By Laws
BY-LAWS
of the
Venture Out Glass Art Studio
Approved March 9, 2023
ARTICLE 1 - NAME and PURPOSE
Section 1 NAME
Glass Art Studio
Section 2 PURPOSE
The Venture Out Glass Art Studio is a non-profit organization that provides a studio for furthering the craft of stained glass, glass art, and to provide social activities for the members.
ARTICLE 2 - ORGANIZATION
Section 1 AUTHORITY
Glass Art Studio is formed under, fully accountable to and derives its authority from the Venture Out Social Club (VOSC), a 501(c)7 Corporation in Mesa, Arizona.
Section 2 FUNDS COLLECTED
All monies collected will be deposited in the club bank account. Disbursements from this fund will be by check signed by an elected officer: Treasurer, President, Vice President, or Secretary.
A petty cash fund will be used for small miscellaneous expenditures.
No purchase of unbudgeted supplies totaling more than $200.00 may be made without club approval.
No disposal of furniture or equipment may be done without the approval of the Social Board.
Section 3 CLASS INSTRUCTORS
The Glass Art Studio may have a qualified instructor approved by the Club Executive Board to teach approved beginner classes. Workshops may be organized in conjunction with the Education Coordinator and the respective instructor and held when the shop is available. The Club Executive Board must be made aware of any planned teaching programs.
Section 4 GLASS ART HOURS OF OPERATION
Shop hours will be as monitors are available.
All new members must take and participate in Glass Art 101. This is to be a basic introduction to glass, the handling of glass (specifically cutting), the glass art club procedures and safety rules.
Workshops may be scheduled and based on interest and time available.
All class sign-up information is posted in the shop and classes must be prepaid where applicable.
ARTICLE 3 - MEMBERSHIP
Section 1 MEMBER ELIGIBILITY
Resident Lot Owners and Renters in Residence at Venture Out are eligible to join upon payment of yearly dues.
Part Season memberships are available if the owner/renter in residence is to be in the Park for less than two months. The dues for a Part Season membership shall be one-half the dues established by the club for the entire season or as set by the Executive Board.
Annual dues will be reviewed and changed, if needed, for the coming season at the Annual General Meeting.
ARTICLE 4 - DUTIES AND PRIVILEGES OF MEMBERSHIP
Section 1 RESPONSIBILITIES OF MEMBERSHIP
Each member is expected to pay their own class fees and the cost of glass and supplies.
Each member is required to assist with cleaning the shop space and equipment.
Each member is expected to assist with any money-making projects for the benefit of the Glass Art Studio including Social Board sanctioned fundraisers for Glass Art Studio. All members are expected to abide by club guidelines and safety rules and regulations as posted.
Section 2 NON-MEMBER GUEST POLICY
Guests who are not renters or owners in the Park must:
Possess a current VO Guest Badge.
Sign all paperwork including Waiver and Member Information.
Be able to demonstrate sufficient skills to work independently by paying the class fee and completing Glass Art 101
Understand that they may not sign up for a class until regular registration is closed (24 hours prior to class) and
there is available space in the class.
Receive a copy of Club Guidelines and follow the same while in the shop.
Be a guest of a regular club member who shall be responsible for the guest at all times in the shop.
Section 3 PRIVILEGES
Members in Good Standing are eligible to vote for new officers, approve By-Laws and participate in other votes at called Member Meetings.
ARTICLE 5 - MEETINGS
Section 1 REGULAR MEETINGS
Four club meetings will be held each season on the 2nd week of the month, the last of which is designated as the
Annual General Meeting.
A quorum at any meeting will consist of a majority of the club members present.
All members are requested to attend.
All Monitors, Instructors, and Executives are required to attend.
Section 2 EXECUTIVE MEETINGS
The Executive Board shall meet prior to each general membership meeting.
Special meetings of the Executive Board may be called with five business days prior notice delivered by email to
the membership and posted in the studio.
