Chapter By-Laws

Raising professionalism, serving as the voice for excellence and achieving diversity in crime writing.

Effective April 19, 2020

ARTICLE I

 Name and Seal:

The name of this organization shall be the Sisters in Crime Grand Canyon Writers. Its seal shall be a design adopted by its Board of Directors, if desired. Its principal location shall be Scottsdale, Arizona, while serving members throughout the State of Arizona.

ARTICLE II

 Mission Statement:

The mission of the Sisters in Crime Grand Canyon Writers is to: promote the education, professional development, ongoing advancement and recognition of women crime writers; promote and support the education and professional development of Sisters in Crime member writers of all genres; facilitate the sharing of individual expertise and knowledge among members; encourage and cultivate networking among Sisters in Crime members; offer visibility to and promote Sisters in Crime Grand Canyon Writers members, as well as visiting Sisters in Crime members and Sisters in Crime, Inc., and bring together writers with these interests; and to support the mission of Sisters in Crime, Inc.

ARTICLE III

Membership:

Membership is open to all persons and institutions worldwide, who have a special interest in crime and mystery writing and in furthering the purpose of Sisters in Crime, Inc. (the national parent organization) and the purpose of the Sisters in Crime Grand Canyon Writers, as defined in Article II.

The term “ACTIVE” made within this document henceforth regarding members shall refer to any Professional, Associate or Student member, whose membership dues are paid to the Sisters in Crime Grand Canyon Writers and Sisters in Crime, Inc., annually.

Section 1. PROFESSIONAL MEMBERSHIP. A Professional member is a member whose dues are paid in full for both Sisters in Crimes, Inc. and the Sisters in Crime Grand Canyon Writers each year, who is one of the following: an author pursuing a career in crime and mystery writing, a bookseller, a publisher, a librarian, an editor or one who has a business interest in promoting the purposes of Sisters in Crime, Inc. and the purposes of the Sisters in Crime Grand Canyon Writers, as defined in Article II.

Section 2. ASSOCIATE MEMBERSHIP. An Associate member is a member whose dues are paid in full for both Sisters in Crime, Inc. and the Sisters in Crime Grand Canyon Writers each year, who does not have a business interest in promoting the purposes of Sisters in Crime, Inc. or the Sisters in Crime Grand Canyon Writers. This includes, but is not limited to, fans and readers.

Section 3.  STUDENT MEMBERSHIP. A student member is a member whose dues are paid in full for both for both Sisters in Crime, Inc. and Sisters in Crime Grand Canyon Writers each year, who is enrolled in a fully accredited high school, college, university, or another fully accredited, postsecondary institution of higher learning; who has an interest in pursuing a career as an author, and an interest in promoting the purposes of Sisters in Crime, Inc. and purposes of the Sisters in Crime Grand Canyon Writers, as defined in Article II.

Section 4. HONORARY MEMBERSHIP. An Honorary member is a person who is elected as such by a quorum of the Board of Directors, in keeping with the written chapter policies and procedures established for this designation. No dues at the chapter level are required. This election does not include an honorary national membership.

Section 5. INSTITUTIONAL MEMBERSHIP. An Institutional member is an organization such as an educational institution, business firm, or other group, whose membership dues are paid in full and renewed each calendar year.

Section 6. EXPANSION OF MEMBERSHIP CATEGORIES. Additional or amended categories of membership may be added by a majority vote of the Board of Directors.

Section 7. CONTINUATION OF MEMBERSHIP. Membership in the Sisters in Crime Grand Canyon Writers is annual and must be renewed each year. Every member of the Sisters in Crime Grand Canyon Writers, who has paid her/his annual dues by the cut-off date, for both Sisters in Crime, Inc. and the chapter, shall continue his or her active membership. Termination of chapter membership will occur: 1) upon resignation of the member, or 2) upon disciplinary action by the Board of Directors or chapter (See Article XIII), or, 3) if member does not pay both the chapter and the Sisters in Crime, Inc. membership dues, on or before the annual renewal date for each (See Article XII).

ARTICLE IV

 General Management:

Section 1.  MANAGEMENT. The general management, control, and direction of the affairs, funds, and property of the Sisters in Crime Grand Canyon Writers shall be vested in the Board of Directors, also referred to herein as the “Board”.

Section 2. MAJORITY. For purposes of these Bylaws, a majority is defined as 51 percent.

Section 3. COMPENSATION. No part of the net earnings of Sisters in Crime Grand Canyon Writers shall inure to the benefit of any member, director, or officer of the organization, or to any private individual, provided, however that reasonable compensation may be paid for services rendered to, or for, the Sisters in Crime Grand Canyon Writers (subject to the provisions of Article VI).

