AS-AP

Survey: Tri State Sculptors Education Association, Inc.

Posted August 05, 2010 by Anonymous
Part 1.
Year Founded: 
1979
1b. Primary activity[ies] of the organization.: 
Volunteer-run, non-profit education association in NC, SC and VA.
1c. Organization's annual budget.: 
$0 - $50,000
1b. Primary activity[ies] of the organization.: 
Artist Group / Collective
Part 2.
2a. Mission Statement: 
The Tri State Sculptors Education Association was formed in 1978 by a group of sculptors from Virginia, North Carolina, and South Carolina to promote public awareness and appreciation of sculpture in the region and to exchange ideas and information among its members. The purpose of Tri State Sculptors Education Association, Inc. shall be to promote public awareness of sculpture and disseminate sculpture information amongst its members.
Website Link to Mission Statement: 
http://www.tristatesculptors.org/
2b. Organization History / Organizational Overview. Index of important events in organization's history.: 
Historical Informamtion on Tri State Sculptors is archived at: Walter Clinton Jackson Library Special Collections & Rare Books Second Floor, Main Building The University of North Carolina at Greensboro 1000 Spring Garden Street Greensboro, NC 27412-0001 http://library.uncg.edu/ Monday-Friday, 8:00 am - 5:00 pm, (voice) 336-334-4045,(fax) 336-334-5399 FROM OUR BY-LAWS: BY-LAWS of TRI STATE SCULPTORS EDUCATION ASSOCIATION, Inc. ARTICLE IV OFFICERS Section 1. Designation of Elected Officers The elected officers of the corporation shall be a President, a Vice President, a Secretary, a Treasurer, and two state representatives from each of the states of North Carolina, South Carolina, and Virginia, and a student representative. Section 2. Qualifications Any member may serve as Officer of the corporation. State representatives shall reside in the state they represent. Section 3. Election and Term of Office Officers shall be elected by a majority of the membership present at the annual meeting or by proxy. Each officer elected at each such meeting, except the student representative, shall serve in such office for two years, or until he or she resigns or is removed or is otherwise disqualified to serve. The student representative shall serve a one year term. In the event that an office shall become vacant during a term, the President shall appoint another member to fill the remainder of the term of the vacating officer. Section 4. Removal and Resignation The Board of Directors may remove any officer at any time. Any officer may resign his or her office at any time by giving written notice to the President or the Secretary of the corporation. Any such resignation shall take effect at the date of delivery of such notice, or at any later date specified therein, and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective. These provisions of these By-laws shall be superseded by any conflicting terms of a contract which has been approved or ratified by the Board of Directors relating to the employment of any officer of the corporation. Section 5. Duties of the President The President shall be the Chief Executive Officer of the corporation and shall, subject to the control of the Board of Directors, supervise and control the affairs of the corporation and the activities of the officers. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the Articles of Incorporation, or by these By-laws, or which may be prescribed from time to time by the Board of Directors. The President shall preside over all meetings of the Board of Directors and at all meetings of the members. Except as otherwise expressly provided by law, by the Articles of Incorporation, or by these By-laws, he or she shall, in the name of the corporation, execute such deeds, mortgages, bonds, contractors, checks, or other instruments which may from time to time be authorized by the Board of Directors. The President shall also maintain an organizational office and address for the corporation. Section 6. Duties of the Vice President In the absence of the President, or in the event of his or her inability or refusal to act, the Vice President shall perform all duties of the President, and when so acting shall have all the powers of, and be subject to all of the restrictions on, the President. The Vice President shall have other powers and perform such other duties as may be prescribed by law, by the Articles of Incorporation, or by these By-laws, or as may be prescribed by the Board of Directors form time to time. Section 7. Duties of the Secretary The Secretary Shall: Certify and provide safekeeping of the original, or a copy of, these By-laws as amended or otherwise altered to date. Be a custodian of the records by safe keeping a book of minutes of all meetings of directors and meetings of committees of the Board of Directors, and of members, recording therein the time and place of holding whether regular or special, how called, how notice thereof was given, and the names of those present or represented at the meeting and the proceedings thereof. See that all notices are duly given in accordance with the provisions of these By-laws or as