Special meetings of the general membership may be called by the following: the Executive Board, five (5)
members in good standing, or it may be called at a regular meeting if the need arises for topic specific discussion.
Notification for a Special General Membership Meeting must be delivered by email and posted in the studio ten
days prior to said meeting unless the membership has agreed to a short notification period.
Notification requirements do not apply to matters of conflict resolution or harassment complaints.
Section 3 ANNUAL GENERAL MEETING
The Annual General Meeting will be held in March, at which time there will be the election of officers and
appointment of Club Coordinators.
New officers will assume their respective duties after this meeting.
Section 4 CONDUCT
Roberts Rules of Order (latest edition) shall be used to conduct business at all meetings.
Section 5 COMMENT OF MEMBERS
During all open meetings, Members of the club and visitors shall have an opportunity to address any agenda item or, at the pleasure of the President, any other topic. The length of comments longer than two (2) minutes will be at the discretion of the President.
ARTICLE 6 - FINANCIAL MANAGEMENT
Section 1 FISCAL / SEASON
The fiscal year shall coincide with that established by the VOCB.
Section 2 CONTRACTS and OBLIGATIONS
No Officer or Member may enter into a contract on behalf of or obligating Glass Art Studio or the VOSB in any way.
ARTICLE 7 – EXECUTIVE OFFICERS AND EX-OFFICIO MEMBERS
Section 1 Election of Officers
The Membership shall elect the officers of the Glass Art Studio, annually, at the Annual General Member Meeting.
Section 2 Shared Executive Offices
Two members can share any Executive Office.
Section 3 Executive Officers
Par 1 President
SubPar 1 Shall preside over all meetings,
SubPar 2 Is an ex-officio member of all committees,
SubPar 3 Have general and active management of the business of the club and shall see that order and resolutions are carried into effect,
SubPar 4 Post agenda in the studio twenty-four hours prior to meetings,
SubPar5 Appoints Committees and Coordinators.
Par 2 Vice-President
SubPar1 Shall assume the duties of the President when that officer is absent,
SubPar2 Act as the club Safety Officer: review all safety notices and procedures annually; post safety notices in the studio and add to Club Guidelines, ensure first aid supplies are maintained,
SubPar3 Prepare submissions for each publication of the VO Outlines by their deadlines to provide dates and times of all meetings, classes, club functions and any public information as appropriate.
Par 3 Treasurer
SubPar1 Perform all duties in accordance with VOSB requirements,
SubPar2 Give an up-to-date written financial report at all Executive and Regular meetings,
SubPar3 Be responsible for all club monies and ensuring the club meets its budget obligations to the VOSB,
SubPar4 Be in charge of and accountable for the club bank account,
SubPar5 Comply with VOSB requirements for annual audit,
SubPar6 Work with club Supply Officer to maintain club inventories of supplies, resale items, and equipment inventory.
Par 4 Secretary
SubPar1 Attend all Executive and Regular meetings. Take attendance and keep minutes of all meetings. Post all minutes of meetings within one week of adjournment,
SubPar2 Maintain a complete binder of all minutes, inventory, and event reports,
SubPar3 Execute any correspondence necessary for the club,
SubPar4 Provide the President a list of all unfinished business as soon as possible following a meeting,
SubPar5 Be responsible for assisting Club Coordinators with preparing instructions,
sign-in sheets, or other related activities,
SubPar6 Maintain list of current active members.
Par 5 Supply Officer
SubPar1 Ensure the club’s supplies are replenished in a timely manner and the inventory list is kept current,
SubPar2 Collaborate with club Treasurer on purchases of larger or multiple items and be responsible for maintaining appropriate receipts for reimbursement,
SubPar3 Keep a list of needed supplies in the Monitor’s Cupboard where the Monitors may list supply items needed for the shop.
