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CHAPTER BYLAWS - Decorative Painter

VIEWS: 10 PAGES: 108

  • pg 1

          for Chapters
              Handbook for Chapters


Section   A          Knowing Your SDP

Section   B          Chapter Bylaws

Section   C          Chapter Finances

Section   D          Membership & Verification

Section   E          Chapter Elections

Section   F          Officers and Their Duties

Section   G          Promotion and Publicity

Section   H          Chapter Activities

Section   I          Organizing and Affiliating
                              Section A

                        KNOWING YOUR SDP

CONTENTS                                   PAGE

Early Days: The History of the Society            1–2

Code of Ethics for Chapters                           3

SDP Bylaws                                        4 - 19

SDP Standing Rules                            20 – 21
                            EARLY DAYS – THE HOPE AND THE DREAM
                                  (JANUARY 1972 – MAY 1974)

                               The National Society of Tole and Decorative Painters
                                                by Jane Rickman

In January 1972, Priscilla Hauser began talking to students attending her seminars about the possibility of a tole
organization. Priscilla had discussed this with other well-known tole and decorative painting teachers in Kansas City
and St. Louis. All of them had felt a need for communication between those interested in tole and decorative
painting. Taking the opportunity of talking to students attending her National Tole Teachers Seminars, Priscilla
presented a hope and a dream – communication between widely separated groups, information for teachers and
students, a sharing among those who loved painting. She asked for and got contributions of $5 each from those who
were interested in forming such a group. Johnnye Echols of San Antonio, Texas, was the first to contribute.

Noreen Banes of Tulsa, Oklahoma collected the money and opened a bank account, acting as the first treasurer at
the request of Priscilla. Several others of Priscilla’s staff in Tulsa also helped out by working a little extra to get the
organization on the move. In February at a seminar, Priscilla made contact with Jane Rickman and asked her to
work with the organizing of the Society. The collection of funds continued until October; those who contributed were
put on a ―Charter Member‖ list.

In July of 1972, Priscilla Hauser, Jane Rickman and Noreen Banes met in a planning session at Priscilla’s home in
Tulsa. The date of October 22 was set for the first meeting. With the names and contacts Priscilla had given her,
Jane went back to Killeen, Texas to start groundwork. She had been appointed organizing secretary – so she could
―sound official‖ at least!

The next months were very busy ones – Noreen collecting money from hopeful painters; Priscilla talking to students
and teachers alike at every opportunity; and Jan, starting the first ―home office‖ of our organization. To begin… that
was perhaps the biggest and hardest task of all – putting the hopes and dreams of years into written words. ―I had
listened hard to Priscilla at that July meeting. I tried to absorb all that this organization could be, all that it ought to be!
My job was communicating Priscilla’s enthusiasm through the written word, passing it along to all those painters
across the United States.‖

Mailings were sent out first to the few names that we knew. Then we asked them for more names to add to the list of
contributors and the first meeting was announced. The response was wonderful; our list of names grew. Jean
Worthan put news about the organization in the Turpen Times magazine. Every day brought more inquiries. By the
October meeting date, we had over eighty paid ―charter members‖. Over twenty of those were able to attend the
October 22 meeting at the Camelot Inn in Tulsa.

Jane Rickman presided at the meeting. She presented the agenda – passage of the by-laws (a basic set had been
written), election of officers, selection of Master Judges, setting of the first convention place and date. Attendees
from Kansas, Missouri, Oklahoma and Texas waded into the enormous task at hand.

It was a long hard meeting, but a great deal was accomplished. Each of the newly elected board members went from
the meeting to begin building our Society, to set precedents for her job. Priscilla Hauser was elected President; Anita
Gish was elected First Vice President (Convention Chairman); Noreen Banes served as Second Vice President
(National Publicity); Jane Rickman (Corresponding Secretary and Editor of the Newsletter); Dorothy Linihan
(Recording Secretary); and Kathy Oldham (Treasurer). Every person who had attended the meeting was filled with
excitement and purpose. Word spread quickly and the membership grew.

The first Convention was held in late April 1973 at the Howard Johnson Motor Inn in Lenexa, Kansas, a suburb of
Kansas City. Our attendance at the business meeting was 120. Two hundred members were registered for the
Convention. Our total membership had reached 613 members. Over 1,000 visitors viewed the 20 booths in the show
hall and the last day, seven classes were taught. The board was re-elected with the exception of the First Vice
President (Convention Chairman). Mary Jo Leisure was selected to plan and supervise the 1974 Convention in
Arlington, Texas at the Inn of the Six Flags.

The first Convention was an overwhelming surprise to everyone involved. We all knew that there was a need for an
organization such as ours. We all had personally felt the need. What we didn’t know was how widespread was this
need with its attendant love of painting. Many wonderful things were accomplished at the convention and the
activities preceding it.

The first full board meeting was held. At this meeting a definition of tole and decorative painting was decided upon.
The first judging of pieces for certification was undertaken by the three original judges: Joan Johnson, Priscilla
Hauser and Marian Houghton. It was a difficult task – made easier by the amount of work that had been done
beforehand by the development of the judging sheet. Twenty-five teachers entered… five were passed completely
and several passed on one or two pieces. The first Master Teachers to successfully enter their work were Jan
Burnett, Pat Clarke, Nadine Farquhar, Pat Peniston and Helen Roberts.

Our emblem was selected from among several entries. Joan Johnson of Kansas City was the designer of the now
familiar stroke emblem of NSTDP. Secretarial help was made available to the Treasurer and the Executive
Secretary, as the job Jane Rickman held was now called. A salary was allowed for the Executive Secretary and the
Treasurer. The Kansas City group chose and named honorary members from among the pioneers in tole and
decorative painting in their area. And, of course, there were the usual additions and changes in the by-laws.

So, you can see, it was a very busy Convention. The membership kept growing to over 1,000 members. The first
mid-year Executive Committee meeting was held in conjunction with the mid-year judging for Master Teachers. Four
additional Master Teachers were certified and a lot of business accomplished at the meeting. Selection of a pin and
decals was made and offered for sale to the membership. The Board was guided by the legal counsel of Bob
Poynter. We were moving toward our second convention and had a lot of work to take care of.

Several local groups were forming. There was one in California, Tole Painting and Decorative Arts Association of
California with 198 members. Oklahoma City had organized soon after the October 1972 meeting. Kansas City had
organized loosely for the Convention, but the first officially recognized chapter was the Bluebonnet Chapter of Central
Texas. They were hard at work under the direction of Meg Kier, their President, and Mary Jo Leisure, the Convention
Chairman. With 116 members, Bluebonnet worked hard at the ―Watermelon Patch‖ they built for us in Arlington.
Peggy Hobbs was in charge of classes. She was bombarded with reservations. Classes were overflowing. Twenty
classes were offered in the first newsletter, the next issue offered ten more. They were all full. Six hundred were
registered for the convention, elections were held and a new slate of officers took over from the original board. The
treasurer announced a total membership of 1,162. And, of course, the by-laws were mulled over during a large part
of the meeting.

Anita Gish took over as President and named the first standing committee and chairmen in education, Chapter
service, membership service, constitution and by-laws, public relations and nominations. New Chapters were
announced and three new Master Teachers were added. This fast moving organization was on its way. The
pioneers stepped down and handed on the organization to the second generation of office holders. The early days
were over and to echo a phrase which we have often heard – NSTDP, you’ve come a long way baby! The hopes and
dreams of so many were at last coming into being.

At this writing, we have more than 70 Chapters across the United States and Canada, with a membership over
10,000 and still growing. The increasing membership, the many things made possible by an enlarged treasury, and
the growing expertise of the board members – all together have made for the smooth running of an organization that
has had overwhelming growth and acceptance. Remember – back then, we had no experience, no money, no
framework. The original 22 people who were at that October meeting dealt with raw material. We have, through the
years, structured, restructured, added and grown – all in answer to the need. We now have a full time staff
supervised by an Executive Director. We have a very beautiful quarterly publication with a marvelous editor – a very
capable board that after elections will be replaced by another capable group of leaders, and we are still growing,
expanding, finding and filling needs. The most important need is for an active organization of tole and decorative

And finally, in a personal note… It was my privilege to serve on the first board and to have my hand in so many firsts.
It is my hope that these notes of the early days of the NSTDP will help you to fully appreciate what has gone before –
and what you now have. The original board joins me in sending best wishes.

Jane Rickman
Priscilla Hauser
Noreen Banes
Dorothy Linihan
Mary Jo Leisure
Kathy Oldham
Anita Gish

This article published circa 1978.

                        Code of Ethics for Chapters
                   Of the Society of Decorative Painters
As members of a chapter of the Society of Decorative Painters, our purpose, in common
with that of the society, is the promotion of decorative painting. To this end we pledge
ourselves to support the goals and purposes of the chapter of the Society:

       To     keep the lines of communication open with fellow chapter and Society
              members, respecting one another and following appropriate lines of

       To     have a positive and open attitude, listening to fellow members’ opinions.

       To     remember the importance of an active membership, contributing our time
              and talents.

       To     maintain high standards of integrity and honesty.

       To     respect the rights of each member individually, and the right of the
              majority to govern; therefore supporting the decision of the majority,
              regardless of how we personally voted.

       To     support and cooperate with leaders who serve the chapter, respecting the
              time and dedicated service of past leaders, and when completing our
              terms as officers, relinquishing our responsibilities cheerfully to support
              new leaders.

       To     promote a friendly chapter environment where chapter members motivate
              and inspire one another, and where differences of opinion are accepted
              without a need to continue to discuss past differences.

       To     accept and respect the varied reasons members have for chapter
              membership and the varied skill levels they represent.

       To     remember Chapters are nonprofit organizations and their goal is to
              promote decorative painting for everyone.

       To     realize the conduct and activities of the chapter and its members reflect
              on the entire Society of which the chapter is a part.

As members of the chapter and of the Society, we acknowledge this code of ethics as an
expression of our determination to maintain high professional standards. It is only the
conscience of the individual who subscribes to this code that can guarantee its

                       Society of Decorative Painters


The name of this non-profit organization shall be the National Society of Tole and
Decorative Painters, Inc., doing business as the SOCIETY OF DECORATIVE
PAINTERS and referred to herein as the SOCIETY.

The purpose of the Society shall be to stimulate interest in and appreciation for
decorative painting; to raise the quality of the art form; and to serve as a central
dissemination point for information concerning decorative painting.

The structure of this organization shall be built of the relationships of Members,
Chapters, Executive Committee, Board of Directors, with duties and powers as
hereafter set forth.

The powers of this organization shall be to advance its objectives by issuance of
charters to chapters; to incorporate as an association for benevolent, educational,
fraternal or beneficial non-profit purposes if deemed advisable by the Board of
Directors; to adopt emblem, seals and ritual; to publish newsletters or other
publications; to employ legal counsel; to change the name if necessary; to establish
dues and fees; and to do all things necessary to further the purposes and objectives
of the National Society of Tole and Decorative Painters, Inc., in an efficient
economical manner as decided upon by the Board of Directors.


Section 1.    Classification

A. Individual - An individual member shall be eligible to vote, to attend the Annual
   Meeting, to hold office, to apply for Certification and to receive the Society’s
   official publication(s).

B. Individual/Business - An individual/business member shall have all the rights of
   individual members as well as those additional Business related privileges as
   determined by the Board of Directors.

C. Lifetime (no longer available as of May 1977) - A lifetime member shall have all
   the rights and privileges of individual members.

D. Household – A household member, whose eligibility is defined in the standing
   rules, shall have all the rights of individual members with the exception of
   receiving the Society’s official publication(s).

E. Honorary – An Honorary member shall be awarded at the discretion of the Board
   of Directors and shall not pay dues, vote, hold office, or be eligible to apply for

F. Affiliated – An affiliated member shall include any non-profit organization whose
   goals, aims or product interests are compatible with those of the Society. Such
   membership may be conferred only by the Board of Directors and will not
   provide voting or office-holding privileges.

Section 2.   Application and Obligations of Membership

A. Membership shall be obtained by application and payment of dues as set forth in
   the Standing Rules.

B. Members, in accepting membership in the Society, ratify, accept and agree to be
   bound in all things not contrary to law, by these bylaws, and to observe the
   provisions thereof.

C. Failure to maintain financial obligations or meet the requirements of membership
   shall result in the loss of Society privileges.

Section 3.   Resignation

A member may resign by filing a written resignation with the President. The
resignation shall not relieve the member from the obligation of outstanding accounts
due to the Society.

Section 4.   Censure and/or Expulsion

Members of any classification may be censored or expelled from membership by a
two-thirds (2/3) vote of the total Board of Directors for non-payment of financial
obligations, or failure to abide by the Bylaws and other rules of the Society. For any
cause other than non-payment of financial obligations, removal shall occur only after
the member complained against has been advised of the complaint against him/her
and is given reasonable opportunity for defense. If a member is expelled such
member may appeal the decision of the Board of Directors at the Annual Meeting of
the Society, providing that notice of intent to appeal is filed in writing with the
President no less than ten days in advance of the meeting.


Section 1.   Dues — Membership dues as outlined in the Standing Rules of the
             Society are payable annually.

Section 2.   Non-Payment — Failure to pay annual membership dues shall result in
             loss of membership privileges.

Section 3.   Reinstatement — A former member may be reinstated at any future
             date with the payment of current dues and all accounts due the

Section 1. Conference—A Conference shall be held annually at a place, date and
           time as determined by the Board of Directors.

             A. Annual Meeting—An Annual Meeting will be held during the

                1. Agenda—The agenda shall include elections of officers, Board
                Members-at-Large and members of the Nominating Committee in
                addition to regular business brought before the membership.

                   a. Business requiring action by the membership shall be
                      presented in writing in the form of a main motion to the
                      President not less than ten (10) days prior to the first day of
                      the Conference.
                   b. Business not requiring action by the membership shall be
                      submitted to the President in writing for inclusion on the
                      agenda not less than 48 hours prior to the Conference.

             B. Quorum—The Quorum shall be one-fifth of the members eligible to
             vote who have been registered at the Conference.


Section 1.   Elected Officers—The elected officers of the Society shall be a
             President, Vice President/President Elect, Recording Secretary and

             A. Qualifications for Office

   1. Officers shall have been members in good standing for not less
      than three (3) years immediately proceeding the time of
   2. The nominee for Vice President/President Elect shall have had
      previous service as an elected member of the Board of

B. Terms of Office

   1. The term of office for the President and Vice
      President/President Elect shall be one (1) year or until a
      successor is elected. The President and Vice President/President
      Elect shall serve no more than one (1) consecutive term unless
      the Vice President/ President Elect assumes the Presidency
      under Section 1, C.2.
   2. The terms of office of the Secretary and the Treasurer shall be
      two (2) years. The Secretary and Treasurer shall be elected in
      alternate years.
   3. The terms of office for all officers shall begin at the conclusion
      of the Annual Conference.
   4. An officer elected or appointed to a two-year (2) term shall be
      eligible for election to that office for two (2) full terms.
   5. An officer who has served less than one (1) term in any office
      shall be eligible for election to that office for one (1) additional
   6. Elected officers shall serve no more than (2) consecutive terms
      in the same office, except as noted in Section 1, C.1.

C. Vacancy

   1. A vacancy in the office of President shall automatically be filled
      by the Vice President/President Elect for the unexpired term.
   2. A vacancy in an office, except that of the President, shall be
      filled by the Board of Directors for the unexpired term. A Vice
      President/President Elect so selected shall not succeed to the
      office of Presidency except by election at the next Annual

D. Duties of Officers

   1. President—The President shall preside at all meetings of the
      members, Board of Directors and Executive Committee; shall
      coordinate activities of the Board of Directors and Executive
      Committee; shall be an ex-officio member of all committees

                   except the Nominating and Awards Committees; and shall
                   perform such other duties as the Board of Directors may assign
                   or which generally pertain to this office.
                2. Vice President/President Elect—The Vice President/President
                   Elect shall act in the absence of the President; shall perform
                   such other duties as may be assigned by the Board of Directors;
                   and shall succeed to the office of President at the conclusion of
                   the President’s term of office or in the event of a vacancy in
                   that office.
                3. Recording Secretary—The Recording Secretary shall record
                   minutes of business meetings of the general membership,
                   Executive Committee, and the Board of Directors. These
                   minutes shall be kept in books which are the property of the
                   Society and shall be a complete and clear record of the Society’s
                4. Treasurer—The Treasurer shall review all financial reports of the
                   Society monthly; shall report to the Board of Directors at regular
                   meetings; shall review financial records annually; and shall
                   submit a written report to the membership at the Annual

Section 2.   Board Members-at-Large

             A. Number—There shall be six (6) Board Members-at-Large
                nominated and elected as provided in these bylaws.

             B. Qualifications for Office—Board Member-at-Large shall have been
                members in good standing of the Society for not less than three (3)
                years immediately preceding the time of election and shall normally
                be selected from geographically diverse areas of the membership
                make up.

             C. Term of Office

                1. The term of office shall be two (2) years. Board Members-at-
                Large shall not serve more than two (2) consecutive terms.
                2. The terms of office for Board Members-at-Large shall begin at
                the conclusion of the Annual Conference.

             D. Vacancy—A vacancy in the office of Board Member-at-Large shall
                be filled by the Board of Directors until the next Annual Conference.

Section 3.   Appointive Officers

             A. Authority—The appointive officers of the Society shall be those
                appointed for special duties of the Board of Directors as they deem
                necessary and may include a parliamentarian, historian and others.

             B. Limitations—Appointed officers shall not be members of the Board
                of Directors but may be invited to attend Board meeting in an
                advisory capacity.


Section 1.   Nominating Committee—There shall be a Nominating Committee
             composed of five (5) members who shall hold individual membership
             in the Society at the time of election or appointment; three (3) of
             whom shall be elected by the members at the Annual Meeting and
             Conference for a term of one (1) year; one (1) who is selected by and
             from the immediately preceding Nominating Committee; and one (1)
             who is appointed by the President and approved by the Board of

             A. Qualifications and Term of Office

                1. All members shall have been members in good standing of the
                   Society for not less than the three (3) years immediately
                   preceding the time of election or appointment.
                2. The elected members shall serve a term of one (1) year. No
                   members shall be eligible for re-election to the Nominating
                   Committee until two (2) years shall have elapsed. The
                   chairman, to be appointed by the President with the approval of
                   the Board of Directors, shall be limited to a one-year-term in
                   that capacity.

             B. Duties of the Nominating Committee

                1.   The Nominating Committee shall be responsible for submitting
                     to the membership of the Society, nominees for the office of
                     Vice-President/President Elect, Recording Secretary, Treasurer,
                     and for Board Members-at-Large and the Nominating
                     Committee. Both the Board Members-at-Large and those for
                     the Nominating Committee shall normally be selected from
                     geographically diverse areas of the membership makeup. The
                     Nominating Committee shall obtain the consent of the
                     nominees prior to the nomination.

                2.   The committee shall select one (1) of the three elected
                     members of the committee to serve on the succeeding
                     Nominating Committee.
                3.   The committee shall be accountable to the members of the
                     Society, and have the responsibility to report to the Board of

             C. Report of Nominating Committee

                1.   The Nominating Committee shall submit its slate of nominees
                     to the Society office by December 31.
                2.   The slate of nominees shall be printed in The Decorative
                     Painter two issues prior to the Annual Meeting.