Section 4.   SURPLUS. If there is a cash surplus at the end of the fiscal year, it shall be retained in the treasury of the Sisters in Crime Grand Canyon Writers to be used to further the purposes of the organization.

Section 5. SEPARATE ENTITIES. The Sisters in Crime Grand Canyon Writers is a chartered chapter of Sisters in Crime, Inc. (the national, parent organization). The Sisters in Crime Grand Canyon Writers and Sisters in Crime, Inc. are separate entities for tax purposes.

Section 6. INFLUENCE. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in any political campaign on behalf of any candidate for public office (including the publishing or distribution of statements) except as authorized under the Internal Revenue Code of 1954, as amended.

Section 7. CONFIDENTIALITY POLICY. It is the policy of the Sisters in Crime Grand Canyon Writers that the Board of Directors and volunteers may not disclose, divulge, or make accessible confidential information belonging to, or obtained through their association with Sisters in Crime Grand Canyon Writers to any person or organization other than those who have a legitimate need for such information as deemed necessary and authorized by the Board of Directors. The Board of Directors and volunteers shall use confidential information solely for the purpose of performing their duties for Sisters in Crime Grand Canyon Writers. This policy is not intended to prevent disclosure where disclosure is required by law.

Section 8. CONFLICT OF INTEREST POLICY. Whenever a Director or volunteer has a financial or personal interest in any matter coming before the Board of Directors or the association, the affected person shall: a) fully disclose the nature of the interest: and, b) withdraw from discussion or voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of the Board of Directors determines that it is in the best interest of the Sisters in Crime Grand Canyon Writers to do so. The rationale for approval, discussion, and the vote shall be made official in the meeting minutes.

Section 9. WHISTLEBLOWER POLICY. This policy is intended to encourage and enable Officers and Directors, volunteers, and members to raise concerns within the Sisters in Crime Grand Canyon Writers for investigation and appropriate action. No director, volunteer, or member who, in good faith, reports a concern shall be subject to retaliation or adverse consequence. Moreover, if a director, volunteer, or member retaliates against someone who has reported a concern in good faith is subject to discipline, which could include dismissal from the Sisters in Crime Grand Canyon Writers.

ARTICLE V

The Board of Directors:

Section 1. The Board of Directors of the Sisters in Crime Grand Canyon Writers shall consist of the Officers, and a minimum of two (2) Members-at-Large who will serve as Directors. The number of additional Director’s positions will be determined by the Board of Directors each year, in ratio to the current membership, with the addition of one Director for every twenty-five (25) chapter members. Directors will be elected in the annual elections, along with Officers. The immediate Past-President will also serve as a member of the Board of Directors as described in Article VI, Section 2.

In the event that a decision needs to be made quickly without time to poll the membership, the Board of Directors may make that decision. Votes, which may be collected by e-mail, shall be tabulated and recorded by the Secretary.

Section 2. The Officers and Directors shall be elected by the Active membership of the Sisters in Crime Grand Canyon Writers. 

Section 3.  Qualifications and terms of office for Officers shall be as set down in Article VI.

Section 4.  Directors shall be current, Active members of the Sisters in Crime Grand Canyon Writers and Sisters in Crime, Inc.

The term of office for Directors will vary, with some Directors serving a two-year term and others serving a one-year term, at all times. At the chapter’s inception, at least one Director will be elected for a one-year term and at least one Director will be elected for a two-year term. Thereafter, at the addition of each Director position, the terms may alternate between a two-year term and a one-year term, in such a manner to allow a Director to carry over to the incoming Board for continuity purposes. The maximum consecutive term limits referenced in Article V, Section 8 will still apply to Directors, as well as Officers.  

Section 5.  Directors shall attend Board of Director meetings and serve on at least one Standing Committee, as designated by the Board, during each term the Director serves.  

Section 6.  The Board of Directors shall have the right to decide, by a majority vote, to add a Director to its number, at its discretion, to better serve the interests of the chapter. 

Section 7.  If a Director leaves the Board prior to the expiration of her/his term or is unable to fulfill the Director position, the Board of Directors, by majority vote, will elect the chapter member to replace the outgoing Director and fill the vacated term.

Section 8. No chapter member may serve on the Board of Directors, in any capacity, for more than five consecutive years unless appointed by the Board of Directors to serve as a non-voting Advisor. An Advisor: 1)  is not elected; and 2) may only be appointed to serve for a maximum of one year, with no consecutive terms permitted in the Advisor position. An Advisor can only be appointed by the members of the Board of Directors who will serve during the same year as the Advisor, after the election for the next year’s Board takes place and the Officers and Directors have been announced, (i.e., the Advisor appointed for 2025 is appointed by the incoming Board that will serve in 2025).

