THE BERKSHIRE WRITERS
ROOM INC.
BYLAWS
ARTICLE I: NAME
The name of this organization shall be THE BERKSHIRE WRITERS ROOM INC. and it shall be constituted
as a 501(c)(3) non-profit corporation, fiscal year running January 1-December 31 as designated by the Department of the Treasury,
Internal Revenue Service, November 10, 2005.
ARTICLE II: OBJECTIVE
To provide a supportive environment for the writers; to provide a forum for the reading of works
in progress; to promote the publication of writers in general; to publish annually such anthologies and periodicals as determined
by the Board of Directors.
ARTICLE III: GOALS
To encourage creative writing, to increase the audience for the reading of original work; to provide
an environment where writers can share information, receive constructive criticism and support each other’s work; to
promote creative writing and make available to the public readings of recent work and works in progress; to publish the Berkshire Literary Review as well as other publications
as determined by the Board of Directors.
Any and all monies associated with THE BERKSHIRE WRITERS ROOM INC. shall be used to further the
goals and objectives of the organization. No one shall profit monetarily from the monies collected or raised in association
with THE BERKSHIRE WRITERS ROOM INC.
ARTICLE IV: MEMBERSHIP
Any person who
is a writer or a supporter of writers in the area may become a member of THE BERKSHIRE WRITERS ROOM INC.
by paying the annual dues as set by the Board of Directors. Nonmembers may attend two critique workshops at no cost.
i) Payment and Utilization of Membership Dues
Annual membership dues are to be paid by individuals wishing to become members of or by current
members to continue their membership in THE BERKSHIRE WRITERS ROOM INC. The month
of the year one begins a membership becomes the renewal date in subsequent years. The
dues shall be deposited into THE BERKSHIRE WRITERS ROOM INC. general fund. A portion of the dues shall be used to support
the publications of THE BERKSHIRE WRITERS ROOM INC.; the remainder shall be used
to support cultural programs, workshops, events and administrative costs.
ii) Rights of Paid Members
Payment of annual dues to THE BERKSHIRE WRITERS ROOM INC. entitles members to the following benefits:
A. A regular newsletter updating members about BWR news and events.
B. Unlimited access to any writing workshop
C. One vote at the BWR annual meeting or special meetings as they are called.
iii) Termination of Membership
Membership in THE BERKSHIRE WRITERS ROOM INC. will be terminated under the following circumstances:
A. Non-renewal of membership dues.
B. By written request submitted to the Board
C. Conduct that knowingly causes physical, monetary or other damage to THE BERKSHIRE
WRITERS ROOM INC. or its reputation as determined by the sitting Board of Directors
Upon termination of membership, all property and records belonging to the BERKSHIRE WRITERS ROOM
INC. must be returned to a BWR Officer or Chairperson.
An annual meeting shall be held in November by the membership for the purpose of electing Officers
and Board members, receiving a yearly financial report and conducting any other necessary business. Only members who have
dues-paid status shall be allowed to vote.
Special meetings may be called by the President of the Board, a majority vote of the Board or
by a request of five members of the organization to the Board of Directors. All dues-paid members shall be notified in writing
of such a meeting.
The physical presence of four BERKSHIRE WRITERS ROOM INC. members shall constitute a quorum
at all official membership meeting.
ARTICLE V: BOARD OF
DIRECTORS
In addition to specific responsibilities noted herein, the Board of Directors shall be responsible
for upholding the goals, deciding all policy, insuring the orderly functioning of the organization and appointing the Managing
Editor of The Berkshire Review and all other publications.
The Board of Directors shall consist of (6) six elected positions in the following categories:
(4) four Officers, (2) two Director at Large and any facilitator who wishes to join the Board of Directors at the time of
her or his appointment by stating her or his intention to do so. This decision
regarding Board membership is binding and cannot be revoked or changed later without application being made to the Board which
will then extend or withhold its approval by a vote of the majority.
Any dues-paid member of THE BERKSHIRE WRITERS ROOM INC. may nominate or be nominated for any Board
of Directors position. An individual may hold more than one position, but may not cast more than one vote.
A meeting of the Board of Directors shall be held at least once every two months unless otherwise
called by the President. The meetings shall be open to the membership. A quorum shall consist of four Board of Directors
members physically present. Board meetings shall be conducted in accordance with Roberts Rules of Order and a written record
of each meeting maintained. All decisions of the Board shall be posted on The
Berkshire Writers Room website.
No Berkshire Writers Room Director shall enter any contract or covenant in the name of the organization
without first obtaining the permission of a majority of the Board of Directors.
.
OFFICERS: The
Officers shall be elected by the membership at the annual meeting, in even-numbered years, for a term of two years with no
limitation as to number of terms.
President: As chief executive of the Board, shall be an ex officio member of all committees, shall preside at all meetings of the Board and at the annual meeting. The President shall also publish the agenda for upcoming board meetings, all-member
meetings and the annual meeting.
Vice President: Shall preside in the absence of the President. Also
the Vice President shall be responsible and maintain monthly billing and membership records and, in addition, shall be assigned
such additional tasks as the President shall delegate.
Treasurer: As the chief financial officer, is responsible for keeping books, accounts payable and receivable,
maintaining bank accounts, collection and disbursements as necessary and for the preparation of current and regular financial
statements.