             D. Vacancy—A vacancy on the Nominating Committee shall be filled by
                appointment of the President with the approval of the Board of

Section 2.   Election of Officers, Board Members-at-Large and elected members of
             the Nominating Committee

             A. The election shall be by ballot. The ballot for Board Members-at-
                Large and the Nominating Committee shall normally represent a
                general geographic area of the membership make up, and shall
                include the name, city and state of each incumbent and nominee.

             B. The three (3) Board Members-at-Large candidates and the three
                (3) Nominating Committee candidates receiving the highest number
                of votes shall be elected.

             C. In the event a write-in candidate receives the highest number of
                votes, the candidate shall meet all necessary qualifications for the
                office prior to being elected.

             D. Absentee Voting

                1. A ballot listing the slate of nominees submitted by the
                   Nominating committee, with a space for eligible write-in
                   candidates may be requested in writing from the Society office.

                2. The absentee ballot shall be returned and postmarked on or
                   before the deadline date established by the Board of Directors
                   and printed in The Decorative Painter two issues prior to the
                   Annual Conference.

                3. Absentee ballots shall be held unopened until the Annual
                   Meeting when a Tellers Committee designated for absentee
                   ballots shall be responsible for tallying the votes.

             E. Tellers Committee

                1. A Tellers Committee appointed by the President shall tally votes.
                   Absentee ballots shall be counted separately from, but
                   simultaneously with, in-person votes.

                2. The Head Tellers shall prepare the final tally for both the
                   absentee and in-person votes, prepare and sign a report and
                   deliver to the Chair for announcement of results.


Section 1.   Composition—The Board of Directors shall be composed of the
             President, Vice-President/President Elect, Secretary, Treasurer,
             Immediate Past President, and the six (6) Board Members-at-Large.
             The Board of Directors shall meet on dates fixed by it or on call of the

Section 2.   Authority and Responsibility—The governing body of this Society shall
             be the Board of Directors which shall have supervision, control and
             direction of the affairs of the Society, its committees and publications,
             shall determine its policies or changes therein; shall consider ethical
             matters referred to it by the Executive Committee; shall have the
             authority to establish all fees except dues, shall actively promote its
             objectives; shall adopt the budget; shall supervise disbursements of its
             funds and shall review all employment contracts.

Section 3.   Committee Liaison—One (1) member of the Board of Directors shall be
             assigned by the President to chair, co-chair, or be a liaison member of
             each Standing Committee, except the Nominating Committee.

Section 4.   Conference Telephone Meeting—Members of the Board of Directors
             may participate in a meeting of the Board by means of a conference
             telephone call, and participation in such a meeting shall constitute
             presence in person at such a meeting.

Section 5.   Voting by Electronic Means—The Board of Directors may vote by FAX,
             telephone conference, or other electronic means.

Section 6.   Indemnification—The Society shall indemnify any person who was or is
             a party, or is threatened to be made a party, to any threatened,
             pending or complete action, suit or proceeding, whether civil, criminal,
             administrative or investigative, other than an action by or in the right
             of the Society, by reason of the fact that such person is or was a
             director, officer, employee or agent of the Society, against expenses,
             judgments, fines and amounts paid in settlement actually and
             reasonably incurred by such person in connection with such action suit
             or proceeding, including attorney fees, if such person acted in good
             faith and in a manner such person reasonably believed to be in or not
             opposed to the best interests of the Society.

Section 7.   Quorum—At any meeting of the Board of Directors, a majority shall
             constitute a quorum.


Section 1.   Composition—The Executive Committee shall be composed of the
             President, Vice-President/President Elect, Recording Secretary and

Section 2.   Responsibility—The Executive Committee responsibilities shall include
             but not limited to:

             A. Review and consider reports of possible breach of ethics by Society
                members prior to presentation to the Board.

             B. Conduct the annual performance review of the Executive Director.

             C. Provide assistance to the Board in fulfilling its fiduciary
                responsibilities relating to accounting, reporting reimbursement

             D. Make recommendation for appointment of independent certified
                public accountants and maintain a direct line of communication
                with these accountants.

Section 3.   Authority —The Executive Committee shall have the authority to act
             between board meetings in place of the Board of Directors only in
             cases of such emergency that it is not possible to arrange a meeting of
             the Board of Directors by conference telephone call.

Section 4.   Voting by Electronic Means. The Executive Committee may vote by
             FAX, telephone conference, or other electronic means.

Section 5.   Quorum—Two-thirds (2/3) of the Executive Committee shall constitute
             a quorum at any duly called meeting.


Section 1.   Standing Committees—Standing Committees, shall include the
             Nominating, Awards, Business, Certification, Chapters, Education and
             Teachers Committees.

             A. Standing Committees may be created by the Board of Directors as
                may be deemed necessary and shall be accountable to the Board of

             B. Committees shall normally have a membership of five (5), one of
                whom shall be a member of the Board of Directors. The chairmen
                and committee members shall be selected by the Vice-
                President/President Elect (for service during that officer’s term of
                office as President) and shall be approved by the Board of

             C. Committee chairmen shall normally have served on the same
                committee before appointment to the chairmanship and shall have
                been a member in good standing of the Society for not less than
                three (3) years. Members of the committee shall be members in
                good standing of the Society.

             D. Committee members may serve no more than two (2) consecutive
                terms on the same committee, except a member may be eligible to
                serve a third consecutive term if named chairman of that

             E. Composition, duties, and responsibilities of Standing Committees
                shall be:

                1. Awards Committee

                   a. The Awards Committee shall review and recommend policy
                      specific to the Awards Program for approval by the Board of
                      Directors. Responsibilities shall include but not limited to:

                       (1) Selecting a person or persons for awards whose
                       endeavors have furthered the purposes of the Society and/or
                       have contributed substantially to the Society itself.

   b. There shall be not less than three (3) members of the
      committee who shall:

      (1) Be members of the Society in good standing for not
          less than three (3) years.
      (2) Be ineligible for re-appointment to the committee for
          five years with the exception of the committee member
          who is selected to serve on the succeeding Awards

   c. The committee shall select one (1) of the members of the
      committee to serve on the succeeding Awards Committee.

2. Business Committee

   a. The Business Committee shall review and recommend policy
      specific to Individual/Business Associate Members for
      approval by the Board of Directors. Responsibilities shall
      include but not be limited to:

      (1) Reviewing policies regarding the Annual Conference
          Exposition and make recommendations for changes and
      (2) Planning educational events and providing information
          for Individual/Business Associate Members.
      (3) Advising Individual/Business Associate Members of
          current trends, reforms and policies via business

   b. Members of this committee shall be selected from a cross
      section of the business community within the Society and
      shall be members in good standing for no less than three (3)

3. Certification Committee

   a. The Certification Committee shall review and recommend
      policy specific to the Certification Program for approval by
      the Board of Directors. Responsibilities shall include but not
      be limited to:

      (1) Content of the Certification portfolio

      (2) Planning of educational events and provide information
         for Certification applicants

   b. A majority of the committee members shall be Certified.

   c. Members of the committee shall be members in good
      standing for no less than three (3) years.

   d. The Certification Chairman shall:

      (1) Have a Master Certification.
      (2) Have served as a recent judge.
      (3) Be responsible for selecting judges all of whom must be
          Master Certified and approved by the Board of
      (4) Supervise the judging process

4. Chapters Committee

   a. The Chapters Committee shall review and recommend policy
      specific to the Chapters Program for approval by the Board
      of Directors. Responsibilities shall include but are not limited

      (1) Planning for service, information and training for
          chapters and their leaders.
      (2) Studying and recommending policies for the regulation
          of chapters.

   b. Members of this committee shall be an active member of an
      affiliated chapter and be members of the Society in good
      standing for no less than three (3) years.

5. Education Committee

   a. The Education Committee shall review and recommend
      policy specific to educational programs and activities for the
      membership for approval by the Board of Directors.
      Responsibilities shall include but not be limited to:

      (1) Planning educational programs for presentation at the
          Annual Conference.
      (2) Making recommendations for educational articles to be

                       (3) Studying other appropriate methods for the education
                           of the members.

                   b. Members of this committee shall normally be selected from
                      the diversity of membership categories and shall be
                      members of the Society in good standing for no less than
                      three (3) years.

                7. Teachers Committee

                   a. The Teachers Committee shall review and recommend policy
                      specific to teacher concerns for approval by the Board of
                      Directors. Responsibilities shall include but not be limited to:

                       (1) Selecting class projects for the Annual Conference that
                       best represent the excellence of the varied styles of painting.

                   b. Members of this committee shall be members of the Society
                      in good standing for no less than (3) years.

Section 2.   Special Committees—The Board of Directors may, from time to time,
             create such other committees or sub-committees as are necessary and
             which are not in conflict with other provisions of these bylaws. The
             composition and duties of any such committees shall be defined by the
             Board of Directors when created. The members shall be appointed by
             the President in accordance with the Board resolution.

Section 3.   Approval of Committee Plans—Each Standing and Special Committee
             may present plans and budget requests for approval by the Board of
             Directors. No project shall be undertaken without such approval.


Section 1.   Structural Responsibility—The Executive Director shall serve as a non-
             voting, ex-officio member of all standing committees of the Society
             with the exception of the Nominating and Awards Committees, and
             shall normally attend meetings of the Board of Directors and Executive

Section 2.   Leadership Responsibility—Overall direction, coordination and
             implementation of the policies of the Society shall be provided by the
             Executive Director who shall seek opportunities to represent the
             membership in the interest of promoting the purpose of the Society.

Section 3.   Policy Responsibility—The Executive Director shall provide information
             to the Board of Directors in order to assist it in keeping alert to
             changing needs and modifying its policies accordingly.

Section 4.   Administrative Responsibility—The Executive Director shall be
             responsible for employing an administrative staff to adequately fulfill
             the duties of the Society office and shall be the authorized
             representative of the Society to sign contracts within the limits set by
             the Board of Directors.

Section 5.   Financial Responsibility—The Executive Director shall be responsible
             for the collection of monies due the Society; for establishing proper
             accounting procedures for the handling of the Society’s funds; and for
             the safekeeping and investing of the funds as instructed by the Board
             of Directors.

Section 6.   Limits of Responsibilities—The Executive Director shall act within the
             policies and guidelines of the Board of Directors, as well as the
             limitations of the Bylaws and Standing Rules of the Society and within
             the terms of the employment contract which shall be reviewed
             annually by the Executive Committee.


Section 1.   Audit—The accounts of the Society shall be audited not less than
             annually by a certified public accountant who shall be recommended
             by the Executive Committee and appointed by the Board of Directors.

Section 2.   Society Funds—The Board of Directors shall designate one financial
             institution which shall be the primary depository of Society funds and
             may establish limited purpose accounts as they deem necessary.
             Signature cards shall be executed by the President, Vice-
             President/President Elect, Treasurer and Executive Director. The Board
             of Directors shall designate the amount over which two signatures are
             required for disbursements.

Section 3.   Investments—The Board of Directors shall have full authority and
             responsibility to adopt an investment policy in keeping with the
             purpose of the Society.

Section 4.   Budget—The Executive Director and the Treasurer shall annually
             prepare the financial budget for adoption by the Board of Directors
             and for presentation to the membership in the official publication and
             at the Annual Meeting.

Section 5.   Bond—All persons whose responsibility involves the handling of money
             shall be bonded in an amount determined by the Board of Directors.

Section 6.   Reimbursement of Expenses—Members of the Board of Directors and
             others may be reimbursed for Society related expenses in accordance
             with the reimbursement policy adopted by the Board of Directors.


Section 1.   Affiliation—The Society may grant affiliation to chapters that comply
             with all requirements as set forth in Procedures for Chapter Affiliation.

Section 2.   Membership Requirements—Chapters of the Society, shall be
             composed only of members of the Society.

Section 3.   Limitation—Chapters shall be governed by the bylaws of the Society,
             the bylaws of the chapter and policies and procedures of the Board of
             Directors of the Society.

Section 4.   Chapter Authority—Chapters shall have authority to elect officers and
             set forth chapter dues and fees.

Section 5.   Withdrawal of Affiliation—The Board of Directors of the Society shall
             have the authority to withdraw affiliated chapter status from chapters
             who fail to comply with Section 3 of this Article.


Title and emblem authorized by the Board of Directors may be used by all members
in good standing. The emblem may be used at the discretion of the members to
promote or stimulate interest in the art of decorative painting. The title and emblem
shall not be used for pecuniary gain of the members of the Society.


Policies and procedures not inconsistent with these bylaws, embodying additional
provisions for the governance of the Society, may be adopted by the Board of


Section 1.   Official Publication—The official publication of the Society shall be The
             Decorative Painter and shall be the primary method of disseminating
             information concerning the activities of the Society.

Section 2.   Other Publications—The Society may publish such other materials as
             authorized by the Board of Directors.
Section 3.   Advertising—The Society maintains the right to refuse advertising in
             any of its publications.


The rules contained in the current edition of Robert’s Rules of Order Newly Revised
shall govern the Society in all cases to which they are applicable and in which they
are not inconsistent with the bylaws or standing rules of the Society.


These bylaws may be amended by a two-thirds (2/3) vote of the members present
and eligible to vote at the Annual Meeting of the Society, subject to the following

Section 1.   Proposed by Board of Directors—All proposed amendments shall have
             been printed in the official publication last distributed before the
             Annual Meeting and Convention.
Section 2.   Proposed by Others—Proposed amendments which originate outside
             the Board of Directors shall have been submitted by January 1 to the
             Board of Directors for clarification, for consistency of wording and to
             communicate to the framer of the bylaw change any conflict with
             existing bylaws. The Board of Directors shall have no power to make
             substantive changes in proposed amendments without approval of the
             one proposing the amendment.


Upon any dissolution of the Society, its property and assets shall be distributed as

Section 1.   Society Obligations—All liabilities and obligations of the organization
             shall be paid, satisfied and discharged, or adequate provisions shall be
             made therefore.

Section 2.   Society Assets—Assets held by the organization upon condition
             requiring return, transfer or conveyance, which condition occurs by

            reason of the dissolution, shall be returned , transferred or conveyed
            in accordance with such requirements.

Section 3   Remaining Assets—Any remaining assets shall be distributed to the
            Society of Decorative Painters Foundation or any other 501(c)(3)
            organization that shares the same or similar mission as the Society, as
            designated by the Board of Directors. All dues collected and other
            income of the Society must be used for the purpose of the Society and
            shall not inure to the benefit of any individual member.

Approved Amendment 05/05


Standing Rule 1 – Name: The legal name of this organization shall be National
Society of Tole and Decorative Painters, Inc., doing business as the Society of
Decorative Painters.

Standing Rule 2 – Fiscal Year: The financial records of the Society will be kept on a
calendar-year basis.

Standing Rule 3 –Dues Date and Delinquency: Membership dues for the following
year shall be payable September 1 and delinquent as of December 1.

Standing Rule 4 –Membership Categories and Dues: Membership dues shall be as
       A. Voting Members
          1. Individual Members: $35 annually.
          2. Individual/Business Associate Member: $65 annually.
          3. Lifetime Member: None. No longer available as of May 1977.
          4. Household Member: $15 – is defined as an immediate family member
             sharing the same address as the Individual Member. Application must
             accompany the membership or renewal application of the Individual
             Member. If an immediate family member elects to join the Society
             after the Individual Member has paid his/her current dues, a written
             request must be made to the Society and must include the Individual
             Member’s full name, current membership number and joint address.

      B. Non-Voting Members
         1. Honorary Member: None
         2. Affiliate Member: None

Standing Rule 5 – Certification: There shall be two (2) levels of Certification.
      A. Certified Decorative Artists:
          1. An applicant shall be a voting member of the Society.
          2. An applicant shall submit for judging and pass one (1) piece of work.
             The design for the entry must come from the current Certification
      B. Master Decorative Artist:
          1. An applicant shall be a voting member of the Society.
          2. An applicant shall be a Certified Decorative Artist.
          3. An applicant shall submit for judging and pass three (3) pieces of

Standing Rule 6 – Awards
      A. The Silver Palette Award may be presented in recognition of noteworthy
      service of an exceptional nature in the furthering of the purpose of the
      National Society of Tole and Decorative Painters, Inc.

Standing Rule 7- Use of Position and/or Certification: The National Society of Tole
and Decorative Painters, Inc. encourages use of certification and/or position within
the Society for advertising purposes so long as such certification and/or position is
current and accurate.

Standing Rule 8 – Amendment: The standing rules may be adopted, amended,
suspended or rescinded by a two-thirds (2/3) vote of those present and eligible to
vote at the Annual Meeting and Convention.

Standing Rules Approved Amendment 05/02

                                     Section B

                                CHAPTER BYLAWS

     CONTENTS                                         PAGE

Sample Chapter Bylaws                                 1-3

     Sample Chapter Standing Rules                    4

Amending and Revising Bylaws                          5–8

     Providing for a Vice President/President Elect   9
        aaChapter Bylaws of the Society of Decorative

The name of this non-profit organization shall be _________________________________________
of the National Society of Tole and Decorative Painters Inc., also known as the Society of Decorative
Painters, and referred to herein as the SOCIETY.


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


1. Membership in this chapter is open 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
   bylaws and those of the Society.
2. Non-resident members of the Society may visit this chapter as specified in the standing rules.
3. Non-member guests may visit as specified in the standing rules.


1. Membership dues shall be determined only by vote of the membership.
2. Membership dues shall be paid annually on a calendar year basis. Dues for the ensuing calendar
   year are payable September 1 and delinquent December 1. New membership privileges are effective
   October 1, with the exception of voting or running for office which shall begin January 1.
3. Amount of dues shall be as stated in the standing rules.


1. Regular meetings of this chapter shall be held as stated in the standing rules.
2. The board of directors shall have authority to change dates of meetings, and to set places and times
   for meetings, provided sufficient notice is given to members.
3. A quorum shall consist of not less than 1/5 of the membership.
4. The privilege of holding office, making motions, debating, and voting shall be limited to members in
   good standing for the current calendar year.
5. Voting by mail or proxy voting is not permitted, with the exception of Article XII, Section 3.


    1. The elected officers of this chapter shall be President, First Vice-President, Second Vice-
    President, Secretary and Treasurer.
2. The term of office shall be one year. No officer may hold the same office for more than two
   consecutive full terms.
3. Duties of officers shall be as follows:
   a. The President shall preside at meetings of the chapter and meetings of the Board of Directors;
       shall be a member ex-officio of all committees, with the exception of the Nominating Committee;
       shall sign checks in the absence of the Treasurer; 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 offices.
   b. The First Vice President shall preside in the absence of the President; shall assist the President;
       and serve with responsibilities as stated in the standing rules.

    c. The Second Vice President shall serve with responsibilities as stated in the standing rules.
    d. The Secretary shall record minutes of all meetings of the chapter and of the board of directors.
       These minutes shall be kept in books, which are the property of the chapter, and shall be a
       complete and clear record of activities.
    e. The Treasurer shall receive all monies of the chapter, shall keep an accurate record of
       receipts and expenditures, pay all bills upon approval of the board of directors, present a
       statement of account at every meeting of the chapter and when requested by the Board of
       Directors, and shall prepare a complete report at the end of the calendar year. The
       Treasurer shall report the chapter's total gross receipts (or an estimate thereof) to the President
       to be sent to the Society office with the annual report.


