BEAD SOCIETY OF THE PALM BEACHES
SECTION I NAME
The name of the organization is Bead Society of the Palm Beaches.
SECTION II MISSION
The Bead Society of the Palm Beaches mission is to inspire and nurture creative expression in a non-competitive atmosphere. We will bring together a diverse group of people who can exchange ideas, share techniques and encourage talents in all aspects of beading, loom work, wire work and polymer clay. We want to provide the community with an educational resource in the art, history and cultural significance of beads and beading and for the making of distributions to charitable organizations.
SECTION III TERMS OF EXISTANCE
The Society operates without profit. Reasonable expenses are reimbursed for services rendered to or for the organization.
The Society is nonpartisan and does not align itself with any non-bead related issues.
The Society does not align itself with any bead shop or vendor.
SECTION IV MEMBERSHIP
Membership is open to all individuals interested in beading regardless of race, color or creed.
Responsibilities of membership include payment of annual dues, acceptance of Society bylaws, and agreement to be supportive of other members and the Society. Dues are due January 1 each year and are not prorated during the year.
Membership may be rescinded by a unanimous vote of the Executive committee if the member in question is found to be consistently unsupportive of other members or disruptive of Society business.
SECTION V MEETINGS
Meetings will be held monthly, generally on the first Thursday of the month except for July and August during which there will be no meetings held. Special events (bead retreats or exhibits) may be held in addition to the regular meetings.
Meetings are open to all members; non-members may attend one meeting as a guest. The Board may grant exceptions. There will be no guests permitted at the November election meeting or the December holiday meeting.
The Society generally functions using a relaxed interpretation of Robert’s Rules; however, important or contentious matters will be addressed using parliamentary procedures by the book.
The President will lead meetings. In the President’s absence the Vice President will lead. In the President and Vice President’s absence another officer will lead in this order: Secretary, Treasurer, Director(s), Committee Chair. A quorum is no less than 12 members and an officer with a quorum defined here as a simple majority of vote. The Annual meeting is held in November and includes officer elections. Should all candidates run unopposed the new slate of officers will be installed according to Robert’s Rules of Order, a copy of which will be available at each meeting.
SECTION VI OFFICERS
Elected officers are President, Vice President, Secretary, and Treasurer. They make up the Executive Committee.
The President appoints, subject to confirmation by the Executive Committee, the following Committee Chairs:
- Hospitality Chair
- Programs Chair
- Membership Chair
- Fundraising & Advertising Chair
The Executive Committee, constitutes the Board of Directors. The Board of Directors has the power to act on behalf of the Society in the intervals between meetings. These members have full voting privileges on matters brought before the Board. The immediate past President shall act as an advisor to the Society. In the event of vacancy, the President may appoint an interim officer to conduct the duties of the vacant position until the next election.
The President, with the majority approval of the Executive Committee, has the authority to appoint a Director(s) as deemed necessary. Any Director(s) functioning in said capacity shall have full voting privileges on matters brought before the board.
The Executive Committee has the authority to conduct business electronically, including but not limited to, via e-mail, FaceTime, Skype or conference line.
Any Executive Committee Officer not fulfilling the duties of his/her office will be consulted to discuss his/her future commitment to the Society.
SECTION VII DUTIES
- Presides at all meetings and be an ex-officio member of all committees except the Nominating Committee.
- Appoints special committees, such as Audit and Nominating.
- Performs such other duties as are consistent with this office.
- Assumes the duties of the President in the event of the President’s absence, resignation, or inability to function.
- Coordinates the planning of programming with the Programs Chair.
- Performs such other duties as are determined by the President.
- Records all minutes of meeting.
- Handles all correspondence.
- Maintains all non-financial records.
- Maintain an alphabetized contact list of members that shall be available only to the Board of Directors. The list will not be sold or rented for any reason.
- Notifies members of changes in meeting dates, place and time.
- Maintains all financial records.
- Receives and processes timely all monies payable to and from the Society with any expenditure of over $100.00 requiring approval of the Executive Committee.
- Presents verbal financial report at membership meetings and a written report at the annual meeting.
- Carries out all activities necessary to ensure the continued functioning except as otherwise specified in the bylaws.
- Each Chair prepares a verbal report and relays it to the Executive Committee at each meeting and at the annual meeting.
- Committee Chairs have no voting privileges on matters brought before the Board of Directors.
SECTION VIII SPECIAL COMMITTEES
The President with approval of the Executive Committee appoints special committees. These committees may be formed for a specific purpose and disbanded or may be an established standing committee. These committees shall be organized with a chair and members appointed by the Chair.
Special committees will report to the Board of Directors, but have no vote on business brought before the Board.
SECTION IX NOMINATION OF OFFICERS
The President shall appoint a Nominating Committee no later than the April meeting preceding the election year.
The Nominating Committee nominates at least one candidate for each office. They submit their report at the September board meeting and it is published in the September newsletter.
At the Election Meeting, nominations from the floor are accepted for anyone having given prior consent to be nominated. If there is more than one candidate for an office, voting is by ballot.
SECTION X TERMS OF OFFICE
The term of office for all positions is two years.
An Executive Committee member may serve no longer than two consecutive terms unless there is no other candidate willing to assume the duties of the office.
Elected officers take office at the Annual Meeting.
Elections will be held in odd-numbered years beginning in 2017.
SECTION XI DUES
The Board of Directors establishes dues.
Only persons whose dues are paid in full for the current year are members in good standing and eligible to vote and hold office.
Annual membership dues are payable on or before January 1.
SECTION XII FINANCIAL AUDIT
The President appoints an audit committee in January consisting of two persons one of whom is chair.
The President and Treasurer of the previous year cannot be a member of the Audit Committee
The results of the audit are reported in writing to the Board of Directors prior to the March board meeting.