---

CONTENTS

• Readers Guide
  
  
• Authority

• Appendix A     Membership Application Forms
  
  
• Appendix B     Recall Petition
  
  
• Appendix C     Recall Ballot
  
  
• Appendix D     Formation Of a New Chapter
  
  
• Original Articles of Incorporation    
  
  
• Index    
  
  
• Glossary    
  
  

Format

The complete governing documents for the Society of Southwestern Authors include the Constitution for the parent organization and the Chapter Bylaws for the chapter organizations.

The Constitution consists of the Cover, Contents, Reader's Guide, Authority, Constitution Provisions, Appendice, Index and Glossary.

The Appendices include the Membership Applications, Appendix A, the Recall Petition, Appendix B, and the Recall Ballot, Appendix C. Finally, Appendix D contains information for the formation of a new chapter. The Chapter Bylaws, with highllighted areas to be completed, are compiled as a separate document.

The Chapter Bylaws contain all provisions for the complete functioning of a Chapter. Therefore, some of the provisions in the Chapter Bylaws may read identically to provisions in the Constitution. The Chapter Bylaw document, therefore, is usually all that's required for Chapter business.

Purpose of the Documents

The Constitution and Chapter Bylaws are the sole governing documents for the Society of Southwestern Authors and their Chapter organizations. They are not a supplement to any other document.

Abbreviations, Acronyms and Definitions

Abbreviations and acronyms are generally avoided in these documents. Exceptions are listed in the Glossary. Certain definitions will also be listed in the Glossary.

The Provisions of the Constitution and Chapter Bylaws

Conventions

Throughout the preparation of the Constitution and Chapter Bylaws, every attempt was made to assist the reader's understanding including the sequence of organization, choice of fonts, size of the type, and the spacing between titles and paragraphs. As a further aid to the reader, a formal term, such as Executive Council, may be shortened to Council within a provision.

The Indentured Number System

The indentured numbering used in this document is a proven system with maximum flexibility. It provides the most efficient use of space on the page and permits changes with minimal effect on the rest of the document.

Provisions

Generally, only one provision is included for each numbered constitution provision or bylaw. This facilitates modification, especially when one provision is referenced to another. It also provides clarity and understanding for the reader.

References

When a reference such as the example "as described by C 5.2." or more often "C 5.2" is found in a provision, that reference has been shown in bold type for the reader's convenience and usually refers to a following provision. If a provision refers to a previous description, usually no reference will be shown. However, there may be exceptions when a reference to a previous description would serve as a convenient reminder to the reader.

Ex Officio

The term "Ex Officio," frequently misunderstood and often misapplied, is not used in the Constitution or Chapter Bylaws. As an explanation, "Ex Officio" means only "by virtue of one's office" which requires further context to be meaningful. For example, in the U.S. Senate the term refers to the practice under Senate rules that allows the chairman and ranking minority members of a committee to participate in any of the subcommittees of that committee, but generally not to vote. With this added detail, the term "Ex Officio" becomes meaningful. For our purposes, however, "Ex Officio" has virtually no meaning.

---

The members of the Society of Southwestern Authors., represented by those who have signed below, agree that this document supercedes and cancels all other documents where such documents or portions thereof may conflict with any provision contained herein.

This document was presented to the members of the Society of Southwestern Authors. at a membership meeting on October 19, 2003, and adopted by a two/thirds majority vote as the official constitution and bylaws of the Society of Southwestern Authors..

The above statements are certified as true and accurate by

Society of Southwestern Authors	______________________________________         President
Society of Southwestern Authors	_____________________________________         Secretary
October 19, 2003	Personally known to me - OR - proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s) or the entity upon behalf of which the person(s) acted, executed the instrument. Witness my hand and official seal.