A majority vote of the incoming Board of Directors is required to approve the appointment of an Advisor. The Board may appoint an Advisor if both of the following conditions are met: 1) the Advisor has served on the Sisters in Crime Grand Canyon Writers Board of Directors for five years, and       2) the incoming Board determines the appointment of the Advisor is critical to, and in the best interest of, the ongoing operation of the chapter. A maximum of two Advisor(s) may be appointed and/or serve the Board, at one time. An Advisor may not vote on any Board issues or hold any other Board position but may serve on and/or chair a chapter committee. A chapter member who serves as an Advisor is eligible to run for an Officer or Director position in the future, after that member has not served on the Board in any capacity, for at least 12 months.     

Section 9. The Board of Directors is authorized to use electronic mail to call for votes on issues between meetings. The President will count the votes and forward the motion and vote tally to the Secretary for permanent record in the minutes.

Section 10. The Board of Directors is authorized to make such policies, procedures, rules and regulations as it deems necessary for the effective management of the organization, including but not limited to its logo, records, and membership mailing list.

ARTICLE VI

 Officers (“Executive Committee”):

Section 1. The officers of Sisters in Crime Grand Canyon Writers shall be a President, a Vice-President, a Secretary, and a Treasurer. They shall be current Active members of both Sisters in Crime, Inc. and Sisters in Crime Grand Canyon Writers. These officers shall constitute the Executive Committee. Each officer may serve two, one-year elected consecutive terms in the same capacity.

In the event that a decision needs to be made quickly without time to poll the Board, the Executive Committee may make that decision. Votes, which may be collected by e-mail, shall be tabulated and recorded by the Secretary.

Section 2. PRESIDENT.  The President shall preside at (or delegate a representative to preside at) all membership meetings, and call and preside at all meetings of the Board of Directors and/or the Executive Committee. The President leads strategic planning and determines benchmarks thereof, sets the goals and responsibilities for the Board and the chapter, serves as an ad hoc member of any committees, polls Board members and/or chapter members on major decisions, keeps members informed, serves as group spokesperson, acts as liaison with Sisters in Crime, Inc., Sisters in Crime chapters or related organizations, plans special events, and performs such other duties as the Board of Directors may from time to time determine. The President may serve a maximum of two, individual, consecutive, elected, one-year terms, in that position.

The immediate Past President will serve on the Board in an ex officio capacity, for the period of one year following her term. The Past-President is a full, voting member of the Board of Directors.

Section 3.  VICE-PRESIDENT. The Vice-President shall substitute for all or part of the above duties if the President is unable to fulfill her obligations, attend Board of Directors meetings, and may act as chairperson for a special event. The Vice-President oversees the work of the standing committees and special committees, insures the committees and their Chairs are operating pursuant to chapter bylaws and fulfilling their responsibilities, obtains progress reports from committees, sees that progress is reported to the Board and membership, serves as an ad hoc member of any committees, assists or substitutes for the President as required, and shall perform such other duties as may be determined by the Board of Directors. The Vice-President shall serve as the Parliamentarian for the Board and the chapter. If the Vice-President is unable to assume the Parliamentarian responsibilities, the President will appoint a qualified Board member to that role. The Vice-President may serve a maximum of two, individual, consecutive, elected one-year terms, in that position.

Section 4. SECRETARY. The Secretary shall take minutes at all general membership, Board of Directors and/or Executive Committee meetings; maintain a chronological file of all meeting minutes, including a copy of the Treasurer’s report for each corresponding month; and, handle correspondence in coordination with the President. The Secretary shall keep a file of publications and publicity, verify the membership roster is updated monthly by the Membership Committee and include updated rosters in chapter files. The Secretary oversees the annual elections. The Secretary will inform the President, Board and appropriate committees of updated information received or needed for the chapter’s website and shall perform such other duties as may be determined by the Board of Directors. The Secretary may serve a maximum of two, individual, consecutive, elected one-year terms in that position.

Section 5. TREASURER. The Treasurer shall be responsible for all financial matters of the Sisters in Crime Grand Canyon Writers including the collection of dues and other income and payment of expenses. Treasurer shall attend Board of Directors meetings, keep accurate financial accounts, maintain a checking account and other financial accounts, and prepare and submit the required financial statements and other requested reports each month to the Board of Directors and at any other time, as so requested by the Board or general membership, and shall perform such other duties as may be determined by the Board of Directors. The Treasurer, or any person or persons designated by the Board of Directors, may make disbursements from the treasury as authorized by a majority vote of the Board of Directors, and coordinate with appropriate entities for audits and/or other financial reviews. The Treasurer may serve a maximum of two, individual, consecutive, elected one-year terms in that position.

