SIERRA WATERCOLOR SOCIETY
STANDING RULES

 The following rules, procedures and practices are meant to facilitate orderly business of the Society. In order to comply with the specific provisions of the Society, the Board may from time to time amend these Standing Rules to comply with current practices. Standing Rules are amended or rescinded by a majority vote of the Board of Directors.

I.  GENERAL MEETINGS

General Meetings of the membership shall be held every other month, except in the summer months of June and July, on the second Saturday of the month. In case of unusual circumstances, the Board may elect to change a meeting date.

II. SOCIETY WEBSITE

The Society website is the portal for all Society information, membership renewals, exhibit entries, and workshop registration. The website can be accessed at www.sierrawatercolorsociety.com. Members without access to computers are strongly encouraged to contact a Board member or Chair for assistance with any online registration.

III. EXHIBITS

1. Exhibit Chair and Committee

a) An Exhibit Chair will be chosen from the membership. The Exhibit Chair may appoint a committee of volunteers to assist with the exhibit arrangements, such as compliance and hanging.
b) The Exhibit Guidelines may impose stricter limitations on the exhibit entries, but may not override the current Standing Rules for exhibits. 
c) The Exhibit Guidelines and online entry registration will be provided to the membership by the Exhibit Chair at least 30 days in advance of the entry day by uploading to the Society website, with a group email sent to inform the membership.

2. SWS Membership Requirement

To hang in an SWS exhibit, membership in the Society is required a minimum of 30 days prior to the entry day.

3. Paintings

a) Paintings must be original artwork executed in water-based media using watercolor technique. Water-based media is defined as paint which is easily re-workable when water is applied, even once dry (i.e., watercolors and gouache).
b) 80/20 Rule: Other media (e.g. pastel, acrylic, textured grounds, colored pencil, inks, ) may be used as accents as long as they do not comprise more than 20% of the completed painting.
c) Watercolor collage is acceptable, following the 80/20 Rule, above.
d) Any painting support may be used as long as compliance with the other Standing Rules is assured.
3) Work produced in a workshop, class or under similar instructional supervision is not eligible.

4. Eligibility, Size and Number of Paintings Allowed

a) Size is determined by the outside dimensions of the mat where it fits into the frame rabbet (frame ledge).
b) The Exhibit Chair shall set the minimum and maximum size and number of paintings allowed per entrant. The Exhibit Chair will also determine the maximum age of the art.
c) Paintings shown in two prior SWS exhibits in the past 24 months are ineligible for hanging but they may be included as bin art, if the exhibit allows bin art.
d) Art may be displayed as bin art (if allowed) if it is unframed, matted, has a backing, and is enclosed in an appropriately sized archival clear envelope. Matting must be clean and ready for framing.

5. Matting and Framing

a) All paintings must be matted or appropriately floated within the frame. Painting must not touch the glass.
b) Acrylic must be used in place of glass where outside dimensions of the mat measure more than 22"x 28" (or more than 616 sq.).
c) Non-glare glass, clip frames and uni-frames are not allowed.
d) Archival materials must be used. No cardboard or masking tape is allowed.
e) Frames must be securely wired for hanging. No sawtooth hangers allowed.
f) Glass, frames and matting must be clean and without chips, cracks or scratches.
g) Paintings must be securely mounted within the frame using professional framing clips or points.
h) The back of the frame must be clean and neat, with no manufacturer’s labels or easel attachments.
i) Dust covers are optional but are  encouraged on wood and synthetic frames. Metal frames do not require dust covers.
j) Paintings on supports such as Aquabord, watercolor canvas, or watercolor paper mounted to boards, do not require matting or framing under glass, but must be protected from surface damage by layers of wax, varnish or other permanent protective sealer. These sealed paintings must be presented in a professional manner, where cradled boards are properly stained and varnished, or the painting is securely installed within a frame, or edges are painted as an extension of the work. Sealer must be completely dry before hanging in any SWS exhibit.