TOP Constitution C 1     NAME
C 1.1	This organization shall be known as The Society of Southwestern Authors.
C 1.2	The organization known as The Society of Southwestern Authors shall include all Chapters of that organization.
C 1.1.1	The abbreviation "SSA" shall be considered throughout these documents as the proper and legal acronym for The Society of Southwestern Authors.
TOP C 2    PURPOSE
C 2.1	The purpose of The Society of Southwestern Authors. is to conduct any lawful business for which nonprofit corporations may be incorporated under the laws of the State of Arizona as they may be amended from time to time.
C 2.2	A further purpose of the The Society of Southwestern Authors. shall be to conduct a program of activities designed to A. Promote mutually supportive fellowship among members of the writing profession, B. Provide recognition for members' professional achievements in the field of writing, C. Provide stimulation toward further achievement, and D. Encourage and assist persons seeking to become professional writers.
TOP C 3    AUTHORITY
C 3.1	The Constitution and Bylaws are authorized and adopted by the members of The Society of Southwestern Authors as shown by the Authority document.
C 3.1.1	The Authority document is an integral part of this constitution.
C 3.2	PARLIAMENTARY AUTHORITY
C 3.2.1	The rules contained in the current edition of Robert's Rules of Order shall be considered a supportive document to be implemented as an aid to resolving procedural questions.
C 3.2.2	The rules contained in the current edition of Robert's Rules of Order may be implemented during a meeting by a majority vote of members present.
C 3.3	SCOPE
C 3.3.1	The Constitution and Chapter Bylaws are the sole governing regulations for The Society of Southwestern Authors.
C 3.4	EFFECTIVITY
C 3.4.1	The Constitution and Bylaws are effective immediately upon the close of the membership meeting as described in C 6.1.1.1 during which they are adopted by a two thirds majority vote of the voting members present.
TOP C 4    OFFICERS
C 4.1	EXECUTIVE COUNCIL
C 4.1.1	The Term "Executive Council" shall be referenced to and correspond with the term "Board of Directors" as used in the original Articles of Incorporation.
C 4.1.2	The Executive Council shall consist of the President, Vice President, Recording Secretary, Treasurer and seven Council Members at Large.
C 4.2	AUTHORITY
C 4.2.1	Powers and Responsibilities
C 4.2.1.1	The Executive Council shall have general oversight of the activities of The Society of Southwestern Authors and associated Chapters
C 4.2.1.2	The Executive Council may appoint standing or special committees, not excluding themselves, to conduct the activities of The Society of Southwestern Authors.
C 4.2.1.3	The Executive Council may contract with individuals, agencies or companies as described in C4.2.1.4
C 4.2.1.4	Contractual agreements as described in C 4.2.1.3 are subject to the provisions of C 4.4.1.8 and C 4.4.1.9.
C 4.2.1.5	The Executive Council shall be responsible for the financial and property matters of The Society of Southwestern Authors.
C 4.2.1.6	The Executive Council shall be responsible for maintaining and protecting the property of The Society of Southwestern Authors.
C 4.2.1.7	The Executive Council shall be responsible for the management of the business and fiscal affairs of The Society of Southwestern Authors.
C 4.2.1.8	The Executive Council shall have the powers and be subject to the obligations that pertain to such boards under the laws of the State of Arizona, except as otherwise provided herein.
C 4.2.1.9	The Executive Council shall be responsible for this organization's investments and its total insurance program.
C 4.2.1.10	The Executive Council shall not have the authority to buy, sell, or encumber real property unless specifically authorized to do so by a majority vote of the members of The Society of Southwestern Authors.
C 4.2.1.11	The Executive Council may conduct an audit of the financial records of The Society of Southwestern Authors at any time.
C 4.2.2	Publications
C 4.2.2.1	The Executive Council may sponsor and fund a periodical.
C 4.2.2.2	The Executive Council may sponsor and fund documents, forms and publications required for the adminstration of The Society of Southwestern Authors.
C 4.2.2.3	The funding for periodicals, documents, forms and publications as described in C 4.2.2.1 will be approved by a majority vote of the Executive Council.
C 4.2.2.4	The provisions of C 4.2.2.1, C 4.2.2.2 and C 4.2.2.3 are not subject to C 8.2.2.
C 4.3	QUALIFICATIONS OF OFFICERS
C 4.3.1	President
C 4.3.1.1	A candidate for the office of President shall have completed at least two years as a Professional Member of The Society of Southwestern Authors prior to being nominated.
C 4.3.2	Vice President