required by law. Be a custodian of the seal of the corporation if such seal exists and affix the seal, as authorized by law or the provisions of these By-laws, to duly executed documents of the corporation. Provide to Directors or members the By-laws and minutes of the proceedings of the meetings of directors, members, and committees upon reasonable request. In general, perform all duties incident to the office of the Secretary and such other duties as may be required by law, by the Articles of Incorporation, or by these By-laws, or which may be assigned to him or her from time to time by the Board of Directors. Section 8. Duties of the Treasurer The Treasurer shall: Have charge and custody of, and be responsible for, all funds and securities of the corporation, and deposit all such funds in the name of the corporation in such banks, trust companies, or other depositories as shall be selected by the Board of Directors. Receive, and give receipt for, moneys due and payable to the corporation from any source whatsoever. Disburse, or cause to be disbursed, the funds of the corporation as may be directed by the Board of Directors, taking proper vouchers for such disbursements. Keep and maintain adequate and correct accounts of the corporation’s properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses. Exhibit at all reasonable times the books of account and financial records to any director of the corporation, or to his or her agent or attorney, on request thereof. Render to the President and other directors, whenever requested, an account of any or all of his or her transactions as Treasurer and of the financial condition of the corporation. Prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be included in any and all required reports and at the annual meeting in the Fall. In general, perform all duties incident to the office of Treasurer and such other duties as may be required by law, by the Articles of Incorporation of this corporation, or by these by-laws, or which may be assigned to him or her from time to time by the Board of Directors. Each year, no later than one week prior to the annual meeting, the Treasurer and the Finance Committee shall present to the Board of Directors a written proposed budget for the corporation for the following fiscal year. At the annual meeting, the Board of Directors shall review and approve or disapprove the proposed budget, by the majority of the members present at a duly constituted meeting. If approved, the Treasurer and the Finance Committee shall adhere to the budget and report to the Board of Directors at each meeting, special and regular, on the financial condition of the corporation. If disapproved, the Treasurer and the Finance Committee shall conform the Budget to the Board’s mandate and resubmit the revised budget as a special meeting called as soon as possible thereafter for the purpose of approval of the Board of Directors of the budget for the following calendar year. No funds shall be expended from the accounts of the corporation unless the budget for the calendar year in which such funds are to be expended has been approved. Section 9. Duties of the State Representatives These positions shall be filled by two representatives from each of the states of North Carolina, South Carolina, and Virginia. Each state representative shall serve a term of two years. The representatives shall be elected on alternating years. Each representative shall promote membership, be a conduit for feedback from the artists in their state, promote exhibitions, be a liaison with state resources, try to secure conferences in heir states, and provide information to the newsletter. Section 10. Duties of the Membership Chair Keep at the principal office of the corporation a membership book containing the name and address of each and every member, and, in the event any membership has been terminated, record such fact in the membership book together with the date on which such membership ceased. Section 11. Duties of the Student Representative. The student representative shall be a full-time undergraduate or graduate student pursuing a course of study in sculpture. The student representative shall serve a one year term, and shall be responsible for: promoting student interests within the corporation; serving as a liaison between the Board and student members; and promoting the activities of the corporation among sculpture students. Section 12. Duties of the Board The Board shall act as custodian of the operations of the Tri State Sculptors Association, Inc, its members, and its Board of Directors, as described in these By-laws. The Board shall cause an annual report to be timely prepared and filed with the Secretary of State for the state of incorporation, and cause such other reports, if any, as may be required by law or by these By-laws to be prepared and delivered to its members. ARTICLE III DIRECTORS Section 1. Number The corporation shall have not less than five and not more than twenty directors, who, collectively, shall be known as the Board of Directors. Section 2. Qualifications Directors shall be at least eighteen years of age and members