FARMERS BRANCH CARROLLTON ART ASSOCIATION

Policies and Procedures

Revised May 10, 2025

In case of conflict between these policies and the organization by-laws, the FARMERS BRANCH CARROLLTON (FBCAA) corporate By-laws govern.

  1. PURPOSE

    1. To promote art and art appreciation in Farmers Branch, Carrollton and the surrounding areas, promote and maintain art exhibits created by various individual, and to recognize and provide support at a student art show to one or more qualifying graduating high school seniors.

  1. MEMBERSHIP

    1. Open to all Farmers Branch, Carrollton and surrounding area residents willing to pay membership and subscribe by the rules set up by the organization.

  1. MEETINGS

    1. Once a month on the third Saturday of the month September through May. No meetings during the summer months of June - August.

    2. Officers of the Board of FBCAA and/or the Executive Board may meet upon called meetings by the President of FBCAA as deemed necessary.

  1. ELECTED OFFICERS/DIRECTORS OF THE FBCAA BOARD

    1. President

    2. Vice-President

    3. Treasurer

    4. Secretary

    5. Past President as an advisor to the President

  1. ADVISORY BOARD

    1. The Advisory Board consists of elected officers/directors and committee chairpersons.

  1. NOMINATING COMMITTEE

    1. During the February monthly meeting, the Board will appoint a nominating committee to consist of one elected officer, 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/Officers for the following fiscal year. Nominees must give consent to be nominated for the respective positions.

  1. ELECTIONS

    1. The nominating committee shall present the slate of nominees to the general membership at the April meeting. The members present will then vote to elect nominees at this meeting.

  1. 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. Members present at this meeting may vote to approve / disapprove the proposed amendments/changes, with a simple majority, however, the Officers of FBCAA maintain the right to veto. Additionally, the officers of the FBCAA may amend the policies with the simple majority vote among the Officers.

  1. COMMITTEES - At least one FBCAA Officer will be a member of each committee. Officers may serve on more than one committee

    1. EXHIBITION COMMITTEE

      1. This committee shall consist of at least two active members who will seek opportunities for FBCAA to exhibit member and non-member artwork in the community.

      2. The committee will present potential exhibition venues to the general membership or to the Officers 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. Place each submitted / selected artwork in the appropriate category for judging.  (See awards and categories below).

      7. The exhibition committee will receive exhibition fees from all registered artists and provide the funds to the Treasurer.

      8. Maintain master list of show participants.

      9. Maintain record of artwork sold.

      10. Prepare 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.

      12. Awards

        1. Eight or more 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.

        2. Each 2D and 3D categories of eight or more will be awarded 1st, 2nd, 3rd and honorable mention awards. The combined category will be awarded a “Best of Combined” award.

      13. Categories

        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)

      14. Exhibit prospects information

        1. All calls for art submissions will be assessed a registration fee of $30 for up to three images.  Additional images will be at $5 per image.

        2. Artwork size limitations (if necessary) will be communicated 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. If a reference photo is used, it must be a photo taken by the artist himself/herself. Nudes, political messages are not acceptable.

        4. All 2D artwork must have wire hangers with D rings ready to hang.  No sawtooth hangers.

        5. Stretched canvases and Gallery wrapped canvases must be painted on the sides. Panels and boards must be framed and have wire hangers.

        6. Artists must deliver and pick their artwork at a date, time and place communicated by the exhibition committee.  Any artist failing to pick up artwork 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.

        7. Artwork entered in previous FBCAA exhibits within the last year may not be entered in future exhibits.

        8. Artwork may not be removed from the exhibit/show by artists unless given special permission by exhibit or gallery chairpersons.

        9. Mechanically reproduced prints will not be accepted in any FBCAA show.

      15. The Exhibition Committee is responsible for the Art of the Month competition.

        1. Only FBCAA members in good standing may enter a work done within the last 2 years, even if it has been entered in another exhibit.

        2. Maximum size of the painting including Frame should be no larger than 18 x 24 without frame

        3. FBCAA members will vote on two winners by secret ballot (first and second place)

        4. There must be at least two entries to hold a vote

        5. All winners must skip one month before entering again.

        6. Winners are expected to place their artwork on display in the FBCAA Josey Ranch Carrollton Public Library exhibit. Artist must create a label, the painting must be ready for hanging with wire hangers; no sawtooth hangers allowed. Percent of sales proceeds to provided to the Treasure as commission.