C 4.3.2.1	A candidate for the office of Vice President shall have completed at least two years as a Professional Member of The Society of Southwestern Authors prior to being nominated.
C 4.3.3	Officers Other Than President or Vice President
C 4.3.3.1	A candidate shall have been classified as a Professional Member prior to being nominated for any office other than President or Vice President.
C 4.3.3.2	The Executive Council may appoint a qualified Associate Member to head a committee.
C 4.4	DUTIES OF OFFICERS
C 4.4.1	President
C 4.4.1.1	The President will preside at meetings of the general membership and at meetings of the Executive Council.
C 4.4.1.2	The President may attend all committee meetings except as otherwise defined by the bylaws.
C 4.4.1.3	The President may not vote at committee meetings except as otherwise defined by the bylaws.
C 4.4.1.4	The President will not be eligible for membership on the Nominating Committee.
C 4.4.1.5	The President will act as Statutory Agent for The Society of Southwestern Authors.
C 4.4.1.6	The President may appoint a member to act as Statutory Agent as described in C 4.4.1.5
C 4.4.1.7	The Statutory Agent will submit an Annual Report to the Arizona State Corporation Commission
C 4.4.1.8	The President will represent The Society of Southwestern Authors as the legal signatory on any contractual agreement with a person, agency or company
C 4.4.1.9	The President may appoint a member to represent The Society of Southwestern Authors as described in C 4.4.1.8
C 4.4.1.10	A contractual obligation as described in C 4.4.1.8 or C 4.4.1.9 exceeding $500.00 shall be approved by the Executive Council.
C 4.4.1.11	The President will have the required signature authority to access all accounts, financial records and statements.
C 4.4.2	Vice President
C 4.4.2.1	In the absence of the President, the Vice President will preside with the same authority and limitations of the President.
C 4.4.3	Recording Secretary
C 4.4.3.1	The Recording Secretary shall keep accurate minutes of all meetings of The Society of Southwestern Authors and of the Executive Council.
C 4.4.3.2	The Recording Secretary shall keep such other records as required to insure the complete and efficient functioning of The Society of Southwestern Authors.
C 4.4.3.3	The Recording Secretary shall preserve and protect all records as described in C 4.4.3.1 and C 4.4.3.2 and will insure that all such records are accessible and available to the members of the Executive Council.
C 4.4.4	Treasurer
C 4.4.4.1	The Treasurer shall keep records of the money accounts of The Society of Southwestern Authors.
C 4.4.4.2	The Treasurer shall preserve and protect all records as described in C 4.4.4.1 and will insure that all such records are accessible and available to the members of the Executive Council.
C 4.4.4.3	The Treasurer shall have access to the accounts where funds are banked, deposited or held.
C 4.4.4.4	The Treasurer shall disburse funds at the direction of the Executive Council or from such other person as delegated by the Executive Council.
C 4.4.4.5	Expenditures exceeding $500 must be approved by the Executive Council.
C 4.4.4.6	The Treasurer shall submit monthly reports to the Executive Council including records of receipts and disbursements.
C 4.5	ELECTION OF OFFICERS
C 4.5.1	Election
C 4.5.1.1	An office shall be filled by election during the annual meeting as described in C 6.2
C 4.6	TERMS OF OFFICE
C 4.6.1	President
C 4.6.1.1	The President may serve two consecutive terms of office.
C 4.6.1.2	The President, after serving as described in C 4.6.1.1, may not be elected to the office of President until one year has passed
C 4.6.1.3	In the event that the President is unable or unwilling to continue the duties and responsibilities of the office as described in C 4.4.1.1, the Vice President will assume the duties of the President for the remainder of the current term.
C 4.6.1.4	In the event that the President is unable or unwilling to continue the duties and responsibilities of the office as described in C 4.4.1.1, the Executive Council may call for an election as described in C 6.3 to fill the office of the Vice Presidency.
C 4.6.1.5	The removal of the President for reasons described in C 4.6.1.3 and without objection or resistance by the President, shall not require a recall action.
C 4.6.2	All Offices
C 4.6.2.1	An officer's term of office will begin on the first day of the fiscal year as described in C 12.1 following the membership meeting during which the officer was elected.
C 4.6.2.2	An officer's term of office will end on the last day of the fiscal year as described in C 12.1 following the membership meeting during which the officer was elected.
C 4.7	VACATED OFFICE
