Constitution & By Laws

As revised June 2014

Article I – NAME

The name of this organization shall be THE WOMAN’S ART CLUB OF CINCINNATI

Article II – MISSION

The mission of this organization is to promote the creation and appreciation of visual arts by education through workshops, lectures, and demonstrations to adults and children in the surrounding communities.

Article III – MEMBERSHIP

Section 1. The membership shall consist of Signature, Associate, Non-Resident, Friends, and Honorary Members.

Section 2. All members shall enter as Associates or Friend and have all the privileges of the Club, except the right to hold the office of President or Vice-President. They should serve on appointive committees. WACC Friends may not submit work for the exhibitions. Associates become Signature Members by applying to the Signature Status Committee and following those procedures.

Section 3. Non-resident members shall be those living more than 50 miles from Cincinnati city limits.

Section 4. Honorary members may be elected upon recommendation of the Executive Board for outstanding achievement in the fine arts or for exceptional service to the Club over a period of years. They shall have all the privileges of Signature Membership and shall be exempt from dues.

Section 5. Requests for reinstatement of former members should be written to the Membership Chair and will be evaluated by the Board. Applicant may be: (a) reinstated to former status without penalty; (b) required to pay two years’ back dues plus current dues, (c) required to go through new-member procedure; (d) rejected.

Section 6. The total membership of the Club shall be limited to four hundred members.

Article IV – DUES

Section l. The yearly dues of all members shall be set by the Executive Board.

Section 2. Any member delinquent for one year shall be dropped from membership.

Article V – GOVERNMENT : Officers, Executive Board, Elections

Section 1. The Officers of this organization shall be President, Vice-President, Treasurer, Recording Secretary, Corresponding Secretary, Membership Chair, and Program Chair.

Section 2. The Executive Board shall be composed of the Officers, an Advisory Committee of three, plus Past President, and the Chairperson of the Juried Art Exhibit.

Section 3. The Executive Board shall transact all routine business and make reports at the regular meetings. A majority of the Board shall constitute a quorum for the transaction of business.

Section 4. The Officers shall be elected by ballot by majority vote of Signature Members present at the April meeting and shall enter upon their duties following installation in May. They shall be elected for a term of two years. No Officer may hold the same office for more than two consecutive terms except at the discretion of the Board. The Treasurer shall receive a nominal fee.

Section 5. In January, the President shall appoint a nominating committee of five Signature Members who shall present a slate at the February meeting. No name may be used without the consent of the nominee. The presiding officer must ask for nominations from the floor.

Section 6. Should any office become vacant, it shall be filled by the Executive Board for the unexpired term.

Article VI – MEETINGS

Section l. Meetings shall be held on the second Saturday of each month from September through May (unless circumstances prevent meetings on these dates).

Section 2. The installation of officers and the collection of annual reports to the President shall take place at the annual May meeting.

Article VII – EXHIBITIONS

Section l. The Club shall hold at least one exhibition of the members’ work each year.

Article VIII – DUTIES OF OFFICERS (See Duties and Procedures)

Section 1. The President shall preside at all meetings, appoint all committee chairwomen, call all special meetings and cast the deciding vote when a tie occurs.

Section 2. The Vice President shall perform the duties of the President when she is absent.

Section 3. The Recording Secretary shall attend all meetings of the Club and Executive Board, and keep a full record of the proceedings and make a report at each regular meeting.

Section 4. The Corresponding Secretary shall have charge of all correspondence of the Club, report at each meeting and make an annual report.

Section 5. The Membership Chairwoman shall send notices of dues. She shall keep all records of members, new members, Associates who became Signature Members, resignations and deaths.

Section 6. The Treasurer shall receive dues. She shall have charge of all money and securities belonging to the club. She shall pay all bills with approval of the Executive Board, keep the club informed of its financial condition and make an annual report at the September meeting. The fiscal year of the club shall begin on July 1st and end on June 30th of the following year.

Article IX – COMMITTEES (See Duties and Procedures)

Section l. An Advisory Committee of three Signature Members appointed by the President, plus the Past President shall advise and assist the President and be responsible for installation of officers.

