RULES AND REGULATIONS
COACHELLA VALLEY WATERCOLOR SOCIETY
Adopted by the Board of Directors on March 9, 2006
as Amended April 9, 2009
In accepting membership in the Coachella Valley Watercolor Society (CVWS), members
agree to abide by these rules and regulations and any amendments. It is understood by
the membership that this is a volunteer organization; and as such, it is imperative that all
members take a participatory interest in the furtherance of the organization. In order
for the organization to maintain its reputation as a quality art society, it behooves all
members to contribute their time and effort to the goals of the organization.
On June 22, 2006, CVWS was granted Federal tax-exempt status under Section
501(c)(3) of the Internal Revenue Code. As such, CVWS is qualified to receive taxdeductible
bequests, devises, and transfers or gifts, subject to Code regulations. In
addition, contributions to CVWS are deductible to the extent the law provides. The
granting of the 501(c)(3) status does not in any way alter the mission statement and
purposes for which the organization was founded.
1. MISSION STATEMENT
To promote the creative talents and art appreciation of its members and to stimulate
art interest and support art education for the young people in the Coachella Valley.
Effective July 1, 2006, dues shall be $45 per year for each single membership and
$65 for a couple’s membership. An additional charge of $5 shall be made for a name
badge. Renewals are due and payable on October 1, and must be received by that date in
order to be included in the membership roster. Dues must be current to be eligible to
enter all competitions and shows.
There shall be two types of memberships: Active memberships and Life
Memberships. Both Active and Life members shall have voting privileges and the right to
hold office. Active members shall be admitted to membership upon payment of annual
dues. A Life membership may be granted to an Active member by nomination of the
Board of Directors in appreciation for sustained and outstanding service to the
a. General meetings shall be held on the second Monday during the months of
October through May.
b. Effective October 1, 2005, general meetings shall be held at the Joslyn Senior
Center, 73-750 Catalina Way, Palm Desert, California, or at such other place within the
Coachella Valley of the County of Riverside, State of California, as the Board of
Directors may designate.
c. The April meeting shall be deemed to be the annual meeting for the purpose of
electing Officers (the Executive Board) and appointing remaining Directors (Standing
Committee Chairpersons) and the transacting of other business as may come before the
5. BOARD OF DIRECTORS
a. The Board of Directors shall be composed of the Executive Board (Officers) and
the Chairpersons of the Standing Committees listed below, and any additional Standing
Committees that may be appointed by the Board of Directors:
(1) Executive Board (Officers):
First Vice President (and Chair of Programs Committee)
Second Vice President (and Chair of Shows Committee)
Third Vice President (and Chair of Publicity Committee)
Corresponding Secretary (and Newsletter Editor)
(2) Chairperson(s) of the following Standing Committees and any additional
Standing Committees that may be appointed by the Board of Directors:
Audit Painter of the Month/Year
Grants Plein Air Paint-Outs
Hospitality Special Activities
b. The Board of Directors shall hold no fewer than four regular meetings in each
fiscal year at such time and place as the Board shall determine. Any board member who
fails to attend three (3) consecutive board meetings during the fiscal year, unless
officially excused, may be removed from his or her position. Special meetings may be
called by the President or Recording Secretary, or any three members of the Board, by
written notice to board members not fewer than ten (10) days before the meeting date.
c. Each member of the Board of Directors is entitled to one vote, regardless of
whether they occupy more than one position.
6. STANDING COMMITTEES
The Board of Directors deems the following to be Standing Committees, the
chairperson(s) of which shall be a member of the Board of Directors. The Board of
Directors may form additional committees from time to time, as it deems necessary.
All Standing Committee Chairpersons shall have the authority to set up subcommittees
in order to carry out the duties of that committee. In furtherance of the
goals of each Committee, the Chairperson shall use his or her best efforts to insure that
any planned event returns sufficient funds to cover the expenses incurred for that
particular event. The Chairperson shall submit to the Board a proposed budget for its
approval prior to any planned event.
If a Committee Chairmanship is shared, each co-Chairperson shall be entitled to vote.