C 4.7.1	Should the office of President or Vice President or Treasurer be vacated before the end of the fiscal year during which that officer was elected, an election to fill the vacated office must be conducted according to C 4.8
C 4.7.2	Should any office, other than those described in C 4.7.1, be vacated before the end of the fiscal year during which that office was filled, an election, as described in C 4.8, may be conducted, at the discretion of the Executive Council, to fill that office.
C 4.7.3	Should any office other than those described in C 4.7.1 be vacated before the end of the fiscal year during which that office was filled, the duties of that office may be assigned to another member of the Executive Council as selected by a majority vote of the Executive Council.
C 4.8	ELECTION TO FILL A VACATED OFFICE
C 4.8.1	An election process as described in C 4.7.1 will begin immediately upon receipt of reliable information that a vacancy has occurred or will occur.
C 4.8.1.1	The Nominating Committee, as defined in C 6.2.2 will call for nominations to fill the vacated office as defined in 4.7 at the next membership meeting as described in C 6.1.1.1.
C 4.8.1.2	Nominations will be accepted until the membership meeting following the membership meeting described in C 4.8.1.1.
C 4.8.1.3	Publishing
C 4.8.1.3.1	The occurrence of the vacancy, nominations, and the election to fill the vacancy will be published according to C 9.
C 4.8.1.3.2	Following the nominations described in C 4.8.1.2, nominations will be closed.
C 4.8.1.4	Following the close of nominations described in C 4.8.1.3, the President will call for a vote as described in C 6.4.1.
C 4.8.1.5	Following the voting as described in C 4.8.1.4, the President will declare the vacated office to be filled.
TOP C 5    MEMBERSHIP
C 5.1	MEMBERSHIP COMMITTEE
C 5.1.1	The Executive Council will appoint a Membership Committee.
C 5.1.2	The Executive Council may choose members for the Membership Committee from the members of the Council.
C 5.1.3	The Membership Committee will elect a person to chair the committee from within that committee.
C 5.2	PURPOSE OF MEMBERSHIP COMMITTEE
C 5.2.1	The Membership Committee, with the authority assigned in C 5.1.1, will review each application for membership to determine the category definition and voting privileges for that member.
C 5.3	CATEGORY AND VOTING STATUS DEFINED
C 5.3.1	Professional Member
C 5.3.2.2	Professional Member qualifications are defined in C 5.3.4.1.
C 5.3.1.3	A Professional Member may be further defined as a Voting Member.
C 5.3.1.4	A Professional Member may submit nominations and vote on any issue brought before the membership of The Society of Southwestern Authors.
C 5.3.1.5	A Professional Member may seek and hold office in The Society of Southwestern Authors.
C 5.3.2	Associate Member
C 5.3.2.1	A member may be approved as an Associate Member by the Membership Chairman and one member of the Executive Council.
C 5.3.2.2	An Associate Member may participate in all activities of the Society of Southwestern Authors except as limited by C 5.3.2.3, C 5.3.2.4, C 5.3.2.5 and C 5.3.2 6.
C 5.3.2.3	An Associate Member may not be elected to an office in The Society of Southwestern Authors.
C 5.3.2.4	An Associate Member may not make a motion.
C 5.3.2.5	An Associate Member may not make a nomination.
C 5.3.1.6	An Associate Member may not vote.
C 5.3.3	Honorary Member
C 5.3.3.1	The title of Honorary Member may be granted to any person with the approval of a two thirds majority of the voting membership as described in C 5.3.1.
C 5.3.3.2	An Honorary member may attend all meetings normally open to the general membership.
C 5.3.3.3	An Honorary member shall be exempt from initiation fees and annual dues.
C 5.3.3.4	An Honorary Member may not hold any office in The Society of Southwestern Authors.
C 5.3.3.5	An Honorary Member may not vote.
C 5.3.4	Membership Applications
C 5.3.4.1	Professional and Associate memberships shall be sought by application as described in Appendix A.
TOP C 6    MEETINGS
C 6.1	BUSINESS MEETINGS
C 6.1.1	Membership
C 6.1.1.1	Membership meetings are for the purpose of conducting all general business of The Society of Southwestern Authors including nominations, elections, and the recall of officers.
C 6.1.1.2	Membership Meetings shall be scheduled by the Executive Council
C 6.1.1.3	Membership meetings may incorporate entertainment, guest speakers and other activities.
C 6.1.1.4	Notification of Membership meetings shall be according to 9.1
C 6.1.2	Executive Council
C 6.1.2.1	The Executive Council will meet at least four times a year.
C 6.1.2.2	The President will call a meeting of the Executive Council within one week following a written request of four members of the Board.
C 6.2	ANNUAL MEETINGS
C 6.2.1	Annual Meeting Schedule
C 6.2.1.1	The Annual Meeting will be scheduled during the month of April.