1. Appointed officers of the chapter may be appointed for special duties as deemed necessary
   by the President with the approval of the Board of Directors.
   a. The President may appoint, with the approval of the elected officers, the Newsletter
       Editor and Ways and Means chair, all of whom shall serve on the Board of Directors with
   b. The term of office shall be one year. No appointed officer may hold the same office for more than
        two consecutive full terms.
   c. The number of appointed officers with vote shall not exceed the number of elected
2. The president may appoint a parliamentarian who shall attend both board and chapter meetings, but
   shall not be a voting member of the board.


1. The Board of Directors shall consist of the elected officers, newsletter editor, and Ways and Means
2. The duties of the Board of Directors shall be:
   a. To transact necessary business in the intervals between chapter meetings and other
        business referred to it by the chapter.
   b. To submit an annual budget to the chapter for approval.
   c. To review all non-budgeted expenses and make recommendations to the chapter regarding
3. Meetings of the Board of Directors shall normally be held prior to the regular chapter
   meetings. Majority shall constitute a quorum. Special meetings of the Board of Directors may be
   called by the President and shall be called by the President upon written request of two members of
   the board.


1. The Board of Directors, upon recommendation of the Treasurer, shall designate all financial
   institutions that shall be the depository of chapter funds. Signature cards shall be executed by the
   President and Treasurer.
2. To insure that accounting procedures are accurate, consistent and current, a year-end audit of
   the Treasurer’s records shall be performed by an audit committee designated by the Board of

    Directors. The Treasurer shall not serve on the audit committee.


1. Standing committees may be created as needed to promote the objectives and interests of the
   chapter. The President, with the approval of the Board of Directors, shall appoint chairs and
   committee members. Each member shall serve for a term of one year and may serve no more than
   two consecutive full terms in the same position.
2. Special committees may be created at the discretion of the President, with the approval of the Board
   of Directors. The duties of any special committees shall be stated upon their appointment and such
   committees shall cease to exist when their final report is accepted or adopted.
3. No committee work or monies expended shall be undertaken without approval of the Board of


1. Nominations shall be made in the fall for the coming year.
   a. The nominating committee, composed of not less than three (3) nor more than five (5)
       members shall be appointed by the President with the approval of the Board of Directors. The
       nominating committee shall be appointed at least two months before the meeting at which
       elections are held.
   b. The nominating committee shall prepare a slate for the election of officers and shall submit the
       slate to the members at least two weeks prior to the meeting at which elections will be held.
   c. There shall be provision for nominations from the floor for each office, at the meeting at
       which elections are held, provided that prior consent from the nominee has been obtained.
2. Elections shall take place before the close of the calendar year.
   a. Officers shall be elected prior to the first of the year, and shall take office January 1 and shall hold
       office until a successor is duly named.
   b. A majority vote is required to elect. If there is more than one candidate for office, voting shall be
       by written ballot.
   c. Vacancies in office shall be filled by a majority vote of the Board of Directors.


1. Proposed amendments to these bylaws shall be submitted in writing to the President for
   review by the Board of Directors.
2. These bylaws may be altered or changed by a 2/3 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 take place.
3. If at two successive meetings, a quorum has not been present, these bylaws can be changed
   upon written ballot of the members, provided that a majority of the members return the
   written ballot.


Robert's Rules of Order, Newly Revised, shall be the parliamentary authority for all matters not in conflict
with these bylaws or the bylaws of the Society.


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 therefor. Any remaining funds as are in the
treasury at the time shall be given to the Society or to the Decorative Arts Collection, Inc., as determined
by a majority of the remaining members.

Chapter Bylaws - revised 2005 Bylaws accepted by chapter (date)____________________

aaaaaaaaaaaaaChapter Standing Rulesaaaaaaaaaaaaa
                                           STANDING RULES

                                             of the
                               SOCIETY OF DECORATIVE PAINTERS

1. Membership dues shall be _____________per year and shall be payable to correspond with
   payment of dues to the Society.

2. The financial records of this chapter shall be kept on a calendar year basis, from January 1
   through December 31.

3. Business meetings of the chapter shall be held not less than four (4) times annually. Normally the
   chapter meets the months of:


4. The First Vice-President shall serve as _________________________________________________

5. The Second Vice-President shall serve as ______________________________________________

6. A grant may be presented annually to the President for the purpose of attending the Chapters
   Gathering and the Annual Meeting at the Society's Annual Conference. If the President is unable to
   attend, the grant may be offered to another officer. The officer receiving this grant shall attend the
   Chapters Gathering, the Annual Meeting, and those functions that will benefit the chapter, and shall
   be expected to provide a report to the chapter.

7. These standing rules may be amended by a majority of the voters at any meeting wherein there is a

8. Non-resident members of the Society may visit this chapter not more than _____ times each year
   without payment of dues to the chapter.

9. Non-member guests may visit this chapter not more than _____times each year without payment of
   dues to both the Society and the chapter.

Standing Rules revised (date) _______________

As the chapter grows and changes, the bylaws need to be reviewed and amended or revised as
necessary. This should be considered a routine matter because of chapter growth and not as a
threatening change. The chapter must operate according to the bylaws. What your bylaws say and how
you operate cannot be in conflict.

Reviewing chapter bylaws should be a part of officer orientation each year. If it is determined that minor
changes are needed then the board can propose the change to the chapter. If there are several changes
or questions concerning what needs to be changed then a bylaws committee should be appointed for
study and recommendation for revisions. The committee presents recommendations to the President for
review by the board before changes are presented to the membership.

If changes may be controversial, the changes may be explained to the membership and general
agreement sought to send the proposed changes to SDP for review and feedback. It is helpful to state
clearly in writing what changes are being made and why.

If SDP has questions or suggestions, they will contact the chair of the bylaw committee or the President
of the chapter. After the Society office has reviewed the changes, the chapter may choose to vote on
each change or may choose to accept the entire revision. All action concerning bylaws must be recorded
in the chapter minutes.

The Society bylaws pertain to the individual member of the Society and do provide for affiliation of
chapters and a Chapters Committee. The chapter bylaws pertain to the individual member as a member
of a chapter and cannot be in conflict with the Society bylaws.

The following items are requirements for all chapter bylaws:

1.       Name and purpose of the group – must identify the chapter and state the purpose of the chapter is in
         common with that of the Society.

2.       Qualifications for membership – must require all members of the chapter be current members of the Society.

3.       Meetings – must state a quorum in terms of a fraction or percentage of voting members.

4.       Officers and duties – must provide for officers to serve on the calendar year.

5.       Elections, when and how – must elect in the fall.

6.       What to do in case the group dissolves – must include an article on dissolution which provides that funds
         and assets will not return to the benefit of the members and must be given to another non-profit organization
         such as the Society of Decorative Painters or the Decorative Arts Collection.

7.       How to amend bylaws – must state how and when proposed changes are presented to the membership.

8.       Date the bylaws were adopted and amended – the Society office must have a current copy of your bylaws
         and standing rules at all times.

     Refer & Study: Chapter Bylaws – Section B, pages 1-3

1.   NAME & PURPOSE: Chapters should be consistent in the use of their approved name (changing the
2.   name is a bylaw change). Reference must be made to the affiliation with the parent organization as shown in the
     bylaws in Section B, Article I.

              Chapters who were affiliated before the shorter version of the Society’s name should include
              reference to ―also known as the Society of Decorative Painters and wherein referred to as the
              Society.‖ The word ―Society‖ will replace ―National Society‖ or ―National‖ throughout the bylaws.
              The purpose as stated in the chapter bylaws in Section B must be included along with whatever else
              the chapter chooses to include.

     a.   Membership is open only to those who hold membership in the Society.
     b.   All classifications of membership such as individual, business or honorary.
     c.   Define privileges and restrictions for each classification (prospective members must be able to choose their
          category of membership if several are available). Honorary membership is bestowed by the chapter but
          requires Society membership.
     d.   How many times a visitor can attend before paying dues.
     e.   Membership dues are determined by the membership and stated in the standing rules.
     f.   When dues are due and what period of time payment of dues covers (all chapters operate on the calendar
          year). Dues are prepaid for the following year. Members are current until December 31 and eligible to vote
          in fall elections even though they may not have paid dues for the following year.

     a. Regular meetings are held as stated in the standing rules. The purpose of standing rules is to
     further define bylaws and give months and dates the chapter normally meets. Whereas bylaws take time to
     change, standing rules can be changed at any meeting where a quorum is present.
     b.   The board has the authority to change the date, place and time if sufficient notice is given to the
          membership. This allows the board to make this decision on a meeting if it becomes necessary. The
          membership would vote to change months and days if the change is to be permanent.
     c.   The quorum necessary at a meeting in order to conduct business. Quorum is based on the voting
          membership and should always be stated in a percentage to accommodate a change in the number of
          members. The Society will approve a percentage no lower than 20 percent or one-fifth of your members.
          Example: If you have 100 voting members, 20 would need to be in attendance in order to conduct business.
          If you have 60 voting members, 12 of these members would need to be present. Unless bylaws state
          otherwise, majority rule determines the outcome of the vote, which means one more than half of votes cast
          carries the vote. Remember that the number of votes cast does not always match the number in attendance
          eligible to vote. Voting is a privilege, but also a choice.
     d.   Who is eligible to hold office, debate and vote at meetings.
     e.   Neither voting by mail nor proxy votes are permitted as both have proved detrimental to chapters. In smaller
          groups such as chapters, those in attendance who hear the pros and cons also make the decision.
          Logically, not every member will always be able to participate. However, all members are assured of equal
          treatment according to the bylaws.
     f.   Voting can only take place at a called meeting giving everyone advanced notice. Parliamentary authority
          must be acknowledged. The Society uses Robert’s Rules of Order, Newly Revised. In case chapter bylaws
          do not cover a situation, Robert’s Rules is the recognized authority.

4.   OFFICERS AND DUTIES: The bylaws should clearly list the elected positions or officers, appointed
     officers and who appoints them and the terms of office. When they take office is pre-determined by the chapter
     year which is designated as January 1 – December 31.

     Please note in the chapter bylaws that the elected officers are under one article and the appointed officers under
     another. Elected officers always have a vote and the appointed officers or committee chairs can be given a vote,
     as long as it is made clear before the term begins who holds a vote. If this is customary in your chapter, include
     the following statement: ―The number of appointed officers with vote shall not exceed the number of elected
     officers.‖ This is an important guideline to keep in mind and will keep a proper balance on your board.

     State the term of office as in number of year(s) and whether an officer can serve a consecutive term.

     Descriptions of duties of officers should be kept to a minimum. If details are important, they should refer to the
     standing rules as in ―and shall serve with responsibilities as stated in the standing rules‖. Follow through in the
     standing rules by defining the responsibilities of that particular office. Listing the officer duties in the standing
     rules will allow more flexibility in making changes.

     The parliamentarian is there to serve the President and does not serve with vote. The parliamentarian may be
     asked to attend board and chapter meetings, however, only gives council at the invitation or suggestion of the

     Board of Directors: refer to page 1 of Section F.
     Items to be defined are: who attends, when meetings will be held, what constitutes a quorum (for a board it is
     generally one more than half of the members) and what are the responsibilities of the board. Generally the
     board sets the budget for the year, approves any non-budgeted items, determines if there is a need for
     membership approval and takes care of any business referred by the chapter. Agenda items should be agreed
     upon and discussed.

     Some chapters include in the officers and duties when and how the officers are elected. This is one of the most
     important functions of your chapter and is one area that can cause conflict within the group if attention to detail
     has not been given. We suggest that you include a separate article in your bylaws on nominations and elections.

5.   NOMINATIONS AND ELECTIONS – Please study Section E, Chapter Elections.

 Your bylaws must state:
   a. If you have a nominating committee, how many members? Are they appointed or elected? If
   appointed, by whom?
     b.   When and how does the committee report? Directly to the chapter at a meeting, in the chapter newsletter or
     c.   Provision for nominations from the floor.
     d.   In what month are elections held? Policy says that elections may be held in the fall for the succeeding year.
     e.   How will you elect? If the slate consists of more than one nominee, a written ballot is required.
     f.   How will vacancies be handled (normally the board of directors)? If bylaws call for Vice President/President
          Elect, see Section B page 9.

6.   DISSOLUTION: This article provides for distribution of chapter funds when the chapter decides to
     discontinue meeting. Funds in the treasury cannot be returned to the remaining members. A final accounting
     must be made, expenses paid and remaining funds be given to another non-profit group by vote of the chapter,
     such as the Society or Decorative Arts Collection.

     a. An amendment to the bylaws is a proposal to change an item or items of the bylaws. If an
     individual determines the change is necessary, the request needs to go to the board through the President of the
     chapter. The request should be made in writing or in person and not at a general meeting. The President should
     have the privilege of preparing an agenda and being aware of items of be discussed.
     b.   A revision means that each item of the bylaws is subject to change. This is when a committee should be
     c.   Whether submitted by board or bylaws committee, when you have completed the draft of amendments or
          revisions of your bylaws, proceed as follows:
              Submit the amendment or revision in writing to the membership either by a mailing or through the
               newsletter, allowing time for evaluation and study.

        After bylaws have been adopted by the members, note any changes made at that meeting and date the
         bylaws, which are to be kept in the chapter’s permanent file.

     Send a copy of the revised or amended bylaws to the Society office, ATTN: Chapters Dept.


         a Providing for a Vice President/President Electa                                              aa
Changing bylaws to accommodate a Vice President/President Elect can add continuity to chapter
leadership. However, it calls for a minimum three-year commitment as the member moves from elect to
President and past President.

In general, the Vice President fulfills the duties of President in the absence of the President, which is
correct, but does not automatically make this person President. Many times chapters assume that the
Vice President must automatically be considered for President.

To change bylaws to President/Elect:
       Everywhere Vice President or First Vice President is used needs to be replaced with Vice
       President/President Elect.

Under duties:
       Under the description of Vice President/President Elect it needs to include the following
       statement: ―and shall succeed to the office of President in the event of a vacancy in that office.‖

Under vacancies:
       1. A vacancy in the office of the President shall automatically be filled by the Vice
           President/President Elect for the unexpired term.

        2. A vacancy in an office except that of the Presidency shall automatically be filled by the Board
           of Directors for the unexpired term. A Vice President/President Elect so selected shall not
           succeed to the office of Presidency except by election at the next regular election.

Proviso: Would need to be included at the end of your bylaws when the amendment is made for the first
year since the chapter will be electing both a President and Vice President/President Elect. Thereafter,
only the President/Elect will be on the nominating slate. (Proviso – makes an exception to allow a change
to take place and appears with the bylaws only until change is implemented and is not a permanent part
of the bylaws.)

      Proviso: That for the election year of ________ both a President and Vice President/President
      Elect will be elected. Thereafter, only the Vice President/President Elect will be elected. By
      motion of the chapter __________________________ date.

                                  Section C

                            CHAPTER FINANCES

     CONTENTS                                  PAGE

Safeguarding Chapter Funds                     1

     Raising Money                             2

Obtaining Supplies for Seminars & Workshops    3

     Purchasing Supplies for Members           4

     Chapter Funds and the Individual Member   5

     Sample Voucher                            6
For the protection of both the chapter and the person who serves at its Treasurer, careful
consideration should be given to providing sufficient safeguards.

1. The Board of Directors, upon recommendation of the Treasurer, shall designate all financial
   institutions that shall be the depository of chapter funds. The minutes at the beginning of each year
   should show in which bank or banks chapter funds are deposited. There should always be more than
   one authorized signature on the signature cards for all chapter bank accounts. It is unwise to have
   only one person authorized to make bank transactions.

2. In many chapters, there is a requirement that each check should require two signatures. In some
   Chapters, due to distances, this presents great difficulty in dealing promptly with financial
   responsibilities. Under normal circumstances, both signatures should be executed at the same time
   the check is issued. One workable compromise is to require a second signature for checks over a
   given amount.

3. All checks should be written to the chapter and not to an individual member of the chapter.

4. It is recommended that chapters have the President, or someone designated by the President, review
   all bank statements monthly and accounts quarterly.

5. Each chapter should provide for an annual audit of the chapter’s financial records.

6. It is recommended that chapter members who incur authorized expenses be reimbursed from
   vouchers signed by the President before the Treasurer is authorized to pay. See page 6 of this
   section for a sample voucher that may be copied for your chapter use.

7. It is recommended that, for chapters with a significant amount of treasury funds, the chapter Board of
   Directors be bonded. The bonding of officers ensures against unforeseen financial loss, specifically if
   an officer is accused of misusing or stealing chapter funds. Because of the cost involved in bonding,
   chapters should discuss this with their local insurance companies.

Whatever safeguards the chapter chooses, it should be remembered that frequently, chapters with
inexperienced Treasurers would welcome the support of careful review to ensure that financial records
are in order.

Can the chapter keep some reserves? It is permissible for the chapter to keep some reserves to carry
over from year to year and for possible unforeseen expenses. It is not wise to build large undesignated
reserves without goals for use.

 AaaaaaaaaaAaaa RAISING MONEY aaaaAaaaaaaaaaa
There are guidelines concerning how chapters may raise money as well as how they spend it. Fundraising activities

with monies going to the chapter that promote the purpose of the Society and chapters are generally accepted. Such

activities would be the publication of a newsletter, holding demonstrations or special activities for Decorative Painting

Month. The limitation with such activities is that proceeds may not be used to benefit any specific individual member

or business. For example, there clearly is not a problem if your chapter holds a sale with members donating items to

sell, and all proceeds go to the chapter treasury. The purpose of the fundraiser must be to benefit the goals of the

chapter and not an individual member of the organization. Members benefit indirectly by activities supported by the


When sales are conducted where an individual member of a not-for-profit organization will receive the profit, care

must be taken. If the intent of a show and sale is to benefit an individual using the chapter name for advertising the

event, there is a problem. Since the Society is granted an exemption from income tax payment and because our

purpose is to promote decorative painting and not to receive income from decorative painting, certain rules apply to

the Society and its chapters.

Holding a decorative painting sale can be construed to be an activity that promotes decorative painting. If the sale is

sponsored or arranged by a chapter, then the chapter may charge either a ―space fee‖ or ―participation fee‖ to the

individual. The difference is that with a participation fee, each participant pays the same fee no matter how much is

sold. With a space fee, a specified amount of space is sold for a specified fee. The individuals must then be

responsible to collect their own money and they are responsible for reporting their income individually. The only

income to the non-profit group is the fee charge. This can be compared to what takes place at the Society’s

Conference where ―space‖ is sold. The price of a booth on the trade show floor is a set price. The exhibitors are for-

profit groups. They set the fees for their wares, collect the money and report their earnings to the government. The

Society is responsible only for reporting the fees paid to the Society. It is not possible to state absolutely what is

permissible since interpretations can vary from area to area.

It is also possible to have a fundraising activity that does not promote decorative painting if the activity is not regularly

carried out. For example, you could not hold a monthly bingo party or raffle to raise money. An occasional activity to

raise money still requires the money to go to the chapter and not to an individual and must not be prohibited by state

law. Careful consideration must be given to each activity that generates funds for the chapter. Negative actions by a

chapter do not only reflect on that chapter, but all chapters in the Society and in turn jeopardize the Society as an


The Society is composed of individual members, teachers, shop owners, distributors, manufacturers, publishers and

variations thereof.

Shops cannot thrive without teachers, who cannot teach without students, who appreciate the chapter for the social

opportunities to know and share with one another. Shops offer new products with the help of the distributors and

manufacturers. The chapter often depends on the shop for door prizes and as a source of supplies for projects as

well as perhaps supplying a nucleus of members when beginning a chapter. Each is a special link to the other in the

chain of the membership of the Society.