6. Sales

a)  Entries must be for sale and priced with intent to sell for all SWS sponsored exhibits.
b) In general, SWS relies on hosting venues to process payments for exhibit sales and distribute commission payments to SWS exhibiting artists. Entries must hang for the duration of the exhibit. Only the hosting venue may determine to release an exhibit entry before the exhibit closes. If a purchaser is unable to return after the exhibit closes, the purchaser must coordinate with the hosting venue. A selling artist may request assistance from the designated exhibit chair to coordinate with the venue for early release.
c) If SWS hosts an online sale on the official SWS website, buyers may purchase directly from the website. In this case, SWS will retain 10% of the purchase price. The SWS Treasurer will distribute the remaining 90% commission to the selling artist(s) via check payment within 30 days of the last day of the exhibit.  SWS website sales will not incur a sales tax charge.
d) If an exhibiting venue does not agree to display pricing or process sales, such as in shows hosted by local libraries, exhibiting artists may coordinate directly with interested buyer(s). Without exception, a privately purchased painting must hang for the duration of the exhibit.  For private sales, the exhibiting artist is responsible for collecting payment and required sales tax, and for all tax reporting requirements.

7. Liability and Insurance

Although safety precautions will be taken, neither SWS nor the exhibit venue will accept any liability for damage or theft. Insurance is the responsibility of the artist.

8. Judged Exhibits

a) Entries will not have been exhibited in any previous SWS judged exhibit.
b) The Exhibit Chair and committee for a judged exhibit may elect to impose more limitations and requirements than for a non-judged exhibit.
c) Only one SWS member is allowed in the exhibit space during the judging, either the Exhibit Chair or a SWS board member.

9. Compliance

a) SWS retains the right to refuse any artwork that does not meet the Standing Rules for Exhibits as stated herein, or has an offensive nature.
b) The online entry registration form must include the artist’s certification that these Standing Rules have been complied with.

IV. LIBRARY POLICY

1. All borrowed library items must be returned to the next general meeting by the borrower or may be mailed C/O the Librarian, to the SWS mailing address, before the date of the next general meeting.
2. Failure to return a library item will suspend the person’s borrowing privilege until the item is returned.
3. The Librarian may contact the borrower with a reminder, but this will only be done as a courtesy.
4. Lost Items: If it has been determined that a library item is lost, it is preferred that the member who borrowed it replace it. As some of our library items are quite costly, and the expense of replacing one may be a burden to a member, that member may be asked to make a monetary donation to help defray the cost of replacement.

V. PERSONAL ENDEAVORS

1. No member shall use the membership roster to promote anything of a personal nature. Using the membership roster for personal gain or personal interest is not acceptable. Brief announcements of classes, open studio tours, sales or similar events may be made at general meetings and/or in the Society newsletter.
2. Announcements of artistic affairs are acceptable. Announcements of achievements in the field of art are certainly proper and encouraged.
3. Members may use their own personal website page, accessed through the Society website, for such personal endeavors.

VI. BECOMING INVOLVED:

Upon becoming a member, that member shall indicate on which committee they wish to serve. Everyone should strive to become involved.

VII. INVENTORY:

1. An inventory shall be kept of the assets of the Society and be attached to the treasurer’s Annual Report.
2. This inventory shall indicate items and their location. Each Chair shall be responsible for making a report of the assets in his or her care.

VIII. WORKSHOPS:

1. Payment in full is required in order to reserve a seat in any workshop. Payment is made online at time of registration. The option to mail a check is available; checks must be received by the Society Treasurer within 10 days of registration, or the registration will be
2. Membership status is not required to purchase a seat; however, non-members will pay an additional fee to attend. The non-member may choose to apply this extra fee towards membership in the Society, if they wish.
3. Up until 30 days prior to a workshop, if an attendee must cancel their reservation, they will be refunded the fee paid*. After that time, fees* will be refunded only if the Society has a wait list for that particular workshop and is subsequently able to sell the seat. If no wait list exists, the person wishing to cancel would have the option of providing their own replacement. If this occurs, a refund* will be issued.
4. Persons wishing to cancel are given a 24-hour time limit to change their mind, after which time their seat will go out to the general membership to fill, per this procedure.
5. The Vice President will handle all cancellations and filling of open seats that result. 
   *Less any credit card transaction fees.

   Board Approval Date: March 15, 2025