C 6.2.2	Election Of Nominating Committee
C 6.2.2.1	At the regular membership meeting two months prior to the Annual Membership meeting, a Nominating Committee of three members will be elected as described in C 6.1.1.1
C 6.2.2.2	The Nominating Committee will select candidates for all offices to be filled at the Annual Membership Meeting as described in C 6.2.2.1
C 6.2.2.3	The Nominating Committee will remain intact and available for the balance of the fiscal year as described in C 12.
C 6.2.3	Announcement Of Candidates
C 6.2.3.1	The Nominating Committee will submit their selection of candidates for all offices to be filled one month prior to the Annual Membership Meeting as described in BL 6.2.2.1
C 6.2.4	Election Of Officers
C 6.2.4.1	At the Annual Membership Meeting, as described in C 6.2.2.1, additional nominations for any office to be filled will be invited.
C 6.3	SPECIAL MEETINGS
C 6.3.1	A request for a special meeting may be made by the President of the Executive Council.
C 6.3.2	A request for a special meeting may be made by majority vote of the Executive Council.
C 6.3.3	A written request for a Special Meeting may be submitted to the Executive Council by not less than fifteen voting members
C 6.3.4	A written request for a Special Meeting must describe the reason for the request.
C 6.3.5	A written request for a Special Meeting must include the signatures of the requesting voting members.
C 6.3.6	Within seven days following the request for a Special Meeting as described in BL 6.3.1, a special meeting will be scheduled as described in BL 6.3.3.
C 6.3.7	The time for a Special Meeting scheduled by the Executive Council will be announced as described in C 9.
C 6.4	QUORUM
C 6.4.1	A quorum at any Membership Meeting will consist of fifteen voting members including two members of the Executive Council.
C 6.4.2	A quorum at any Executive Council Meeting will consist of five members of the Executive Council.
C 6.5	Proxy Voting
C 6.5.1	There is no provision for proxy voting at meetings.
C 6.6	ACTIVITY RESTRICTIONS
C 6.6.1	During the month of January, any organized activity, other than a regular Membership Meeting or a scheduled meeting of the Executive Council or Board of Directors, shall be approved by the Executive Council.
TOP C 7    PROPERTY OWNERSHIP
C 7.1	ACQUISITION AND DISPOSAL
C 7.1.1	The Executive Council may acquire real and personal property by gift, devise, purchase, or other lawful means.
C 7.1.2	The Executive Council may hold title to and use its property for any and all activities consistent with the purposes of The Society of Southwestern Authors.
C 7.1.3	The Executive Council may sell, mortgage, lease, transfer, or otherwise dispose of property as defined by C 7.1.2 by any lawful means.
C 7.1.4	If a Chapter or other Sub Organization of The Society of Southwestern Authors ceases to exist, title to non-disposable property in the name of that Chapter or other Sub organization shall pass to the Executive Council.
C 7.1.5	If the Society of Southwestern Authors ceases to exist, assets shall be disposed of according to the Articles of Incorporation file with the Ariaona Corporation Commission, Corporations Division, 1300 W. Washington, Phoenix, AZ 85007-2929
TOP C 8.    FINANCES
C 8.1	GENERAL
C 8.1.1	General financial matters shall be under the supervision of the Executive Council.
C 8.1.2	The financial matters of The Society of Southwestern Authors should generally be treated as confidential information.
C 8.2	SPECIFIC
C 8.2.1	Specific and individual financial matters, including receipt and expenditure of funds, and maintenance of records shall be under the direction of the Treasurer.
C 8.2.2	Except as provided in C 4.2.2.4, expenditures of funds in amounts greater than $500 will require the approval of the Executive Council.
TOP C 9.    PUBLISHING
C 9.1	PUBLISHING DEFINED
C 9.1.1	The terms "publishing" and "publish", unless otherwise defined, shall mean that a publication, notification, announcement or item of information in any form shall be offered to members by any or all of the means described in C 9.1.1.1, C 9.1.1.2, C 9.1.1.3
C 9.1.1.1	Placement of the item of information on a display table in such a manner that it is clearly visible and easily accessible to members during a membership meeting.
C 9.1.1.2	Printing of the item of information, for distribution by a direct mailing to all members.
C 9.1.1.3	Printing of the item of information in the first issue of the Write Word preceding or following the event, as appropriate.
C 9.1.1.4	Electronic notification of the item of information using direct e-mail or a list service.
C 9.2	DIRECT MAILING DEFINED
C 9.2.1	The terms "Direct Mail" or "Direct Mailing", unless otherwise defined, shall mean that an item or an item of information shall be sent, by U.S. Mail, to the members as listed in the membership directory as defined by C 4.2.5
