Poetry Society of Vermont
founded in 1947
photo by Ann B. Day



Poetry Society of Vermont

CONSTITUTION 2018

Article I Name

  1. The name of the organization shall be the Poetry Society of Vermont.
  2. This shall be the governing document of the organization; no policy or bylaw shall conflict with the Constitution.

 

Article II Objectives

The objectives of this society shall be:

A. To bring into the organization poets who are doing creditable work

B. To support a high standard of poetry writing

C. To stimulate and encourage the writing, reading, publication and study of poetry

D. To further creative writing in young people

 

Article III Membership

The membership of the Society shall be

A. Adult members enrolled according to the procedures outlined in the Bylaws

B. Patrons who assist the work of the Society by establishment of prizes   fellowships, scholarships, memorials, or as shall be determined by the Council

C. Student members, high school students, grades 9-12, and college students enrolled according to the procedures outlined in the Bylaws

     D. Honorary members invited through vote of the Council

 

Article IV Officers

A. The elected officers of the Society shall be:

           President                                             Treasurer

            Vice-President                                     Archivist/Historian and Librarian

            Executive Secretary                            Recording Secretary  

                                   

B. The appointed officers of the Society shall be:

            Editor of The Mountain Troubadour

            Subscription Manager of The Mountain Troubadour

            Membership Chairman

            Contests Coordinator

            The most recent past president of the Society

C. Election of Officers

1. Elected officers shall be nominated by the Council and may also be nominated by any member at the annual meeting, and elected biennially by a majority vote of members at the annual autumn meeting.

2. Elected officers shall be elected for two year terms. The terms shall begin on January 1st of the year following the election and end two years thereafter.

 

D. Appointed officers shall be designated by the President with the approval of a majority of the Council and shall serve until their successor is appointed. The most recent past President shall serve, so long as he or she notifies the board of his or her intent to continue to serve, in which case no approval of the Executive Council is needed.

 

E. Duties of Officers

1. The President shall preside at all meetings of the Society and Council and shall carry on all duties usually pertaining to that office.

2. The Vice-President shall serve in the absence or disability of the President and shall perform specific duties as requested by the President.

3. The Executive Secretary shall carry on all correspondence not otherwise provided for, and, as directed by the President shall send notices of all meetings and shall notify persons of all elections and committee appointments.

4. The Recording Secretary shall make and preserve a true record of all meetings of the Society and Council, and shall distribute minutes of all meetings of the Council to members of the Council within six weeks of each meeting. The Recording Secretary shall preserve in custody all minutes and the treasurer’s report approved by the Council at the following Council meeting and the auditor’s letter of approval every second year.

5. The Treasurer

a. Shall have custody and control of all funds of the Society;

b. Shall pay all bills for authorized expenditures;

c. Shall keep a full and true record of all financial transactions, rendering a net worth statement of all accounts and cash to the Council at each spring and fall meeting and at the end of the calendar year;

d. Shall at each spring and fall meeting and at the end of the calendar year submit a statement to the Council showing all income and expenses.

e. shall submit all records every two years to an auditor appointed by the Council;

f. shall make available bank statements available to the President each month;

g. shall file necessary reports to the IRS each year;

h. shall keep records for the past seven years;

i. shall make available, at the end of his or her term, all books and records, in good order, and shall meet with the treasurer-elect for training and transition.

 

6. The Archivist/ Historian and Librarian shall compile and preserve photos, clippings, press notices and publications relating to the Society and the activity of its members and shall periodically submit the same, arranged and labeled, to the permanent PSOV Archives preserved in the Vermont Historical Society in Barre, Vermont, and shall have charge of the library and any materials and an updated listing of such materials, which the Society may acquire, including donated copies of any and all books of poetry published by Society members since its organization. Such library of the Society shall be located in the permanent PSOV Archives preserved in the Vermont Historical Society in Barre, Vermont.

7. The Editor of The Mountain Troubadour shall coordinate the production and publication of the Society’s journal. The editor shall work with an Editorial Board of up to seven members whose names have been submitted by the Editor and approved by the President and the Council. This Editorial Board is responsible for selecting all poems published, except for contest winners.

8. The Mountain Troubadour Subscription Manager shall have charge of subscriptions and distribution of the Society’s journal, The Mountain Troubadour.

9. The Membership Chairman shall accept membership requests and dues payments and shall maintain the membership list of Adult, Honorary, and Student Members.