Section 6. AUDITOR.  The books and records will be reviewed annually by a private accountant hired by the Board, once the chapter has been designated as a non-profit organization for a full calendar year.

Section 7. VACANCIES. Should there be a vacancy in the Presidency at any time, the Vice-President shall succeed to the Presidency and shall serve until the next annual election. In the event that the Vice-President is unable to succeed to the Presidency, the Board of Directors by majority vote, shall determine the successor, and that successor shall serve as President until the next annual election.

Any other vacancy of an office or Board position shall be filled by a majority vote of the Board of Directors and the successor shall hold office until the next annual election.

Section 8. COMPENSATION. None of the Officers of Sisters in Crime Grand Canyon Writers or any other members of the Board of Directors shall receive a salary or compensation for services rendered except for reasonable reimbursement of expenses incurred with their service on behalf of the organization.

Section 9.  IMPEACHMENT OR REMOVAL OF OFFICERS AND/OR BOARD MEMBERS.

Officers and Board of Director members can be impeached for dereliction of duty or malfeasance by a majority vote of the ACTIVE general membership, present or voting by proxy at a regularly or specially scheduled meeting with at least a ten (10) day notice of the matter under consideration being sent to the membership.

A full investigation must be made, including: (A) notification in writing to the Officer/Board member in writing of the charge(s) and by whom made, as well as filing said charge(s) with the Board of Directors, and (B) investigation of the charge by a committee of ACTIVE members, none of whom is a member of the current Board of Directors and chaired, if possible, by a former President or other former Officer of the Sisters in Crime Grand Canyon Writers. The committee will be selected by a majority vote of the Board of Directors.

Following the investigation of the charge(s), if a majority of the investigation committee votes to proceed, the committee will hold a hearing under circumstances that will give the accused Officer(s)/Board member(s) ample opportunity to present a defense.

If the investigating committee recommends impeachment by a two-thirds vote, notification of the call for impeachment will be sent to all members together with a statement summarizing the recommendations of the investigating committee. At the next membership meeting, after a full and open hearing of both sides, the membership will vote on whether or not to impeach the Officer(s)/Board member(s).  If the membership votes to impeach the Officer or Director, the Officer or Directors will be removed from office effective immediately.

ARTICLE VII

Committees:

Section 1. Standing Committees shall be established by the Board of Directors as needed.

Chairs of the Standing Committees shall be appointed by, and serve at the pleasure of, the Board of Directors.

Chairs and the operations of chapter committees shall be overseen by the Vice-President.

Most Standing Committees may be chaired by either chapter members or members of the Board of Directors. Specific Standings Committees, which pertain to legal, financial or operational aspects of the chapter, such as the Bylaws Committee or the Finance Committee, will be chaired by Officers or members of the Board of Directors.

Chairs must be current Active members of the organization. Some standing committees, such as an anthology committee may or may not be in full operation each year, depending on the needs of the chapter, as determined by the Board of Directors.

STANDING COMMITTEES MAY INCLUDE:

  1. MEMBERSHIP COMMITTEE. The Membership Committee will keep a computerized spreadsheet or list of all members including current contact information, and confirmation details of the payment of annual chapter dues, to confirm membership in Sisters in Crime, Inc. and to maintain the chapter groups listing on the Sisters in Crime, Inc. website.

The Membership Committee Chair will: provide an ongoing, updated member roster to the Board each month; work in concert with the Board and other committees to implement membership drives and increase membership; establish standards of practice to retain chapter members; complete tasks outlined in the written job description of the Membership Committee (if provided by the Board) and other duties as the Board of Directors may determine from time to time.

  • PROGRAM COMMITTEE. The Program Committee will work in conjunction with the chapter’s President and/or Board to plan the chapter’s monthly meeting programs/educational sessions and speakers. Committee will also provide author-support at book signing events, complete tasks as outlined in the written job description of the Program Committee (if provided by the Board); and, other duties as the Board of Directors may determine from time to time.
  • COMMUNICATIONS COMMITTEE. The purpose of the Communications Committee is to gather and provide information to our own members, and, as appropriate, to other Sisters in Crime organizations and the public at large, using a combination of proven methods. The Sisters in Crime Grand Canyon Writers Communications Committee shall consist of various teams, such as a Social Media Team, a Webmaster/Website Team, a Publicity Team, a Newsletter Team and other teams as determine by the Board of Directors. Various Communications Committee teams may be active or inactive during the year, depending on directives from the Board of Directors and the chapter’s need and/or size.

