BYLAWS    

EPIC Bylaws and Procedures

Adopted July 24, 1998
Revised October 23, 1998
2nd Revision, April 1, 2000
3rd Revision, July 7, 2001
4th Revision, August 28, 2003
5th Revision, April 7, 2007

Article 1--Name of Organization

This organization shall be known as EPIC, the Electronically Published Internet Connection, more commonly known as EPIC.

Article 2--Statement of Purpose

EPIC shall be a professional organization of published authors and industry-related professionals and shall be a strong voice for electronic publishing. Furthermore, EPIC shall set and maintain high standards for member authors and industry-related professionals in order to give credence to and establish and maintain legitimacy in electronic publishing.

Article 3--Unique Nature of EPIC Defined

Section A. Whereas EPIC is an Internet Connection in which the members do not meet face to face on a regular basis, let it be fully understood that most organization business shall be conducted via e-mail.

Section B. The term "taken by ballot" used within this document is defined as:

1. A voting ballot posted to the organization on the website or via the listserv.



2. Votes shall be sent privately to the Secretary and/or designated tally
   taker(s).



1. No one shall count a ballot for which he/she is running with opposition.



3. The period allowed in which to vote shall be five days.



4. The Secretary or designated tally taker(s) shall post the results on the website and/or listserv.

Section C. All official records of EPIC, with the exception of paper documents and snail mail received, shall be kept on disk with a back up copy.

Article 4--Membership

Section A. Those eligible for membership in EPIC must be:

Author Members

1. Authors who are published by an electronic publisher, "published" being defined as being the author of a work for sale by an electronic publisher. For purposes of initial membership qualification, "the work" is defined as a book-length work of literature, non-fiction or fiction, of over 30,000 words, except in the case of fiction or non-fiction for young children (ages 1 to 10). A novella or short story included in an anthology is also considered acceptable. However, a body of newspaper or magazine articles, or other journalistic works produced in either print or electronic formats, does not qualify the applicant for membership.



2. Authors who are print-published, and expressing an interest in electronic publishing, "print-published" being defined as being the author of a work for sale by a traditional publisher. For purposes of initial membership qualification, "the work" is defined as a book-length work of literature, non-fiction or fiction, of over 30,000 words, except in the case of fiction or non-fiction for young children (ages 1 to 10). A novella or short story included in an anthology is also considered acceptable. However, a body of newspaper or magazine articles, or other journalistic works produced in either print or electronic formats, does not qualify the applicant for membership.



3. Authors who are contracted with an electronic publisher.



1. the EPIC Membership Committee may, at its discretion require verification from the contracting publisher, or require the person applying for membership to furnish the Committee with a copy of the contract.



2. persons who are contracted with an electronic publisher will be considered EPIC members contingent upon actual publication of their contracted work, with the understanding that their EPIC membership will not continue if the contracted work is not published.



3. When a contracted work is published and available for sale, the contingency provisions will no longer apply.



4. Authors who have self-published and made available for sale qualifying material, defined as a book-length work of literature, non-fiction or fiction, of over 30,000 words, except in the case of fiction or non-fiction for young children (ages 1 to 10).



5. Author members have all other rights and privileges of membership, including the right to vote.



6. In the case that the author publishes only short works of fiction and/or non-fiction/articles, a body of works offered for sale (as per the definitions above) consisting of no more than 10 pieces, totaling collectively 30,000 words or more, will be eligible for EPIC membership.



7. All members must be at least 18 years of age or the age of majority in the author's country of residence, whichever is the higher.

Industry Members

1. Publishers



1. Publishers who have published and made available for sale qualifying material, defined as a book-length work of literature, non-fiction or fiction, of over 30,000 words, except in the case of fiction or non-fiction for young children (ages 1 to 10). Publishers who specialize in shorter works may qualify with a body of works published of no more than 6 works, totaling collectively at least 30,000 words.



2. Publisher Industry membership is an individual membership, and the publisher's representative must be the owner, President, CEO, Senior Editor, or other officer of the company.



