POLICIES & PROCEDURES

1. PURPOSE
   The purpose is to explain the process by which the Color and Light Society of Southern Maryland is governed.
    

2. MANAGEMENT

   • Executive Board: Management shall be under the Board of Directors consisting of a minimum of President, Vice President, Secretary, and Treasurer, each of whom will be selected by a majority vote of the members present at a meeting designated for such election. Board members will serve for a period of two years, not to exceed two terms in any one specific position. Seats will be filled by members in good standing as defined under membership.

     
     The Board will seek advice from the active membership, but final management and but final management and financial decisions will be the responsibility of the Board. Emergency situations will be addressed by the president calling for special meetings of the board.
      

   • Committees Ad-Hoc and Standing Committees will be formed by the board as needed. (Current committee examples are Membership, Brush Strokes publisher, Review Committee, Hanging Committee, Publicity, and Nominating Committee).
      

3. MEMBERSHIP
   There are two levels of membership: Full Member and Alumni Member. 
   
   To be considered a member in good standing, members must be from Southern Maryland and be up to date on dues. Members are expected to volunteer and contribute to the wellbeing of the organization. 
   
   The application process to become a Full Member of Color and Light is as follows:
    

   • An application for membership is submitted and goes to the Membership Chairperson and the Review Committee (RC) Chairperson.
      

   • Applicants must submit FIVE pieces of their artwork for review by the RC. Reviews are held quarterly and are scheduled by the RC Chair. See RC Guidance.
      

   • The applicant must pass their review to become a CLS Full Member. The RC consists of member artists who will assess the artwork to determine if it is compatible with CLS quality standards.
      

   • If the review is successful, the RC Chair will notify the applicant and send its recommendation for membership approval to the CLS President/Board.
      

   • Upon final approval by CLS President/ Board, the applicant will be contacted by the CLS President and referred to the Membership Chairperson for further instruction regarding payment of dues.
      

   • Membership becomes official upon payment of dues, and the new member’s name will then be added to the CLS roster.
      

   • If an applicant does not pass their review, the RC Chair will provide personal review feedback and invite them to reapply/ schedule another review at a later time.
     
     Alumni members of Color & Light
      

   • An Artist who has been a member of Color and Light for five years or more may elect Alumni Status. Alumni members of Color & Light.
      

   • Alumni dues are $30/year.
      

   • Alumni may participate in all social and program activities.
      

   • Alumni do not show in a Color and Light shows.
     
     Note: To participate in a Color and Light show, Alumni must return to full membership status and pay full membership dues ($70/year). Change in status depends on availability of full membership space.
     
     To be considered a member in good standing, members must be from Southern Maryland and be up to date on dues. Members are expected to volunteer and contribute to the wellbeing of the organization.
      

4. MEETINGS
   There are two types of Color and Light meetings: business and educational. Several business meetings will be held throughout the year to communicate, organize, discuss, and vote on activities, policies, and board members. Educational activities will include, but not be limited to, demonstrations, workshops, exhibits, field trips, critiques.
    

5. PROVISIONS FOR REVISING POLICIES AND PROCEDURES
   Revisions in the Bylaws or Policies and Procedures should be sent to all members a minimum of 15 days prior to the call for a vote at an open meeting. Questions and concerns should be submitted to the President 7 days prior to the meeting. All revisions will be voted on by the membership.
    

6. CALENDAR OF EVENTS
   A calendar will be maintained noting the schedule of meetings, activities and exhibits. This calendar will be created for a full year and updated as needed. This calendar will be developed by the Executive Board with input from members.
    

7. ADMINISTRATION AND FISCAL PROVISIONS
   The Executive Board, through the treasurer, shall disperse monies accrued by the organization, under the provisions stipulated in the ByLaws to pay bills, purchase supplies and necessities as needed. Expenditures of more than $100 must be approved by the Board.
    

Revised 10/16/25

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