By-Laws of the White Mountain Decorative Painters’ Guild

Revision K  (1/2015)


Article  I. Name

The name of this non-profit organization shall be the White Mountain Decorative Painters’ Guild, a chapter of the National Society of Tole and Decorative Painters, Inc. also known as the Society of Decorative Painters; and herein referred to as the “Society”.


Article  II. Purpose

The purpose of this chapter shall be, in common with that of the Society, to stimulate interest in, and appreciation for, the art of Tole and Decorative Painting.


Article  III. Membership

  1. Membership in this Chapter is open only to persons who are members in good standing of the Society, and who, in accepting membership, thereby agree to be bound in all things not contrary to law, by these by-laws and those of the Society.
  2. Non-resident members of the Society may visit this chapter.  Non-member guests are welcome to visit not more than one meeting annually.


Article  IV. Dues

  1. Membership dues shall be determined by vote of the membership upon recommendation of the executive board.
  2. Membership dues shall be paid annually and shall be payable to correspond with payment of dues to the Society.
  3. Amount of dues shall be as stated in the Standing Rules.


Article  V. Meetings

  1. Regular meetings of this Chapter shall be held as stated in the Standing Rules.
  2. The Executive Board shall have the authority to change dates of meetings, and set places and times for meetings, provided sufficient notice is given to members.
  3. A quorum shall consist of not less than 1/5 (20%) of the current membership.
  4. The privilege of holding office, making motions, debating and voting shall be limited to current members in good standing.
  5. Members may request, in writing only, an absentee ballot for the general election of officers and Board of Directors.


Article  VI. Elected Officers

  1. The elected officers of this chapter shall be President, Vice President/President Elect, Newsletter Editor, Secretary, Membership Secretary and Treasurer.
  2. The term of the office shall be one year.  Any member considering accepting the nomination of the office of Vice President/President Elect must have at least 2 years experience as an officer or Board of Directors member.  No officer may hold the same office for more than two consecutive full terms; except for the treasurer who may hold office for five consecutive terms.
  3. Duties of the officers shall be as follows:
    • The President shall preside over meetings of the chapter and meetings of the Executive Board; shall be a member of ex-officio of all committees, except the Nominating Committee; shall sign checks in the absence of the Treasurer; shall appoint the necessary committee chairpersons needed for the proper functioning of the chapter; shall otherwise follow the official job description of the President as drawn by the Executive Board; and shall perform such other duties as usually pertain to the office.  The President shall be responsible to see that all required reports and correspondence are sent to the Society.  Following the term, the President shall act as advisor to the Executive Board for a period of one year.
    • The Vice President/President Elect shall preside in the absence of the president; shall assist the President; shall serve as the coordinator of programs; shall otherwise follow the official job description of the Vice President/President Elect as drawn by the Executive Board, and shall perform such other duties that may be assigned by the Executive Board or which usually pertain to this office.
    • The Newsletter Editor shall follow the official job description of the Newsletter Editor as drawn by the Executive Board; and shall perform such other duties as usually pertain to the office.
    • The Secretary shall record minutes of all meetings of the chapter and the Executive Board, these minutes shall be kept in books which are the property of the chapter, and shall be a complete and clear record of activities.  The Secretary shall provide a copy of all minutes to each Executive Board member within TEN (10) days of each meeting; shall otherwise follow the official job description for the secretary as drawn by the Executive Board; and shall perform such other duties as usually pertain to the office.
    • The Membership Secretary shall collect membership dues and keep a list of membership, handle the membership roster at meetings, and general meeting receipts, shall otherwise follow the official job description of the Membership Secretary as drawn by the Executive Board, and shall perform such duties as usually pertain to the office.
    • The Treasurer shall receive monies of the Chapter, shall keep an accurate record of receipts and expenditures, pay all bills on approval of the President, present a statement of account at every chapter meeting and when requested by the Executive Board, and shall make an annual report of the preceding year at the first business meeting of the new year.  The Treasurer shall provide and annual financial report to the Society, shall otherwise follow the official job description of the treasurer as drawn by the Executive Board, and shall perform such duties as usually pertain to the office.
    • The Parliamentarian is appointed by the President after the annual election and prior to the first subsequent meeting.  The Parliamentarian shall serve for one year at the will of the President. The Parliamentarian attends all Executive Board and Chapter meetings and serves on the Executive Board without vote.
    • Three Directors shall be elected by the membership at the annual election.  Their term of office shall be one year.  No Director may hold the office of Director for more than two consecutive full terms.

Article  VII. Executive Board

  1. The Executive Board shall consist of the elected officers, the three directors, the Parliamentarian and the immediate Past President.
  2. The duties of the Executive Board shall be:
  • To transact necessary business in the intervals between chapter meetings, and such other business as may be referred to it by the Chapter.
  • To prepare and submit to the Chapter for approval an annual budget.
  • To review all unbudgeted expenses and make recommendations to the Chapter regarding payment.A majority of the board, not including any vacancy, shall constitute a quorum.
  • If a board member is absent from two consecutive board meetings without notification to the President, the President shall ask said member to resign.  Three consecutive absences shall constitute automatic removal.