2. Literary Agents



1. Literary Agents who are either members of AAR or who agree to follow the AAR Canon of Ethics as a condition of EPIC membership.



3. Cover Artists



1. Cover Artists who have produced at least three book covers used in published titles by a publisher eligible for EPIC membership.



4. Book Editors



1. Book Editors who have edited at least three manuscripts published by a publisher eligible for EPIC membership.



5. Book Publicists



6. Bookstore Owners



7. Typesetting and Layout Designers



1. Typesetting and Layout Designers, subject to the eligibility requirements for book editors and artists.



8. Industry members have all rights and privileges of membership, including the right to vote.

Article 5--Board of Directors

The Board of Directors shall consist of a President, Vice President, Secretary and Treasurer.

Article 6--Duties of the Board of Directors

Section A. The President shall act as principal spokesman for EPIC and shall "preside" at all board and business meetings. In addition, the President shall appoint, with the approval of the board, all committee chairmen, serve as an ex officio member of committees and oversee the running of the organization.

1. The President shall post a monthly update of EPIC activities, either on the web site or as a post.

Section B. The Vice President shall act on the President's behalf in the event of the President's absence and shall perform other duties as directed by the President. The Vice President shall assume the Presidency if for any reason the President cannot fulfill the term for which he/she was elected. A new Vice President shall be elected to fill the unexpired term, as per Article 7 of these by-laws.

Section C. The Secretary shall keep a record of EPIC's business meetings and of all official EPIC correspondence with persons, entities and organizations outside EPIC. The Secretary shall write correspondence at the request of the President.

1. The Secretary shall also tally ballots and post results unless a designated tally taker is specifically tasked with the responsibility.



2. The Secretary shall record the monthly Treasurer's report in EPIC's official records.



3. The Secretary shall post minutes and correspondence, either on the web site or as a regular post.

Section D. The Treasurer shall open a bank account in his/her local area. If convenient to the Treasurer, he/she may use the previously established bank account and conduct business by snail mail.

1. The Treasurer shall obtain the proper account for a non-profit organization and signature cards and/or resolutions.



2. The Treasurer shall collect dues and post receipts to the members.



1. The Treasurer shall post a reminder for members to pay dues in the months that members renewals are due.



3. The Treasurer shall also pay bills when presented, with the approval of one or more members of the board.



1. No check may be issued without a receipt.



4. The Treasurer shall prepare a budget, which shall be approved by the Board, and presented to the membership for approval. The vote shall be taken by ballot.



5. The Treasurer shall post the checkbook balance and expenditures monthly.

Article 7--Terms of Office

Section A. President and Vice-President shall serve a term of one year. Secretary and Treasurer, by virtue of the nature of their duties, shall serve a term of two years. Secretary will be voted in on every odd voting year (i.e. 2009, 2011, etc.) and Treasurer on every even year (i.e. 2008, 2010).

Section B. No officer may serve more than two consecutive terms in any office and no one shall serve on the board more than four out of five years.

Section C. In the event any member of the Board cannot fulfill his/her term of office another qualified member shall be elected to fulfill the term.

Article 8--Committees

Section A. Webmaster. The Webmaster shall maintain the EPIC web site or act as liaison between the organization and a paid Webmaster.

1. The Webmaster shall maintain EPIC's web ring or delegate someone to do so.

Section B. Listserv manager (the "List Maven"). The Listserv Manager shall select a commercial listserv and shall manage the list. The Listserv Manager also receives applications for membership, processing those whose qualifications for membership are not in question, forwarding to the Membership Chairman those which require further information. The Listserv Manager maintains EPIC's roster of members.

1. The Listserv Manager shall advise new members of their options concerning the membership list, maintain the data and post an updated list periodically.



2. The membership roster is for the sole use and purposes of EPIC. It may not be reproduced and distributed or sold to outsiders or used for any reason other than for the members of EPIC to know and be able to get in touch with each other.

Section C. Membership Chairman. The Membership Chairman, assisted by the Membership Committee and Listserv Manager, shall receive those membership applications which require further processing as determined by the Listserv Manager.