Par 6 Ex-Officio Members
Ex-officio members of the Executive Board serve at the pleasure of the President and are the Kiln Coordinator and the Education Coordinator.
ARTICLE 8 - COMMITTEES
Section 1 AUDIT COMMITTEE
An annual audit is to be performed by a VOSB approved auditor at the end of each season and, in no case, later
than June 30th of each year or the end of the VOSB fiscal year, whichever happens first.
Section 2 NOMINATING COMMITTEE
Will be appointed at the February General meeting and will consist of three members, one of whom will be a previous executive member. This committee will solicit volunteers to assemble a slate of officer candidates and present that slate three days prior to the March Annual General Meeting in accordance with Roberts Rules of Order. They will also solicit volunteers for any open Club Coordinator positions.
ARTICLE 9 – CLUB COORDINATORS
Section 1 Coordinator positions will be solicited by nominating committee or appointed by the President.
Section 2 Duties and responsibilities are to be reviewed when a new coordinator takes with the President. Changing duties
of a coordinator does not require a By-Law review but must be approved by the President or a majority of the
Executive Board.
Section 3 Coordinators’ duties and responsibilities are to be kept in the program book.
ARTICLE 10 - VOTING
Section 1 VOTING ELIGIBILITY
All Members in Good Standing are eligible to cast one vote.
A motion may be decided by a simple majority vote of the regular members attending a meeting.
A secret ballot will be held if called for by a majority of members in attendance at a meeting.
There will be no provision for proxy votes.
ARTICLE 11 – CONFLICT RESOLUTION
The Glass Art Club shall follow policies and rules of the VOSB for conflict resolution and in cases of a harassment complaint. Said rules are incorporated herein by reference and are found in VOSB Rules and Guidelines Relating to Clubs, Rev. 6-2014.
ARTICLE 12 – AMENDMENTS OF BY-LAWS
Section 1 By-Laws voted upon in the affirmative by a simple majority of members at the Annual General Meeting shall
become effective immediately following the close of the meeting. All previously adopted By-Laws, or amendments
thereto, including rewrites and restatements, shall be of no further force and effect.
Section 2 These By-Laws may be amended at any meeting after the proposed changes to the By-Laws have been posted for a
minimum of 15 days.
Section 3 VOSB By-Laws, Rules, Regulations, and Guidelines shall have precedence in the event any provisions herein conflict with the same.
Section 5 The Glass Art Studio shall fully review the club’s By-Laws in preparation for the Annual General Meeting that fall in
years ending in zero (0) and five (5). The review includes rewrites or amendments and may also occur in other years.
Section 6 After By-Laws are adopted, electronic copies shall be sent every member, the VOSB Liaison, and the Activity
Director.
ARTICLE 13 - DOCUMENTS AND ELECTRONIC FILES
Section 1 Records and Information Management
Appropriate paper documents and electronic files shall be maintained and protected for a period of at least eight (8) years following standard Records and Information Management (RIM) practices.
Section 2 Availability
Documents and electronic files shall be reasonably made available for review by past and current members and the VOSB, by contacting the club Secretary.
Section 3 Personal Information
Every attempt shall be made to protect personal information and destroy it when no longer needed.
Par 1 When electronic and other communications are sent to more than one person, every attempt shall be made to use ‘BCC’ (Blind Courtesy Copy) and not “To” so that the mailing list remains confidential.
ARTICLE 14 - DEFINITIONS AND ACRONYMS
Section 1 Acronyms
VOCB – Venture Out Condominium Board – an IRS 501(c)3 corporation in Mesa Arizona
VOSB – Venture Out Social Board
VOSC – Venture Out Social Club – an IRS 501(c)7 corporation in Mesa, Arizona
Revised by majority vote of the members present at a duly called Annual General Meeting the _________day of ___________, 2023.
__________________________________________ _________ Approval of Social Board:
President Date
__________________________________ ___________
__________________________________________ _________ Date
Secretary Date