Article  VIII.   Committees

  1. Standing committees will be created as may be needed to promote the objectives and interests of the Chapter.  Chairmen shall be appointed by the President. The President and Chairman will determine the size of the committee and will seek volunteers.  In the event that there are insufficient volunteers, the President will appoint members using the Chairman’s recommendations as a guide.
  2. Special committees may be created at the discretion of the President.  The duties of any special committee and chairman thereof shall be stated upon their appointment, and such committees shall cease to exist when their final report is accepted or adopted.


Article  IX. Nominations and Elections

  1. Nominations shall be in September for the coming year.
  • The Nominating Committee comprised of not less than three nor more than five members, shall be appointed by the President.  The Nominating Committee shall be appointed at least two months before the meeting at which elections will be held.
  • The Nominating Committee shall prepare a slate for the election of officers and directors and shall submit it to the members prior to the meeting which elections will be held, either through means of the chapter newsletter, a special mailing, or at a previous meeting.  Before a member’s name can be submitted as a nominee for any office, either by the committee or by a member from the floor, the nominee must give consent.  The listing of names on the ballot will be in order of nomination.
  • There shall be provision for write-ins on the ballot for each office.

 2.  Elections shall take place in November.


  • Officers shall take office January 1 and shall hold office until December 31.
  • A majority vote of those present is required to elect.  A quorum must be present.
  • A vacancy in the office of President shall be filled by the Vice-President/President Elect for the unexpired term and the normal succeeding full term.  A vacancy in any other office shall be filled by selection of the Board of Directors for the unexpired term.  A Vice-President/President Elect so selected shall not succeed to the office of the Presidency except by election at the next regular election.  Nominees who receive the next highest vote at the preceding election should be given consideration when filling a vacancy on the board.


Article  X. Amendments

  1. These by-laws may be altered or changed by a two-thirds vote of the members present at a meeting at which a quorum is present, provided that the proposed changes have been presented in writing to the members at least two weeks prior to the meeting at which voting takes place.
  2. If at two successive meetings, a quorum has not been present, these by-laws can be changed by a written ballot of the members, provided that a majority of the members return their written ballot.


Article  XI. Parliamentary Authority

Robert's rules of order, newly revised, shall be the parliamentary authority for all matters not in conflict with these by-laws, or the by-laws of the Society.


Article  XII. Dissolution

In the event of dissolution, of the chapter, all liabilities and obligations of the Chapter shall be paid, satisfied, and discharged, or adequate provision made therefore.  Any remaining funds as are in the treasury at the time shall be given to the Society of Decorative Painters, Inc., OR to another non-profit group as determined by a majority of the remaining membership.  Any remaining assets shall also be given to the Society, or to a non-profit group, as determined by the majority of the remaining membership.


The White Mountain Decorative Painters’ Guild

Standing Rules

(Revise 5/2011)


  1. Membership dues shall be Twenty dollars ($20.00) per year (as of January 1, 2011) and shall be payable to correspond with the payment of dues to the Society.  Members shall show proof of SDP membership.  Renewals shall be made by October 1 (delinquent November 1) with dues paid directly to the Chapter and the Society dues paid directly to the Society.
  2. The financial records of this chapter shall be kept on a calendar basis, from January 1 through December 31.  Depending on the gross receipts of the Chapter, the President will appoint annually a three member Audit Committee (excluding officers) to conduct an audit or utilize the services of a CPA.
  3. Business meetings of the Chapter shall normally be scheduled not less than five times annually.  They will normally be scheduled in the months of January, March, May September, and November.
  4. A grant, not to exceed $1,000, may be presented annually to the Vice President/ President Elect for the purpose of attending the leadership conference and the annual meeting and those functions that will benefit the Chapter, as held by the Society.  If the Vice President/President Elect is unable to attend, the grant may be offered to another officer. The officer receiving this grant shall attend all functions the Vice President/President Elect would have attended, and whoever attends in this capacity shall report to the Chapter on all functions.  The grant shall consist of payment of the registration fee, leadership conference fee, lodging, transportation and the banquet.
  5. Nominees for the office and the Executive Board may advertise in the newsletter, may speak for 2 minutes on the day of the election prior to balloting, and may pass out personal qualification sheets on the day of election.  Telephone campaigning is not allowed.
  6. Officers and committee chairpersons are authorized to spend budgeted items.  Budgets of the operating committees will be submitted to the Executive Board for approval within the limits of the annual approved budget.  Unbudgeted items equal to or less than $50.00 shall be approved by a responsible officer.  Unbudgeted items in excess of $50.00 shall be submitted to the Executive Board for study and recommendation.  This recommendation shall be submitted to the Chapter at its next regular meeting for action.  These procedures shall be followed in all cases where any committee asks for unbudgeted appropriation in excess of $50.00.  The Chapter shall not be responsible for any bills submitted after 30 days from the date of the bill.  In case of emergency, official business of the Executive Board may be conducted by the President with the board members by telephone.
  7. The President is directed and authorized to obtain annual liability insurance for the Chapter activities.
  8. These Standing Rules may be amended by a majority of the voters at any meeting wherein there is a quorum.


(Incorporates all Previous Applicable Changes)