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Chicago Women in Publishing Bylaws

  1. Name
  2. Purpose
  3. Membership
  4. Structure
  5. Committees
  6. Nominations
  1. Elections
  2. Vacancies
  3. Finance
  4. Amendments
  5. Procedure
  6. Dissolution

Article 1–Name

The organization shall be known as Chicago Women in Publishing, Inc., hereafter referred to as CWIP.

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Article 2–Purpose

CWIP shall be a nonprofit organization for professionals in the publishing industry and allied fields. The purpose of this organization shall be to explore and improve the status of women in publishing, to assist members in greater professional achievement, and to provide a forum for the exchange of ideas.

Notwithstanding any provisions of these articles, the corporation shall not carry on any other activity not permitted to be carried on by a corporation exempt from Federal income tax under section 501(c)(6) of the United States Internal Revenue law.

No part of the net earnings of the corporation shall inure to the benefit of, or be distributed to, its members, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distribution in furtherance of the purpose set forth above.

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Article 3–Membership

Section A–Eligibility

Any person, male or female, who subscribes to the purpose of CWIP shall be eligible to become a member of CWIP. Professionals in all areas of publishing are members of CWIP. CWIP is represented in almost every major Chicago-area publisher, as well as associations, corporations, libraries, and museums.

Section B–Classes of Membership

CWIP offers six classes of membership:

  • Basic: Upon payment of dues, persons are enrolled as members in good standing.
  • Premium: Upon payment of dues, persons are enrolled as members in good standing and are entered to all Wednesday Night Programs free of charge.
  • Student/Senior: To ease the financial burden of those in undergraduate or graduate school, while at the same time providing an educational benefit to those anticipating careers in publishing, student memberships shall provide the same benefits as regular members but at a reduced rate. Students are defined as those enrolled in a bona fide college program taking a full course load, generally 12 hours or the equivalent. Students must supply a copy of a valid student ID and a copy of current registration when applying for a membership. Upon payment of dues, student members are enrolled as members in good standing.
    Those 65 years of age and over are entitled to reduced membership dues. Senior memberships shall provide the same benefits as a regular membership. Proof of age, such as a photocopy of a passport or driver's license, is required to qualify for the Senior membership. Upon payment of dues, senior members are enrolled as members in good standing.
  • Affiliate: To extend the reach and influence of CWIP, a discounted membership will be offered to those living more than 100 miles outside of the Chicago area. Upon payment of dues, persons will be members in good standing and entitled to all benefits of Basic Membership.
  • Corporate: Upon payment of dues, business entities are entitled to three transferable Premium Memberships.
  • Honorary: Voted in by the Executive Committee and Board of Directors, based on their contributions and achievements.

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Article 4–Structure

Section A–Elected Officers

The elected officers shall consist of:

  • President
  • Vice President/President Elect
  • Vice President/Strategic Planning
  • Vice President/Business Operations
  • Secretary
  • Treasurer/Payables
  • Treasurer/Receivables

Duties are as follows:

President–Shall preside at all CWIP meetings, shall oversee the appointment of all persons on the Board of Directors, and shall act as the spokesperson for the organization. At the end of her term, the President shall become an ex officio, non-voting member of the Board of Directors.

Vice President/President Elect–Shall preside in the President's absence and shall work with the President in running the organization, and shall succeed the President.

Vice President/Strategic Planning–Shall run the Long-Range Planning Committee, initiating or supervising projects of the Executive Committee and Board of Directors that will contribute to the growth, visibility, and success of CWIP.

Vice President/Business Operations–Shall oversee budgets, advertising, corporate sponsorship, and business alliances.

Secretary–Shall record the minutes of CWIP Board Meetings and general meetings where business is conducted and shall report those minutes in writing to all officers and chairs. The minutes shall be available to the general membership upon request. The Secretary shall maintain the organization's archives and handle the correspondence for CWIP.

Treasurer/Payables–Shall keep records of how CWIP's revenue is expended, shall write checks for bills and costs incurred for all invoices and check requests received with receipts or proper itemization. The Treasurer/Payables shall pay no bill out of the ordinary without the express approval of the Board of Directors. Together with the Treasurer/Receivables, the Treasurer/Payables shall be required to make financial statements in writing to be presented at each Board meeting and the annual financial statement to be printed in the newsletter. The Treasurers and Director of Finance shall submit the proposed annual budget to the Board of Directors by October 31. The Treasurer/Payables shall be responsible for obtaining and filing the necessary corporate and tax forms by the required deadlines.

