FARMERS BRANCH CARROLLTON ART ASSOCIATION

Policies and Procedures

June 11, 2026

In case of conflict between these policies and the organization bylaws, the FARMERS BRANCH CARROLLTON ART ASSOCIATION (FBCAA) corporate bylaws govern.

PURPOSE
1. To promote art and art appreciation in Farmers Branch, Carrollton and the surrounding areas, promote and maintain art exhibits created by various individuals, and to recognize and provide support at a student art show to one or more qualifying graduating high school seniors.
MEMBERSHIP
1. Open to all Farmers Branch, Carrollton and surrounding area adults willing to pay membership, and subscribe by the rules set up by the organization.
MEETINGS
1. Once a month on the third Saturday of the month September through May. No meetings during the summer months of June - August. Meeting date and location may be changed based upon room availability and/or other unforeseen circumstances.
2. Board of Directors of FBCAA may meet upon called meetings by the President of FBCAA as deemed necessary.
ELECTED DIRECTORS OF THE FBCAA BOARD
1. President
2. Vice-President
3. Treasurer
4. Secretary
5. Past President as an advisor to the President
ADVISORY BOARD
1. The Directors may appoint other individuals in an advisory capacity to the Board. The number of individuals in an advisory capacity will be determined by the Directors.
NOMINATING COMMITTEE
1. During the February monthly meeting, the Board will appoint a nominating committee to consist of one elected Director, one committee chairperson and one active member not currently serving as an officer or chairperson. This committee shall present a slate of candidates to serve as Board of Directors for the following fiscal year. Nominees must give consent to be nominated for the respective positions.
ELECTIONS
1. The nominating committee shall present the slate of nominees to the general membership at the March meeting. The members will then vote to elect nominees at the April meeting by majority of those present.
VIII. AMENDMENTS TO POLICIES/DECISIONS
1. Any changes or amendments to these policies/procedures proposed by members must be announced at a general meeting and included in the newsletter/minutes.The Directors may determine if the proposed amendments/changes require vote by the membership or if the Directors should determine approval/disapproval of the proposed amendment/changes. The Directors of the FBCAA may amend/revise these policies with the simple majority vote among the Directors.
COMMITTEES - At least one FBCAA Officer/Director will be a member of each committee. Officer/Directors may serve on more than one committees
1. EXHIBITION COMMITTEE
  1. This committee shall consist of at least two active members who will seek opportunities for FBCAA to exhibit member and/or non-member artwork in the community.
  2. The committee will present potential exhibition venues to the general membership and/or to the Directors of FBCAA for approval.
  3. Once approved, the Publicity Committee will be responsible for flyers/brochures, call for artist activities and any or all communication with the participating artists.
  4. At least one committee member and two volunteers will be required to participate in receiving, hanging and taking down each exhibit.
  5. The exhibition committee will be responsible for accepting, jury selection (if necessary) of artwork including notification to the artist of acceptance/denial.
  6. The Committee will place each submitted / selected artwork in the appropriate category if necessary for judging. (See awards and categories below).
  7. All exhibition submission fees and submission of images will take place via the FBCAA website (www.fbcart.org)
  8. Maintain master list of show participants.
  9. Sale of artwork sold during the FBCAA exhibits will be handled by FBCAA with a 30% commission to FBCAA and 70% to the artist.
  10. Prepare check in and check out sheet for artwork, and title cards for every artwork to be hung in the exhibition.
  11. Select jurors as necessary, prepare awards including ribbons, certificates, cash awards checks, etc. if applicable.
  12. Categories - Depending upon the number of entries submitted, the following categories may be determined by the Exhibition Committee with approval from the Directors.
    1. Oil and Acrylic - must be dry. No wet paintings (2D)
    2. Pastels (2D)
    3. Watercolor, Gouache (2D)
    4. Graphic - Charcoal, pencil drawings, handmade prints. (2D)
    5. Mixed Media (2D)
    6. Three Dimensional - Artist must provide pedestal for display as needed. (3D)
  13. Awards - Based upon the number of entries submitted and the number of categories represented, the Exhibition Committee may determine number, type and prizes (cash or items) awards to be presented with approval from the Directors.
    1. At least three entries have to be entered in any one category to be juried as an award category. Any pieces of artwork not eligible to be a separate category of eight will be placed in a “combined” category.
  14. Exhibit prospects information
    1. All calls for art submissions will be assessed a registration fee of $30 for up to three images. The submission fee may be altered upon recommendation by the Committee and with the approval of Directors.
    2. Artwork size limitations (if necessary) will be communicated in the prospectus along with the call for art and will be based upon available exhibit space.
    3. All artwork must be original. Artwork must not be a copy of another artist’s work, work completed in a class or workshop or any artwork completed under supervision or instruction by another artist/instructor/workshop leader. Photo taken by the artist or copyright free reference photo may be used. Nudes, political or religious messages are not acceptable.
    4. All 2D artwork must be framed and have wire hangers with D rings ready to hang. No sawtooth hangers. This includes artwork on paper, behind glass etc. Gallery wrapped canvases of 1.5 inch depth may not be framed, but must have all sides neatly painted.
    5. Artists must deliver and pick up their artwork at a date, time and place communicated by the exhibition committee. Any artist failing to pick up artwork on the assigned date and time at the end of the exhibit will be charged $1 per day until it is picked up. This money will be added to the FBCAA general fund.
    6. Artwork entered in previous FBCAA exhibits may not be entered in future exhibits. However restriction of artwork previously exhibited with FBCAA for any future FBCAA exhibition will be at the discretion of the Directors.
    7. Artwork may not be removed from the exhibit/show by artists unless given special permission by exhibit committee.
    8. All artwork must be original piece of work; prints and/or reproductions will not be accepted in any FBCAA show.
  15. The Exhibition Committee is responsible for the Art of the Month competition.
    1. The Art of the Month competition takes place at the conclusion of each monthly meeting of FBCAA membership
    2. Only FBCAA members in good standing may enter a work for Art of the Month competition.
    3. Maximum size of the painting including Frame should be no larger than 18” x 24" without frame
    4. FBCAA members present at the meeting will vote on two winners by secret ballot (first and second place)
    5. There must be at least three entries to hold a vote
    6. All winners must skip one month before entering again.

