Bylaws of the DuPage Writers Group



Article I - Name

Section 1: The name of this organization shall be the DuPage Writers Group, NFP, a not-for-profit corporation under the applicable laws of the State of Illinois.

Article II - Purpose

Section 1: The purpose of the DuPage Writers Group is to support each other by supplying motivation to write, by critiquing each other’s work, by networking with other writers, by providing a nurturing environment, by sharing ideas and techniques, and by stimulating community interest in the literary arts. We are dedicated to encouraging the creative voice in each person that brings out the positive spirit producing edifying writing for sharing with others. As stated in our journal publication, we do not welcome or accept for publishing gratuitous violence, language, and sexual content.

Article III – Membership and Dues

Section 1: Any adult writer may become a member of the DuPage Writers Group by paying the annual dues. In addition, individual members are responsible for abiding by DuPage Writers Group bylaws, procedures, and guidelines.

Section 2: No person shall be denied membership because of sex, race, color, nationality, religion, political belief, or disability.

Section 3: Dues are determined by the Board of Directors. Dues are payable no later than January 1 Dues are prorated at 50 percent as of July 1 for the remainder of the year for first-time members only.

Section 4: Membership entitles one to vote, submit work for critique, submit manuscripts of DuPage Writers Group publications, and serve on committees.

Section 5: Members must discharge and release, and further agree to indemnify and hold harmless, the DuPage Writers Group and its Board members, administrators, employees and agents, from and against any right, claim or cause of action which they, or any other person, firm or corporation may have or claim to have known or unknown, directly or indirectly, for any compensation, loss, damage or injury arising out of, during or in connection with membership in the DuPage Writers Group." 

Section 6: Non-members are expected to pay dues after attending three meetings.

Article IV – Activities

Section 1: Group activities focus on five major areas: a) regular meetings in which members share their work and constructively critique the work of others; b) educational opportunities; c) the publication of our literary magazine; d) community readings; and e) participation in community arts events.

Section 2: Eligibility for publication in our literary magazine is established by being a dues-paying member.

Section 3: All fundraising activities must be approved in advance by the Board of Directors. The Board of Directors shall set and approve all fees and charges for the organization’s activities. Donations shall be directed to the Chair for review and approval by the Board of Directors.

Article V – Board or Directors

Section 1: The duties of the Board of Directors are to initiate, select, and oversee whatever activities will achieve the purposes of the DuPage Writers Group.

Section 2: To become a Board Member, a candidate must be a member for a least one year and regularly attend meetings.

Section 3: The Board of Directors shall consist of the Chair, Co-Chair, Editor, Treasurer, Communications Coordinator, and Secretary. All Board members are eligible for nomination to a different position upon completion of their term. Terms of office shall be for two years and commence immediately following adjournment of the annual meeting.

Section 4: In the event that no interested and qualified member is available for a specific Board position, the current office holder may stand for another term.

Section 5: The Board of Directors shall meet a minimum of two times a year. Meetings shall be called by the Chair or by a majority petition of the Board members. The Chair shall inform the board members of Board meetings and shall provide an agenda. A majority of the board members will constitute a quorum for the transaction of business. Board members my not vote in absentia.

Article VI – Elections, Terms of Office, Interim Vacancies

Section 1: The duties of the Nominating Committee are to schedule a meeting in August to select a slate of candidates, whose names shall be placed on the slate with their consent, and to inform the general membership of their selections two weeks before the election.

Section 2: DuPage Writers Group officers shall be nominated by the Nomination Committee and elected at the beginning of the Annual Business Meeting in September of each year. By July 1 of the year of the election, the Chair shall appoint a Nominating Committee, which shall consist of one Board member and two general members.

Section 3: Elections shall take place at the Annual Business Meeting in September of each year. Election shall be decided by a majority vote of the membership present. Only members will be allowed to vote. Nominations from the floor may be made prior to the election with the consent of the nominee. Results shall be announced at the end of the meeting.

Section 4: Terms of office shall be for two years and shall begin immediately following the election.

Section 5: If the Chair is vacated, the Co-Chair becomes Chair for the remainder of the term. A vacancy occurring in any other office shall be filled for the un-expired term by a person elected by majority vote of the remaining members of the Board of Directors.

Section 6: Any board member may be removed from the board by a petition for removal from a board member. The full board must be notified at least 14 days before the meeting at which a vote is held regarding the removal. The challenged board member shall have the opportunity to withdraw before a vote is taken and may not vote on the removal. A motion for removal of a board member shall require a two-thirds majority affirmative vote by the board to be approved and become effective.

Article VII – Duties of Officers

Section 1: Functions of the Board are as follows:

Chair: The primary responsibility of this position is to provide leadership for the group through its Board of Directors and special committees and ensure it is meeting the needs of its members as defined in the bylaws. The Chair also casts the deciding vote in the event of a tie.

    Functions include:

        -Generating a development plan for the organization

       -Facilitating budget planning

        -Appointing standing and ad hoc committees

        -Encouraging community outreach

 

Secretary: The primary responsibility of the Secretary is to document the organization's official meetings, maintain the organization's written records and ensure timely, accurate, and appropriate correspondence to members and other interested parties, including the Secretary of State and the IRS.

       

Communications Coordinator: The primary responsibility of the Communications Coordinator is to make the group visible to the community through media channels, the web site, and marketing strategies.

 

 Editor: The primary responsibility of the Editor is to produce the literary magazine.

 

 Treasurer: The primary responsibility of the Treasurer is the receipt, care and disbursement of money.

 

 Co-chair: The primary responsibility of the Co-Chair is to provide support for the Chair and continuity of leadership for the group.

        Functions include:

            -Lead in the absence of the Chair

            -Assist the Chair perform duties and responsibilities

            -Facilitate educational events and provide moderator training

 

Section 2: Specific duties and responsibilities for each officer will be on file with the Secretary. The job descriptions shall be reviewed and revised as necessary upon conclusion of an officer’s term. Officers leaving the Board shall recommend changes to the Board for approval. Officers leaving the Board shall ensure that on-coming officers receive an orientation to their new position within two weeks of assuming the position.

Article VIII – Meetings

Section 1: The DuPage Writers Group will normally hold one monthly meeting with more added as needed to read and critique our work and to write. We also have an Annual Speakers Series with special dates chosen throughout the year.

Section 2: The board will meet at least semi-annually.

Section 3: An Annual Meeting of the membership shall be held each year in March.

Article IX – Parliamentary Procedure

Section 1: Robert’s Rules of Order will govern all Board proceedings.

Article X - Implementation, Suspension, Amendment and Repeal of Bylaws

Section 1: These bylaws shall become effective immediately upon adoption by a majority vote of the general membership at a meeting called at least two weeks in advance for that specific purpose.

Section 2: These bylaws may be suspended, amended, or repealed by nomination of the Board of Directors and with majority approval of members present at a special meeting, who will be given notice of the meeting at least two weeks in advance.

Article XI – Dissolution

Section 1: The DuPage Writers Group can be dissolved by majority vote of the members present, who will be given at least thirty days advance notice at a special meeting.

Section 2: If the DuPage Writers Group should cease to exist, any funds remaining shall be disbursed in accordance with Article 5 of the Articles of Incorporation filed with the State of Illinois.

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