Treasurer/Receivables–Shall keep records of how CWIP earns revenues and make bank deposits of all moneys received. Together with the Treasurer/ Payables, the Treasurer/Receivables shall be required to make financial statements in writing to be presented at each Board Meeting and the annual financial statement to be printed in the newsletter. The Treasurers and Director of Finance shall submit the proposed annual budget to the Board of Directors by October 31. The Treasurer/Receivables shall collect or oversee the collection of money at CWIP meetings and events where fees are charged, and shall be responsible for CWIP's petty cash box.

Section B–Term of Office

Each elected officer shall be allowed to serve in the same office for no more than two consecutive terms. Newly elected officers shall assume their duties on July 1 for a term of one year. Outgoing officers shall act as an advisory committee until the first general program meeting.

Section C–Board of Directors

The Board of Directors of CWIP shall consist of the executive committee, directors, associate directors, and executive editors.

Each Director and Executive Editor shall have one vote on all motions. Associate Directors may vote in the absence of their director or if the director position is vacant. A quorum (two-thirds of the majority of the Board members) is required to pass motions. Proposals shall be decided by a majority of the members present at any meeting at which a quorum is present.

The Board of Directors shall meet at least six times during the year in which its members hold office.

The Board of Directors shall set the policy in accordance with the stated goals of CWIP and shall establish fair dues and fees to accomplish those goals.

Any member of CWIP may attend Board Meetings or request copies of minutes from Board Meetings.

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Article 5–Committees

Section A–Standing Committees

Nature of Committees–The standing committees are of ongoing nature and are essential to the efficient functioning of the organization. The standing committees are: Conference and Seminars (Education Seminars, Publishing Pathways, and Freelance Workshop); Development (Donations, Contributions, Fundraising); Employment Resources (Jobvine, Employer Relations, Special Interest Groups); Finance (Budget, Taxes, Investments); Marketing (Promotional Materials, Publicity); Membership; Newsletter; Programs (General and Freelance); Publishing Resources (Membership Directory, Freelance Directory, Publications/Acquisitions, Publications/Development, Publications/Sales); and Special Events (Membership Networking Party and Awards).

Dissolution of Standing Committees–In the event of a vacancy for a standing committee, the Board may declare the committee inactive. A standing committee may be dissolved at any time by a two-thirds majority vote of the Board.

Selection of Directors, Associate Directors, and Project Managers–The Directors shall be selected by the Executive Committee upon recommendation of past committee members, board members, or from the membership at large. Associate Directors shall be chosen by the Director; Project Managers shall be selected by the Associate Director or Director. The Associate Director shall have the opportunity to succeed the Director for the following year. Project Managers shall have the opportunity to succeed the following year as Associate Director or Director.

Responsibilities of Directors, Associate Directors, and Project Managers–Directors shall attend all board meetings. Associate Directors may attend any board meetings, and should attend in the absence of their Director. Directors (or Associate Directors) shall provide the Secretary with a written report of their committees' activities at each board meeting. Directors, Associate Directors, and Project Managers are responsible for projecting the budget for their committee(s) and for keeping records of all money spent and earned by their committee(s). They shall submit a financial statement to the Treasurer/Payables by June 30. Directors, Associate Directors, and Project Managers shall meet with their successors at the close of the fiscal year to pass on their records and help with the leadership transition.

Section B–Special Committees

Nature of Committees–Special committees are those whose goal is of specific, short-term nature. Special committees may be formed at any time by interested members of the organization, subject to approval by the Board.

Selection of Directors of Special Committees–The Director of each special committee shall be appointed by the President or Vice President/President Elect with the approval of the Board.

Responsibilities–The responsibilities shall be the same as for standing committees.

Change in Status to Standing Committee–A special committee may become a standing committee with the approval of the Board.

Dissolution–A special committee may be dissolved by a two-thirds vote of the Board.