MEMBERSHIP COMMITTEE/CHAIR

Shall keep an up to date list/roster (including contact information) of current paid members and distribute to the Secretary and other FBCAA Directors as necessary
1. Dues will be collected via the FBCAA website. Anyone paying with cash or check should pay the treasurer who will in turn provide all necessary information to the Membership Committee chair.
2. Shall keep meeting attendance records
3. Contact members whose membership has lapsed for renewal
  1. Member Expectations
    1. Volunteer to assist with shows and events, to chair and/or serve on a committee
    2. Pay annual membership dues $40.00 to remain in good standing with FBCAA
    3. Renewal dues must be paid by first meeting of the fiscal year (September)
    4. Anyone joining FBCAA on or after January 1st will be considered paid in full through May 31st of the following year. (For example if you paid January 2026 your membership will be good through September 2027)
    5. Only member in good standing (having paid membership fee) are allowed to bring in artwork for Art of the Month competition

PROGRAMS COMMITTEE

Plans programs and contacts speakers for monthly meetings. The Organization may spend up to $100.00 for monthly demonstrations / lectures offered by non member artists only at the Programs Chairperson’s discretion with approval from the Directors.

The scheduling and sponsorship of workshops outside of monthly meetings is encouraged to benefit the membership. Proposal of programs at the beginning of FBCAA’s annual schedule is most easily accommodated. Adoption of programs are subject to following conditions.

A member proposing FBCAA sponsorship of a workshop shall accept responsibility for organizing and coordination all activities of the workshop
Each workshop must be voted on with simple majority of members those present.
FBCAA will not incur any cost for the outside workshops. If there aren’t sufficient participants to cover the workshop expenses, the workshop will be canceled or the proposing member shall be responsible for the difference between cost and revenue. The FBCAA Officers may pre-determine the number of participants required for the workshop to take place.
Workshop registration fees will be collected via the FBCAA website.
Each proposed workshop/program must meet the expected Return on Investment (ROI). The pro forma budget and ROI will be prepared and presented to the Board of Directors by the member proposing the workshop/program.
The sponsoring member will be responsible for the coordination of all aspects of the event including
1. Coordination of the date with FBCAA
2. Recruiting volunteers to assist in planning and execution of the workshop
3. Requesting payment for security deposits or other necessary, expenditures of funds from FBCAA Treasurer and reimbursing the Treasurer when funds have been collected
4. Reporting to the FBCAA Officers and members of the financial and qualitative results of the workshop
Obtain artist for quarter public workshops for the library in return for the meeting room for monthly meetings.
1. Work with the library staff for scheduling and obtaining necessary supplies for the workshop

SCHOLARSHIP COMMITTEE

The Farmers Branch Carrollton Independent School District (FBCISD) student art show will be an annual affair sponsored by FBCAA and overseen by the Scholarship chairperson.
Coordinate with the FBCISD administration coordinator to set dates, prepare participation requirements and facilitate flow of information to the various high school art departments/teachers.
Will be the liaison between the FBCISD representative and the FBCAA committees regarding scheduling, hanging, jury, hospitality and publicity.
OPTIONAL: An open house will be held during the student art show at which time the scholarship winner shall be announced.,
Chairperson will ascertain availability of scholarship funds at least 2 months prior to the show. The scholarship dollar amount will be approved by the Directors
Scholarship funds will be sent directly to the higher education institution.
The scholarship award is named LUANN HAYES MEMORIAL SCHOLARSHIP AWARD.
If a separate best of show award is given to a student (not a scholarship recipient), this award is named BEST OF SHOW/MARY RATLIFF MEMORIAL AWARD. The best of show award will not be a cash prize or an item award.
1. Scholarship Recipient eligibility
  1. Student must be a graduating senior in the FBCISD
  2. Student must be planning to major in art in an accredited, university of or academy.
  3. Student must have an overall “C” average at the time of application
  4. Student must be enrolled in a minimum of nine (9) semester hours with at least three (3) semester hours of art the first year of college after high school graduation
  5. Scholarship funds is forfeited if not used by May 31st following the year of graduation, and that money will be returned to FBCAA funds.
  6. Student will be paid through his/her matriculating institution when notified of his/her registration
  7. The matriculating institution will be instructed by letter that money shall be released to the student for tuition, books, supplies through the registration office and the school book store
  8. Entries will be made in the form of a portfolio of representative art work and a FBCAA application form.
  9. Student selected for participation in the scholarship competition will be selected election will be made on the basis of
    1. Portfolio of art work
    2. Selection by the FBCISD teachers
  10. (10) Final scholarship award and any other awards as determined by the Directors will be determined by awarding jury of three selected by the Directors.
FISCAL YEAR
1. September 1st through May 31 of the following year
RESTRICTIONS
1. No Officer/Director or other person has the right to destroy financial records minutes or any other record or memorabilia in there care without the expressed consent of the Officers/Directors of FBCAA.

Above FBCAA policies and procedures approved by the following Officers/Directors of the FBCAA Board. Dated: June 11th, 2026

FARMERS BRANCH CARROLLTON ART ASSOCIATION

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