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CAL Bylaws

ARTICLE I-NAME

The name of this organization shall be THE COLORADO AUTHORS’ LEAGUE, INC. (herein called “CAL”).

ARTICLE II-OBJECT

Section 1. The objective of this organization shall be to foster the art and craft of authorship, and particularly to promote the interests of Colorado writers.

Section 2. CAL shall be a non-profit organization in compliance with section 501(c)3 of the Internal Revenue Service Code.

Section 3. CAL shall be incorporated under the laws of the State of Colorado.

ARTICLE III-MEMBERSHIP

Section 1. Membership shall be open to any Professional Author residing in Colorado at the time of application for membership, and to corporations or entities, and institutions, as described in Section 2 below. Professional Author shall be defined to mean any person who is writing and selling fiction, non-fiction, or poetry, to periodicals, book publishers of national and regional circulation, or directly to retailers or consumers; or works sold for the stage, motion pictures, radio, television, or electronic media. In the cases of poetry, short literary, and other works, payment for work may mean payment in copies of published material. The material must not have been published or paid for as part of the duties of a full or part-time employee for the publisher or broadcaster of the material.The above definition shall more specifically mean that the following requirements must be met:

(a) Authors of Books, Plays, and Other Extended or Longer Works: A person who has had at least one book, play, script, or other extended or longer work published or produced within three years of the date of application. If the material does not carry the applicant’s by-line, evidence of authorship must be provided.

(b) Authors of Short Fiction, Non-Fiction Articles, Essays and Poems: A person who has had published or produced regionally or nationally any combination of at least fivepieces, including non-fiction articles, short fiction, essays, poems, or other literary material within three years of the date of application. Authors who write only short fiction must have published at least three short fiction pieces within two years of the date of application. If the material does not carry the applicant’s by-line, evidence of authorship must be provided.

(c) Self-Published Works: Authors who have self-published material may apply for membership if their published work is available through a recognized independent bookstore, a national chain bookstore, or a university bookstore. The material may either be stocked on the shelves in the store or available for order through the store’s distributor, as long as that distributor represents other titles in addition to the author’s work. The volume and time requirements stated in Sections 1 (a) and (b) above must also be met by self-published works.

(d) Body of Work: Authors who have published a body of work over a lifetime of writing but who may or may not currently be publishing new work may be considered for membership by submitting an application referencing the various works previously published by the author.

Satisfaction of the above basic minimum requirements shall not constitute a guarantee of acceptance into CAL, nor shall such satisfaction obligate the Board members to vote to admit an applicant.

Section 2. Private or public organizations, institutions, businesses and other entities, with at least one outlet or other place of business in the State of Colorado and whose primary purpose is to support and/or promote literary endeavors, shall have the right to apply for membership and become Organizational Members of CAL.

Satisfaction of the above basic minimum requirements shall not constitute a guarantee of acceptance into CAL, nor shall such satisfaction obligate the Board members to vote to admit an applicant.

At the time it is accepted for membership, such Organizational Member shall name at least one and no more than three persons as its representative(s) to receive notices and other information from CAL. Organizational Members shall not have the right to vote, but shall have all other rights and obligations of membership.

Section 3. The Second Vice Present shall present applications for membership to the Board of Directors. All applications must be accompanied by appropriate samples of published work. A majority vote of the Board present shall be necessary for admission of any applicant. The Second Vice President may present any rejected applicant again after six months from the date of rejection and the same membership procedure shall be carried out.

Applications for membership must include payment for a full year’s dues even if the first year is a partial year. On occasion, the board may grant reduced dues as a part of a membership drive or special offer. Upon acceptance, the Second Vice President shall add the applicant’s name to the membership record.

Section 4. Annual dues notices shall be sent by mail or electronic means no later than June 1 of each year, and such dues are due by July 1. If a member has not paid his/her dues by August 1, said member shall be deemed as not in good standing. Any member not in good standing shall be omitted from all CAL membership records including online directories, email distribution lists and membership directories and shall have all privileges accorded members terminated along with membership in CAL. If a member whose membership has been terminated wishes to rejoin, he/she must send a letter stating a desire to rejoin and pay the current year’s dues in full.

Section 5. To ensure that the membership of CAL maintains a high level of integrity and professionalism, a member may be terminated for ethical and/or professional misconduct by a majority vote of the Board of Directors. In pursuing a termination, the member has a right to appeal the Board’s decision by sending a letter and calling for a vote. The member’s letter would be forwarded, along with the Board’s rationale for termination, to the entire membership. The membership would then be allowed to vote, with two-thirds of those voting needed to overturn the Board’s decision.

If a member whose membership has been terminated wishes to rejoin, his/her application shall be treated as that of a new applicant.

Section 6. Honorary life membership may be given to any member in recognition of numerous years of outstanding service to CAL by a unanimous vote of the Board, which will notify members of such a vote by email.

Section 7. The following minimum requirements shall govern the business meetings of the membership:

(a) The annual meeting of CAL shall be held in May of each year at a time and place to be designated by the Board of Directors. At least two weeks’ prior notification of such time and place shall be communicated to each member.

(c) Twenty percent of the members shall constitute a quorum for the transaction of any business, including at any meeting or decision by mailed or electronic ballot.

ARTICLE IV-ANNUAL DUES

Section 1. The annual dues shall be proposed by the Board of Directors as dictated by the financial requirements of CAL and confirmed by a vote of the membership in which two-thirds of the ballots cast (by written ballot or email) vote to affirm, following a written or email comment period of at least two weeks.