in good standing of the corporation. Section 3. Powers Subject to the provisions of the laws of the state of incorporation and any limitations in the Articles of Incorporation and these By-laws relating to action required or permitted to be taken or approved by the members, if any, of this corporation, the activities and affairs of this corporation shall be conducted and all corporate powers shall be exercised by or under the direction of the Board of Directors. Section 4. Duties It shall be the duty of the directors, and each of them, to: (a) Perform any and all duties imposed on them collectively or individually by law, by the Articles of Incorporation, or by these By-laws; (b) Appoint and remove, employ and discharge, and, except as otherwise provided in these By-laws, prescribe the duties and fix the compensation, if any, of all officers, agents, and employees of the corporation; (c) Supervise all officers, agents, and employees of the corporation to assure that their duties are performed properly; (d) Meet at such times and places as required by these By-laws and from time to time as designated by the directors; and (e) Register their addresses with the Secretary of the corporation, such that notices of meetings mailed or sent electronically to such address shall be valid notices thereof. Section 5. Term of Office Each elected director shall serve on the Board of Directors for a period of two consecutive years, except that the student representative shall serve for a period of one year. No elected board member shall serve on the Board of Directors for more than two consecutive elected terms of office. In the event a vacancy occurs on the Board during a term, the President shall appoint another member to fill the remainder of the term. The Officers of the corporation (as described in Article IV of these By-laws) shall be members of the Board of Directors. The terms of the President and Secretary shall alternate with the terms of the Vice President and Treasurer. The terms of each state representatives shall also be elected in alternating years. Section 6. Compensation Directors shall serve without compensation. Section 7. Regular and Annual Meetings The duly elected members of the Board of Directors shall hold three meetings a year. The specific date and place shall be left to the discretion of the full Board of Directors. Additional meetings of the Board of Directors may be called by the president at his or her discretion. The annual meeting of the membership shall be held in the fall and the election of the Board of Directors shall take place at hat time. Section 8. Notice of Meetings And Proxies Unless otherwise provided by the Articles of Incorporation, these By-laws, or provisions of law, the following provisions shall govern the giving of notice for meetings of the Board of Directors: (a) Regular and Annual Meetings. No notice need be given of any regular or annual meeting of the Board of Directors. (b) Special Meetings. At least one-week prior, notice shall be given by the Secretary of the corporation to each director of each special meeting of the Board. In the event of emergency circumstances, special meetings may be called with 24 hours notice. Such notice may be oral or written, may be given personally, by first class mail, by telephone, by facsimile machine, or electronically, and shall state the place, date, time or the meeting and the matters proposed to be acted upon at the meeting. (c) Waiver of Notice. Whenever any notice of a meeting is required to be given to any director of this corporation under provisions of the Articles of Incorporation, these By-laws, or the law of the state of incorporation, a waiver of notice in writing signed by the director, whether before or after the time of the meeting, shall be equivalent to the giving of such notice. the signed waiver of notice shall be placed with the minutes of the meeting. (d) Proxies. directors who are unable to attend a regular, annual or special meeting of the board of directors may vote on any matters before the board of directors at such meeting by written proxy. A director may appoint one or more proxies to vote or otherwise act for him or her by stating in writing his or her designated representative who shall be able to cast his or her vote, signing the writing, and delivering it to the secretary of the corporation. the written proxy may be delivered by electronic mail message or other form of electronic, wire or wireless communication that provides a written statement. An appointment of proxy is valid only for the meeting for which the proxy was sent (and does not extend to future meetings). Section 9. Quorum for Meetings A quorum shall consist of ONE-THIRD (1/3) of the Board of Directors present. Except as otherwise provided under the Articles of Incorporation, these By-laws, or provisions of law, no business shall be considered by the Board of Directors at any meeting at which the required quorum is not present, and the only motion which the President shall entertain at such meetings is a motion to adjourn. Section 10. Majority Action as Board Action Every act or decision done or made by a majority