Sub-committee chairpersons are not entitled to vote.
a. Programs ... The First Vice President shall be Chairperson of this committee. This
committee shall provide a program of interest to the general membership for each of the
months of October through May. The Chairperson shall have the authority to contract
with demonstrators and speakers for said meetings. He or she shall work with the
Painter-of-the-Month/Year Chairperson to secure a judge for the Painter-of-the-Year
Sub-committees: Storage and Room Set-Up; Raffles; Video Library.
b. Shows ... The Second Vice President shall be Chairperson of this committee. This
committee shall organize and supervise the Annual Membership Show and any other shows
authorized by the Board of Directors. In furtherance of that, the Chairperson shall have
the authority to contract with judges, space rental, awards and such other services that
may be needed to proceed with these shows. In addition, this committee shall give
assistance to others involved with the Small Images show and any exhibits.
c. Publicity ... The Third Vice President shall be Chairperson of this committee. This
committee shall prepare publicity for any and all meetings, shows and exhibits,
competitions and special events that may be called by the Board.
d. Newsletter ... The Corresponding Secretary shall be the Chairperson of this
committee. This committee shall write, edit, assemble and mail a newsletter as directed
by the Board of Directors.
Sub-committee: Newsletter Distribution.
e. Painter of the Month/Year ... The Chairperson of this committee shall organize
the Painter-of-the-Month competition at each general membership meeting, organize the
annual Painter-of-the-Year competition, and be responsible for the library exhibit of
f. Membership ... The Chairperson of this committee shall be responsible for
keeping all membership data, preparing a current membership roster, issuing membership
cards, guest passes and securing name tags, as well as providing other Committee
Chairpersons with sets of labels for mailing, as needed. In addition, the Chairperson shall
be present at the beginning of each general membership meeting to hand out and collect
g. Historian ... The Chairperson of this committee shall assemble and maintain all
records of the history and development of this organization.
h. Hospitality ... The Chairperson of this committee shall be responsible for
refreshments and host all general meetings, shows, exhibits and special events.
i. Plein Air Paint-Outs ... The Chairperson of this committee shall schedule paintouts
during the months of November through May. In addition, this Chairperson shall
organize and arrange the annual “Field Mouse-of-the-Year” Competition and the Plein Air
Exhibits, and secure judges as required.
j. Grants ... At the discretion of the Board, and if there is sufficient revenue,
grants may be made available to qualified individuals who have completed the grant
request process. If grants are to be provided, a selection committee shall be appointed
prior to the March Board meeting, consisting of the Grants Committee Chairperson, plus
one or two other Board members or members at large appointed by the Chairperson. The
Chairperson shall submit the Committee’s recommendations to the Board preferably at
the March Board meeting, but no later than the April Board meeting. Grants shall be
presented at the April general meeting. A separate record and accounting shall be kept
of grant funds (including receipt, disbursement and follow-up of receipt of funds) in
accordance with Internal Revenue Code 501(c)(3)requirements."
k. Special Activities ... The Chairperson of this committee shall be responsible for
activities not covered above, including, but not limited to, special exhibits and sales,
special classes, field trips, bus tours, etc., as approved by the Board.
Sub-Committees: Life Drawing; Field Trips.
l. Audit ... This committee shall be appointed by the President, consisting of the
Treasurer and two other individuals, one of whom shall serve as Chairperson (not the
Treasurer). This committee shall be responsible for an annual, or at least every two year
review of the books of the organization. The Treasurer’s function as a member of the
committee shall be to answer questions and locate any requested information. The
committee should meet within sixty days of the closing of the fiscal year, and see that
bank statements and check books balance, that proper checks have been written and
recorded, and that correct financial statements have been prepared for the Board. The
Chairperson shall make a report to the Board that all is in order, or report any
discrepancies that need to be addressed.
m. Workshops ... The Chairperson of this committee shall provide workshops of
interest to the general membership and have the authority to contract for space rental
and the instructor. At least one month prior to a workshop, the Chairperson shall present
a summary of estimated income and expenses for the Board’s final approval.
The Board of Directors must approve any single expenditure over $150, before any
letters of agreement or contracts are drawn up.
8. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised
shall govern the organization in all cases to which they are applicable and in which they
are not inconsistent with the bylaws, these standing rules and any special rules of order
the organization may adopt.
APPROVED AND ADOPTED by the Board of Directors on April 9, 2009 at a regularly
held and noticed meeting in Palm Desert, California.
President Recording Secretary