TOP C 10    DISCIPLINE
C 10.1	FORMAL COMPLAINT
C 10.1.1	Procedure
C 10.1.1.1	A Formal Complaint may be filed by any member of The Society of Southwestern Authors.
C 10.1.1.2	A Formal Complaint must be submitted to the Executive Council by a direct mailing as defined in C 9.2.
C 10.1.2	Complaint Committee
C 10.1.2.1	Upon receipt of a complaint as described in C 10.1.1.2, the Executive Council will appoint a three member Complaint Committee.
C 10.1.2.2	Members of the Complaint Committee will be chosen first from the Executive Council and then from other Voting Members as necessary.
C 10.1.2.3	Names shown on the original Complaint will not be eligible to serve on the Complaint Committee.
C 10.1.2.4	The subject named in a complaint will not be eligible to serve on the Complaint Committee.
C 10.1.3	Validation
C 10.1.3.1	The Complaint Committee will verify that signatures on a complaint are legible.
C 10.1.3.2	The Complaint Committee will verify that addresses on a complaint are traceable.
C 10.1.3.3	There must be at least one legible signature with a traceable address to continue the complaint procedure.
C 10.1.4	Hearing
C 10.1.4.1	The Complaint Committee will set a hearing date.
C 10.1.4.2	An acknowledgment of receipt of a Formal Complaint, an invitation to attend the hearing and the date of the hearing will be returned to the complainant by a direct mailing as defined in C 9.
C 10.1.4.3	A copy of the Formal Complaint, an invitation to attend the hearing and the date of the hearing will be sent to the subject named in the complaint by a direct mailing as defined in C 9.
C 10.1.4.4	The Complainant or one representative of multiple complainants and the Subject of the Complaint will be invited to the hearing.
C 10.1.5	Procedure At a hearing called by the Complaint Committee and attended by the claimant and the Subject of the Complaint, the complaint will be read. The Complainant will be invited to speak for no longer than ten minutes. Complainant may not add to the original complaint. Complainant my rescind any part of the original complaint. The Subject is invited to speak for no longer than ten minutes. Subject may offer verbal or written material defending the charges listed on the original complaint. Complainant and Subject are dismissed.
C 10.1.6	Disposition
C 10.1.6.1	Board of Directors may decide to dismiss the complaint.
C 10.1.6.2	Board of Directors may decide to pursue a corrective action.
C 10.1.6.3	Disposition of the complaint will be recorded in the minutes of the Complaint Committee
C 10.1.6.4	The Complainant and Subject of the Complaint will be recalled to the hearing.
C 10.1.6.5	Complainant and Subject of Complaint will be notified of the disposition of the complaint.
C 10.1.6.6	The hearing will be adjourned.
C 10.1.6.7	The minutes of the hearing and the disposition of the complaint will be forwarded to the secretary for permanent recording.
C 10.1.6.8	The Secretary will insure that the disposition of the complaint will be available to any member of The Society of Southwestern Authors.
C 10.2	RECALL
C 10.2.1	Recall Procedure
C 10.2.1.2	A Petition to recall may be initiated by any Voting Member as defined in C 5.3.1
C 10.2.1.3	A Recall Action will be described on the Recall Petition form as shown in Appendix B.
C 10.2.1.4	The Recall Petition will be submitted to the Executive Council by a direct mailing as defined in C 9.2
C 10.2.1.5	The Executive Council will respond by a direct mailing as defined in C 9.2 to the petitioner within seven days following next Executive Council meeting.
C 10.2.1.6	The Executive Council will appoint a Recall Committee of three people to implement the recall procedure.
C 10.2.2	Validation.
C 10.2.2.1	The Recall Committee will verify the Recall Petition was filed by a voting member.
C 10.2.2.2	The Recall Committee will verify the Recall Petition was sent to the Executive Council by a direct mailing as defined in C 9.2.
C 10.2.2.3	The Recall Committee will verify the Recall Petition properly utilized Appendix B.
C 10.2.2.4	A recall action requires signatures totaling ten percent of the voting members as described in C 5.3.1.
C 10.2.2.5	The total signatures described in C 10.2.2.4 are subject to C 10.2.2.8.
C 10.2.2.6	The Recall Committee will verify the signatures on the Recall Petition are those of members of The Society of Southwestern Authors as described in C 10.2.2.4.
C 10.2.2.7	Names shown on a Petition for Recall will not be eligible to serve on the Recall Committee.
C 10.2.2.8	The Recall Committee will verify the addresses shown on the Recall Petition are current and traceable.