of the directors present at a meeting duly held at which a quorum is present is the act of the Board of Directors, unless the Articles of Incorporation, these By-laws, or provisions of law require a greater percentage or different voting rules for approval of a matter by the Board of Directors. Section 11. Conduct of Meetings Meetings of the Board of Directors shall be presided over by the President of the Board, or, if he or she is not present then by the Vice President or Treasurer, or if they are not present then by a person appointed by the President. The Secretary of the corporation shall act as secretary of all meetings of the Board, provided that, in his or her absence the presiding officer shall appoint another person to act as Secretary of the meeting. Meetings shall be governed by Roberts Rules of Order and conducted under Parliamentary Law, insofar as such rules are not inconsistent with or in conflict with the articles of incorporation, these By-laws, or with provisions of law. Section 12. Nominating Committee, Election to the Board and Vacancies There shall be a Nominating Committee consisting of four members at large not on the Board of Directors appointed by the elected Board at the Spring Meeting. Three months prior to the annual meeting of the Board of Directors, the Nominating Committee shall present to the membership a slate of officers eligible to be considered for election or re-election by newsletter or special mailing. Eligibility to serve on the Board of Directors shall be determined by the Nominating Committee. Officers shall be elected at the annual meeting or by proxy from the slate of officers presented by the Nominating Committee or general nomination from the floor by the full membership of the corporation at the annual meeting of the members held in accordance with the Articles of Incorporation, these By-laws, and applicable law. A vacancy on the Board of Directors shall exist on the death, resignation, or removal of any director, or whenever the number of authorized directors is increased. Any director may resign effective upon giving written notice of such resignation to the President of the Board or the Secretary of the Board. Unless such notice specifies a different date of resignation during that directors current term, such notice shall be effective upon the date of delivery. No director may resign if the corporation would then be left without a duly elected director or directors in charge of its affairs, except upon notice to the Office of the Attorney General or other appropriate agency of the state of incorporation. Upon the occurrence of a vacancy on the Board of Directors which causes the number of directors to fall below the minimum number specified in these By-laws, the Nominating Committee shall immediately submit the name of a replacement director to the full Board to fill the vacancy until the next annual meeting of the Board. The Board may elect such nominated person by a majority of directors present at such a meeting or may elect another person in lieu of the nominated person. Section 13. Non-Liability of Directors The directors shall not be personally liable for the debts, liabilities, or other obligations of the corporation. Section 14. Indemnification by Corporation of Directors and Officers The corporation to the fullest permissible extent shall indemnify the directors and officers of the corporation under the laws of the state of incorporation.
2c. Exhibition / Programming / Publishing History.: 
Speakers at Tri State Sculptors conferences: Boone, NC, 2005 Rick Lowe, Julianne Swartz, Stephen Hendee, & Samuel Nigro; Winston-Salem, NC, 2004 Ellen Dissanayake & Suzanne Lacy; Raleigh, NC 2003, Allison Saar; Philadelphia, PA,2002 Lily Yeh; Farmville, VA, 2001, Helen Escobedo; Asheville/Brevard, NC, 2000 Michael Hall; Myrtle Beach, SC, 1999 Henry Halem; Greensboro, NC 1998, Joyce Scott, Luis Jimenez; Fayetteville NC 1997, Spartanburg, SC 1996, Greenville NC 1995, Mel Edwards Charlotte, NC 1994, Larry Kirkland Greensboro NC 1993 Susanne Ramljak Asheville, NC 1992 Robert Strini Boone, NC 1991 Jesus Moroles Radford, VA 1990 Dorothy Gillespie Elon, NC 1989 Winston Salem, NC 1988 Alyce Aycock Asheville, NC 1987 James Surls Wilmington, NC 1986 Richard Schneiderman Charlotte, NC 1984 Patricia Fuller (of the NEA) Blacksburg, VA 1982 Tony Caro and Clement Greenberg (were at the Spring Meeting)
Website Link to Exhibition / Programming / Publishing History: 
http://www.tristatesculptors.org/speakers.html
Part 3.
3a. Names and email addresses of Founders, Board Members, Directors or other key individuals:: 
William "Bill" Donnan wwdonnan@earthlink.net
Additional Names and email addresses of Founders, Board Members, Directors or other key individuals: 
Roger Halligan roger@2oaksstudio.com
Additional Names and email addresses of Founders, Board Members, Directors or other key individuals: 
Jim Gallucci jgall63051@aol.com
Additional Names and email addresses of Founders, Board Members, Directors or other key individuals: 
Norman Keller
3b. Could any of these individuals assist in providing an oral history of your organization?: 
Yes
Part 4.