In some places, shops and chapters exist on the local level, as well as distributors. All can have a mutually satisfying

relationship if common sense and courtesy are used and neither side takes advantage of the other.

Some chapters hold their meetings in shops with project materials coming from the host shop. If more than one shop

is in the area, all shops should be contacted to determine if they want to work with the chapter. Chapters who have

members who are shop owners provide times when the shop can present what they have to offer. Some allow shop

owners to advertise in their newsletters. Other chapters do not allow either. Shops should not be put in a position of

competing with one another, nor should the shop be expected or asked to give discounts as part of being a member

of the chapter. If a shop owner offers discounts, that is their privilege and at their discretion. Be sensitive that if your

chapter is requesting free product from manufacturers and has businesses in your area offering these products, this

may not be viewed favorably.

There are many issues that come to mind when considering the business-chapter relationship. It is possible to forget,

because of our love for painting, that the purpose of a business is to make money. No business can survive without

funds for rent, utilities, insurance, salaries, etc., which must come from profits. Many craft shops work with a smaller

mark-up than other businesses.

The chapter must be careful not to replace the shop in any area by going into the business of selling books or

supplies normally carried at the local shop, and certainly not at a discount. Neither should the chapter work to benefit

any single shop or business. The chapter must be careful not to let a shop owner or individual member dictate policy

and control.

The purpose of the Society and its chapters is to promote decorative painting. In doing so, the chapter must strive to

cooperate as much as possible with other segments of the Society. Working together strengthens everyone!

If there is one area that has caused concern to all segments of the Society, it is chapters purchasing

supplies and acting as a business. Since our organization operates under Section 501(c)(6) as a tax-free

entity, the chapter that operates a business jeopardizes our exempt status. Every effort should be made

to secure supplies through those in business, in or outside your area. If they are unwilling to cooperate

there are other options.

Contact the teacher to inquire as to whether she/he is willing to provide the surface and supplies. The

chapter should never ask or expect a teacher to sell at discount because it is a chapter. The teacher is

also an independent businessperson and has the right to make profit on supplies. If a distributor or

manufacturer is to be contacted, the teacher should do so. If the teacher asks the chapter to take care of

it, remember you are asking on behalf of the teacher.

It is illegal for any chapter to buy wholesale (tax-free) unless it plans to resell the merchandise. To resell

or use, a chapter must apply for a sales tax number in its respective state, file a business name report

and pay sales tax. As stated previously, our organization operates under Section 501(c)(6) as a tax-free

entity, the chapter that operates a business jeopardizes our exempt status.

If your chapter has a sales tax number, be guided by the following:

1. Any chapter engaging in sales of any kind to members or the public, must obtain a sales tax permit in
   those states, provinces or countries where there is a sales tax. Sales include the sale of wood or

    supplies for paint-ins, sales at boutiques or bazaars, sales at mini-conventions or any other type of

    monetary transaction for product or service.

2. Sales tax should be collected and reported on all sales according to the laws governing the state,
   province or country.

3. Suppliers of merchandise for use or sale by the chapter shall be determined by a majority vote of the
   chapter board. It is suggested that, when feasible, competitive bids are desirable.

There has been considerable confusion on what constitutes profit in regard to individuals in the chapter.

Teachers: Is it permissible for the chapter to pay an individual member of the chapter to teach?

You are reimbursing the teacher for a service rendered and as long as the price is not in excess of what

is normally being paid to teachers, it should not be a problem.

Some chapters pay members an established token fee for teaching the chapter. The chapter, upon

recommendation of the Board or an appointed committee, should establish the fee and guidelines.

Considerations may be given as to whether the member/teacher is demonstrating or actually teaching a

class for a prescribed number of hours normally considered a class period. A sharing of ideas among

members is always encouraged and generally a fee is not involved. Each chapter must sort through how

this is handled, what constitutes teaching (keeping fairness in mind) and consistency in how it applies to

members. Payment structure might need to be negotiated for seminars when an established teacher is

also a member of the chapter.

Teachers from outside the chapter negotiate with the contact person for their fee.

Business Members: Sometimes when the chapter has business members involved, there is a question

about the relationship with the chapter. Each chapter needs to take into account the circumstances in

their area and agree on what is acceptable. Is the business member able to advertise in the newsletter?

Does the business have to be a member to do so? Are non-business members charged more? Some

chapters provide space for rent at the chapter meeting to teachers and businesses to advertise their

classes. Use caution not to let this activity interfere in the business meeting and program. All

transactions such as sign-ups, must take place before or after the planned meeting of the chapter.

Strictly adhere to guidelines.

Chapter members in need: It is best to hold a special event when wanting to benefit an individual

member in need. Donations go directly to the individual or into a special account and funds are never

deposited into the chapter treasury.

                   VOUCHER for REIMBURSEMENT

Name:         ___________________________________________________________

Address:      ___________________________________________________________


Purpose of    ___________________________________________________________



ITEMIZE (Note: Receipts must be attached for all reimbursement requests)

___________________________________________               $ ____________________

___________________________________________               $ ____________________

___________________________________________               $ ____________________

___________________________________________               $ ____________________

___________________________________________               $ ____________________

___________________________________________               $ ____________________

___________________________________________               $ ____________________

                                                    Total: $ ____________________

Signature: _____________________________________________________________

Approved by: ________________________________ Date: _____________________


Check # issued: __________ Amount of Check: $ ____________ Date: ____________

Treasurer: _____________________________________________________________

Chapter: ______________________________________________________________

                                Section D

                       MEMBERSHIP & VERIFICATION

     CONTENTS                                      PAGE

Chapter Membership                                 1

     Zip Code Lists                                2

                      Society of Decorative
                      Membership Card

                             Member Since 1973
1. Membership in chapters is a privilege open only to those holding a membership in the Society
   of Decorative Painters. Society dues are payable in the fall of the year for the following
   calendar year. Most chapters choose to coordinate payment of chapter dues with that of the
   Society. Chapters generally focus on recruiting new members with special activities in the fall
   of the year.

2. Each chapter has important responsibilities in regard to the collection of dues:
   a. Inform potential new members of the necessity of Society membership and provide them
      with a current Society membership application.
   b. Receive chapter dues only from those who are members of the Society or in the process
      of joining the Society. If they are submitting dues to the Society, advise them of their
      responsibility of showing proof of membership to the chapter within a designated period
      of time. Record their membership number.
   c. If the new member shows good faith by paying Society dues in the fall, we encourage
      chapters to allow these new members to pre-pay chapter dues for the coming year and to
      participate in chapter activities the remainder of the year, with the exception of running for
      office or voting. It is hereby possible to take advantage of the interest in joining without
      the newly recruited members paying two years, twice the amount of dues, within a short
      span for purposes of participation in the chapter. Their full Society and chapter privileges
      would begin January 1.
   d. Both new and renewing members must complete membership forms.

Chapters should not collect Society dues from their members. Society dues must be sent directly
to the Society by the individual member. Chapters will be sent updated copies of the Society
membership form or they may make copies of the renewal card in The Decorative Painter to make
sure it is current information. Chapters will have the responsibility of providing this form to their
members for payment of Society dues. Keep accurate records.

AaaAAAAA                       aa ZIP CODE LISTS aaA                                  AAAaaaa
After the first of the year, the chapter may request a printout by sending the office a list of zip
codes. This list will reflect the current members of the Society, and any new members who may
be in your area.

Making sure all chapter members are Society members can be a difficult task. It is the individual
member’s responsibility to provide proof of Society membership to the chapter. The best method
of providing proof of membership is to show the membership card at a chapter meeting. To assist
chapters with this task, the Society will send zip code lists after January 1. These lists will show
the names and addresses of current Society members in the area. This is also a good tool for
recruiting new members and for inviting past members to a chapter meeting.

In order to receive a zip code list, chapters must send the first three digits of the zip codes in their
vicinity to the office. Zip code ranges can be found in most telephone directories or ask for the
National Zip Code Directory from your local library. These requests can be sent by mail, fax or
email. (Please do not phone in your request as running the zip code list takes computer time.)
Please allow seven to ten business days to process the zip code list.

With list in hand, chapters will have proof of Society membership and can ask those who,
according to the list, have not renewed their dues to do so in order to participate in chapter
activities. Likewise, they can request that the individual provide proof (the current Society
membership card) that they have renewed their Society membership. Please keep in mind that
from October to January over 20,000 membership renewals will be received at the office, and there
may be a slight delay in processing the dues.

                                    Section E

                               CHAPTER ELECTIONS

     CONTENTS                                      PAGE

The Nominating Committee                           1

     Nominations from the Floor                    2

     The Election Process                          3

     Installation Ceremonies                       4-6
Nominations and elections are two of the most important functions of the chapter to be held each
year in the fall prior to December 31. The process must be according to the bylaws of each
chapter and conducted as fairly as possible. When an answer is not in your bylaws, go to
Robert’s Rules of Order, newly revised. When a situation arises that is not covered in either,
common sense and kindness must prevail.

Whether your Nominating Committee is appointed or elected, the committee needs to be impartial
and consider the strengths and weaknesses of the total membership. The President is not a
member of the Nominating Committee.

It is imperative that the committee meets to determine who would best serve the chapter in each
particular office. Once the committee agrees on who to contact, the chair or committee member
should contact the individual to tell him/her that the committee has met and agreed that he/she
would be the best person to fill this position in the chapter. It is best to verify the nominee is a
current member in good standing.

Serving on the Nominating Committee does not exclude a member from becoming a nominee.
However, as a courtesy, the potential nominee should ask to be excused when the committee
discusses the selection for that office.

It is not a good idea for the committee to call each member and inquire if he/she wants to serve.
This invitation can come from the President, at the time the Nominating Committee is announced,
by stating that if anyone has particular interests in a certain area to let the Nominating Committee
know. The final selection of a nominee, however, is up to the committee.

Once the committee has made every effort to secure nominees, a report is prepared for
publication in the newsletter, reported directly to the membership at a general meeting or both as
determined by the chapter bylaws. If reported at a general meeting, the Nominating Committee
Chair is called on and says to the assembly, “Mr./Madam President, the Nominating Committee
presents the following nominations: for President, (name); for Vice President, (name)” etc. The
report of the committee is not accepted by motion or vote, which would be tantamount to
endorsing the candidates before the election is held.

If the committee is unable to secure a nominee for one or more of the positions, after every effort
has been made, the slate of nominees secured is submitted, leaving the vacancies to be filled by
nominations from the floor.

The Nominating Committee ceases to exist once the members have made their report.

It is important a chapter retain the privilege of nomination from the floor, giving individual
members full voice to participate in the selection of candidates for office. Nominations from the
floor are subsequent to the report of the nominating committee.

After the report of the committee is read, the President calls for nominations from the floor, office
by office, with adequate time for members to present names.

When the President announces ________ (name) has been nominated for the office of President
and opens the floor for further nominations, the member stands and says, “I nominate __________
(name) for the office of President.” As each name is presented, the Secretary should record the

After everyone wishing to place a name in nomination has spoken, the President announces that
“the nominations for President are closed”. Before a person in nominated, he/she must give
permission. It is inappropriate to call for nominations to be closed while a name is being

After sufficient time has passed for additional nominations for each office, the President
announces that nominations are closed. The President should reread through the list of
nominees for each office and ask the individual to stand as their name is read. Closing of
nominations is simply announced by the President and does not require a motion. If for some
reason, someone wants to reopen the nominations, this requires a motion and needs to be
approved by a majority vote of those in attendance.

A written ballot gives each member the privilege of privacy in vote without outside influence and
should be prepared in advance with the list of nominees and additional lines for nominees
presented from the floor. If ballots have not been prepared, plain paper of the same size and color
may be used. In this case, all names nominated, including those nominated from the floor, should
be on a blackboard where visible to all of those voting.

What if the committee did not secure a nomination and none are offered from the floor? Chapter
bylaws should state that officers serve until a successor is named, which means that whoever is
serving in office will remain until someone is found.

If the party currently serving is not willing to continue, they wait until the new chapter year begins
and resign, forcing the new board to appoint someone to fill the vacancy.

The election process must be conducted so each member is assured that special privileges have
not been extended to any one individual and the election process is fair.

1. The President should announce when it is time to mark the ballot, including names nominated
   from the floor, and instruct members on how to fold the ballot so individual ballots cannot be
   identified. When the President calls for the ballots to be collected, members may take their
   ballot to a ballot box or the tellers can collect the ballots in a box.

2. It is the responsibility of the tellers to see that no one votes more than once.

3. The President should appoint tellers to collect and tally the votes. The first named teller is the
   chair of the group. With a small group, three tellers are needed; one to read the ballot, one to
   tally what is read on a blank ballot and a third to watch. With larger groups, more tellers are

4. If the group is large, the tellers may go to another room to tally the votes with the chair of the
   tellers assisting them.

5. If there is a division in the chapter, it is wise to include tellers from both sides of an issue.
   With a small group, the tellers may count and record the votes in a corner of the room where
   the membership is assembled and tellers visible.

6. Tellers make out a teller’s report by indicating the total number of votes cast for each office,
   the number of votes necessary for election and the number of votes received by each
   candidate. Election is by a majority rule unless otherwise stated in the bylaws. Example: if 30
   ballots were cast then 16, or one more than half, are needed to carry the vote. A form with
   information can be recorded as follows:

   Office of President
   Number of votes cast =              __________
   Number of votes necessary =         __________
   X candidate received                __________
   Y candidate received                __________
   Z candidate received                __________

   This tabulation needs to be done for each office. The tellers do not report the results of the
election. That is the responsibility of the presiding officer or the President. If more than one
nominee receives votes over what is needed for a majority, the one with the most votes wins. If
there is not a majority, the chapter continues to vote with all candidates remaining on the ballot
until someone receives the majority.

   Once the results have been announced and the meeting adjourned, the election is final. It is
helpful to have the membership number of all nominees ready so when the election results are
reported, the Annual Chapter Form can be sent to the SDP office.

Ceremony Number 1

Supplies need for ceremony:
 White votive candles; one to represent each of the following: the Society, Society members,
   affiliated chapters, each elected office of the chapter and chapter membership.
 Candle snuffer
 Matches


Will the newly elected officers please come to the platform? It was indeed an honor to be asked to
present the installation ceremony today.

As an active member of the          (name of chapter)       , I feel a responsibility to serve the
chapter. I ask each of you to take a few minutes and think of our membership responsibilities.
We elect officers annually, expecting them to assume their duties as stated in the bylaws of the
chapter, but do you know that those same bylaws do not define our responsibilities as chapter
members? Why do we exist? How did we get where we are today?

In 1972, the Society of Decorative Painters was founded and at that time, seeds began to grow.
(Light the first candle)

Over the years, the membership has grown to over ______________, a group of students, teachers
and shop owners. It is a camaraderie with one interest… decorative painting. We light the second
candle representing all Society members. (Light the second candle)

As we grew, chapters developed. We now have ________ affiliated chapters, of which           (name
of chapter)      , has the honor of being included, in the family of the Society. The third candle
represents the affiliated chapters. (Light the third candle)

When we have chapters, there is a need for leadership. The fourth candle represents the
leadership of the President of the chapter to which      (name)      as been elected.       (First
name)           , you are the link between the Society and the chapter. The link to guide and direct
the chapter. (Light candle)
           (Name)             , the fifth candle represents the 1 Vice President, who serves
during the absence of the President and is responsible for ________________________ so we may
share our talents with one another. (Light candle)
         (Name)              , the sixth candle represents the 2 Vice President, who serves as
the membership chair. This is an important function. It is important to keep in touch with the
chapter members letting them know we care. (Light candle)

           (Name)             , the seventh candle represents the Secretary who is responsible
for recording the events and history of the chapter and informing the Society of chapter activities.
(Light candle)

          (Name)               , the eighth candle represents the Treasurer who is responsible for
maintaining the financial records of the chapter and reporting the financial state of the chapter to
the membership. (Light candle)

The last candle is symbolic of chapter membership, for without this membership the flames of the
other candles would not exist. (Light candle)
You, as officers, must be aware of this membership and serve them to the best of your ability.
The members, in turn, must be aware of the need to support your newly elected officers. For
without your support, the lights of the candles will soon go out. (Extinguish the candle
representing chapter membership)

Without the chapter membership support, the officers cannot fulfill their responsibilities and each
light will gradually diminish. (Extinguish the candle representing the chapter officers)

Without the support of the chapter officers, there cannot be a chapter President. Without the
chapter President, there cannot be an affiliated chapter. (Extinguish the candle representing
affiliated chapters)

As the chapters diminish, so will our Society membership begin to diminish. (Extinguish the
candle representing Society membership)

The light that never fails is that of the Society; that light is always there. (Let the first candle
remain lit)

Don’t let any of the flames flicker… each of us should be aware of our membership
responsibilities, care about our chapter and most of all, share our talents.

Ceremony Number 2

Supplies needed for ceremony:
 4 votive candles and holders
 Candle snuffer
 Matches
 5 flowers of various colors


It is an honor to be asked to present the installation ceremony today. As an active member of the
(name of chapter)       , I feel a responsibility to serve the chapter. I ask all of you to take a few
minutes now and give some thought to our membership responsibilities. We elect officers
annually, expecting them to assume their duties as stated in the bylaws of the chapter, but do you
know that those same bylaws do not define our responsibilities as chapter members? Why do we
exist? How did we get where we are today? In 1972, the Society of Decorative Painters was
founded and at that time, seeds began to grow. (Light first candle)

Over the years, the membership has grown to more than _____________, a group of students,
teachers and shop owners. It is camaraderie with one interest – that of decorative painting. We
light the second candle representing the national members. (Light second candle)

As we grew, chapters developed. We now have ______________ affiliated chapters of which
(name of chapter)       has the honor of being included in the family of the Society. The third
candle represents the affiliated chapters. (Light third candle)

The fourth candle represents the leadership of the President of the chapter.         (Name)
as President, you are the link between the Society and our members, seeking to guide our
chapter. May you serve with reverence and zeal as you accept this flower.
         (Name)            , as 1 Vice President, you will serve in the absence of the President
and as membership and publicity chair. May you share ideas for interesting new artists as well as

letting our chapter members know we care. May you serve with understanding as you accept this
            (Name)               , as 2 Vice President, programs of educational interest are your
duties as you utilize talents of many individuals at our meetings. May you serve with enthusiasm
as you accept this flower.

As secretary,            (Name)              , you record the history of the chapter. Of equal
importance is reporting chapter activities to the Society. May you serve with reliance as you
accept this flower.

Maintaining the financial records and reporting the chapter’s financial status to the members are
the treasurer’s responsibilities. You,           (Name)             , are elected to this office. May
you serve with dedication as you accept this flower.

One last candle remains to be lit – a symbol of chapter membership. Without this membership,
the flames of the other candles would not be necessary. (Light the fourth candle)

As officers elected by these members, may you serve to the best of your ability. In turn, the
members must support their officers, for without one supporting the other, the flame ceases to
burn and we have no seeds of ideas to sow. (Extinguish two candles)

Without support of officers, the President cannot function. And without a President’s leadership,
there can be no chapter. (Extinguish one candle)

Our light in the window that continues to show our way is that of the Society. With ever-growing
wisdom, that light is always there, with new seeds to plant and nourish.

Keep all of the lights burning! As we share with other artists who care about the same interests,
may we become aware of our responsibilities as members.