C 10.2.2.9	The Recall Committee will verify the basis for the recall action as an alleged violation of a written provision of the Bylaws or other document which has been officially adopted as a part of the governing system of The Society of Southwestern Authors.
C 10.2.3	Publishing
C 10.2.3.1	Within sixty days, the Recall Committee will publish an announcement of a recall meeting to all members as described in C 9.1.1.
C 10.2.4	Subject resigns
C10.2.4.1	If subject of a recall action resigns prior to the conclusion of the recall meeting, the meeting will be cancelled or adjourned and no further recall action will be implemented.
C 10.2.5	Quorum
C 10.2.5.1	If a quorum of ten percent of the total voting membership of The Society of Southwestern Authors is not present when the recall meeting is called to order, the meeting will be adjourned immediately and no further recall action will be implemented.
C 10.2.6	Meeting Parameters
C 10.2.6.1	One or more recall petitions may be considered at a recall meeting.
C 10.2.6.2	Recall actions against more than one office holder will be considered separate recall actions and will require separate Recall Petition Forms as shown on Appendix B.
C 10.2.6.3	Discussion prior to voting at a recall meeting will be limited to one hour.
C 10.2.6.4	Implementation of a recall action will require the approval of two thirds of voting members present.
C 10.2.6.5	Voting on a recall action will utilize the Recall Ballot as shown on Appendix B.
C 10.2.7	Recording
C 10.2.7.1	The minutes of the recall meeting and the disposition of the recall petition will be forwarded to the secretary for permanent recording.
C 10.2.7.2	The Secretary will insure that the disposition of the recall action will be available to any member of The Society of Southwestern Authors.
TOP C 11    FEES
C 11.1	INITIATION FEE
C 11.1.1	The initiation fee will be determined by a majority vote at a regular meeting of the Executive Council.
C 11.1.2	The initiation fee is due and payable immediately upon the applicant's acceptance as a member of The Society of Southwestern Authors.
C 11.2	ANNUAL DUES
C 11.2.1	The annual dues will be determined by a majority vote of the Executive Council at a regular meeting of the Executive Council.
C 11.2.2	Annual dues are due each year upon the anniversary of the individual member's acceptance as a member of The Society of Southwestern Authors.
C 11.3	ANNUAL SHORT STORY CONTEST
C 11.3.1	The entry fees for the Annual Writer's Contest will be determined by the Executive Council.
C 11.4	ANNUAL CONFERENCE
C 11.4.1	The entry fees and other fees associated with the annual Conference will be determined by the Executive Council.
C 11.5	FUNDING RETURN
C 11.5.1	A payment in the amount of ten percent of initiation fees collected by the Chapter shall be returned to the Executive Council.
C 11.5.2	A payment in the amount of ten percent of dues collected by the Chapter shall be returned to the Executive Council.
C 11.5.3	The payments described in C 11.5.1 and C 11.5.2 will be remitted to the Executive Council at the end of the Chapter's fiscal year as described in the Chapter Bylaw BL 11.5.
TOP C 12    FISCAL YEAR
C 12.1	The fiscal year shall begin on the first day of May and conclude on the last day of April of the following year.
TOP C 13    CHAPTERS
C 13.1	FORMATION
C 13.1.1	The formation of a new chapter shall be accommodated according to the provisions of the constitution of The Society of Southwestern Authors.
C 13.1.2	A request for the formation of a new chapter shall be submitted in writing to the Executive Council of The Society of Southwestern Authors.
C 13.1.3	The Executive Council will acknowledge the written request for the formation of a new chapter within sixty days of the request.
C 13.1.4	The acknowledgement of a written request for the formation of a new chapter shall include an explanation of the required procedures for the formation of a new chapter.
C 13.1.5	The procedures for the formation of a new chapter will be defined in Appendix D.
C 13.2	VOLUNTARY DISSOLUTION
C 13.2.1	A request for dissolution of a chapter shall be submitted to the Executive Council.
C 13.2.2	The Executive Council will act upon a request for dissolution as described in C 13.2.1, after investigation.
C 13.3	COMPULSORY DISSOLUTION
C 13.3.1	A Complaint against a chapter may be filed by a member of The Society of Southwestern Authors.
C 13.3.2	A Complaint against a chapter must be filed with the Executive Council.
C 13.3.3	A Complaint against a chapter must be sent to the Executive Council according to C 9.2.
C 13.3.4	Upon receipt of a complaint against a chapter, the Executive Council will appoint a Complaint Committee of five members.
C 13.3.5	The members of the Complaint Committee will be selected first from the Executive Council, then from members as required.
