Revised and Approved March 1, 2010
Article I. Name
The name of the organization shall be the Central Oregon Writers’ Guild, hereafter referred to as the “The Guild.”
Article II. Mission and Purpose
Section 1 The Guild shall encourage all area writers at all skill levels and in all genres by providing a forum for mutual support, and education. The Guild shall provide informative and stimulating programs and other opportunities for writers to learn, and to share experiences, and marketing opportunities.
Section 2 The Guild shall be educational and non-profit. It shall not attempt to influence legislation, nor participate in any political campaign.
Section 3 The Guild shall engage speakers, create programs, hold conferences, retreats, or workshops, and sponsor other writing-related activities that inform, educate, and promote networking with the goal of advancing growth and success for individual writers.
Article III. Authorization
Section 1 The Guild’s name, property, or funds shall not be used or committed without prior approval by the Board.
Section 2 The annual budget shall allow for all standing financial obligations of The Guild and a prescribed amount for operating funds.
Section 3 The Guild’s budgetary and fiscal year shall be January 1 to December 31.
Article IV. Membership
Section 1 Membership in the Guild is open to all persons pursuing the art of writing and the purposes of the Guild. Any such person may become a participating member by paying the required annual membership fee or by being awarded an honorary membership.
Section 2 There shall be no adverse discrimination of members on the basis of race, color, religion, gender, sexual orientation, or national origin. No person is to be excluded from membership, service, or holding office, for any of those reasons.
Section 3 The Board may award honorary membership for an annual period or for life. These memberships recognize individuals for outstanding service to The Guild, and shall entitle the individual to all benefits of regular members.
Section 4 Members shall enjoy the privilege of full participation in Guild activities, some reductions, or discounts in sponsored events, access to critique groups, ability to nominate board members and voting rights.
Section 5 The Board sets dues. The membership fee is due on January 1 for the calendar year. For new members, the fee is prorated quarterly as such members enter the Guild for the first time during the calendar year. Members previously enrolled who renews before April 1 may pay a reduced membership fee.
Section 6 The membership roll shall be revised on April 1 of each year to remove the name of any person who has not paid the annual dues for that calendar year. No person delinquent in payment of dues shall be entitled to full benefits of Guild membership.
Section 7 The membership roll with home and email addresses and phone numbers shall be kept confidential by the Guild and individual members, and used strictly for Guild business purposes.
Article V. Board
Section 1 A Board, hereafter referred to as the “Board,” shall manage the affairs of the Guild, establish policy and procedures, and otherwise operate the Guild in accordance with these Bylaws. A quorum shall be a simple majority of the current membership of the Board
Section 2 The board shall consist of not more than seven (7) members. All Board members shall have equal voting rights and influence on quorum requirements.
Section 3 Vacancies on the Board shall be filled by a majority vote of the Board. A board member shall serve as long as he/she is willing and able. A member of the Board may resign by written notice to the President at any time. The Board shall have the power to declare any position vacant if its holder fails to perform the duties required by the Bylaws or the Board.
Article VI. Meetings
Section 1 Monthly general meetings shall be held at a time and place specified by the Board. General meetings are open to anyone interested in the art of writing at no charge. Notifications of any changes in time, place, or date of regular meetings will be published as soon as possible. Meetings at the Redmond Library shall be without charge and open to the public.
Section 2 Any member of the Guild may submit ideas and suggestions for Board consideration to a Director at any time. The President may call a special or emergency meeting of the Board, subject to approval via telephone poll or e-mail of the majority of Board members. Otherwise, an item may be held for discussion at the next Board meeting.
Section 3 Robert’s Rules of Order shall be the authority for parliamentary procedures for meetings of the Board and the general membership.
Article VII. Board Members Duties
Section 1 The President shall preside at all meetings, sign all official documents, report annually on the state of the organization, coordinate critique groups, appoint special purpose committees, and promote membership and the common welfare of the Guild. Works with the Vice-President/Programs in scheduling and arranging of all general Guild meetings and arrange lodging and the meeting needs of speakers.
Chairman Redmond Library Annual 4th Grade Book Writing Contest, under the direction of the President, coordinates teachers, volunteers, judging, printing and works with the Redmond Library’s display and reception.
Section 2 The Vice-President/Programs shall seek speakers, assume duties of the President in his/her absence, assist the President in scheduling and arranging of all general Guild meetings and arrange lodging and the meeting needs of speakers. Submits brief write-up for inclusion in the blog following each meeting.
Program Committee Members will assist in seeking speakers, and arranging needs of speakers.
Section 3 The Treasurer/Membership Director shall maintain checking account for the Guild, be responsible for the accounts and records of the Guild, provide written financial statements to the Board, and contact members delinquent in dues. In addition, he/she shall maintain lists of active members and contacts. Promotes Guild membership. Makes required reports to the IRS and any other oversight agencies
Section 4 The Events Director shall coordinate participation in the Annual Fall Literary Harvest Writing Contest and Event as well as the Chapbook publication and sales. Coordinates the Oregon Book Award Tour. Recommend and organize special events such as workshops, book fairs, retreats, writing contest, readings, lectures, and encourage Guild participation.
Events Committee Members will recommend and assist in the coordination of all special events.
Section 5 The Blog Director shall maintain the blog by making additions recommended by the Board and keeping postings up to date.
Blog Committee Members will seek and submit call for submissions, web sites of interest, and act as backup to the Blog Director.
Section 6 The Publicity Director arranges for media exposure for all Guild events, is in charge of promotional and other activities as requested by the Board, and submits blog posting to notify members of up coming meetings. Maintain current and up-to-date media lists.
Publicity Committee Members will assist in design and production of flyers, posters, and handouts, distribution of posters and flyers, produce articles for the Blog and the promotion of Guild Events.
Section 7 The Board Advisor conducts and compiles an annual survey in order to advise which programs meet members’ interests and needs, and to determine which areas members are willing to volunteer. Promotes membership and the common interest of The Guild members.
Article VIII. Organization
Section 1 As needed, with the advice and consent of the Board, the President shall promote, supervise, and coordinate each basic function of the Guild and attend to other needs and objectives as they arise. Such activities may include but are not limited to the following: Community Involvement, Hospitality, Programs, Student Outreach by way of the Annual Redmond’s 4th Grade Book contest, Educational programs through seminars, workshops, and conferences, Networking with other writers and writers organizations throughout the US and Canada, Community service through volunteer work and programs, Scholarship program to writing related educational and business opportunities, Monthly Drawing of a donated Writing Craft book, Rejection Notices contest, Share places to submit work, Share web sites of interest to writers, Efforts to bring together writers and publishers
Article IX. Amendments
Section 1 Any member may propose an amendment to these Bylaws by placing an item on the agenda of the Board.
Section 2 All proposed amendments shall be referred to the Board to ensure that the proposed amendment does not conflict with other provisions of the Bylaws. The Board shall be authorized to redraft any proposed amendments in order to resolve such conflicts.
Article X. Dissolution
In the event of dissolution of the Guild, the assets of the Guild after all obligations are paid shall be distributed to the Redmond Public Library, or to an appropriate nonprofit organization to be determined by the Board.