NOTE: A suggestion would be to follow a color family and present each incoming officer with a
flower, decorating the table with candles and flowers in the same color.

                            Section F

                    OFFICERS AND THEIR DUTIES

CONTENTS                                        PAGE

Responsibility as a Member of the Board               1

President                                       2–3

      Sample Agenda                             4–5

Vice Presidents                                 6

Secretary                                       7–8

      Sample of Minutes Outline                 9

Treasurer                                       10 – 11

      Sample of Treasurer’s Year End Report     12

Newsletter Editor                               13

Appointed Officers                              14

Parliamentarian                                 15

Committees                                      16 - 17
A Board of Directors is an administrative body of elected and appointed officers.
Collectively, you will be initiating policy and plans that will affect the members long after
your service on the board. In some chapters the board makes many of the decisions for
the chapter, while in others they offer recommendations to the chapter for decision by
vote of the membership. The board is charged with making sure the chapter is fulfilling
the purpose and requirements of affiliated chapters of the Society. You are elected to
represent the chapter and must stay sensitive and receptive to the needs of the chapter.
Attendance at all board meetings cannot be stressed too strongly.

Chapter bylaws state who serves on the board in addition to those elected by the
membership. Those elected by the membership always serve with vote. If appointed
officers serve on the board, bylaws should state whether they have a vote. Appointed
officers with vote should not outnumber elected officers. Appointed officers also may be
invited to attend board meeting with voice, but without vote. The position of
parliamentarian serves without vote.

Since chapter boards are generally of a smaller size, business may be taken care of in a
more informal manner. Confidentiality is important in order to have complete and
uninhibited participation. Members must feel free to bring pertinent information to a
discussion without fear of disclosure. Copies of board minutes in your possession belong
to the board and only the board can give permission to share the minutes with someone
else. Once an action is taken by majority vote or consensus, it becomes the action of the
board and deserves the support of the entire board. Board members have an obligation to
protect their good names and the integrity of the chapter and the Society.

Larger boards who live great distances from one another can benefit from an executive
committee which is a smaller group authorized to act on behalf of the board, just as the
board acts on behalf of the general membership between meetings. If the chapter has an
executive committee, generally composed of the elected officers, the bylaws need to
define their duties and powers. As a rule, chapters are not large enough to warrant this
separate group within the board. When a chapter meets monthly, the general membership
can attend to its business with recommendations from the board. No action by the board
can conflict with bylaws or action taken by the general membership of the chapter.

Board meetings are for those elected or appointed to evaluate goals and address items
before the chapter. Members requesting to meet with the board should contact the
President for an appropriate time and, as a courtesy, notify the President of the subject
matter. The request also may be made in writing. The designated time given to the
member to meet with the board should be after other board items have been addressed.

In accepting the office of President, you have obligated yourself to devote the necessary
time and effort to fulfill the duties of your office promptly, systematically and efficiently.
You are the point of communication that can block or advance the progress of your
chapter and its members. If communication is received that changes policy or revises
information in the Handbook for Chapters, notify those who are affected by the change
and file information with your materials for future reference.

Store all items belonging to or pertaining to the chapter in one place. Review files
received from your predecessor that should include:
        a. Current bylaws and standing rules
        b. Current roster of chapter members with addresses and phone numbers
        c. Handbook for Chapters
        d. Current list of SDP board members – refer to The Decorative Painter
        e. Robert’s Rules of Order, Newly Revised
        f. Copy of Society’s bylaws
        g. Copy of minutes from the previous year
        h. Copy of Employer Identification Number (EIN) as granted (if US based chapter)

Confer with your predecessor on problems revealed in your study of the files. An early
joint meeting of the retiring board and the new board provides a time to discuss policies
and procedures. Outline the duties of the officers and the cooperative efforts you hope to
accomplish for the term. Enthusiasm, sincerity, consideration and an invitation for all to
share ideas can set the stage for a strong team support.

Chief duties as President are to preside at all chapter and board meetings and expedite the
business of the meetings. This requires basic knowledge of parliamentary procedure.
The President facilitates the meeting by preparation of an agenda of items that need to be
addressed. Personal opinions by the President are not appropriate. Review minutes for
unfinished or continuing business items. The chapter can only conduct business when a
meeting has been called and the membership notified. Example: members at a paint-in
cannot informally make decisions. The same is true of the board unless all board
members have been notified and a meeting called.

Determine that officers have the necessary information to fulfill their responsibility. Each
officer should have a copy of the chapter bylaws and information pertaining to their
responsibility from the Handbook for Chapters. We suggest the chapter invest in
notebooks for each office and the information be kept on file and passed to each
succeeding officer. If new information for the handbook is sent, the President should see
that copies are given to each officer and their notebooks updated.

In general, the chapter President is the contact person for the chapter both locally and
with the Society. Chapter Presidents should designate an email contact for their chapter
so its email address can be included on the Society web page. Forms and reports required
by the Society are the responsibility of the President to ensure they have been completed.
You may choose to have another officer complete some of these reports but it is your
responsibility to see that it is done.

Communication materials from the Society office, such as the Happenings newsletter, will
be sent to all Society members with a current email address on file. The President should
share information from these materials with chapter members and alert them of any
important changes or articles.

One of the first responsibilities of the President is to review the chapter bylaws with the
officers to clarify questions that may arise.

Appoint standing and special committees as outlined by chapter bylaws, usually with the
concurrence of the board. Coordinate work of committees and the chapter. The President
serves as ex-officio of the committees as determined in the bylaws, which excludes
participation in the Nominating Committee. Keep informed on committee progress but do
not dictate committee action. Make sure each committee observes the bounds of its
designated responsibility. Until the board approves committee work, no work should
begin or monies spent.


 Limited to those listed in the bylaws, the parliamentary authority and directors of the

Special Qualifications:
 Knowledge of parliamentary law and procedure
 Familiarity with bylaws and other rules of the organization
 Common sense, tact, sense of humor and kindness

 Open the meeting on time (making sure a quorum is present)
 Announce the business in order
 Recognize members entitled to the floor
 State and put to a vote all motions properly coming before the assembly
 Announce the result of each vote
 Rule improper motions out of order
 Enforce rules of debate and decorum
 Expedite business (making certain the rights of members are respected)

“Presiding is an art form that cannot be learned entirely from a book. However, a good
working knowledge of parliamentary procedure is the first step in being able to preside
with quiet authority.”
 – Elaine Fulton, Registered Parliamentarian

                             SAMPLE AGENDA
In preparation of each meeting, the President should plan an agenda following the
prescribed order of business. This agenda or outline will fill in details within the order of
business that must be covered in that particular meeting. An agenda will prove invaluable
to both the presiding officer and the members in directing the progress of a meeting in a
fair, democratic and business-like manner.

The agenda must follow an accepted order of business, which provides for:
 Call to order
 Reading and approving of minutes
 Statement of Treasurer
 Reading of communications
 Reports from board and committees
 Unfinished business
 New business
 Announcements
 Program
 Adjournment

Detailed Agenda:

                       Agenda for          (date, time and location)

1. Call to order, quorum established.
   The meeting will come to order. (If guests are present they should be introduced and

2. Reading of minutes
   The Secretary will please read the minutes of the previous meeting.

   Are there any corrections to the minutes? If none, the minutes are approved as read.

   If there are corrections and there are no objections to them, the Secretary will please
   make the corrections. Are there other corrections? The minutes are approved as

   If the chapter publishes their minutes in their entirety in the newsletter, the President
   asks for a motion to accept the minutes as published and proceeds as above with

3. Treasurer’s financial report
   The Treasurer presents the financial report. Are there any questions? The Treasurer’s
   report will be filed.

4. Reading of communications
   The Secretary will report on correspondence not requiring action at this time (thank
   you notes, etc). Other business is saved for New Business.

5. Reports and their disposal
   a. Board – the next business in order is the report of the board
   b. Committees – may we have a report from standing committees?
   c. Special committees – may we have a report from special committees? (Example:
      Christmas party, state fair, etc.)

6. Unfinished business
   The next business of order is unfinished business and general orders. (Example: A
   motion relating to sponsoring a mall show was postponed from the last meeting.
   Restate the motion and ask for discussion.)

7. New business
   The next item on the agenda is new business. Call for items you have been advised on
   then ask if there is any other new business. (If additional information is needed before
   a decision can be made, you can entertain a motion to postpone or appoint a
   committee to gather information.)

8. Announcements
   Have a list prepared and ask if anyone else has any announcements.

9. Program
   The program chair will announce the program.

10. Adjournment
    If there is no further business, the meeting is adjourned.

                              VICE PRESIDENTS
First Vice President

As First Vice President, you are the stand-in for the President and should be aware of the
President’s responsibilities as stated in the chapter bylaws and outlined in the Handbook
for Chapters. Duties in the bylaws may be as specified in the standing rules; this allows
for flexibility. However, the main responsibility of the First Vice President is to assist the
President. Offer help in any way you can.

Vice Presidents should have a copy of the following:
 Files of your predecessor should contain chapter bylaws and standing rules
 Chapter roster should have names, addresses and telephone numbers

As an assistant to the President:
 Arrive well ahead of the meeting time.
 Open the meeting and proceed with the regular order of business if the President is
   late. Relinquish the chair at completion of pending business.
 Preside in the President’s absence or at his/her request.
 Make motions that will assist the President and expedite business.
 Pay careful attention to minutes to assure accuracy.
 Keep well informed on material received from the Society office to assist in its
   integration into programs.
 Serve with duties as agreed upon by the board, remembering the first responsibility of
   the Vice President is to assist the President.
 Clear and organize files to deliver to your successor at the end of the term, including a
   written report of your term activity to assist him/her in taking over office at the first of
   the next calendar year.

Second Vice President

This officer, if elected in your chapter, will stand in for the President in the absence of the
President and the First Vice President. The chapter bylaws designate the responsibilities
of this office, as stated in the standing rules, and gives each chapter flexibility in what
duties are assigned to this officer. The value of electing a Second Vice President is an
easy way to enlarge the board with an elected office. Many times this officer is
Membership Chair, which is a vital responsibility in the chapter.

Membership Chair with duties as follows:
 Maintain a membership roll with current addresses and telephone numbers.
 Maintain a record of attendance, if required.
 Advise the President if a quorum of voting members is present.
 Collect chapter dues.
 Work with the Treasurer in establishing a method of recording receipt of chapter dues.
  A triplicate book is suggested with the original going to the member, the second copy
  to the Treasurer and the third copy for reference by the Membership Chair.


As Secretary, you perform an important service for your chapter in maintaining an
accurate record of transactions. Minutes may serve as evidence in case of legal action.
They must be complete but concise.

Special qualifications needed by the Secretary include:
 Neatness and accuracy
 Typing proficiency
 Ability to read in a clear voice with enunciation

In preparation for office you should obtain the file and minutes book from your
predecessor. The file should contain:
 Chapter bylaws and standing rules
 Current roster of SDP officers as printed in The Decorative Painter
 Complete chapter roster including officers, chairmen and committees
 Member list with addresses and telephone numbers
 Correspondence for the past year

Review and organize the file, supplying any missing items.

Examine the minutes book from the previous year. Minutes of all meetings from the
previous year should be in the file. The minutes should be secured in a notebook labeled
“Minutes Book of (name of chapter)” in order of meeting held. The minutes should be
signed by the Secretary and should become a part of the permanent record of the chapter.
The minutes book of file should be forwarded to each new Secretary. If minutes have not
been kept as indicated, they must be changed to this style.

As Secretary you will:

1. Keep the minutes of chapter and board committee meetings. These minutes should be
   completed in
   the final form and given to the board within one week of the meeting. Minutes should
   always state clearly at the beginning, the full name of the chapter as well as the date
   and location of the meeting. Minutes should be as brief as possible and should be
   reported in the order in which the business was presented at the meeting. They
   should record all action taken by the group, including:
   a. The exact wording of motions (motions may be requested in writing).
   b. The name of the member who introduced a motion (not who seconded).
   c. The action taken on the motion.

2. Personal opinions and details of discussion are not included. What is done by the
   chapter, not what is said by the members, should be recorded.

3. Maintain custody of the official/signed copy of the minutes of the chapter meetings, as
well as official
   minutes of board meetings. Access to chapter minutes is limited to chapter members.
Access to
   board minutes is limited to board members as designated or by permission of the

4. Permit no changes in minutes other that those authorized by official action.

5. Keep all lists of chapter officers and chairmen current. Include phone numbers of all

6. Furnish President, within a week after each meeting (chapter and board), a copy of the
minutes of the
    previous meeting with lists of:
    a. Unfinished business as shown in the minutes
    b. Motions or actions postponed from previous meeting
    c. Committees instructed to report
7. Be prepared to call the meeting to order promptly as scheduled in the event of the
absence of the
    President, First and Second Vice President. Conduct election of a temporary chairman
for the

8. Notify Treasurer of expenditures authorized by chapter action.

9. Complete and return to the Society office, any and all forms for which your President
asks you to be

If you are Corresponding Secretary, you will:

1. Read correspondence to the chapter (summarize long letters) first giving the name of
   writer and the
   organization. Be familiar with correct pronunciation of names.

2. Reply to correspondence promptly as directed, with copies for the President’s and
   chapter’s files.

3. All letters, reports and memoranda should be dated. Letters should show the address
of the writer
    and the name of the chapter.

4. Files at the end of the term of office should be cleared of all but material of use to the
next term. No
   social correspondence should be retained.

Sample Outline of Minutes

In writing minutes, the following outline is generally used:

1. Kind of meeting. (regular, special, board, chapter)
2. Name of the chapter.
3. Date, place and time of the meeting.
4. The presence and names of President and Secretary, or in their absence, the names of
   their substitutes.
5. Whether the minutes of the previous meeting were read and approved or whether
   dispensed with for later approval.
6. Action taken
   a. Hearing of Treasurer’s report and filing for audit.
   b. Hearing of other reports and action taken.
   c. All main motions, except those which are withdrawn. Name of the member who
       introduced the motion.
   d. Points of order and appeals, whether sustained or lost.
   e. All other motions not lost or withdrawn.

Sample Minutes

Minutes written within this outline could take the form illustrated here. Numbers in
parentheses ( ) refer to sections of the outline above.

(1, 2, 3) A regular meeting of the ABC chapter was held September 18, 1998 in the
       Commons           Building at Fort Wright College. The meeting was called to order
       at 10:00 a.m.
(4)    by President, (President’s name)       . The Secretary,            (Secretary’s name) ,
       being present.
(5)    Minutes of the previous meeting were read and approved.
(6)    The Treasurer reported receipts from dues of $35, current disbursements of $17.50
       and a balance-on-hand dated September 17, of $4627.83. The report was filed for
                (Name)       , Project Committee Chairman, reported an upcoming
       workshop with Priscilla Hauser.
       The budget for 1999 was presented by the Budget Committee.
       The Special Committee appointed to investigate the suggestion of a membership
       event during Decorative Painting Month submitted a recommendation, which after
       discussion and amendment, was adopted as follows: This chapter shall sponsor a
       membership event on October 22, 1999 with                 (Name)          serving as

Barbara Baker moved that $150 be contributed to the Decorative Arts Collection.
The motion was referred to the Budget Committee.
There being no further business, the meeting adjourned at 11:35 a.m.

                      ________________________________, Secretary’s Signature


You will keep a record of the financial transactions of the chapter with the responsibility
for receipt and disbursement of funds as provided in the chapter bylaws. Qualities of
alertness, honesty, intelligence, dependability, promptness and trustworthiness are
fundamental to the discharge of this office.

Preparation for the office includes:
 Study of bylaw and standing rule provisions relating to the Treasurer.
 Study the sections of the Handbook for Chapters referring to collection of dues,
   membership verification and chapter finances.
 Detailed examination of the budget.
 Accompanying the President to the bank for identification and signing of signature
   cards if not already on file. It is essential that more than one signature be on the
   signature card, a minimum being the President and Treasurer.

Files should contain:
 A current copy of the chapter’s bylaws and standing rules. Note especially any
    sections specifying how dues are collected and any restrictions on authorized
 Current copy of the chapter budget.
 Receipt book to acknowledge money received.
 Checkbook to disburse funds as authorized
 Book in which to keep financial records. These are kept best in a binder with four
    separate sections (listed below) permitting assembly of all records in one book.

Sections should be allocated as follows;
1. Member Record – to show name, address, amount and date of dues paid by each
   member. Work with Membership Chair if applicable.
2. Cash Record – to show all receipts and disbursements with a balance after each entry.
3. Budget Accounts – to show budget allowance for each allocation (teachers’ fees,
   postage, etc.) with current expenditures against each.
4. Accounts Receivable – to show any monies received such as dues, overage on meals,
   receipts from ways and means, etc., with copies of all expense vouchers with
   supporting information.

You should begin office with the knowledge that you know and understand your duties.
Books turned over to you should have been audited, either by an audit committee or as
authorized by the chapter bylaws.

As Treasurer, your duties are to:

1. Be the custodian of all chapter funds.
2. Collect all monies for the chapter, issuing receipts for them.
   a. If the Second Vice President or Membership Chair is responsible for collecting
       dues, a summary of amount and date of dues paid by each member should be
       given to the Treasurer as soon as possible after receipt.
   b. A triplicate receipt book is suggested with:
        the original going to the paying member
        the second copy to the Treasurer
        the third copy staying intact for reference by the Membership Chair.
3. Deposit monies promptly in an account in the chapter name. Never deposit into a
   personal account.

4. Disburse chapter funds as ordered.
5. Keep accurate records of all receipts and disbursements; file all bills as support for
   money paid, preferably using a voucher system.
6. Make a financial report at each meeting. Sample reports are found following this
   portion of the Handbook. Provide the monthly bank statement to whoever on the
   board has been designated to review it.
7. Complete and return to the Society any and all forms for which your President asks
   you to be responsible.
8. Pay all bills promptly as authorized.
9. Pay the chapter’s liability insurance premium and the chapter service fee. Invoices for
   these fees will be sent in the fall to the chapter President.

The chapter will not collect Society dues. Those must be paid for by the individual
member and sent directly to the Society.

Society dues are payable September 1 and delinquent December 1. Dues will be accepted
as early as September for the upcoming year. Prompt submission of dues is encouraged
to ensure receipt of all Society publications.

If a member is already a member of the Society, you must require proof of payment of
Society dues either by showing a membership card or cancelled check. Notify the
President if there are any discrepancies. See section D Membership & Verification.

Preparation for relinquishing your office:
   1. Balance the books and notify the President when the books are ready for audit.
       (Outstanding checks plus cash on hand should agree with the bank balance.)
   2. Arrange for transfer of funds to the new treasurer. Obtain signature cards from the
       bank so the new Treasurer and any other person authorized to sign may return it
       to the bank so the funds may be withdrawn without delay.
   3. Minutes of the chapter should relay where monies are deposited.
   4. Deliver completed files and records promptly to the newly elected Treasurer.