C 13.3.6	The Complaint Committee will select a chairperson from within the committee.
C 13.3.7	The Complaint Committee will respond to complainant within thirty days.
C 13.3.8	The Complaint Committee will notify the chapter and complainant of procedures for hearing the complaint.
C 13.3.9	The Complaint Committee will set the date and place for the complaint hearing.
C 13.3.10	The Complaint Committee will invite the complainant and one supporting member to appear at the complaint hearing.
C 13.3.11	The Complaint Committee will invite two defending members to appear at the complaint hearing.
C 13.3.12	The Complaint Committee chair will convenes the hearing as described in C 13.3.9.
C 13.3.13	The Complaint Committee chair will read the complaint.
C 13.3.14	The Complaint Committee chair will invite complainant to speak for no more than fifteen minutes.
C 13.3.15	The Complaint Committee chair will invite one other representatives of complainant to speak for no more than fifteen minutes
C 13.3.16	The Complaint Committee chair will invite the first defending member to speak for no more than fifteen minutes
C 13.3.17	The Complaint Committee chair will invites the second defending member to speak for no more than fifteen minutes
C 13.3.18	The Complaint Committee chair will excuse the complainant, supporters of complaint and defenders of the complaint from the complaint hearing.
C 13.3.19	The Complaint Committee will decided to validate or annul the complaint.
C 13.3.20	A validated complaint will require that the chapter be dissolved.
C 13.3.21	An annulled complaint will require that the chapter be maintained.
C 13.3.22	The Complaint Committee will forward the disposition of the complaint to the secretary for permanent recording.
TOP C 14    AMENDMENTS
C 14.1	Amendment Defined
C 14.1.1	An amendment refers to a change to an existing constitutional provision or to a new constitutional provision.
C 14.1.2	An amendment to the constitution may be proposed by a voting member as described in C 5.3.1.
C 14.1.2	A proposal for an amendment to the constitution must be submitted in writing to the Executive Council.
C 14.1.3	Within 180 days after receipt of a proposal for an amendment, the Executive Council will submit the proposal to the membership for vote.
C 14.1.4	After receipt of a proposal for an amendment to the constitution, the Executive Council will publish the proposal according to the provision of C 9.
C 14.1.5	The publication and distribution of a proposal for an amendment, as described in C 14.1.4, must occur at least 30 days prior to the membership meeting held for the purpose of considering the proposal.
C 14.1.6	The publication and distribution of a proposal for an amendment, as described in C 14.1.4, must be according to C 9.1.1.1, C 9.1.1.2 and C 9.1.1.3.
C 14.1.7	Acceptance of an amendment must be by a two-thirds majority vote.
C 14.1.8	A proposal for an amendment which is accepted by the membership will become effective immediately at the close of the meeting during which the proposal was considered.
C 14.1.9	A minor correction to the Constitution involving spelling, punctuation or wording that does not alter the intent of the original provisions may be approved by a majority vote of the Executive Council.

On the next links are the membership applications for The Society of Southwestern Authors You may print the PDF version and fill it out or you may fill out the on-line version and print it:

*pdf version of "Petition for Recall" for printing

President

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Name_________________________________________________________________________

Address_______________________________________________________________________

Phone_____________________E-mail______________________________________________

Appendix D Continued

Included as a separate document is a complete set of Chapter Bylaws. Note the highlighted portions. These are options to be completed. Simply delete the sample word which is highlighted and enter the word appropriate for your chapter. For example, there are several places where the name of your organization and the address must be entered, the first on the title page itself as

It1s obvious that a very long title for your organization could become cumbersome.

Additional options will be your address, meeting dates, dues and fees, your fiscal year and others.

Make no changes in non-highlighted areas. If there are questions, contact the Executive Council for guidance.

*pdf version of "Formation Of a New Chapter" for printing

Note: The Articles of Incorporation attached to the Constitution are copies as received from the Arizona State Corporation Commission, Corporations Division, Records Section, and do not have page numbers.

Page numbering resumes with the Index