Section 2. The Juried Art Exhibition Chairwoman and Committee shall have charge of all juried exhibitions and shall appoint one or two judges, who are not members of the Club. Said judges shall jury for acceptance into the
exhibition and, thereafter, shall judge entries for awards.

Section 3. A Program Committee shall arrange and carry out the programs throughout the year.

Section 4. A Hospitality Committee shall supervise refreshments at meetings.

Section 5. An Invitations Chairwoman shall design the invitation for the Juried Art Exhibition and send them to member and guests.

Section 6. An Auditing Committee of either two Signature members or an outside professional to audit the Treasurer’s books and that report will be made at the September meeting.

Section 7. A Finance Committee, consisting of the President, Treasurer, and three appointed Signature members shall advise the Executive Board as to investments and disposition of Funds and draw up a budget each year to be presented at the May meeting of the Executive Board and the General Membership. One member shall be appointed each year to serve a three-year term. The member serving her third year shall be the Chairwoman.

Article X – AMENDMENTS

The foregoing Constitution and By-Laws may be amended at any regular meeting of the Club by a two-thirds vote of the Active members present, due notice of the proposed amendment having been given at a previous meeting and by mail at least ten days prior to voting.

Article XI – RULES OF ORDER

Robert’s Rules of Order Revised shall govern the Club in all cases not provided for in the foregoing Constitution and By-Laws.

Article XII – ORDER OF BUSINESS

At all regular meetings of the Club, the order of business shall be as follows:
1. Reading of minutes of previous meeting
2. Report of Treasurer
3. Report of Corresponding Secretary
4. Reports of Standing Committees
5. Reports of Special Committees
6. Unfinished Business
7. Special Business
8. New Business
9. Adjournment

Article XIII – FUNDS

Upon dissolution of this organization, any and all assets on hand shall be distributed equally between the Cincinnati Art Academy and the Hamilton County Library Art Department. If at such time of dissolution these named organizations are no longer in existence, all such assets shall be distributed to a similar exempt organization according to the language of Section 501c3 of the Internal Revenue

Duties & Procedures

PRESIDENT

  • Presides at monthly meetings and Board meetings.
  • Selects chairs of all committees.
  • May call special meetings and cast deciding vote when a tie occurs.
  • Is a member of the Finance Committee.
  • Receives proofs of Newsletters and confers with the Newsletter Editor when necessary.
  • Determines cover color and quotation for Yearbook and sends lists of Officers and Committee Chairwomen to the Yearbook Chairwoman.
  • Receives schedule of programs, hostesses and registrars prior to printing of yearbook.
  • Notifies Associate members of their achieving Signature Status after the decision of the Committee.
  • May write checks in Treasurer’s absence.
  • At end of term, presents a personal photograph to the Club and two 3×5 pictures to the Club Historian.
  • Makes no private decisions affecting the character or operation of the Club.

VICE PRESIDENT

  • Serves in absence of President.
  • Chairs Workshop Committee.

RECORDING SECRETARY

  • Keeps minutes of meetings and board meetings. Minutes of Board Meetings are read only at subsequent Board Meetings.
  • Provides President and Historian two copies of minutes.
  • Records monthly attendance for future reference.
  • Keeps copies of minutes in a yearly notebook as
    permanent records.

CORRESPONDING SECRETARY

  • Orders Club stationery.
  • Writes get well notes to club members and letters of condolences to families of members.
  • Sends checks and congratulatory notes to prize winners.
  • Is responsible for year-end report to her successor and to the President.

MEMBERSHIP CHAIRWOMAN

  • Sends dues notices. Yearly resident dues are $60; non-resident, $30.
  • Provides membership information for yearbook.
  • Receives new addresses and phone numbers.
  • Receives data concerning resignations, deaths, new members, and membership status changes.
  • Notifies Treasurer, President, and Newsletter Editors of any changes in membership before the 20th of each month.
  • Updates Newsletter mailing list.
  • Sends Yearbook Editor an updated membership list before July 15th.
  • Recommends the number of Yearbooks to be ordered. (allowing for three dozen extra copies)
  • Keeps extra copies of current and old Yearbooks.
  • Dispenses and receives new membership applications.
  • Is responsible for year-end report to her successor and to the President.
  • Coordinates with the Registrar Chairwoman to update name tags.
    • Sends the Historian the duplicate application forms.