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Article 6–Nominations

Selection of Nominating Committee–The Executive Committee shall select three individuals to serve as the nominating committee. The President shall also be a member of this committee. The Board will approve the selection of the three committee members by a two-thirds vote at the Board meeting in March. No one serving on the committee may be eligible to run for elected office.

Duties of the Committee–The Nominating Committee shall nominate at least one reliable and qualified member of CWIP for each office. Any member in good standing is eligible for consideration. The Nominating Committee shall submit the slate of officers to the membership at the April meeting. Additional nominations may be made from the floor at either the nomination or the election meeting, with the consent of the person to be nominated.

Procedure for Nominations–The names of all persons nominated at the April meeting shall appear in the May issue of the Newsletter, along with a proxy ballot.

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Article 7–Elections

Section A–Election Date

Election of officers shall take place before May 31 of each year at a regularly scheduled general meeting.

Section B–Voting Procedures

Election shall be by voice vote if only one candidate is nominated for each office. When voting for more than one candidate for each office, voting shall be by secret ballot and shall pass with a simple majority. If three or more candidates are nominated and a majority vote is not received by one, than a second balloting shall be held between the two candidates receiving the most votes. Absentee ballots will be accepted and should be delivered to the President prior to the election. Members of the nominating committee shall tally and count the votes and shall report votes received by each candidate to the members present. Any member may ask for a recount.

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Article 8–Vacancies

Section A–President

In the event of a vacancy in the office of the President, the Vice President shall assume the office until the next regular election. A new Vice President shall be appointed by the Board of Directors and shall serve until the next regularly scheduled election, when nomination for all offices shall be considered.

Section B–All Other Vacancies

A vacancy occurring in any elective office save that of the President shall be filled by an interim appointment by the Board. A vacancy occurring in a Director/Associate position shall be filled by appointment of the Executive Committee.

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Article 9–Finance

Section A–Fiscal Year

The fiscal year shall begin on July 1 and end on June 30.

Section B–Membership Dues

Annual membership dues may be accepted at any time of the year and will be valid for one calendar year. The term of membership will be calculated from the first day of the month in which the application and payment are received. An invoice for renewal will be sent to each member one month before membership is to expire.

Section C–Annual Budget

Using the proposed budgets submitted by the Board, the Director of Finance, Treasurer/Payables, and Treasurer/Receivables shall develop the annual budget. The annual budget shall be submitted to the Executive Committee and approved by a majority of the Board before October 31.

Section D–Expenditures

Both Treasurers shall prepare a monthly financial statement of all revenues received and money spent by each committee, and how these revenues and expenditures compare to the projected budget. These statements shall be mailed to the Board with their meeting minutes each month and shall be made available to any member who requests a copy.

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Article 10–Amendments

Section A–Conditions

All conditions set forth in Article 10 of these Bylaws must be met in order to amend the bylaws.

Section B–Definition

The bylaws of CWIP may be amended by two-thirds of those present and voting (in person or by proxy) at a meeting at which a quorum is present. Ten percent of the membership shall constitute a quorum.

Section C–Procedures

An amendment may be proposed by the Board of Directors or by three members in good standing.

The proposed amendment must be introduced and submitted to the Board of Directors at least 60 days prior to the vote.

The Board shall present the proposal with or without recommendation to the membership for discussion at the next regular meeting scheduled after the proposed amendment has been published in the newsletter.

The vote regarding the proposed amendment shall be held at the next regularly scheduled meeting following the discussion of the amendment.

No amendment shall cause the organization to lose its qualification as an exempt organization under Section 501(c)(6) of the Internal Revenue Codes of 1986 (or corresponding provision of any future United States Internal Revenue law).

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Article 11–Procedure

Except as herein provided, all proceedings of CWIP shall be governed by Robert's Rules of Order Newly Revised. Unusual proceedings not covered by Robert's shall be governed by a motion from the floor carried by a simple majority vote.

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Article 12–Dissolution

Upon dissolution of the corporation, the Board of Directors, after paying or making provision for payment of all liabilities of the corporation, shall distribute the assets of the corporation for one or more exempt purposes within the meaning of Section 501(c)(6) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law).

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Bylaws adopted February 1974
Amended May 1977
Amended April 1988
Amended February 1990
Amended December 1991
Amended May 1993
Amended December 1997