4a. Is organization currently active?: 
Yes
4b. Year activity suspended if no longer active.: 
Organization Still Active
Part 5.
5a. Type of organization at its founding.: 
Collective / Unincorporated Association
5b. Type of organization currently, or at the termination of activities.: 
Non-Profit [IRS certified]
Part 6.
6a. Does the organization have an archive?: 
Yes
6c. Other threats to the organization:: 
Periodic apathy.
Part 7.
7a. How important is to the organization to preserve the organization’s historical material. From 1 – Very Important to 5 – Not Important.: 
1. Very Important
7b. Has planning for the preservation and documentation of archive begun?: 
Yes
7c. Does the organization know how and where to seek expertise and assistance?: 
Yes
7d. Does the organization have specific concerns regarding starting an archive working with its historic materials?: 
Drain on Existing Staff Time
Part 8.
8a. Is the organization's archives in the collection of another institution or promised to one?: 
Yes
8a. Location: 
Walter Clinton Jackson Library Second Floor, Main Building The University of North Carolina at Greenvboro Greensboro, NC Monday-Friday 8-5 (voice) 336-334-5246 (fax) 336-334-5399 Location: 1000 Spring Garden Street, Greensboro NC 27412-0001 Mailing address: PO Box 26170, Greensboro NC 27402-6170 Telephone: 336.334.5304 or 888.245.0180 V/TTY: 336.334.5304
8b. Archival materials are also located at:: 
Yes
Where are these locations?: 
Former Board members & volunteers is my guess. I will say, that as a result of this survey, I called the Jackson Library at UNC-G, and they do have our archives labeld & collected, but not currently listed in their electronic, searchable data base (i.e., their on-line card catalog). As a result of my conservation with the archavist, we have been placed on the list to be added to the database.
Part 9.
9. Does the organization maintain archives for any other organization.: 
No
survey_field_49: 
IF YES to 9: 10a. Please describe:
Part 10a.
10a. Is the archive accessible to scholars, curators or researchers?: 
Yes
Part 10b.
10b. Are there conditions of access for scholars, curators or researchers?: 
Yes
Part 10c.
10c. How are arrangements made for access to archive?: 
Researchs must contact the Jackson Library at UNC-Greensboro.
Part 11.
The following questions address the historical materials (type, quantity and storage) of the organization. 11a. Paper Files and Documents: 
Artist Files
Correspondence
Board Minutes
Financial Records
Legal Documents
By-laws / Incorporation Documents
Other Paper Files
Other:: 
I’m really not sure. I hate to admit it, but I’ve never visited the archives. I will say, that, as a result of this survey, I intend to visit. It’s on 30 miles from my home.
11c. Press and Promotional Materials: 
Announcements, Mailing Cards, etc.
Newspaper / Magazine / Media Clippings
Posters / Flyers
Other Press or Promotional Materials - Please describe below.
Other:: 
In 1998 Tri State published a history from 1979--1998, and I have mailed copies of that publication to the archives.
11d. Printed Publications: 
Artists' Publications
Brochures
Broadsides / Small Press
Programs of Events
Other:: 
Other Printed Publications
Other:: 
Other
Part 12.
12. What years does the materials cover?: 
1970-1979
1980-1989
1990-1999
2000-2005
Not Applicable
Part 13.
13a. How is the material stored?: 
Other Boxes
File Cabinets
Three-Ring Binders
Other - Please describe below.
Please describe: 
Jackson Library = archival quality files & boxes; All other = a broad mix of loose stuff.
13b. Are some or all of these storage units “archival”?: 
Some
Part 14.
14a. Estimated Number of Boxes or Milk-Crate Sized Storage Units: 
1 - 10
14b. Estimated Number of Archive Drawers: 
----
14c. Estimated Number of Archive Notebooks: 
----
14d. Estimated the total Linear Feet. ["Linear Feet" is standard measure of the quantity of archival materials on the basis of shelf space occupied or the length of drawers in vertical files or the thickness of horizontally filed materials. For example, a: 
1 - 10
Part 15.