1. The Membership Chairman shall notify the applicant as to whether or not their application was accepted.



2. The Membership Chairman shall post a notice on the listserv to advise the organization of new members, and post a notice to both the Membership Secretary and the President. (This duty of the Membership Chairman is currently delegated to the List Manager.)



3. The Membership Committee shall prepare, with the approval of the board, a welcome packet of EPIC information to be posted to new members.

Section D. Public Relations (PR). The PR committee shall promulgate positive information to the media about EPIC, EPIC's members, and epublishing. All press releases or other statements must be approved by the board prior to release.

Section E. Newsletter. The newsletter editor will produce, based on input from members, format and distribute an EPIC newsletter on a monthly basis in electronic format.

Section F. Chat Director. The Chat director shall schedule speakers for EPIC chats, post reminders of chat times, ensure the chat room is available.

1. Chat sessions shall be scheduled at a time and place convenient to the majority who wish to participate.



2. Consideration should be given for the difference in time zones.

Section G. Additional committees may be appointed by the Board as the need arises. The duties of any committees of a long term or permanent nature shall be added to this section of the bylaws with the approval of the membership.

Article 9--Elections

Section A. Nominations for elected office shall be made during the last two weeks of March (15--31) of each year.

1. The person nominated must consent to have his/her name placed on the ballot.



1. Nominated persons must meet the requirements for office as set out in the bylaws.

Section B. The Secretary shall post the ballot to the website during the first week in April.

1. Voting will take place for a period of five days.



2. Ballots shall be posted privately to the Secretary and/or designated tally taker(s).



3. At the end of the voting period the Secretary or the tally taker(s) shall post the results.



4. After a week of transition, in which the records are transferred, the new officers shall assume their duties.

Article 10--Conducting EPIC Business

Section A. An EPIC business meeting is defined as the President posting an agenda of items to be discussed.

1. The President and Board shall set the agenda prior to a business meeting.



2. Members who wish to put an item(s)on the agenda may post the President prior to the meeting.



1. The President shall post a reminder that the agenda is being set.

Section B. EPIC shall "meet", defined as the President posting that a business meeting is in session, for official business at least once a year during the first week in April for the election of officers or at the discretion of the President and/or Board.

1. Any member may request that the President call a business meeting.

Section C. Agenda items shall be numbered.

1. Members are encouraged to be careful to post the item's number as points are made so that the group may follow the thread of discussion.



2. The agenda shall be open for discussion for a period of five days.



3. All motions, consequential and inconsequential as deemed by the bylaws or the Board, shall remain open for voting for the period of five days, following the period of discussion.

Section D. EPIC business may be discussed during chat sessions and a summary of the discussion shall be posted to the entire membership for further discussion.

1. A person present during chat shall be designated to make notes and post the summary.



2. No votes may be taken during chat sessions.

Article 11--Method of Voting

Section A. All motions must be seconded by a post from at least one member.

1. Motions and seconds will be accepted in the order received by the President.

Section B. Votes of an inconsequential nature, defined as nothing that will cause the person voting unease if the entire organization knows their vote, or not specifically deemed consequential in this article, section C, shall be taken by a simple yes post. If any member raises a serious objection, the vote shall be taken by ballot. The results shall be announced in five days.

Section C. Votes on matters deemed consequential, which shall include the election of contested offices, any matter which requires the expenditure of EPIC funds, and bylaws changes shall be taken by ballot.

Section D. In the case of a tie vote a run-off election shall be held between the top two vote-getters.

1. Should the run-off election produce a tie, an out-going officer, using the honor system, shall toss a coin. The person whose name is first on the ballot shall be heads and the second name is tails.

Article 12--Finances

Section A. Dues in the amount of $30.00 (thirty dollars US) shall be collected annually during the anniversary month of a member's joining EPIC.