Section 2. Out-of-state members shall pay annual dues equal to fifty percent of the dues paid by in-state members.

Section 3. Members who have belonged to CAL for at least twenty-five years shall pay dues equal to fifty percent of the prevailing assessment.

ARTICLE V-OFFICERS

Section 1. The Officers of CAL shall be a President, a First Vice President, a Second Vice President, a Secretary, and a Treasurer, to be elected at the annual meeting of CAL.

(a) It shall be the duty of the President to preside at all meetings of the Board of Directors and of CAL, countersign all checks above a sum determined by a vote of the Board of Directors, and perform such other duties as agreed to by the Board. The President shall be an ex-officio member of all committees, except the Nominating Committee.

(b) The First Vice President shall serve as Program Chairperson and assume all duties of the President in the event the President is unable to act for any reason.

(c) The Second Vice President shall serve as Membership Chairperson and assume all the duties of the First Vice President in the event of his/her inability to act for any reason. The Second Vice President also shall:

(i) maintain the official CAL membership records.

(ii) notify the website administrator, treasurer, and CAL’s accountant about address or membership changes in a timely manner.

(iii) as needed, consult with other current CAL members regarding a new applicant’s work. The Second Vice President will recommend acceptance or rejection to the board, and accept the board’s majority vote on the applicant. When evaluating specialized articles or books, the committee members may consult with other current CAL members with published work in the specialty area to gain their assessment of the applicant’s work. The committee will recommend acceptance or rejection to the Board, through the Second Vice President’s participation in board meetings, and any dissenting committee member concerns will be shared with the board.

(d) The Secretary shall keep the minutes of all meetings of the Board of Directors and all business meetings of CAL and conduct the correspondence of CAL.

(e) The Treasurer shall be responsible for:

(i) the collection of monies due CAL and the deposit of all CAL funds into their appropriate accounts;

(ii) the payment of authorized bills and, where appropriate, the submission of checks to the President or one other authorized officer, where countersignature is necessary;

(iii) the submission of periodic statements of receipts and disbursements to the Board of Directors and a financial report at the annual election of officers;

(iv) the transfer of CAL financial records to the incoming Board at its first meeting of the following fiscal year;

(v) issuing notices for dues no later than June 1 of each year.

Section 2. The terms of all Officers shall be one year, and/or until their successors are elected and qualified, subject to removal pursuant to Article VI, Section 5.

ARTICLE VI-BOARD OF DIRECTORS

Section 1. The Board of Directors is empowered to transact current business and to formulate current policies not otherwise delegated by these Bylaws. The President shall act as Chairperson of the Board.

Section 2. The Board of Directors shall consist of the Elected Officers and the Chairperson of each standing committee.

Section 3. A majority of the Board of Directors shall constitute a quorum. A director of CAL who is not present at a meeting of the Board of Directors or committee thereof may cast a vote by proxy if the director has granted a signed proxy (written or emailed) to another director who is present at the meeting.

Section 4. Meetings of the Board of Directors may be called at any time by the President or by a majority of the Board of Directors, provided, however, that the Board shall hold its first meeting within the month following the annual meeting, with both the incoming and outgoing boards. The President shall call a minimum of seven meetings, either in person or via electronic means, per year of the Board of Directors.

Section 5. Any committee chairperson, officer, or director shall be subject to removal from office for continued failure to properly perform his/her duties. The Board of Directors may take such action, by a majority vote, upon at least one week’s notice to such committee chairperson, officer, or director and after discussion at the board meeting.

Section 6. Any vacancy among the Directors, committee chairpersons, or the officers shall be filled by appointment by the Board of Directors, the appointee to serve the unexpired term.

ARTICLE VII-COMMITTEES

Section 1. The President, in consultation with the Board of Directors, shall appoint a Nominating Committee to nominate Officers, Directors, and chairpersons of CAL’s committees. The President may also constitute such ad hoc committees and appoint members thereof as he/she may deem advisable or desirable.

ARTICLE VIII-ELECTIONS

Section 1. Election of Officers, Directors, and Standing Committee Chairpersons shall be held at the annual meeting.

Section 2. The Board of Directors at its January meeting shall elect a Nominating Committee consisting of three members in good standing. No member of the Nominating Committee shall serve two years in succession. At least one member shall be a past president. Said committee shall present its list of nominees for Officers, Directors, and Standing Committee Chairpersons at the annual meeting. Additional nominations may also be made from the floor at the time of the meeting.

ARTICLE IX-FISCAL YEAR

Section 1. The fiscal year shall be from July 1 through June 30 of the succeeding year.

ARTICLE X-ASSESSMENTS

Section 1. No question of special assessment shall be voted upon at any meeting unless at least two weeks’ written or email notice shall have been given to members.

Section 2. Special assessments shall not be levied except by a two-thirds vote of members present at the meeting.

Section 3. Any member three months in arrears in the payment of any special assessment shall be considered not in good standing, and may be subject to membership termination by the Board of Directors.

ARTICLE XI-PARLIAMENTARY RULES

Robert’s Rules of Order Revised shall be the governing authority of CAL in all cases not provided for by its Articles and/or Bylaws.

ARTICLE XII: SUSPENSION OF BYLAWS

Where merited, any of the Bylaws may be temporarily waived by a unanimous vote of the Board of Directors in person or by a proxy that states the specific Bylaw, issue and circumstances of the waiver.

ARTICLE XIII-AMENDMENTS

These Bylaws may be amended by a vote of the membership in which two-thirds of the ballots cast (by written ballot or email) vote to affirm, following a written or email comment period of at least two weeks.

 

 

 

 

 

 

 

 

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