15. Is the historical materials - or archives - inventoried or catalogued in any way, either formally or otherwise?: 
Yes
Part 16.
16a. Is there a key, index or finding aid to the materials inventoried?: 
Yes
16b. Paper-based:: 
Other Paper-Based Cataloguing Records
Part 16 / Electronic Files & Archival Management
16f. Does the organization have a back-up program, or back-up schedule, for its electronic records and perform monitoring of its removable media (i.e. floppies, ZIP disks, CD-ROMs, DVDs, portable hard drives, etc.)?: 
Yes
16g. Who is responsible for working with the archival material?: 
Other - Please describe below.
Please describe: 
Our web site [www.tristatesculptors.org] is automatically up daily; our "newsletter" site, sculptorsvoice.com, is backed up weekly.
Part 17.
17. How are new materials processed?: 
Manual System (Card File, File Folders)
Inventory List
Electronic (Database, etc.)
Part 18.
18. What, if any, conservation methods are in place for both physical materials and electronic data?: 
Other - Please describe below.
Other: 
Material at the Jackson Library are full protected; other files = not so muc h.
Part 19.
19. What type of climate-controls are present in the area[s] in which the archives are stored?: 
Dedicated climate control system
Standard office heating / air conditioning / humidity controls running 24 hours / 7 days
Part 20.
20a. What are the goals for the historical materials for the next year?: 
Visit to Jackson Library, UNC-G on Sept. 1, 2006
20b. What are the biggest challenges to reaching these short-term goals?: 
Getting people to search their drawers, attics, etc.
20c. What goals are in place for the historical materials for the next three to five years?: 
To get the archives at UNC-G as complete as possible
20d. What are the biggest challenges to reaching these long term goals?: 
time, staff
20e. Are there any additional goals for the organizations historic materials?: 
Getting our file listed on UNC-G’s Jackson Library searchable catalog
Part 21.
21. Estimated cost to achieve these archival goals for the next year.: 
$500
Part 22.
22. Estimated cost to achieve these archival goals for the next five years.: 
Unknown
Part 23.
23d. Other - Please describe below.: 
Making the case for the importance of archiving the past. Most of these groups exist in a state of long-term crisis, volunteer to volunteer; a sort of quagmire of the eternal present.
Part 24.
24. What archival issues could / should visual arts organizations address collectively in the next three to five years? Ranked from 1 (highest priority) to 5 (lowest priority).24a. Shared standards / protocols for digitization: 
Promote professional standards / protocols for digitization
24d. Other - Please describe below.: 
The issue of centralization and the ability to index and cross reference. A lot of stored data will help, but, ultimately yield only so much. Sure, it’ll preserve history, but it doesn’t allow one to seek synergies in the context of when and how groups like these form and function, and, more importantly, how they reflect the cultural milieu of the times in which they exist.
Part 25.
25a. Is the organization a member of, or in contact with, any organizations concerned with archival issues?: 
Yes
25b. Who?: 
Jackon Library UNC-Greensboro
Part 26.
26. Additional information, comments, observations, and questions.: 
I know it took forever from the time I first replied to your initial call for information up to this point, but, I have to say that the process of responding alone was very helpful. As noted previously in the survey, I have, over the last hour I’ve spent completing the screens, called the Archivist at the Jackson Library at UNC-G’s Special Collections, Betty Carter, four times. As a result of the last conversation (to answer questions about linear feet, etc.), we’ve made an appointment to meet, review the collection and enhance it. So, in short, thanks so much for asking. Best, Greg Shelnutt President Tri State Sculptors Education Association, Inc. www.tristatesculptors.org sculptorsvoice.com
Finish
survey_field_150: 
Tri State Sculptors Education Assn, Inc.
Who executed this survey.: 
Greg Shelnutt, President & Former Editor, The TSS Sculptor’s Voice
Is this survey complete and all appropriate questions answered?: 
Yes