Communications Committee Teams and their responsibilities may include:

  1. The Social Media Team. Create, monitor, enhance, implement, and create a social media platform, using the social media options deemed appropriate by the Social Media Committee, and approved by the Board of Directors, to further promote the Sisters in Crime Grand Canyon Writers, its members and its events; provide updated information for the chapter website; maintain chapter information on social media websites; introduce the Sisters in Crime organization and the Grand Canyon Chapter to a larger audience; and benefit the chapter membership as a whole.

The Social Media Team shall follow all policies and procedures under national and chapter rules regarding social media and interaction with public; including proper use of Sisters in Crime name, logos, etc.; advise the Board of Directors on all aspects of and recommendations on social media options; complete tasks as outlined in the written job descriptions of the Social Media Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.

  1. The Webmaster/Website Team. Maintain the Sisters in Crime Grand Canyon Writers website; monitor the website; advise the Board of Directors on technological issues; make recommendations to the Board of Directors on special programs, procedures or systems that would benefit the chapter; implement the systems, programs and procedures approved by the Board of Directors; complete tasks as outlined in the written job description of the Website Team (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.
  • The Newsletter Team. Write, produce and distribute a chapter newsletter, under the direction of the Board and with the content approval of the President (or a Board member specifically designated by the President); and, carry out other duties as the Board of Directors may determine from time to time.
  • The Publicity Team. Publicize and promote the Sisters in Crime Grand Canyon Writers, it’s events, achievements and image for the overall benefit of the membership, using a range of methods which may include press releases, PSA announcements and direct mail/email campaigns, among others; submit chapter news to the parent Sisters in Crime newsletter; contact media and respond to media inquiries; keep a record of member authors’ published work and furnish that information to the Board and other chapter committees/teams; create and implement publicity campaigns as needed; complete tasks as outlined in the written job description of the Publicity Committee (if provided by the Board); and carry out other duties as the Board of Directors may determine from time to time.
  • SPECIAL EVENTS COMMITTEE. The Special Events Committee will: plan, coordinate, implement, manage and host special events, such as workshops, book signing events, educational seminars, reader appreciation activities, or events designed to promote and publicize the chapter, as the Board of Directors deems appropriate; submit a recommended budget for the special event to Board of Directors for review, input and/or revisions and approval;and create the programs for each special event. The Special Events Committee will work in concert with the Board of Directors, other chapter committees and members in this regard; complete tasks as outlined in the written job  description of the Special Events Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.
  • CONFERENCE COMMITTEE. The Conference Committee will: plan, coordinate, promote, implement, manage and host the Sisters in Crime Grand Canyon Writers annual or bi-annual conferences; submit a recommended budget for the conference to Board of Directors for review, input and/or revisions and approval; and create the overall conference program. The Conference Committee will work in concert with the Board of Directors, other chapter committees and chapter members in this regard; complete tasks as outlined in the written job description of the Conferences Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.
  • BYLAWS COMMITTEE. Bylaws Committee will review the chapter bylaws on an bi-annual basis, and bring to the attention of the Board of Directors any perceived need for amendments or corrections, in keeping with the Sisters in Crime, Inc. Mission Statement, Sisters in Crime, Inc. bylaws, rules and

regulations, Sisters in Crime Grand Canyon Writers Mission Statement and/or standards of practice, any directive from Sisters in Crime, Inc., or other such information. When the Board of Directors deems amendments are necessary, the Bylaws Committee will draft the revised bylaws and present them to the Board of Directors for review and approval, then proceed with the steps required to have the amended bylaws approved.

The Bylaws Committee will deliver at least one copy of the most recent Sisters in Crime, Inc. Bylaws and the Sisters in Crime Grand Canyon Writers Bylaws to the newly elected Sisters in Crime Grand Canyon Writers Board of Directors no later than the January Board meeting every year. Committee will complete tasks as outlined in the written job description of the Bylaws Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.

  • THE PUBLIC RELATIONS COMMITTEE. The Public Relations Committee will create awareness, in Arizona communities and the literary community, regarding the Sisters in Crime Grand Canyon Writers’ service projects and activities, and in doing so, promote the values and work of the  organization; complete tasks as outlined in the written job description of the Public Relations Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.
  • THE MARKETING AND PROMOTIONS COMMITTEE. The Marketing and Promotions Committee will develop strategies to: position the Sisters in Crime Grand Canyon Writers for maximum top-of-mind awareness and create interest in the Sisters in Crime organization; attract and retain members; increase participation in chapter events; implement the message(s) the Board determines be used by all committees; and generate sales of our chapter’s publications, events and services. Committee will plan and manage marketing and promotions campaigns in concert with the Board and other chapter teams/committees, to accomplish those goals and broadcast the purpose of Sisters in Crime and the benefits of membership.