TREASURER

  • Receives all member’s dues and fees.
  • Pays all club bills, including those of luncheons and hostesses, upon receipt of expenses.
  • Meets with Finance Committee, Program Committee, and other appropriate committees.
  • Keeps track of Committee expenditures when on a budget.
  • Writes checks for prize winners and judges for Juried Art Exhibit and sends to Juried Art Exhibit Chairwoman.
  • Writes checks for models fees and collects class fees.
  • Has checkbook, ledger, and records.
  • Pays the Speaker at the meetings.
  • Sends checks to the Cincinnati Art Museum, to the Head Librarian toward purchase of Art books in Memory of members who have deceased.

FOUNDATION BOARD LIAISON

  • Attends Club and Foundation Board meetings, reporting about and to both boards.
  • Reports Foundation news and needs at monthly Club Membership Meetings, creating avenues for mutual
    involvement.

ADVISORY BOARD

  • Is available to the President and members for consultation on policy and procedures (the outgoing President is on the Board the year following her term in office).
  • Presents token of appreciation to outgoing President.
  • Is responsible for installation of Officers at the May meeting.

HISTORIAN

  • Saves clippings of Club activities and appropriate items about individual members, photographs taken at meetings, application blanks and letters of new members. Juried Art Exhibit catalogues and Invitations; all to be presented to Manuscript Department of the Cincinnati Historical Society yearly.
  • Sends other appropriate materials to the Cincinnati Public Library and to the National Museum of Women in the Arts, Washington D. C.
  • Maintains a (Who’s Who) book on file for those who would contribute information on their personal achievements and activities, including travel.
  • Is responsible for a year-end report to her successor and to the President.

JURIED ART EXHIBITION CHAIRWOMAN

  • Selects location for Annual Juried Art Exhibit.
  • Updates and receives entry blanks and instructs printer on mailing.
  • Coordinates work of Chairwomen in charge of Hostesses, Invitations and Refreshments.
  • Gives progress report to the Board.
  • Chooses the design for invitations and catalogue.
  • Contacts donors for prizes.
  • Selects Judges to award prizes and order prize ribbons.
  • Keeps records of the Jury selection for the show(s).
  • Sends out rejection/acceptance slips.
  • Supervises the hanging of Juried Art Exhibit.
  • Presents checks with Thank You note to Judges of the Annual Juried Art Exhibition.
  • Records prize winners and forward names to Treasurer, Corresponding Secretary, and Newsletter Editor.
  • Is responsible for sale of art at the Annual Juried Art Exhibiion.
  • Is responsible for a year-end report to her successor and to the President.

COMMITTEES

  • All Committee Chairwomen are responsible for providing a year-end report to their successors and
    to the President.

ART EVENTS CHAIRWOMAN

  • Announces information received from members about their shows at the monthly meetings and gives same information to the newsletter editors.
  • Reports on current art events, competitions, and
    exhibits at The Barn and elsewhere at Club meetings and to the newsletter editors.

THE AUDITORS

  • Checks the Treasurer’s books at the end of the Club year and makes a report to the Club at the September meeting.

THE FINANCE COMMITTEE

  • Is composed of President, Treasurer and three rotating active members who serve for three consecutive years.
  • In May, examines the previous Club expenditures and recommends estimated committee budgets to the Executive Board for the coming year.
  • Presents estimated budgets at the regular meeting in May for approval.
  • Notifies Exhibition, Hospitality, and Program Chairwomen of their budgets.
  • Determines where and how Club funds will be invested.

HOSPITALITY COMMITTEE

— Hospitality Committee Chairwoman

  • Consults with Program Chairwoman about needs for meetings.
  • Selects two hostesses for each monthly meeting, one experienced and one new.
  • Prepares a working budget based upon the Finance Committee recommendations which includes cost of speakers, lunches, and supplies for monthly refreshments, etc.
  • Has hostesses prepare monthly expense sheets for Treasurer on proper form.
  • Checks supplies and notifies hostesses as to what is available and what funds are available.

— The Hostesses

  • Confer with the Program Chairwoman about times and facilities, etc.
  • Select refreshments and prepare table decorations.
  • Submit monthly expenses (receipts, etc.) to the Treasurer.