                         Treasurer’s Year End Report
Name of Chapter __________________________________Chapter #______________

Balance forward as of January 1, _____ (year)

Receipts (Income):
Chapter membership dues               $____________
Seminars or workshops                 $____________
Ways and Means                        $____________
Advertising, Newsletter               $____________
Interest                                     $____________
Donations                                    $____________
Miscellaneous                                $____________
Other                                        $____________
__________________                    $____________
__________________                    $____________
__________________                    $____________
               Subtotal on receipts   $____________
Total receipts + balance forward      ………………………………… $__________

Disbursements (Expenses)
Newsletter                                   $____________
Ways and Means                        $____________
Seminars                                     $____________
Rent                                         $____________
Programs                                     $____________
Postage and Printing                         $____________
Bank Charges                                 $____________
Miscellaneous                                $____________
Other                                        $____________
_________________                            $____________
_________________                            $____________

Total disbursements……………………………………………………$_________

Ending Balance as of December 31, ________ (year)            $_________

Summary: Funds Checking Account $______________ Bank: ___________________
         Funds Savings Account $______________ Bank: ___________________
         Funds – Other       $______________ Bank: ___________________

Submitted by Treasurer: ___________________________________ (date) __________
Certified by Audit Chair: __________________________________ (date) __________

                              NEWSLETTER EDITOR
The newsletter is your chapter’s voice, its main tool of communication with your members, other
chapters, the Society and prospective members. Use it to say who you are. The newsletter
represents the chapter.

Consult your chapter board to help determine what is appropriate for the voice of your chapter.
Using chapter newsletters to express personal opinions, yours or other individuals can undermine
the chapter and every member of the Society. As a tool of communication, a negative voice can
disappoint a new member and lose a prospective one.

Duties and responsibilities as Newsletter Editor:
        1. Ask for help or a co-editor if you feel one is needed.
        2. Utilize other chapter members by assigning people to prepare articles, get ads,
             design, type, and work on layout, addressing and mailing.
        3. Mail a copy to all chapter members in good standing.
        4. Put the Society on the chapter mailing list. The address is: Chapters Department,
             SDP 393 N. McLean Blvd., Wichita, KS 67203-5968.
        5. Keep accurate records of expenditures and receipts.
        6. Mail any items of interest, along with pictures, to the Society for publication
             consideration in The Decorative Painter or Chapter Happenings. Photos should be
             4‖ x 6‖ glossy prints of good quality and cannot be returned unless SASE is included.
             Digital photos for the Chapter Happenings newsletter should be in jpeg format.
        7. At the end of term, turn over files, notebooks and supplies to new officers in good
             form and order.
        8. Serve on the Board of Directors, with or without vote, depending on what the chapter
             bylaws dictate, in order to effectively relay the wishes of the chapter.
        9. Be sure your newsletter contains the necessary items and is also informative. The
             front page of the chapter newsletter must include the chapter name; location is
             applicable to the chapter (i.e. city/state/province/country), name of newsletter and the
Following are some suggestions to keep in mind:
     List all the officers, including the newsletter editor with mailing addresses, e-mail
        addresses and phone numbers.
     Officers’ articles as appropriate
     Secretary’s minutes of the meeting
     Treasurer’s report
     Meeting times and places
     Welcome new Membership and updates to the directory
     Deadline information on material for newsletter
     Information on workshops and Seminars
     Ads(according to criteria established by the chapter)
     Special Interest stories
     Book reviews
     Committee reports as needed
     ―Fill ins‖ – Thoughts for the day or helpful painting hints
     Humor
     Chapters emblem and return address on mailing label page
     Save postage and mail thru e-mail
     Use seasonal symbols or other interesting and simple artwork
     Post on chapter web site
Newsletter editors are encouraged to use their own creativity when designing the chapter
newsletter. If you would like to see samples of other newsletters, please contact the Society’s
Chapters Department.

                               APPOINTED OFFICERS

Officers of a chapter may consist of both elected and appointed officers. Elected officers are
those designated in the bylaws as elected by the general membership, who will be the governing
body of a chapter, commonly referred to as the Board of Directors. Normally this is the President,
First Vice President, Second Vice President, Secretary and Treasurer.

Appointed officers of the chapter may be appointed for special duties as deemed necessary by
the President with the approval of the board. An appointed officer may perform his/her duties
alone or might also be designated as chair of a standing or special committee.

       In the chapter bylaws, the Newsletter Editor and Ways and Means chair are both
        appointed to serve on the Board of Directors with vote. Both of these responsibilities are
        ongoing and vital to the success of the chapter.
       The Newsletter Editor may function with help, but he/she attends all meetings for a clear
        understanding of issues discussed and acted upon, either by election or appointment with
        vote. If this position is appointed, bylaws might alternatively designate he/she serve as an
        officer to attend all meetings but without a vote.
       The Ways and Means Chair is designated as an officer and serves on the Board of
        Directors with vote. He/she has committee input and in turn, by attending regular board
        meetings can convey the needs of Ways and Means to a committee.

It is important that the bylaws specify if appointed officers serve with or without vote.

Appointed officers with vote should not outnumber elected officers since officers are chosen by
the general membership and appointed officers are chosen by the president.

A wise President seeks approval of his/her appointments from the board to avoid creating a
situation that might occur with the President and appointees ruling against the remaining elected
officers on the board.

Appointments are for one term or calendar year. Even though a president is re-elected for a
second term, he/she should have the option of appointing someone else if they so choose.

The President may or may not choose to appoint a Parliamentarian to attend board and chapter

The Parliamentarian should be knowledgeable in parliamentary procedure and be someone in
whom the president has confidence. He/she should be seated close to the President at meetings
where the President might need to confer with the Parliamentarian. Council should be held as
discreetly as possible.

The Parliamentarian does not normally speak to the chapter but advises the President with the
President determining what direction he/she will take. Only in rare instances should the
Parliamentarian be asked to speak directly to the chapter.

The Parliamentarian is not considered an appointed officer of the board and serves as an advisor
without vote. If the Parliamentarian is also a member of the chapter, he/she does not forfeit the
privilege of voting at chapter meetings.

A a                                    COMMITTEES                                           a aa

The committee is the primary training ground for leadership.

A network of committees is an important factor in the success of the chapter. Diversified
committee membership is invaluable. It is a training ground for higher service with wider activity.
Committee work is a direct path to well-informed, interested leadership. It is also a source of
potential board membership. Many officers have received inspiration and preparation as a
member of a chapter committee.

The same leadership qualities required in officers are needed in the chair of a committee. This is
essential to the total strength of the chapter. Committee members need to work in cooperation
with the chair to complete the task of the committee.

Standing committees are working units of the chapter charged with specific areas of responsibility
as spelled out in bylaws provisions. The period of service generally coincides with the term of the
administration under which it is appointed. Committees are under the supervision of an officer
designated in the bylaws (generally the President.)

Special committees are formed on motion and appointed by the president, charged with specific
tasks on which the committee reports. The committee is discharged when the task is completed.
Appointment of a special committee is temporary and its work is generally performed within the
time limits set by the nature of the specific task.

No committee work should be undertaken or monies spent without the approval of the board or
executive committee.

Purpose and Principles of committees
The work of a committee is as follows:
    To expedite business, thus saving time for the larger group
    To investigate thoroughly all aspects of a specific matter
    To report
    If necessary, recommend action

Committee Chair
The work of a committee chair is as follows:
    Consult the president for information or instruction.
    Discuss the work of the committee with the members of the committee immediately on
        the acceptance of appointment, delegating duties to various members.
    Encourage each committee member to express ideas and opinions and try to coordinate
        all of them.
    Cooperate with people and delegate duties to others.
    Keep a open mind.
The duties of a chairperson includes:
    Participation, and if unable or unwilling to do so , the chair should resign
    Advise the president when committee members do not function so the President may
        appoint a replacement.
    If necessary, conclude unfinished business of the previous committee.
    Clear chapter mailings and material for publication with the President.
    Maintain an orderly up-to-date committee file.
    Make a final report on work completed at the end of the year and give to President or
        next chair.
    Inform President of meeting plans including time and place.

       Report in writing to the board on work of the committee with recommendation for action in
        numerical order.
       He/She is not a committee of one and cannot work effectively alone.

Questions all committees should consider before proceeding with plans:
    Is this project feasible?
    Will it benefit the majority of the membership?
    Can the results be measured?
    Will the effort stimulate interest in and appreciation for decorative painting?

                               Section G

                         Promotion and Publicity

    CONTENTS                                       PAGE

Promotion                                          1

    Communication – The Chapter Newsletter         2-4

    Publicity – News Release                       5-6

            Attachment – Press Release Samples
A a                                    PROMOTIONa                                            aa
Contributed by Pat Castillo Hughes of California
Society member and 1998-1999 Membership/Marketing Committee Chair

Promotion and PR are key ingredients to the success of any endeavor, whether it is a major
retailer, a tiny boutique or an organization such as a chapter.

Promotion is what gets participation going, creates energy, interest and generates fun.

Publicity is what gets the word out about the fun and memorable functions your organization puts
on and gets involved in. All of these elements result in creating awareness of your group and its
efforts and result in drawing the interest of potential members.

New membership will keep a group fresh, full of new ideas and fights the ―but we’ve always done
it this way‖ syndrome. A membership with energy never becomes stale and easily resists the
cliques that can sometimes develop in a chapter, inevitably causing a group to falter.

How can chapters succeed in promoting their events to their membership and thereby create an
opportunity to generate publicity? Start by creating energy and fun within the chapter.

        Perhaps the key is communication. By keeping everyone informed about
        upcoming events, workshops and seminars, the membership will have the
        opportunity to participate and make each event a success.

       Another ingredient for success is creating fun. If your members have fun at each
       function, they will spread the word, drawing new interest and greater
       participation. The greater the numbers turning out for your events, the greater the
      speaker, visiting artist/teacher or painting retreat your chapter can afford.

        Creating awareness in your community and in the decorative painting industry for
       your group’s efforts is the reward for the work done by the members. A sense of
       tremendous pride can be generated by seeing your chapter’s event publicized in
       your local newspaper, The Decorative Painter or in similar industry publications.

A a                               COMMUNICATIONa                                                aa

The Newsletter
There are several means of communication your chapter can produce to keep the membership
informed and involved. The chapter newsletter is the most logical communication tool. Most
effective when mailed to membership on an established schedule. Some ideas you may want to
incorporate for your newsletter include the concept of regular columns.

Chapter leadership is best exemplified by the group’s President. Having a regular column by the
President with a clever heading and positioned in the same spot in the newsletter each time
creates a continuity on which members will come to depend. This column will provide the perfect
outlet for announcing new events, thanking the special efforts of individuals, recognizing
accomplishments and wishing those in ill health well.

For the member or members in charge of programs and educational workshops, the newsletter is
the most meaningful tool because it allows the events to be advertised. It provides membership
with a place to find the when, where and how much of every event. It spells out the sign-up
deadlines, the special brushes or supplies they’ll need to bring and any other events scheduled
such as special raffles or guest speakers.

Other items to consider for your newsletter is a column for the month’s birthdays, ―Closer Look‖
column can focus on a specific member each time so that everyone will get a chance to get
acquainted with one another, a ―Classified‖ section for thank you’s, craft fair announcements and
members’ sales. Publishing the minutes from the past month’s general meeting, as well as the
chapter’s budget report is always a good idea.

Newsletters offer local shops and other area businesses a chance to reach a targeted audience.
Advertising will round out the news value of your publication and help offset the cost of publishing
and mailing.

It is highly recommended that each newsletter have a membership application for your chapter
and the SDP. After all, the newsletter is the natural handout to give to prospective members.
Current copies of the Society membership form will be sent to the chapter President and the
Newsletter Editor.

The newsletter should:
    inform
    educate
    excite
    be professional in appearance and content
    be published on schedule

Annual Calendar of Events and Workshops
Creating a one-time calendar of everything scheduled for the coming year allows members the
chance to arrange their schedules so that they may participate. Often a seminar or workshop is
scheduled but not enough time is given to allow the members to react to the opportunity and sign
up. The calendar can serve as another promotional piece that is mailed to each member and can
be handed to anyone inquiring about membership.

The calendar can consist of an introductory page of information about the chapter, when it meets,
what it is about and what type of community works it performs. A detailed listing of each

upcoming seminar or workshop can follow. Ideally, this list would give the date, time, place,
teacher, project, sign-up deadline, cost and special supplies list for every workshop scheduled. If
you can include photos that have been scanned in, or have halftones done of each photo to paste
into the layout, the response will astound you.

Some chapters hold a vote at a specified meeting where area teachers are invited to submit
projects. Once the vote is decided and the year’s projects selected, the calendar can be mailed to
announce the schedule and signal the start of enrollment. Refer to STAGING A VOTE FOR THE
YEAR’S PROJECTS section within this chapter.

The Workshop Flyer
Having a one-page information bulletin at each workshop or seminar provides another opportunity
to keep the members informed of any last-minute changes or additions. It spells out the day’s
schedule, lunch breaks, teacher’s name and assistants or monitors, and other contests,
announcements, elections or discussion items for that day. Take advantage of the incredible
grapevine effect found in any chapter by feeding information to the members at every opportunity
and let them spread the word for you.

If you need to get a ―newsflash‖ out to the membership, consider sending a quick post card.
These are less expensive to mail. Many paper outlets or paper catalogs sell post cards in 2-up or
4-up formats, meaning each 8 ½ x 11 sheet is perforated with either 2 or 4 postcards per sheet.
Draft a general bulletin: drop into each area on the page and stick on a mailing label. You might
be surprised how sending out a notice in this unusual manner will effectively catch their attention.

E-mailing is a great way of communication with little expense. E-mail is a great tool for reminders
and can increase chapter participation. Ask your members to provide their e-mail addresses with
their renewal or new memberships.

Chapter Fun Makes for Good Promotion
Think in terms of what makes a party fun. After all, if you can make each workshop or painting
retreat feel like a party, you’ve got a winner.

     Themes
    Try selecting a theme for each workshop. Look to the project being painted that day for ideas.
    Is it an old-fashioned or antique-looking design? How about incorporating an ―Antique Little
    Girls‖ contest where members bring baby pictures of themselves and everyone gets to guess
    which picture matches which member. Add a voting process whereby members can vote for
    their choice of ―Cutest Baby‖ and the ―Chubbiest Cheeks‖. Award little prizes for those
    selected and add a prize for the one matching the most names and pictures. If you’re serving
    coffee and rolls that morning, set the mood with a nice table decorated with vintage table
    cloths and serving dishes. Try themes such as ―Las Vegas‖, ―Strokes of Genius‖, ―Magic‖,
    ―Circus‖, ―Tea Party‖, ―Country Fair‖, and ―Christmas in July‖. Don’t just put on a seminar-
    plan a party!

     Involve the Members
    Try having members ―brown bag‖ lunch one day, but have them set all those lunches out so
    that everyone picks someone else’s lunch. Everyone can vote for the best lunch, the fanciest
    or most creative.

    Try a pot-luck lunch break where members cook up their favorite family recipe and set out
    recipe cards the interested members can pick up for their collection. Throw one of each

recipe card into a big box as a ―participation door prize‖. All those recipes can be printed
throughout the year in your newsletter for all to try and enjoy.

Set aside one hour of a workshop and provide all the materials to ―Paint-A-Pin‖. Each
member gets a small wooden heart or star shape and paints a design of their choice. Quick
roses, hearts, bees or dots and dashes quickly adorn the shapes; members are then given a
pin back. The pins can be donated to new moms on Mother’s Day at the nearest maternity
ward, or to mothers in shelters to lift their spirits.

 Staging a Vote for the Year’s Projects
One of the most special functions you can stage is a meeting where members can see what
area teachers have submitted for possible painting projects. Send letters to all the teachers in
your area and send announcements to other chapters requesting submissions. Have all
projects on display at one time for members to vote on and take the opportunity to make the
voting process fun. Make it look like a real election, complete with official ballots and polling
areas. Try reaching that original spark of creativity by appealing to the inner child. Hand out
crayons and child-like ballots to remind that we all started out rather primitive and look at
what they are considering painting now!

A                                   a PUBLICITY                                              a aa
After going through all of those creative juices and extracting all the volunteer labor humanly
possible from your chapter, write a news release about all those special events. Pat yourselves
on the back. This type of thing is newsworthy to your community papers and maybe even the
radio and television stations. As it is, decorative painting makes for a great ―visual‖ for the news
media and when you add a flower-judging or baby picture contest, the media might jump at the
chance to cover your event. An annual vote of all submissions will seem like an entire art exhibit
to the media. Share your ideas with other chapters through ―The Decorative Painter Chapter
Chatter Department‖, or through the Chapter Happenings e-zine.

     News Releases
    The first step in getting out the word on your group’s activities is to prepare a contact list
    consisting of editors in your area’s media. Find out who at your local newspapers you might
    direct news releases to about your type of group. Find out if local magazines would be
    interested in, for example, that your group has been invited to participate in a showcase
    home, or if the magazine has a ―Community Calendar‖ that lists area workshops and exhibits.
    Radio stations, TV and local cable programs are excellent sources of publicity. Why not invite
    your local TV personality to the next chapter meeting for a free painting lesson? Remember
    they all need to fill their newspaper pages and hours of programming with something that will
    relate to their market and in that regard, the chapter and its activities can be of assistance.

     News Release Format
    Once you have a contact list, preparing one news release to send out to all media will
    typically do the job. The main difference is that you need to identify each one’s deadline for
    information. Typically, you’ll find that most newspapers need anywhere from 2-3 weeks notice
    of an event. Magazines work easily 3-4 months in advance of publication and the electronic
    media can respond on a much shorter notice.

    The news release must be prepared in a manner that is professional to the news media and
    one that will make their job of reviewing it easier. Don’t expect much response from flowery
    personal notes or calls but do make a follow-up phone call and find out the name of the
    reporter or editor who should receive the information and make sure his/her name is included
    at the top of the document. News releases are more effective when they are sent directly to a
    person as opposed to the general news organization.

    Type your news release on clean, white paper. At the top of the page first identify the name
    of your chapter and address. Follow this with an all capital heading of FOR IMMEDIATE
    RELEASE and a contact for your group with that person’s phone number, fax and email.
    About a third of the way down you’ll provide a headline for your piece. Double space and
    state the city and state in which the event will or has taken place, followed by the date the
    release is prepared. Immediately following this data, start right into your article. Remember
    the Who, What, When, Where, Why and How principle and try to cram as much of that into
    the first paragraph. Most editing occurs from the end of the article back to the start. Keeping
    your most basic facts at the top will quickly establish your story and hopefully will survive the
    editing cuts.

    Avoid wordy descriptions and adopt a factual tone. Imagine a news anchor reading this
    information to an audience and write it in that manner.

    Format the page to allow at least one full inch all the way around the body of the copy and
    double space each line. This will provide editors with the necessary room to mark up the
    editing. At the bottom of each page of the article, number them as 1 of 2, or 2 of 3 etc. Close
    the last page with three (#) signs to indicate there is no further copy.

When you mail your press release, consider preparing an entire ―Press Kit‖ in a folder which
includes a copy of the most recent newsletter and the annual calendar of events and
workshops. Whenever possible, include a glossy photo of events and workshops, including
the people involved. To the back side of the photo affix a typed label repeating your chapter’s
name and contact, title of the press release and a description of what is pictured. Identify
people from left to right and indicate with (L-R). By sending a well rounded press kit you
never know what might catch the eye of the editor and prompt them to contact you about yet
another angle. (To make a lasting impression, deliver your news release in person along with
a ―media gift,‖ a small painted token that can be placed on a desk. Editors and reporters will
pay more attention to a painted object they can hold or touch as opposed to only a news
release on white paper.)

Don’t lose heart when you barely recognize the article you sent in compared to what appears
in the paper. Remember, editors wouldn’t be doing their jobs if they didn’t edit. Keep in mind
that without that professional presentation on your part, your chapter would most likely not
have any coverage at all. Also refer to the Society’s Website, www.decorativepainters.org. for
applicable information.