The Marketing and Promotions Committee will also place an emphasis on sharing information with member authors. Whenever possible, the committee will provide material to chapter members on how to build author name recognition and increase interest in, and sales of, their books and/or services. The committee will complete tasks as outlined in the written job description of the Marketing and Promotions Committee (if provided by the Board); carry out other duties as the Board of Directors may determine from time to time.

  • CHAPTER LIAISON COMMITTEE. The Chapter Liaison Committee will communicate with, share ideas with, and network with other Sisters in Crime Chapters throughout the organization — with an emphasis on educational opportunities, media and promotion ideas and other beneficial information. The Chapter Liaison Committee will share the information garnered from other organizations with the Board of Directors,  chapter committees and membership; complete tasks as outlined in the written job description of the Chapter Liaison Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.
  • ANTHOLOGY COMMITTEE. The Anthology Committee will coordinate, manage and implement the proper procedures to publish and sell anthologies or any other such publications of the Sisters in Crime Grand Canyon Writers, created and/or published by the chapter for the benefit of the chapter and members. The Anthology Committee will adhere to Sisters in Crime, Inc.’s written guidelines and restrictions for all publications created by Sisters in Crime chapters and shall complete the appropriate paperwork for approval from the national office and provide said paperwork to chapter President for review and signature, so it can be submitted to national within the required time frames; create the budget for the anthology production, submit budget to Board of Directors for approval and implement the approved budget; follow all national and chapter policies, procedures and rules for anthologies and production of same; complete tasks as outlined in the written job description of the Anthology Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.
  1. SPEAKERS BUREAU COMMITTEE. The Speakers Bureau Committee will coordinate the appearance of members of the Sisters in Crime Grand Canyon Writers as guest speakers at public and private events, for the benefit of the public and individual organizations who request such appearances; to further promote the Sisters in Crime Grand Canyon Writers and its members; complete tasks as outlined in the written job descriptions of the Social Media Committee (if provided by the Board); and, carry out other duties as the Board of Directors may determine from time to time.

Section 2. Ad Hoc and Pro Tem Committees shall be appointed by the President and/or Executive Committee, as needed.

ARTICLE VIII

Meetings:

Section 1.  The Sisters in Crime Grand Canyon Writers shall meet at least once a month, oron another schedule as determined by the Board of Directors, at a location designated by the Board of Directors. Meetings shall be conducted in accordance with the parliamentary procedure prescribed by the current edition of Robert’s Rules of Order or by any other generally accepted procedure agreed upon by the Board of Directors and announced to the members.

By majority vote, the Board of Directors may determine the chapter will substitute a special educational workshop or an annual conference in place of a chapter meeting during the year.

Section 2. Board of Directors meetings may be held when and where the Board of Directors determines, providing that a monthly Board of Directors meeting shall always occur prior to the monthly membership meetings. A quorum of at least 3/4ths of the Board members must be present and participating.

Participation in a monthly Board of Directors meeting shall be in person, or by proxy, or by conference call or via other media access. Other Board meetings, as deemed necessary by the Board, may take place in person, by phone or via other media access.      

ARTICLE IX

Elections and Voting:

Section 1.  FREQUENCY. Election of the Officers and Directors for the following year will take place in October of each year and will follow the written chapter Policies and Procedures for Nominations and Elections to insure impartial and transparent elections.

Section 2. ELIGIBILITY TO VOTE. Only “Active”members of Sisters in Crime Grand Canyon Writers, as defined in Article III of these bylaws, shall be eligible to vote.

Section 3. VOTING.  The annual election of the Sisters in Crime Grand Canyon Writers Board of Directors may take place in one of two ways. The sitting Board of Directors will determine, no later than September 1st of each year, by a majority vote, which of the two alternatives outlined in Section 3-A and 3-B of this Article will be employed for the upcoming election.   

Section 3-A.    Board of Directors Election – Option 1. Voting may be scheduled for, and take place during, the October chapter meeting; with the voting done in person, by written proxy or absentee ballot. In person voting will be done by secret ballot.

An absentee ballot or a proxy may be requested by any Active members who are unable to attend the October meeting, in order to allow them to vote. Only Active members, as defined in Article III of these bylaws, may receive a proxy or an absentee ballot. Request(s) for a proxy or an absentee ballot must be received by the chapter no later than September 1st. When requested, absentee ballots or proxies must be sent to the Active member(s) no later than September 7th.   