10. The Contests Coordinator shall appoint a chair of the Troubadour Awards, chair of the Summer Contests, chair of the High School Poetry Contest, and chair of the Elementary School Creative Writing Poetry Contest. Each of these chairs in turn, will appoint judges and receive entries for his/her contests. The Contests Coordinator will be responsible for preparing the awards presented at the appropriate Society meeting: Troubadour Awards in the spring and Summer Contest Awards in the fall. The chair of each school contest will be responsible for awards for that contest.

11. The Past President shall be a voting member of the Executive Council, and may be assigned tasks by the President as needed.

 

F. Vacancies

1. President

a. Shall the President be unable or unwilling to carry out his or her duties; the Vice President shall act as president until such time as the president can resume his or her duties or until a new President takes office.

b. Shall the President fail to carry out his or her duties, shall there be neglect, or shall there be malfeasance or shall there be misuse of funds, the board may appoint a new President to serve until the end of the term. Such appointment must be made by unanimous vote of a quorum of the Executive Committee, with the exception of the President.

c. Shall the President resign, die or cease to be a member of the organization, the process shall be the same as in E.1.a above.

           

2. Treasurer

a. Shall the Treasurer be unable or unwilling to carry out his or her duties; the President shall act as Treasurer until such time as the Treasurer can resume his or her duties or until a new Treasurer takes office.

b. Shall the Treasurer fail to carry out his or her duties, shall there be neglect, shall there be malfeasance or shall there be misuse of funds, the board may appoint a new Treasurer to serve until the end of the term. Such appointment must be made by unanimous vote of a quorum of the Executive Committee, with the exception of the Treasurer.

c. Shall the Treasurer resign, die or cease to be a member of the organization, the process shall be the c same as in E.1.a above.

3. Other Elected Officers

Shall any other elected office become vacant the process shall be the same as for President or Treasurer, except that appointment may be made by a majority of a quorum of the Executive Council.

4. Past President

The most recent past President shall be a member of the Executive Council, unless he or she chooses not to serve, in which case the Executive Council may appoint another past President to serve.

 

Article V Nominating Committee

The President and Council shall appoint a committee, consisting of at least three members, appointed in advance of the annual meeting, to present a slate of officers for election for the ensuing term of office.

 

Article VI Meetings

A. The annual meeting of the Society shall be held in the fall of the year, the place and date to be chosen by the Council.

B. First and Second Call for the meetings shall be sent to all members, a month ahead, then two weeks ahead respectively, by the Executive Secretary.

C. A quorum for the transaction of business at a regular or special meeting of the Society shall require the presence of 20% of the members of the Society. Action on a vote will require approval of 50% plus one.

D. Other special meetings shall be held as mentioned in the By-Laws.

 

Article VII Council

A. The Council shall be the governing and policy making body of the Society and shall supervise, direct, approve or disapprove the acts of the officers and handle any additional matters as shall be delegated to it by the vote of the Society.

B. The Council shall meet at the call of the President.

C. The Council shall include the seven elected officers plus The Mountain Troubadour Editor, The Mountain Troubadour Subscription Manager, Membership Chairman, Contests Coordinator, and the most recent past p President of the Society.

D. Vacancies occurring in the Council shall be filled by appointees of the Council for the remainder of the term, as specified in IV, D & F.

E. A quorum of the Council shall be at least 50% plus one of the total number on the Council.

 

Article VIII Amendments

This Constitution may be amended by a two-thirds vote of the members present at any meeting of the Society, but only after notice of the proposed amendment or the substance thereof has been given to members in writing, by mail or email, at least two weeks before the date set for the meeting at which the amendment is to be considered.

 

Article IX Dissolution

A. Dissolution of the Poetry Society of Vermont will be initiated by a two-thirds majority affirmative vote of the membership after written notification at least two weeks before the vote is to be taken at a PSOV meeting.

B. Voting will occur at the aforesaid meeting or by written proxy vote delivered by the date of the dissolution meeting.

C. Upon the vote to dissolve, the Society’s assets remaining after settling all legal debts, shall be distributed to one or more non-profit organizations determined by a quorum of the Executive Council. The non-profit(s) shall not serve a political or partisan purpose or engage in propaganda or try to influence legislation.

EXCEPTION: In accordance with the terms for establishing the Baldwin Fund, any remaining funds at the time of dissolution shall be transferred to the Special Collections Department of the Bailey/Howe Library at the University of Vermont.

                                                                                                                                   

 Amended and revised as directed by vote of the membership, 10/6/2018 Montpelier, VT