 Speakers Program
Another great method for spreading the word about your chapter’s work is to simply talk it up.
Make yourselves available to speak to women’s groups and business groups in your
community. They are looking for speakers and want to be exposed to new things in the area,
which provide you with an ideal audience. Explain what decorative painting is; demonstrate
quick decorative painting techniques and show some of the members’ works. Along the way,
tell the audience when your next workshop or seminar is scheduled. It’s an excellent way of
getting the word out.

Promote your group from within, watch it blossom and catch the eye of the news media.
Promotion, public relations and publicity is a full cycle that starts from within your chapter and
rewards you with a fun organization that’s interesting, exciting and newsworthy.

          Copy on chapter letterhead
       or put your chapter’s name here

                                     News Release
Month, date, year
Contact: Contact person
Contact person’s phone number
Contact person’s e-mail address
                                  For Immediate Release

                          Headline for press release

(Chapter’s city, state abbreviation) – Open by briefly summing up the news
your press release is sharing.

Continue by giving more details about your event or news. If your press
release is about an event, don’t forget to give the name of the event, who is
sponsoring it, when it is, where it is, admission fee (if there is one) and – if
the event is a fundraiser – who will receive the funds collected.

Describe your organization and SDP.

Close by suggesting that for additional information, the reader can contact
(contact’s name) by calling (contact’s phone number) or e-mail (contact’s
e-mail address).

    (The following indicates the end of your press release to the reader:)

                                   News Release
July 8, 2005
Contact Teri Mott
(316) 269-9300, Ext. 115
                               For Immediate Release

               The Decorative Painter receives prestigious design award

WICHITA, Kan. – The Decorative Painter, the decorative painting industry’s
leading project magazine, has been recognized for design excellence with a
2005 Apex Award. The publication is produced six times a year by the
Society of Decorative Painters.

The Apex Awards, celebrating their 17th Annual Awards for Publication
Excellence, are sponsored by Communications Concepts, a trade
organization for professional communicators. Nearly 5,000 entries were
submitted to this year’s competition, in which communicators vied for 109
Apex Awards of Excellence in 11 categories. The Decorative Painter
received an award for all around publication excellence in the category of
“Magazine and Journal Design and Layout.” This is the third consecutive
year the magazine has been presented with this honor.

SDP is a membership organization with approximately 27,000 members
throughout the United States, Canada and 47 other countries. It has more
than 300 affiliated chapters that actively promote the art form through
community service projects and other painting-related activities. SDP
publishes the industry’s leading decorative painting magazine, The
Decorative Painter; houses the Decorative Arts Collection, an extensive
collection of decorative painting; and hosts the largest annual decorative
painting show, conference and expo, this year scheduled for May 23-28 in
Tampa, Fla. For general SDP information, visit www.decorativepainters.org.


                                 Section H

                         CHAPTER ACTIVITIES

     CONTENTS                                  PAGE

Chapter Activities                             1

     Workshops and Seminar                     2-3
          Teacher Questionnaire & Invitation   4
          Teaching Agreement – Samples         5-6

     Decorative Painting Month                 7

     Chapter Library                           8
A a                             CHAPTER ACTIVITIESa                                             aa

Chapters participate in many activities that vary from chapter to chapter. Each activity the chapter
considers must be evaluated by the goals of the Society, education and promotion. Does the
planned activity educate and promote decorative painting?

Education activities are seminars, workshops, retreats and special events that teach and advance
the participants in their individual skills and knowledge of painting. What is the difference between
seminars, workshops, paint-ins, retreats and special events such as mini-conventions? Different
chapters use the above terms with a variety of meanings. Seminars, workshops and paint-ins
have similar meanings. Retreats are generally a combination of getting away to share and paint,
sometimes with exhibits by members, but generally the objective is to paint and have fun. Most
educational events involve teachers.

How are teachers selected for educational events? Many chapters have an Education Committee
or chair. It is important that one person such as the chair be designated to make the initial
contacts with the teacher. He/She should keep complete notes and records, since it is possible
that contact made for a seminar may transpire in another year, and someone else may be
carrying through the event.

Enrollment for an educational event may be limited. Activities hosted by the chapter must be
advertised to all chapter members. Some chapters have reservations on a first come-first served

Chapter Appreciation days are very important and can be carried out in a variety of creative ways.
Showing appreciation for the support of your members is very important to the health and
emotional state of your chapter. Having a giveaway at each meeting is a nice gesture. Hosting a
member appreciation lunch along with a Saturday meeting is a great idea. There are numerous
ways to make your members feel very special. These ideas and more can be found by attending
the Chapters Gathering at the yearly SDP conference.

A a                      WORKSHOPS AND SEMINARS                                                   a

Almost every chapter at some point decides to invite teachers to visit and share their abilities. The
best way to sponsor a trouble-free workshop is to keep open the lines of communication between
your group and the teacher. If everyone knows what is expected from the beginning, there is less
opportunity for misunderstanding.

     Choosing a Guest Teacher:
    How do you decide whom to invite? Many chapters look at The Decorative Painter,
    Conference class offerings and available publications by various teachers to determine the
    styles and types of painting in which they are especially interested. After discussion among
    the members, the teachers’ names are often nominated then voted upon. Be sure to choose
    at least five teachers you feel the chapter would enjoy having because many travel teachers
    have busy schedules and may have to defer a seminar with your chapter until sometime in
    the future. Think about allowing at least 4-6 months lead time to get organized.

     Seminar Chair:
    Many chapters have found the best and most effective way to deal with seminars and all the
    details inherent in sponsoring them is to elect a Seminar Chair. Some groups have a different
    person in charge who takes care of all seminars and the decisions concerning them for the
    year. That will depend largely on how many seminars your group plans to host in a year. It is
    helpful for the teacher to deal with a single person, to get to know them and to know that
    person will have the answers to his/her questions. It can be a source of conflict if the teacher
    does not know whether to ask the President, Secretary, or Newsletter Editor about ongoing
    plans and preparations. It is helpful for the chair to keep notes on questions and answers
    given for reference.

     Sending a questionnaire:
    Sending out a form that includes essential questions is a convenient way to begin. You can
    ask the teacher his/her preferences and indicate yours in matters ranging from
    accommodations to subject matter for class. When you receive the information requested
    from the teacher; you will be in a position to know if the chapter can afford to invite that
    teacher, if you have the necessary students to fill the classes and if it appears that a mutual
    date for the seminar can be agreed upon. No questionnaire can ask or answer every
    question, but one that is tailored to the needs of your group can save a lot of time and get you
    on the road to good communication with your chosen teacher. See attachments- SAMPLE

     Preparing and planning:
    Great seminars do not come easily. Preparation and planning is necessary. Once a
    questionnaire has been sent and replies received, the chapter can determine with whom they
    would like to paint.

    Commitments contracted in a given year are often completed in subsequent years under a
    new chair or committee. The person delegated to make contact with the teacher should keep
    records of the agreement between the chapter and the teacher. If the agreement was in a
    past year, it would be good to review the agreement to see if any circumstances have
    changed. This can be accomplished if the agreement was in writing, which every chapter
    should require. It might be helpful if a copy of the original agreement is kept with the
    Treasurer’s records. All agreements are the property of the chapter and should be forwarded
    from one year to the next. See sample agreements.

Note: Most teachers have their own contracts which should be carefully reviewed by the
Board of Directors to ensure that all parties are under the same agreement as to expenses
which will be covered by the chapter, etc.

Teachers generally act as an independent business and should let the seminar chair know
what the chapter is responsible for providing and when. It is preferred the teacher provides
the surfaces; however, there are times when a teacher asks the chapter to do so. If so, refer
to Section C, Chapter finances.

Chapters of the Society were organized and affiliated with the goal of communicating and
sharing similar interests in the pursuit of decorative painting skills. To keep the organization
vital and growing, it is important to respect the different segments of the Society, to keep the
lines of communication open, and to operate in honesty and fairness. Do not expect or ask
the teacher to offer any publications or supplies at a discount. If teachers choose to do so,
they will make the offer. If a business in the area sells the teacher’s publications, not only
would this be poor public relations on the part of the chapter but also could jeopardize the
teacher/business relationship. Supplies and publications sold at retail are considered fair
competition. Chapter members need to be prepared to pay the cost of seminars and
workshops and remember that as a group they can bring in teachers with whom they
otherwise might not have the opportunity to paint.

Remember that it is unethical to book more seminars than the chapter can support in a given
year. It is unfair to teachers to reserve time on their calendars to teach a seminar for a
chapter, only to have that seminar cancelled due to lack of interest.

             Teacher Questionnaire & Invitation Form
Chapter name : ___________________________________________

Dear Teacher:
We are interested in learning your decorative art techniques and skills and would
like to sponsor a seminar for you. If you are willing to teach for us please fill out
the information requested below. This will help us formulate plans for an exciting
and rewarding experience.
Seminar Chair

YES _____ I would be interested in teaching a seminar for you.
NO _____ I would not be interested in teaching a seminar at this time.

I could teach for you during the following months:
If we can work out satisfactory dates from those listed above, my fees will include
the following: Daily fee ________for teaching from ______a.m. to ______p.m.
I also charge expenses consisting of airfare___, lodging___, meals ___, and
________________. (Please check those for which you will bill us.)
How many days do you wish to teach? __________
Do you wish to combine this seminar with another nearby? ___________
Do you require a minimum or maximum number of students per class?________
Do you require a deposit? ___________Is it refundable upon reasonable
Subject Matter: We will need to have color photographs of each project in order
to help fill the seminar. We request that we have supply list of required paints and
brushes as well as surfaces and instructions for their preparation 60 days prior to
the seminar dates. That will help us to host the most organized seminar. Please
let us know if you cannot provide any of the above.
What would you plan to teach?________________________________________
Could you provide a few pictures of projects to choose from? ________________
What medium do you use? __________________________________________
Will you teach all-day or ½ day projects? _______________________________
Can the students expect to finish the project in class?______________________
What level of instruction? Beginner ___ Intermediate ______ Advanced ______

Accommodations: Would you prefer to stay in a hotel? ____ private home? ____
Do you prefer smoking? ______ or non-smoking? ______
We appreciate your time to answer our questions and look forward to hearing
from you.

Phone ( )___________________ E-mail address _______________________

                       Teaching Agreement (Sample 1)
The following agreement is made between the ______________________ chapter and
____________________________, hereafter designated as ―teacher‖.

    1.   That the teacher shall be paid $_______per day for a _______day seminar in decorative painting
         for a maximum of ______ students.
    2.   That should the number of registrants exceed the above maximum, the chapter agrees to pay the
         teacher $________per student per day.
    3.   That the chapter shall pay for all related and reasonable travel expenses: round trip air-fare,
         lodging, meals, and travel expenses to and from the airport. Should the travel be by automobile, the
         rate of reimbursement will be ______cents per mile. The chapter shall pay whichever rate of travel
         is the lesser of the two. All copies of receipts must be given to chapter for reimbursement.
    4.   The teacher agrees to consult with the chapter prior to accepting another seminar in the immediate
         area. Should the chapter approve and agree that another seminar would be beneficial to both
         parties, all travel expenses would be shared on a daily prorated basis.
    5.   The teacher agrees to furnish patterns, instructions and photographs for each student. Samples or
         photographs of the projects will be furnished by the teacher and sent to the chapter ____ weeks
         prior to the seminar.
    6.   The chapter agrees to notify the teacher of possibility of cancellation at least ________weeks prior
         to the seminar date. The same courtesy is expected of the teacher.
    7.   The teacher shall have the option of being housed in a private home or in a hotel and should
         indicate this choice here: _________private home __________hotel.
    8.   The dates we have agreed upon are
         For the _________________________chapter.
         _______________________________ __________________________
         President                                   Teacher
         Date: _________________________              Date: _____________________

                            Teaching Agreement (Sample 2)
         Chapter name and contact person/phone, e-mail:
         I (we) agree to pay _______________________________
         $ _________(amount) per day for _______students and an additional $_____ per day per student
         above 20, to teach a _____(number of days) seminar in decorative painting. Payment will be made
         on the final day of the seminar.

         Agreement is made for all reasonable travel expenses: round trip air fare, lodging, meals, travel
         expense to and from airport. Should travel by automobile be feasible, the rate of reimbursement
         would be _____(cents) per mile, round trip. Reimbursement would also be made for any related
         expenses such as shipping of samples, excess freight charges etc.

         (Teacher) __________________________agrees that he/she will not accept another seminar in
         your immediate area without consulting with you, and the travel expenses would be prorated on a
         daily basis, should you approve and agree that a second seminar would not be competitive.

       Agreement is made to notify the Teacher of cancellation at least 30 days prior to the seminar.
       Agreement is made to house the teacher in a hotel rather than a private home.

       Arrangements for airline tickets will not be made by the chapter.

       The teaching dates we have agreed upon are:______________________.

       (Teacher’s name) ____________________________________
       (Street Address)______________________________________
       (City, State, Zip) ______________________________________
       (Business Phone) _____________________________________
       (Home Phone) _______________________________________
       (Cell Phone) _________________________________________
       (E-mail address) ______________________________________

________________________________          _____________________________
President                                  Date       Teacher                                     Date

A           a         DECORATIVE PAINTING MONTH                                            a aa

The Society of Decorative painters has traditionally designated the month of October as
Decorative Painting Month because the Society was founded on October 22, 1972. There are
several goals to accomplish in celebrating Decorative Painting Month each year:

       We encourage you to take every opportunity to share with the general public the wide
        variety of techniques and styles our art form consists of, as well as the different segments
        of the organization and how important each is to the other.

       We have a responsibility to support and respect the skills and interest of each member to
        unify and promote our common goals and strengthen the foundation of our Society.

       Celebrating our beginnings provides an opportunity to promote our art form and celebrate
        the scope of diversity in our organization.

       We need to involve teachers, shop owners and individual members in our areas to
        strengthen our foundation by focusing on membership recruitment. We suggest listing
        chapters, teachers and business members when distributing promotional materials.

Ideas on promoting and celebrating Decorative Painting Month:

    1) Plan an annual event such as a tea and art show. Invite all members past and present
       and the general public to view and take part and learn about your chapter and the
       Society. Make sure you have membership applications available and members on hand
       to answer any questions.
    2) Plan a decorative painting cruise for the month of October.
    3) Plan a Chapter gift show and advertise along with some make-it, take-it projects.
    4) Plan a Learn-to-Paint weekend at your local library.
    5) Plan a charity auction along with a charitable community service project to promote
       decorative painting.

Make your celebration special!

A a                               CHAPTER LIBRARY                                            a aa

Some chapters have found educational benefits in setting up a chapter library.

Special consideration could be given to obtaining research books that individual members might
find too costly for personal purchase. The Society Research Articles and books such as those on
health hazards of craftspeople or drawing might also be wise additions.

Care must be taken to prevent copyright abuse by members of chapters that include design and
pattern books in their library. It is certainly advantageous to members to be able to check out
pattern books and review them in order to decide which ones to purchase, but is not appropriate
for members to check out pattern books and photocopy patterns.

Each chapter sets its own goals and criteria for library use, as well as appointing a librarian.

Following are examples of chapter libraries, their contents and rules:

One chapter voted to charge a $2 fee when borrowing books from the library. ($1 was non-
refundable and $1 was for damage deposit that would be refundable.) The refundable deposit will
be returned if the book is brought back to the next meeting undamaged. If the book is kept longer
than a month, the deposit is not returned. All fees would go towards new book purchases.

Several chapter libraries contain all material donated to the chapter by visiting teachers, lecturers,
members and visitors. All materials and painted surfaces left by visiting teachers are mounted
and placed in library files.

Library material may by checked out for a period determined by the membership.

                                    Section I

                           Organizing and Affiliating

     CONTENTS                                                   PAGE

Organizing A SDP Chapter                                        1

     Leadership                                                 2

     Meetings                                                   3

     Establishing Chapter Bylaws                                4

     Establishing Annual Dues                                   5

     Selecting a Chapter Name                                   6

     Privileges of Affiliated Chapters                          7

     Requirements of Affiliated Chapters                        8 - 10

     Loss of Affiliation                                        11

     Records Retention                                          12

     The Society as a Non-Profit Organization                   13
     (U.S. Chapters)

        Letter from IRS with Society’s non-profit designation
        Letter from IRS with Society’s group number
        SS-4 form with sample of how to complete
        Instructions for Form SS-4 - U.S. based chapters
A a o                    ORGANIZING AN SDP CHAPTERa                                             aa

You have expressed a desire to organize a local painting club in your area. Congratulations on
taking your first step to develop an SDP chapter! Receipt of the New Chapter Form allows the
Society to list the group as an organizing chapter and to provide pertinent information and support
from the Society’s Chapters Department.

Basic to organizing the chapter is the understanding that people who are interested in joining the
chapter are required to be members of the Society of Decorative Painters. The organizing group
has an obligation to provide Society membership information and to advise those interested that if
they would like to join the local chapter, they must join the Society.

General information brochures are available from the Society offices that include membership
application forms. You may request a limited number of brochures. The Society also has a black
& white version of the color brochure from which you can make copies to give to potential
members. Information about the Society along with membership information is also available on
the Society’s web page: www.decorativepainters.org.

SDP chapters do allow guests, potential chapter members and non-resident SDP members to
visit chapter meetings and to participate in chapter activities, usually once or twice during the
year. Please make your guests and potential members feel welcome. Invite them to attend a
chapter meeting or two and, if they like the painting activities and enjoy the camaraderie with
painting friends, invite them to join the Society and the chapter.

Remember to inform prospective members that Society membership is a prerequisite to the
chapter membership. The Society will provide a zip code list of Society members in the area from
which an organizing chapter would draw. Please submit the first three digits of the zip codes in
your vicinity to the Society’s Chapter Department to receive the zip code list.

We’re glad you are interested in starting a new chapter! The Society’s Chapters Department is
equipped with resources to assist you in this new endeavor, so if you have any questions or need
additional information, please contact:

                                      Chapters Coordinator
                                  Society of Decorative Painters
                                     393 North McLean Blvd
                                     Wichita, KS 67203-5968
                                  Phone: (316) 269-9300 ext 107
                                 E-mail: mary@decorativepainters.org

A a                                     LEADERSHIP                                                a aa

It is suggested chapters start the organizational process with a steering committee. The
committee must designate among themselves who will be responsible for various areas of
responsibility, such as the duties of the president, vice-president, secretary, treasurer, newsletter
editor and so forth.

An organizing group can choose to operate with a steering committee until the timing seems right
to hold an election.

The timing of the first election can vary depending upon when the organizational meeting takes
place and how many times a year the group chooses to meet. If the group chooses to hold an
election in late spring or early summer, they might also include in their minutes a proviso that
officers elected would continue to serve through the following year to add continuity in leadership.
The following year they would elect officers in the fall as designated in the bylaws.

The chapter does not belong to any one member but to the group as a whole. It is important to
involve as many members as possible in order to establish that there is room in the chapter for
everyone. New members should be integrated in activities as soon as possible.

Bylaws state that officers will be elected in the fall or prior to the first of the year, and take office
January 1. Chapters of the Society operate on the calendar year, January 1 through December
31, with officers and with financial records.