Secretary: Shall keep minutes of all Board meetings, annual meetings and special meetings. In addition, the Secretary
shall post on the official Berkshire Writers Room website all decisions of the Board following regular monthly meetings and
monthly reports from facilitators. The Secretary shall bring a written copy of
the Berkshire Writers Room bylaws to all meetings of the Board of Directors.
Director at Large: Shall have full Board privileges of Board membership. Also be available to substitute as facilitator
in a facilitator’s absence or any vacated position until elections can be held.
In addition to these positions,
the Board may, at its pleasure, by majority vote of the members present, confer upon one member of the Berkshire
Writers Room the title of Berkshire Writers Room Poet Laureate. It shall be
understood that this honor is conferred upon the individual so chosen in recognition of outstanding merit
as a poet and service to the Berkshire Writers Room, and the Poet Laureate so named shall hold the position for six years.
In addition, the Poet Laureate shall have full Board privileges of Board membership. The duties of the Poet Laureate shall
include composing a commemorative poem when called upon to do so by the President.
Upon the end of a term, all property and records belonging to the BERKSHIRE WRITERS ROOM INC.
must be returned to a current BWR Officer or Chairperson.
Facilitators: shall coordinate and conduct meetings of writers. Their term of service is two years. Facilitators shall be
responsible for giving ample notification when a meeting is to be canceled or the venue changed.
Fiction Chair: Shall coordinate and facilitate meetings for fiction writers.
Creative Nonfiction, Essay & Memoir Chair: Shall coordinate and facilitate meetings for nonfiction writers.
Poetry Chair: Shall coordinate and facilitate meetings for poetry writers.
Writing for Children and Young Adults Chair: Shall coordinate and facilitate meetings for writers of children
and young adult material.
All-Genre Group: Shall coordinate and facilitate meetings for an all-genre writing group
Other facilitated writing groups may be added or dropped at the discretion of the Board as the
need arises
Creative Experience Coordinator: Shall plan and coordinate meetings led by guest speakers and lecturers
from all artistic genres to help and inspire writers.
Newsletter Editor/Public Relations Chair: Shall design, edit, publish and distribute a regular newsletter to the
membership and shall in addition inform members and the public of upcoming Berkshire Writers Room events through the appropriate
venues.
Note: If elected Officers or Facilitators vacate their seats before
the end of their terms, the Board of Directors may act to appoint interim Officers or Facilitators to fill the vacated positions
until the term has been completed. Interim Officers or Facilitators must be dues-paid members of THE BERKSHIRE WRITERS ROOM
INC. and shall uphold the duties and responsibilities of Officers and Facilitators the same as elected Officers and Chairpersons.
ARTICLE VI: BERKSHIRE LITERARY REVIEW
The Berkshire Review is a literary publication of THE BERKSHIRE WRITERS ROOM INC. The elected Managing Editor,
in consultation with the Editorial Board, shall be responsible for the following items related to the Berkshire Literary Review:
1. Organizing a call for submissions.
2. Opening and keeping a record of submissions.
3. Distributing submissions to the appropriate genre editors.
4. Receiving accepted submissions from the genre editors.
5. Determining the composition of the volume.
6. Typesetting and formatting the content of the volume.
7. Arranging for proofreading of formatted typescripts.
8. Make recommendations for the selection of a cover design.
9. Requesting printing quotes.
10. Coordinating with printer on production and shipping.
11. Preparing camera-ready copy and sending it to the printer.
12. Receiving and checking printer’s proofs.
13. Scheduling and conducting Editorial Board meetings as the need arises.
ARTICLE VII: MONEY AND DISBURSEMENT
BERKSHIRE WRITERS ROOM INC. members shall be reimbursed for costs, such as copying
costs for the monthly newsletter, postage, office supplies and other like expenses. BERKSHIRE WRITERS ROOM INC. members wishing
to be reimbursed for such expenses must submit a Reimbursement Form and receipt(s) to the Treasurer. Check-writing privileges for the purpose of the reimbursement of members’ expenses associated with
THE BERKSHIRE WRITERS ROOM INC. shall be maintained by the Treasurer of THE BERKSHIRE WRITERS ROOM INC.
Any and all money collected and/or received by THE BERKSHIRE WRITERS ROOM INC. shall only be used
to further the goals and objectives of the organization.
ARTICLE VIII: MAKING CHANGES TO THE BYLAWS
Any BERKSHIRE WRITERS ROOM INC. member wishing to make changes to the Bylaws may bring
their suggestions before the Board of Directors. The Board of Directors will then discuss and vote on the merit of the proposed
changes and whether to present it before the membership for a vote at the Annual Meeting or at a special meeting.
ARTICLE IX: DISSOLUTION
In the event that THE BERKSHIRE WRITERS ROOM INC. dissolves, all monies
associated with THE BERKSHIRE WRITERS ROOM INC. shall be given to the successor organization, as voted by the Board of Directors or to an arts organization as voted by
the Board
In the event that publications are also discontinued then those funds will also be disbursed as decided by the
Board of Directors.
These amended bylaws have been duly voted upon and accepted by the membership of THE BERKSHIRE WRITERS ROOM INC.
on September 27, 2007.
Signature of President: /S/
Date of Signature: September 27, 2007
Signature of Secretary (witness) /S/
Date of Signature: September 27, 2007