        7. The artist is responsible for delivery and pick of their respective work within the monthly time frame.

    1. HOSPITALITY COMMITTEE

      1. Arrange for refreshments and decorations as needed for meetings, shows and act as host/hostess to members and guests at all functions. Provide name tags for participating artists and FBCAA officers.

    1. TREASURER/FINANCE COMMITTEE

      1. Shall assist Treasurer

      2. Shall collect monies and pay out expenses

      3. Shall keep books as clearly and simply as possible

      4. Shall keep all bills, receipts, etc.

    1. MEMBERSHIP COMMITTEE/CHAIR

      1. Shall keep an up to date list/roster (including contact information) of current paid members and distribute to the Secretary and other FBCAA Officers as necessary

      2. Shall collect dues in order to keep roster current and provide funds to the Treasurer

      3. Shall have new members fill out any applicable forms.

      4. Shall prepare and distribute to members

        1. Membership card

        2. Committee and volunteer assignments (member’s choice)

        3. Copy of current FBCAA policies

      5. Shall keep meeting attendance records

      6. Contact members whose membership has lapsed for renewal

        1. Membership Expectations

          1. Encouraged to volunteer to chair and/or serve on a committee

          2. Pay annual membership dues $30.00 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.

          5. Only member in good standing (having paid membership fee) are allowed to bring in artwork for Art of the Month competition

    1. PROGRAMS COMMITTEE

      1. Plans programs and contacts speakers for monthly meetings. The Organization may spend up to $100.00 for monthly demonstrations / lectures at the Programs Chairperson’s discretion.

      2. The scheduling and sponsorship of workshops for monthly meetings and those 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.

        1. A member proposing FBCAA sponsorship of a workshop shall accept responsibility for the workshop

        2. Each workshop must be voted on with simple majority of those present and approved by membership

        3. 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 different between cost and revenue.  The FBCAA Officers may pre-determine the number of participants required for the workshop to take place.

        4. 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

    1. SCHOLARSHIP COMMITTEE

      1. 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.

      2. 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.

      3. Will be the liaison between the FBCISD representative and the FBCAA committees regarding scheduling, hanging, jury, hospitality and publicity.

      4. OPTIONAL: An open house will be held during the student art show at which time the scholarship winner shall be announced.,

      5. Chairperson will ascertain availability of scholarship funds at least 2 months prior to the show.

      6. Actual scholarship amount, not to exceed approved funds will be at the discretion of the FBCAA jurors who have voted for the scholarship recipients.

      7. Scholarship funds will be sent directly to the matriculating institution.

      8. The scholarship award is named LUANN HAYES MEMORIAL SCHOLARSHIP AWARD.

      9. 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.

        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 called, university of an 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 after graduation

          5. Scholarship funds is forfeited if not used by May 30t following the year of graduation, and that money will be returned to FBCAA funds.

          6. Student will be paid through the school when notified of his/her registration

          7. School 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. Selection will be made on the basis of

            1. Portfolio of art work

            2. Scholarship achievement by a panel of three

            3. FBCAA members, one of whom will be the Scholarship chairperson and two others at least one of whom has obtained a Bachelor’s Degree in Art.

    1. PUBLICITY COMMITTEE

      1. Shall publicize all meetings, shows, and any other event planned by FBCAA

      2. Shall give brochure, flyers, photographs and other such materials to the Secretary for historical purposes

      3. Art related FBCAA ads may be placed in local newsletters, publications and social media as approved by the Officers/Directors of FBCAA

      4. Develop and maintain FBCAA website and other social media outlets.

    1. JUROR COMMITTEE

      1. Select at least two jurors for each exhibit presented by FBCAA

      2. The two jurors will select artist entries for the exhibit

      3. There will be a separate (at least) one juror who will review the exhibit hung in a gallery/location and determine award winners.

      4. The number and categories of awards will be determined by the Director/Officers of FBCAA.

      5. Individuals who have previously jury selected or awarded prizes may not serve as jurors for the at least next two exhibitions.

  1. FISCAL YEAR

    1. September 1st through May 31 of the following year