A a                                       MEETINGSa                                            aa
Chapter meetings should be held at a neutral place during the organizational process rather than
a local shop, if possible. It must be understood that the chapter is open to any Society member
regardless of where they take classes. Once the chapter is established and it is agreeable to the
membership the chapter may choose to meet in a shop. If your chapter covers a large area, it is
advisable to meet in a central location or rotate meeting places to avoid having the same
members drive long distances each time.

A minimum of four (4) business meetings must be held each year. Organizing groups generally
meet monthly or may choose to meet every other month. Once regular meeting times have been
set, this information will be included in the standing rules of the chapter bylaws.

A steering committee may plan subsequent meetings after the initial interest meeting. Members
should then be allowed to vote on how many times they want to meet, on which day of the week,
and in what location. Your chapter may choose as many activities and projects as your members
wish. Some chapters limit themselves to meetings and classes or workshops only. The more
activities, the more opportunities your members have to get to know on another and share their
talents. Invite a member from an existing chapter near you to demonstrate for one of your

Publicizing meetings: You will want to fully publicize your meetings to reach everyone in your
community. Again, ask for volunteers to get things going. Some suggested methods of
advertising are:
    Notify radio and television stations one week in advance of the next meeting and in
    Display posters or fliers in shops or store windows.
    Notify newspapers in your area at least two weeks in advance. If your newspaper has a
         calendar section of community events, ask if your chapter meeting can be included in the
         calendar listing.
    Develop prospective members from:
                  Those who have attended any previous meetings
                  Area teachers and their students
                  A zip code list of members in your area provided by the Society.

Communication: The newsletter is the chief means of informing members of meeting dates and
other events within the chapter. It is a key element for developing a chapter. It is important to
select someone to do the job now, even on a temporary basis. Additional copies should be
provided for use in distribution to interested individuals. The Society should be included on the
chapter’s newsletter mailing list.

A          a ESTABLISHING CHAPTER BYLAWSa                                                      aa

Organizing groups are required to adopt the chapter bylaws provided by the Society. Refer to
Section B for a sample of Chapter Bylaws. Adopting the bylaws is helpful in the organizational
process, as they are general rules by which the chapter will operate. Adopting the bylaws should
be one of the first actions taken by the group. The head of the steering committee should call for
motion to adopt, which is then recorded in the minutes for that meeting.

The organizing chapter members should make every effort to acquaint themselves with the
bylaws. It is advantageous for every member to have a copy. Organizing groups are advised not
to change bylaws until the chapter is affiliated. If you have questions, contact the Chapters

Standing Rules:
       Whereas bylaws provide the general rules of the chapter, standing rules
      specify particular items such as the months the group will normally meet,
      the specified amount of the dues and when they are due.

        Standing rules may be changed if necessary at any meeting with a
       quorum present.

        Any changes made should be stated as voted on and noted on a separate
       page, showing the date of the minutes where the action was taken.

Robert’s Rules of Order, Newly Revised is a parliamentary authority recognized for any item not
covered in your bylaws. Purchase a copy for your chapter.

A             a ESTABLISHING ANNUAL DUESa                                                     aa
Organizing chapters many times ―pass the hat‖ at the first organizational meeting in order to
provide operating funds until the amount of dues can be voted on. Records must be kept on any
monies collected and receipts should be given on monies received.

Interested parties joining the chapter must be advised of the requirement of Society membership.
The chapter should provide the prospective member with a Society membership application.
Upon receipt of their Society membership card, they must present the card to the chapter to verify
current Society membership.

Chapters of the Society operate January 1 to December 31 with respect to both officers and
finances. Most chapters choose to make chapter dues due in the fall of the year for the following
calendar year; that gives some indication of the number of members and how they need to
budget their funds.

In establishing the amount of dues, there are a number of costs to be considered, although not
every chapter will incur each of these expenses:

       Postage
       Telephone expenses
       Rent – meeting space, workshops
       Public relations – promotion, posters
       Printing and supplies
       Stationery
       Newsletter
       Website
       Conference
       Seminars

When the members have voted on the amount of dues, this information should be recorded in the
standing rules.

The members of the steering committee who have taken the responsibility of president and
treasurer should open a chapter account and deposit collected funds as soon as possible. Both
names should be on the signature card at the bank with the name of the bank recorded in the
minutes of the chapter.

If the bank selected is hesitant to open an account as an organizing chapter, you may contact the
Society’ Chapter Department for a letter of verification.

A a               SELECTING A CHAPTER NAME                                                a aa
Your chapter will want to be thinking about the selection of a chapter name. You may feel ready
to choose the name at this time, or you may prefer to wait awhile before making this decision.
The name the chapter members choose reflects on the chapter and the Society. Several things
should be considered before choosing and voting on the chapter’s name.

        How does it sound to the community, people unfamiliar with decorative painting?

        What do the initials spell?

        Does it give any indication of what your group is all about?

        Does it sound professional?

        Will your name give any indication of your location to the rest of the Society?

The other chapters easily recognize a geographical name, such as Illinois Prairie Painters. The
group should take time to come up with a variety of names that would reflect the general area
your group is from. The suggestions should then be narrowed down to the three most popular
names and the chapter members should vote on which name to use.

Make sure that all correspondence, including the newsletter, shows the name the way it was
voted on by the chapter. If the membership decides to make a change in the name, it becomes a
change in the bylaws and procedure must be followed as outlined in the chapter bylaws.

Once your name has been selected, you may want to sponsor an emblem contest. Your emblem
does not require approval from the Society. The design should be simple enough to be used in a
variety of sizes, such as stationary, nametags or chapter banner. One consideration should be
that your logo or emblem be effective as a black & white drawing and be used on stationary. We
encourage you to send a painted emblem representing your chapter to the Society office to be
put on display. Please keep the size no larger than 8x10 inches.

 1. The most important privilege available to all affiliated chapters is the privilege of joining a
    network of groups who support the same purpose – promoting decorative painting.
    Collectively our purpose is strengthened.

 2. A chapters committee appointed by the president of the Society serves in an advisory
    capacity and recommends policy to the board of directors through a board liaison and the
    Chapter Services Coordinator, who is on staff to assist chapters.

 3. Affiliated chapters may submit news articles and photos to the Decorative Painter
    magazine and to the Chapter Happenings e-zine. Due to the number of chapter events
    held each year and due to space constraints in the magazines, not all submissions can
    be published. Submitted material, including photos, become the property of the Society
    and may not be returned.

 4. Chapters are provided a Handbook for Chapters with requirements and guidelines.
    Additional informational materials as appropriate are provided for information and
    promotion. Chapters may request Society brochures for promotion.

 5. Chapters may request a zip code list of members in their area to use for verification of
    membership and to promote the chapter to fellow decorative painters.

 6. The Society provides a forum for leadership training for chapters at the Annual Meeting
    and Convention.

 7. Chapters are listed in the Society’s annual Business and Teacher Directory.

 8. Chapters may take advantage of opportunities such as the Chapter Achievement Award
    by which they may gain recognition for their chapter at an international level.

 9. The Society has made available for purchase a chapter service pin with a variety of
    charms to use as recognition for chapter involvement and service.

 10. Chapters within the boundaries of the United States government have the privilege of
     filing as a subordinate of the Society under its group exemption granted by the Internal
     Revenue Service as a non-profit organization.


Acceptance of affiliated status brings with it the responsibilities to follow the
requirements that have been developed for the chapter and the Society.

   1. Chapters shall accept as members only those who hold membership in
   the Society of Decorative Painters. It is the responsibility of the individual who
   seeks membership to provide verification of Society membership and it is the
   responsibility of the chapter to require verification of the Society membership
   of its members.

   Prospective members must be advised of this requirement and given an
   application form to submit Society dues directly to the Society office.
   Individuals sending their dues directly to the Society may be given time to
   receive their membership card to verify they have joined.

   Membership in chapters must be open to all Society members. No chapter
   may restrict membership either openly or tacitly (e.g., to students only, to
   teachers only, or those connected with a particular shop or teacher).

   3. Chapters shall be governed by the bylaws and standing rules of the

   4. Chapters shall communicate with the Society by means of a chapter
      newsletter and should place the Society’s Chapters Department on the
      chapter newsletter mailing list.

   5. Chapters shall operate on the calendar year from January 1 through
   December 31.

   6. Chapters shall elect officers to take office January 1. Elections should take
    place in the fall of the preceding year. The New Chapter Form should be sent
   as soon as elections have taken place so the chapter’s officer list can be
   updated in the Chapters Department. Chapters must notify the Society office
   of any change of officers at any time.

   7. Activities of the chapter shall fulfill the purpose of the chapter and the
      Society by promotion and education of decorative painting. The financial
      affairs of the chapter shall be conducted so proceeds of the chapter do not
      inure to the benefit of an individual member.

   8. Chapter leaders should study the Handbook for Chapters as to
      responsibilities of being a subordinate of the Society in relationship to how
      the chapter may earn and how it may spend money.

   9. Chapters are required to return the necessary information to complete the
      New Chapter Form, which consists of the following:
        a. List of chapter officers for the coming year
        b. General information (where the chapter meets, when chapter
            elections are held)
        c. Total gross receipts (this may be recorded before an audit has
            been completed)

   10. All chapters should audit financial records at the end of each year.
       Information regarding audits accompanies the annual report form sent to
       residents the latter part of the year. Chapters within the boundaries of the
       U.S. government must comply with regulations as set forth by the IRS and
       the Society pertaining to auditing of finances and reporting as required.

   11. The Handbook for Chapters belongs to the chapter and must be kept up to
       date with material received from the Society’s Chapters Department. The
   Handbook should be kept by the president for his/her term of office, be
available to all board and chapter meetings for reference by board or
membership, and be given to the new president before the beginning of the new
chapter year.

   12. The records of chapter officers are property of the chapter and each
       officer is responsible to see that all pertinent records are kept on file and
       transferred to new officers at the end of each year.

The organizing chapter, in applying for affiliation with the Society of Decorative
Painters, should use the forms and information provided. Should extra forms be
required, they can be secured from the Society, or may be mechanically
reproduced from those provided here. Please do not use forms or information
from chapters previously affiliated since information is subject to change.

The affiliation process time can and does vary with the individual chapter.
Additional time spent in the process can be advantageous. When chapters are
organized in areas that are not well populated it is sometimes difficult to recruit
members. General information brochures are available from the Society office,
which include a membership application, to be given to any prospective member.

Only four members are needed to start a chapter. Growth in membership occurs
as these four members tell others about decorative painting and how they can
participate in painting activities. Many areas are not familiar with our art form,
which provides an opportunity for promotion and education.

Each chapter member must be a Society member and be able to show proof of
membership for the current year. When individuals join the Society they are sent
a membership card with their individual number. If you are told they have

submitted their dues to the Society, allow time for them to receive their
membership card. This card should be shown to the chapter for membership
verification. Please keep in mind that membership cannot be limited in a chapter.
Anyone who is a member of the Society is eligible for membership in a chapter.

A a                        LOSS OF AFFILIATION                                         a aa

Affiliation is granted by the board of directors of the Society, and is considered a
privilege. With privilege comes responsibility.

The Society recognizes that there may be different situations in disaffiliation as listed
below. In any situation the utmost care will be given to due process and the Society will
make every effort to protect the rights of the chapter and its members as well as the
rights of the Society.

   1. Voluntary Disaffiliation – Chapters should make every effort to continue their
      affiliation, and should be aware that that only four to five members are needed to
      maintain chapter status. If, after careful consideration, a chapter still wants to
      consider disaffiliation, the following checklist is provided.

           a. Notification must be given in writing to chapter members and the Society
              prior to the meeting at which voting will take place of the intention to vote
              on disaffiliation or dissolution.
           b. A quorum of the chapter membership eligible to vote must be present at
              the meeting where the matter is considered. The vote must be by roll call
              vote of each person present and eligible to vote. Two-thirds (2/3) of those
              present must vote to approve disaffiliation for this motion to pass.
           c. Use of the chapter name is prohibited by any group or persons following
              dissolution or disaffiliation.
           d. Final minutes must be filed with the Society showing disposition of assets,
              including money, materials and any fixtures belonging to the chapter.
           e. Closing bank statements and financial records must be forwarded to the
              Society offices. Any monies earned under the IRS not-for-profit exemption
              by U.S. – based chapters must be given to another not-for-profit
              organization or non-profit organization. This would include, but not be
              limited to, the Society of Decorative Painters, the SDP Foundation, or
              another SDP-affiliated chapter. Non-U.S. chapters must follow
              requirements of their government.

   2. Involuntary Disaffiliation – the Board of Directors of the Society shall have the
      authority to withdraw affiliated chapter status from chapters who fail to comply
      with the bylaws of the chapter or Society or the requirements as set forth for
      chapters. All affiliated chapters may be reviewed annually. The following could
      result in loss of affiliation.
          a. Failure to enforce the requirement that all members of chapters must be
               current members in good standing of the Society.
          b. Failure to comply with any of the requirements for affiliated chapters.
          c. Failure to pay any and all debts owed the Society. The Society is not
               liable for any debts incurred by the chapter.
          d. Failure to comply with financial reporting as governed by IRS for U.S.-
               based chapters. Current information is sent each year with the annual
          e. Failure to provide the Society with a current copy of chapter bylaws and
               standing rules.

          SDP Record Retention Policy for Chapters

Record retention and document destruction are distinct but complementary issues.
Record retention balances the need for an organization, in this case chapters, to
maintain accurate and appropriate files with the challenge of limited physical and
electronic space for archives. All chapters need to keep documents that preserve
their history for strategic planning, SDP compliance, and legal purposes.

SDP’s chapters are as diverse as its members, ranging from chapters that meet in
private homes to chapters that own real estate. This following, therefore is offered
only as a guide to assist chapters in adopting their own record retention policies. It
includes a listi of documents and time periods.

                           RECORD RETENTION POLICY
___(Chapter Name)        takes seriously its responsibility to preserve information
relating to chapter activities, especially with regard to financial information. The
records of chapter officers are property of the chapter and each officer is responsible
to see that all pertinent records are kept on file and transferred to new officers at the
end of each year. The information listed in the retention schedule below is intended
as a guideline and may not contain all the records the chapter may be required or
desire to keep in the future. Questions regarding the retention of documents not
listed in this chart may be directed to the SDP Chapters Coordinator:
File Category      Item                                                  Retention Period
Affiliation        Bylaws and Standing Rules                             Permanent
                   Chapter resolutions                                   Permanent
                   Board (Executive Committee) and regular chapter
                   meeting minutes, including resolutions
                   Chapter Affiliation Certificate                       Permanent
                   Chapters Handbook (latest revision)                   Permanent
                   Chapter Membership Roster with addresses and
                                                                         3 Years
                   phone numbers
                   Copy of Employer Identification Number (EIN) as
                   granted (if US based chapter)
                   Conflict-of-interest disclosure forms                 4 years

Finance and
                   Financial statements (audited)                        Permanent

                   Auditor management letters                            Permanent
                   Journal entries                                       Permanent
                   Check register and checks                             [7 years/permanent]
                   Bank deposits and statements/reconciliation           7 years
                   Electronic Fund Transfer Documents                    7 Years

                 Charitable organizations registration statements
                                                                     7 years
                 (filed with [State] Attorney General)
                 Chart of accounts                                   7 years
                 Expense reports                                     7 years
                 General ledgers and journals (includes bank
                                                                     7 years
                 statements and reconciliations)
                 Accounts payable ledger                             7 years
                 Equipment files and maintenance records             7 years after disposition
                 Invoices                                            7 Years
                 Sales Records, Petty Cash Vouchers, Cash
                                                                     3 Years
                 Receipts, Credit Card Receipts
                 Correspondence — general                            3 years
Legal and
                 Policies/Certificate of Insurance — occurrence
Insurance                                                            Permanent
                 Policies — claims-made type                         Permanent
                 Accident reports                                    7 years
                 Claims (after settlement)                           7 years
                 Copyright Registrations                             Permanent
                 Contracts and agreements (including                 7 years after all
                 seminar/teacher, etc.)                              obligations end
Real Estate      Deeds                                               Permanent
                                                                     7 years after all
                 Leases (expired)
                                                                     obligations end
                                                                     7 years after all
                 Mortgages, security agreements
                                                                     obligations end
                                                                     7 years after disposition
                 Purchase agreements
                 IRS exemption determination and related
Tax                                                                  Permanent
                 IRS Form 990 Tax Returnsii                          Permanent
                 IRS Form 1099                                       7 Years
                 Withholding tax statements                          7 years
                 Correspondence with legal counsel or                7 years after return is
                 accountants, not otherwise listed                   filed
                 Historian Records (Photos, Scrapbooks,
                                                                     7 Years or Permanent
                 Newsletters, Press Releases, Press Clippings)
                 Other publications                                  7 years
Community        Scholarship grant records, including applications if
                                                                      7 years
Philanthropy     chapter participates in selection decisions
                 Declined/withdrawn scholarship/grant applications 3 years
                                                                     7 years after all
Technology       Software licenses and support agreements
                                                                     obligations end
Library          Books, Tapes, and periodicals                       2 years

                 Correspondence — chapter president and general 7 years

A     The Society As A Non-Profit Organization (U.S. Chapters) a

In 1976, the Society of Decorative Painters applied for and was granted the status of a 501(c) 6
non-profit by the U.S. Department of the Treasury, Internal Revenue Service. The EIN (Employer
Identification Number) of the Society is shown as xx-xxxxxxx with a second letter establishing the
group exemption number as xxxx.

This group number allows the Society to list chapters as subordinates of the central organization
with privilege of extension for non-profit status. Copies of IRS letters are included for your
information and should be retained in the chapter’s permanent file.

As each group organizes with the intention of being affiliated with the Society, application is made
for an EIN. Application is made on an SS-4 form issued by the Internal Revenue Service. The
group number 2697 is requested on the form to be submitted and identifies the Society’s
exemption group.

All chapters need to apply for an EIN Employer Identification Number as soon as a chapter has
been selected. A copy of the SS-4 form is included as an attachment, along with a sample of how
to complete the form. Forms also may be secured from a certified public accountant or auditing
firms, libraries or directly from your area IRS office.

In the IRS letter dated 2/09/76, you will note the Society must file a report each year on the
organization’s subordinates listing any changes in their status, such as a name change for the
chapter and the current contact person (President). Please note that if your chapter changes its
name, do not notify the IRS directly. The Society will do that in the yearly IRS report.

Chapters do not submit any paperwork directly to the IRS with the exception of the SS-4 form.
When an EIN number is assigned to the chapter by letter notification, a copy must be sent to the

If you have questions, please contact the Society office for information.

It is the responsibility of each chapter to operate within the boundaries as outlined by the Society
in order to protect the non-profit exemption granted to the parent organization, the Society of
Decorative Painters.

i Some excerpts from The Nonprofit Policy Sampler, Second Edition by Barbara Lawrence and Outi Flynn, a publication of
BoardSource, formerly the National Center for Nonprofit Boards.

ii Although chapters, like the Society, do not have to pay income tax, if a chapters total annual gross receipts (all income, including
interest earned) are greater than $25,000, a Form 990 must be filed. This is an income report.

iii These tax forms are required by the IRS to report payment to an individual (such as a decorative painting teacher) of $600 or more.
This doesn’t include reimbursements, which include lodging, airfare, supplies, surfaces, etc. Form 1099-Misc. must be sent to the
teacher before January 31st. The teacher is responsible for filing the form with the IRS. Form 1096 – Transmittal must be sent to the
IRS by February 28th. IRS forms must be originals and may be requested by calling (800) TAX-FORM (i-800-829-3676).


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