All absentee ballots must be executed and returned to the designated Sisters in Crime Grand Canyon Writers email address or mailing address so that they are received by the chapter no later than October 1st. Executed Proxies must be returned to the Board of Directors and acknowledged by the chapter Secretary no later than October 1st. The Board will advise all chapter members in advance of these deadlines.

Ballots will be collected and counted as soon as voting is complete at the October chapter meeting. The count will be conducted by a group of three individuals, as follows: one member of the Nominating Committee, one member of the Board of Directors and a chapter member who is not serving on either body, appointed by the Board. The count will take place in the presence of the chapter Secretary. Results will be announced before the end of the October meeting. In the event of a tie, a run-off election will be held.

Section 3-B   Board of Directors Election – Option 2.  If approved by a majority vote of the sitting Board of Directors no later than August 1st in any given year, voting for the following year’s Board of Directors may be done via emailed ballot, in order to allow the greatest number of Active chapter members to participate in the vote. The decision to vote by email will be announced at the chapter meeting, on the chapter website and by a special email announcement no later than the day after the September chapter meeting. If a chapter newsletter is in place, the decision will also be announced there.

Ballots will be emailed or mailed to chapter members no later than seven (7) days after the September chapter meeting where the Nominating Committee will announce the nominees for the following year’s Board. Only Active members, as defined in Article III of these bylaws, may receive ballots. The completed ballots must be received by the chapter Secretary via email, postal mail or delivery, no later than October 1st. If any member requests that a ballot be mailed by USPS to the member, rather than emailed, the Board of Directors will ensure that is done at the same time the email ballots are sent.

In the event voting is done via email, a separate email address will be created to receive the ballots for confidentiality reasons. Access to the election email account will be limited only to the chairman of the Nominating Committee, the chapter Secretary and the chapter President and/or Vice-President.

Ballots will be printed/collected and counted prior to the October chapter meeting. The count will be conducted by a group of three individuals, as follows: one member of the Nominating Committee, one member of the Board of Directors and a chapter member who is not serving on either body, appointed

by the Board. The count will take place in the presence of the chapter Secretary. Results will remain confidential until announced at the October chapter meeting. In the event of a tie, a run-off election will be held.

Section 4. Chapter governance will change hands on January 1st of the upcoming year.

Section 5. The Officers and Board of Directors members pro tem serving prior to incorporation and formal adoption of bylaws shall continue in those positions for full terms of office if their election is so confirmed by a simple majority of Active members voting in person or by proxy at the first chapter meeting following incorporation and formal adoption of bylaws.

ARTICLE X

Nominations:

Section 1. Not later than August 1st of each year, the Board of Director shall appoint a Nominating Committee to prepare a list of nominations for such elected positions as shall fall vacant at the end of the calendar year. The Nominating Committee shall be provided with and follow the written chapter Policies and Procedures for Nominations and Elections. The President, or a Board member designated by the President, will announce the names of the members of the Nominating Committee during the August chapter meeting and announce that the chapter is seeking nominations for the following year’s Officers/Board of Directors. The Nominations Committee will distribute the Sisters in Crime Grand Canyon Writers Nominations Form at the August chapter meeting.

Within twenty-four hours of the August chapter meeting, the chapter Secretary will send an email to all Active members explaining the nomination process, asking for nominations and announcing the cut-off date for nominations. The email will also include the Sisters in Crime Grand Canyon Writers nominations form.

Section 2. Nominations may be made by any member of the chapter, and submitted to the Secretary of the chapter, using the chapter nominations form. The deadline for submitting nominees to the Nominating Committee will be September 1st.

Section 3. Following the chapter nominations and election policies and procedures, the Nominating Committee and the chapter Secretary will prepare the final slate of nominees for the October election of the following year’s Board of Directors.

Section 4. The nominees will be announced at the September chapter meeting, in the manner specified in the chapter nominations and election policies and procedures. Not later than twenty-four hours after the September chapter meeting, the Secretary will send an email to all Active members announcing the nominees and other pertinent information regarding the election. The Nominations will also be publicized in the chapter newsletter and/or a special mailing to all Active members.

ARTICLE XI

Notices:

Section 1. All notices to members shall be sent to the latest email address or physical address furnished by members to the Secretary. Notices shall be sent to all members, irrespective of voting status.

Proxies and/or Absentee ballots for voting shall be sent out only by the request of an Active member, no less than three (3) weeks in advance of the October meeting.

ARTICLE XII

Annual Dues:

Section 1. Every member shall pay chapter dues each year, on or before the beginning of the fiscal year. The fiscal year is January first (1st ) through December thirty-first (31st ).

Section 2. The amount of chapter dues is determined by the Board of Directors. If a member joins from October first (1st) through the end of the year, the dues paid will cover the following year as well.   

