their proxy ballot
in a sealed envelope to the meeting. A majority vote of the full membership
will constitute the election and new officers will take office on January
1st of the following year.
In August of an election year the executive Board, by majority vote, selects
the three person Elections Committee. At the September guild meeting
in an election year, the Executive Board presents to the members the names
of the three person Elections Committee. This committee will accept nominations
from members for offices on the board and will actively seek out candidates
if none are forthcoming. Members of the Election Committee cannot
run for one of these offices. At the October guild meeting the Election
Committee presents the slate of candidates running for elected positions.
Additional nominations can be made from the floor or by mail during the
October meeting. The final slate of candidates shall be established
at the end of the October guild meeting. Ballots will be sent out via email
to the total membership directly following the October guild meeting.
Members who are not on email must make arrangements with the Elections
Committee to receive their ballots.
Vacancies in an office, excepting that of the presidency, shall be filled
from the membership by a 2/3 vote of the Board of Directors for the remainder
of the term. A vacancy in the office of President shall be filled by the
First Vice President.
V: MEETINGS OF THE GUILD
The Board of Directors shall decide the time of all Guild Meetings; prior
notice of the date, time and place shall be given to all members.
The meeting held in October November of each year (or at such time as the
Board may determine) shall be known as the Annual Business Meeting and
shall be for the purpose of hearing year-end reports of officers and committee
chairs, electing officers, and for any other business that may arise.
Upon written petition signed by 20% of the Guild Membership, the Board
of Directors shall hold a special meeting whose sole purpose shall be to
consider and vote upon the matter or matters specified in said petition.
One-third of the membership shall constitute a quorum at all meetings of
ARTICLE VI: BOARD OF DIRECTORS
The elected officers, the immediate past President (for one year after
the end of term of office and with no voting power) and the chairs of all
standing committees shall constitute the Board of Directors.
The Board of Directors shall have full power and authority over the affairs
of the Guild excepting those matters specifically reserved to the membership
by these by-laws.
The Board of Directors shall meet at least quarterly at such time and places
as the Board shall determine. Two-thirds of the Board membership
shall constitute a quorum.
At the first meeting of the Executive Board after the Annual Business Meeting,
the President shall present to all the officers for their approval, a list
of proposed appointments to the chair positions of the standing committees.
Upon approval by 2/3 of the Executive Board, the appointees shall become
Board of Directors' members and shall serve until the appointment of their
Special meetings of the Board of Directors may be called by the President
or by written request of a majority of the membership.
Each Board of Directors member shall miss no more than two Board Meetings
In addition to general duties prescribed by the parliamentary authority
and elsewhere in these by-laws, particular Executive Board members shall
have these specific rights and duties:
Shall be responsible for the administration of the Guild, acting with advice and
consent of the Board of Directors; shall be a member ex-officio of all
committees, with the exception of excepting the Election Nominating Committee
shall set the agenda for all Board meetings and for all business to be brought
up at the Guild meetings; shall preside over all Board and Guild meetings to be
sure the agenda is satisfied; shall be personally familiar with the status of
all committee work to assure that the Guild’s policies and purposes are being
adhered to and that programs are being carried forward effectively; may appoint
parliamentarian to aid in the running of meetings and related matters; may
approve bills for payment and may authorize individual expenditures not already
in the budget up to $50.00. The President shall be an alternate signer on
a checking and /or savings accounts.
Shall assist the President in the accomplishment of his/her duties: shall assume
the responsibilities in his/her absence; shall serve as the calendar coordinator
for all Guild activities.
Shall administer and keep accurate records of the Guild’s finances; shall
deposit the Guild’s funds in a bank designated by the Board in a timely manner;
shall pay bills on behalf of the Guild, and approval for payment of bills over
$50 shall be an Executive Board decision; shall prepare an annual financial
report for presentation at the Annual Business Meeting and interim reports upon
the direction of the Board; shall chair the Budget and Finance Committee and
select at least two additional members for the committee. The Treasurer shall be
a signer on checking and/or savings accounts (with the President as an alternate
signer). The Treasurer will give a financial report at each monthly guild
Shall maintain a listing of the current Board membership; shall keep copies of
the By-Laws and Meeting Rules and Guidelines and keep amendments current: shall
record minutes from all Board and Guild meeting: shall prepare for distribution
to members the minutes of meeting, including a synopsis of Board activities.
handle all incoming and outgoing correspondence for the Guild; be responsible
for notification of Guild members of general meetings and dissemination of
information to out of town members.
ARTICLE VII: COMMITTEES
following Standing Committees shall be established:
Bottles of Hope:
Encourage and make available the opportunity for guild members to make "Bottles
of Hope" for cancer patients (both guild members and in the greater community).
Contact oncology departments in local hospitals and cancer centers and to plan
"Bottles of Hope" events.
Budget and Finance:
prepare and present to the guild membership an annual budget
oversee the implementation of this fund as stated in its mission statement
the Librarian shall purchase and maintain a
library of books, videos and periodicals on the subject of polymer clay and
related subjects, and shall make the contents of the library available to
members at the general meetings, Clay Days and retreats.
shall be responsible for membership, including preparing an annual membership
roster and directory, collecting dues and keeping track of attendance at general
oversee outreach to guild members; and outreach to the community
responsible for coordinating and setting up classes, workshop and round robins
that are sponsored by the guild
responsible for the publication of any newsletters or other publications the
Guild may establish, electronic or printed; oversee the publication of a guild
website and coordinate any multi-media informational portfolio.
plan and implement our annual guild retreat.
Rules and Ethics:
shall document rules and procedures adopted by the Guild;
may suggest guidelines regarding ethical behavior expected of members as
artists including a code of conduct during guild meetings and events; and
may review situations regarding violations of or problems concerning rules,
ethics or Guild policy, with power only to recommend resolution, leaving
any formal action to the Board. This committee shall periodically
review the By-Laws and amend the By-Laws as deemed necessary with approval
of the Board of Directors.
Diego County Fair Del Mar Fair: Shall be responsible for coordinating our
demonstrations, and other activities related to the fair.
Executive Board may establish or eliminate standing and special committees
as it deems necessary. Ad Hoc Committees are those which are established
on a temporary basis for a specific purpose. Chairpersons of Ad Hoc committees
are not members of the Board of Directors Members. Any Standing or Ad Hoc
Committee shall consist of a minimum of two members.
ARTICLE VIII: FINANCIAL
The fiscal year shall start on January 1st.
The Budget and Finance Committee shall prepare a Budget, subject to the
approval of the Board of Directors, (present and pro-tem) for presentation,
adoption and and/or amendment at the January Board meeting by a majority
vote of all Board of Directors members. The priorities of the budget shall
reflect programs and purchases of the Guild. Programs may be planned for
periods longer than one year, but such programs shall be subject to annual
The books and financial records of the Guild shall be audited annually
by the President, Vice President and the Treasurer. The financial records
shall be made available for review by members upon request.
Officers and committees may make expenditures up to their budgetary limit
without prior approval by the Board.
Non Budgeted expenditures in excess of $50 but not exceeding $300
shall be submitted to the Board of Directors for majority approval.
Non budgeted expenditures over $300 shall be submitted to the membership
for approval. A majority vote of members present at a general meeting shall
authorize the expenditure.
ARTICLE IX: PARLIAMENTARY
rules of Robert’s Rules of Order, Newly Revised shall govern in all cases
where they are not inconsistent with these by-laws or any meeting rules
and guidelines of the Guild.
ARTICLE X: AMENDMENTS
These by-laws may be amended b y a 2/3 vote of members in good standing
at a regular meeting provided that the text of the amendment has been sent
in writing (including email) to the full membership not less than two weeks
prior to the date announced for the meeting.
Meeting rules and guidelines may be established and amended, upon recommendation
of the Rules and Ethics and By-Laws Committee, by a majority vote of the