1. Dues are past due 60 days following the last day of the anniversary month.



1. A reinstatement fee of $5.00 (five dollars US) shall be assessed on dues paid after a member reaches past due status



2. Dues for new members are due upon being received into membership and past due in 60 days.



1. A reinstatement fee of $5.00 (five dollars US) shall be assessed to new members on dues paid after 60 days.



3. Once paid, dues are not refundable.



4. Failure to pay dues shall result in loss of membership.



5. Dues shall be used to pay for a web site and other necessary expenditures.



6. Dues may be changed only by a vote of full membership and change to bylaws.

Section B. Except as noted below, no expenditure of dues or other EPIC funds shall be authorized without prior approval of the membership, either by approval in the budget or taken by ballot.

1. No funds may be budgeted for moneys not in the treasury, beyond dues expected from the current membership.



2. The board is authorized to approve expenditures of no more than $250 (two hundred and fifty dollars US) to enable the board to pay small expenditures, such as postage, office supplies, phone calls, etc, expended to carry out EPIC business. Said small expenditures shall not exceed $1000 (one thousand dollars US) during the April 1 to March 31 term of office of the board.

Article 13--Audit

Section A. EPIC's financial records shall be audited once a year.

1. The audit shall take place during June.

Section B. The auditor shall be appointed by the Board from within the membership.

Section C. The checkbook register, receipts and other pertinent information shall be snail-mailed to the auditor no latter than June 7.

1. The auditor shall post the results to the board as soon as the audit is complete, but no later than June 25. The results shall be posted to the membership by July 1.



2. The auditor shall snail-mail the documents to the new treasurer before July 1.

Article 14--Removal of Officers

Officers who are deemed negligent in their duties may be voted out of office by a 2/3 majority of the members voting, taken by ballot. An officer may also be removed from office for committing any of the violations listed in Article 15, Section B.

1. Any member may press charges of negligence.



1. Charges must be seconded.



2. Evidence must be presented with the charge to the board.



2. The President will appoint an ad-hoc committee to examine the case and determine whether the charges are factual. The committee will then bring a report to the membership through the board, with a recommendation of acquittal or removal.



3. The officer shall be notified of the results of the vote by private post prior to the announcement to membership.

Article 15--Removal from Membership

Section A. Members who fail to pay dues shall be automatically removed from membership after their dues become past due.

1. New members who fail to pay dues within 60 days of being received into membership shall be automatically removed.

Section B. Members may be removed from membership for the following reasons:

1. plagiarism



2. misrepresenting membership qualifications



3. persistent posts of a defamatory or offensive nature



4. misuse of EPIC property or records



5. illegal conduct, defined as not abiding by the provisions of the bylaws, in an EPIC election



6. forwarding or otherwise reproducing listserv postings in part or whole outside EPIC membership without the permission of the person who originally made the posting



7. disseminating outside EPIC membership all or any part of a log of an EPIC chat without permission



8. distributing by sale or gift, the EPIC roster to outside parties

Section C. Any member may press charges for removal.

1. Charges must be seconded and evidence must be presented with the charge to the board.



2. The President will appoint an ad-hoc committee to examine the case and determine whether the charges are factual. The committee will then bring a report to the membership through the board, with a recommendation of acquittal or removal.

Section D. A 2/3 majority of the members voting, taken by ballot, is required for removal.

1. The President, or member of the board, shall notify the member of the results of the vote by private post prior to the results being announced to the membership.

Article 16--Changes to Bylaws

Changes to the bylaws must be presented to the Board for prior approval before being presented to the membership.

1. Any member may propose bylaws changes to the Board.



2. Following approval of the proposed change by the Board, the President shall present the change to the membership for a vote to be taken by ballot.



1. In the event the Board does not approve the change, but it is obvious many of the membership wish to vote on the change, a vote by ballot must be taken.

Article 17--Nonliability of Members and EPIC

Section A. The property of the members shall not be subject to the payment of debts of this organization. Nor shall any members be held responsible for decisions made by them in the best interest of the organization. Any private property may not be subject as payment in any suit against EPIC.

Section B. EPIC shall not be held responsible for anything posted on the listserv by any individual members.

Article 18--Dissolution

Section A. All bills shall be paid to creditors prior to the dissolution of the organization.

Section B. Any remaining funds shall be distributed to charity(s) as voted by the members of EPIC.