Section 3. An increase in dues may also be proposed by the Board of Directors and voted on by a simple majority of the members present and voting, at a regularly or specially scheduled meeting, with at least 10 days’ notice of the increase having been sent to all members.

Section 4. Members of the Sisters in Crime Grand Canyon Writers are also required to be members of Sisters in Crime, Inc.  The Sisters in Crime Inc. dues are collected separately by Sisters in Crime, Inc.  Collection of these dues is not the responsibility of the chapter, but the chapter is responsible for confirming that Sisters in Crime Inc. dues have been paid.

ARTICLE XIII

Discipline:

Section 1. NON-PAYMENT OF DUES. Chapter membership may be terminated, if dues have not been paid by March 31st of the year they are due.

Section 2. MISCONDUCT. “Misconduct” is defined as conduct inimical or harmful to the purposes and/or good repute of Sisters in Crime, Inc. and/or the Sisters in Crime Grand Canyon Writers. The Board of Directors may suspend or expel a member for misconduct but may do so only after a full investigation has been made. The investigation shall include (a) written notification to the member of the charge and by whom made; (b) arrangement for a hearing, either before the Board of Directors or before a committee appointed by the Board of Directors: and (c) holding the hearing, in circumstances that will give the accused member ample opportunity to present a defense.

If the hearing is before a committee, the committee may make a recommendation, but the decision will be made by the Board of Directors. If the accused member is unavailable, or refuses to participate in the hearing, or makes unreasonable demands regarding the arrangement, the Board of Directors may proceed with the investigation, and act, without a hearing.

ARTICLE XIV

Bylaws and Amendments:

Section 1. These bylaws shall constitute the bylaws pro tem of Sisters in Crime Grand Canyon Writers upon approval by the Board of Directors and shall continue as bylaws pro tem until amended and/or approved by a majority of the Active membership at a regular meeting or by absentee ballot. Bylaws shall be distributed to the members of Sisters in Crime Grand Canyon Writers (30) days prior to a chapter meeting, accompanied by an announcement that a vote on the bylaws will take place at that meeting. Absentee ballots may be sent to members upon request. Approval of the bylaws require an affirmative vote of a majority of the members participating in the vote.

Section 2. Proposals to amend the bylaws must be authorized by the Board of Directors, or be presented to the Secretary over the signature of 20 percent of the membership. To be effective, an amendment to the bylaws must be distributed to all members and follow the voting approval process outlined above.

ARTICLE XV

Dissolution:

Section 1. Sisters in Crime Grand Canyon Writers will be dissolved only after such proposal has been accepted by two-thirds (2/3) of the Board of Directors and notice has been distributed to the membership and to the parent Sisters in Crime organization. Voting on the proposal shall take place at a monthly meeting or at a special meeting called by the Board of Directors. Such voting shall be done by the members in person or by proxy. Approval to dissolve the chapter requires a two-thirds (2/3) affirmative vote by the members who participate in the voting.

Section 2. Upon dissolution of Sisters in Crime Grand Canyon Writers its property and assets shall be distributed as follows: (a) all liabilities and obligations of the chapter shall be paid, satisfied, and discharged, or adequate provision made hereafter; (b) assets held by the chapter requiring return, transfer, or conveyance, which condition occurs by reason of the dissolution, shall be returned, transferred, or conveyed in accordance with such requirements; and (c) any remaining assets shall be distributed among such tax-exempt institutions or charities whose purposes are in whole or in part compatible with those of Sisters in Crime, Inc. These institutions may be proposed by the Board of Directors but must be approved by two-thirds (2/3) vote by those members present in person or by proxy at a special meeting held for the purpose.

Section 3. Information about the dissolution of the chapter will be posted to the chapter’s website and include the redirection of interested parties to the contact information available on the parent Sisters in Crime Inc. website or to other nearby chapters. The website’s domain name will be maintained until its next annual cycle or for at least six months after dissolution at which time the website will be removed from the internet and the domain name returned to the public domicile.

ARTICLE XVII

Rules of Procedure and Parliamentary Authority:

Section 1. Any policies or procedures not contrary to law or to these bylaws may be approved or amended by a majority vote of the Board of Directors. A record of such policies and procedures will be kept by the Secretary or her/his designee. Notification of policy or procedural changes will be sent to members in the next regular mailing; announced at the next regular meeting; or published in the chapter’s newsletter.

Section 2. All meetings of Sisters in Crime Grand Canyon Writers, its Board of Directors and its Executive Committee will be conducted in accordance with the parliamentary procedures described in the current edition of Robert’s Rules of Order, or by another generally accepted procedure agreed upon by the Board of Directors and announced to the members.

%d bloggers like this: