Bouchercon Bylaws

As amended, through September 2023 Bouchercon LIV [54], San Diego and current

through September 2024, Bouchercon LV [55], Nashville

General Members Meeting Approved • August 31, 2024

 

     Operation and Principles

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1.1    Organization

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Bouchercon, Inc., is a not-for-profit corporation that produces annual conventions. Its primary focus is the annual Bouchercon fan convention for creators and devotees of mystery and crime fiction. The Bouchercon convention has been held since 1970. Its name honors the writer, reviewer, and editor Anthony Boucher (rhymes with voucher). Individual conventions may be referred to by their sequential Roman numeral (e.g., “Bouchercon LIV”).

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1.2    Vision

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Bouchercon aims to be the preeminent international destination for readers, writers, and publishing professionals to celebrate and advance the mystery genre.

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1.3    Mission

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Bouchercon’s mission is to introduce, attract, and promote readers and writers by producing outstanding, inclusive events to grow and sustain the mystery community.

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1.4    Values

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Bouchercon values diversity and the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, or gender identity. We want to make a safe, inclusive, and welcoming community for everyone. Bouchercon also seeks to boost marginalized voices and help build a strong, vibrant, and innovative community that represents the diversity of our world. We will do this by listening to the needs of all our members, valuing their input, and promoting equality, inclusivity, diversity, and community.

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2.      Board of Directors

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2.1    Governance

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Bouchercon is overseen by a Board of Directors. The Board includes four officers chosen from among the nine elected members: Chair, Vice Chair, Secretary, and Treasurer. The Board will appoint its officers to serve two-year terms, which will commence immediately after the General Members Meeting. Officers are chosen at the first meeting of the new Board during the annual convention.

Members of the Board vote for the Chair, Treasurer, and Secretary. The newly elected Chair names the Vice Chair. Each officer serves a two-year term. If an officer does not complete their term, the Board will choose a replacement to serve for the time remaining. An officer may be removed from office upon a supermajority of at least three-fourths of the members of the Board present. The immediate Past Chair will assist the current Chair in a nonvoting, ex officio capacity for one year. All contracts entered into on behalf of Bouchercon must be approved by the Chair and executed by the Chair or the Treasurer.

    

2.2    Responsibilities

 

       The Board has the following responsibilities:

• act as needed in between Annual Conventions to maintain and improve Bouchercon;

• conduct the General Members Meeting at each Annual Convention;

• prepare proposals for changes to these Bylaws and to the Bouchercon Standing Rules to be put before the members at the General Members Meeting;

• qualify bids for future Annual Conventions before submission to the General Members Meeting;

• maintain a best-practices manual and history of Bouchercon;

• assist Local Organizing Committees in conducting successful Annual Conventions;

• review results of each year’s Convention;

• appoint committees and conduct projects that lead to Bouchercon’s long-term success;

• exercise responsibility for Bouchercon finances, including funding Convention, Board, and committee operations. Bouchercon is responsible for income and expenses associated with holding an annual convention, as well as any convention contractual liabilities;

• report on Bouchercon finances at the General Members Meeting; and,

• protect and promote the Bouchercon name, image, and brand.

 

2.3    Conflicts of Interest

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Unless authorized by the Members, Board members are not entitled to remuneration for the duties they perform on behalf of Bouchercon, except that they may be reimbursed for expenses. To avoid the appearance of a conflict of interest, members of the Board will have no role in the judging of any awards bestowed at a Bouchercon convention, other than awards that the Board itself confers under the Standing Rules. Board Members involved in the selection process for an award will not themselves be eligible for that award.

 

2.4    Liability

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Bouchercon indemnifies every Board member from any costs or liability from any action, lawsuit, or proceeding relating to the activities of Bouchercon and its Board other than those arising from their own willful neglect, fraudulent misconduct, or failure to act honestly and in good faith for the best interests of Bouchercon.

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2.5    Board Committees

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The Board of Directors accomplishes much of its work through Board Committees. Committees undertake work delegated by the Board and make recommendations to the full Board for discussion and action. The Board decides on the number and functions of the committees. The Chair selects the committee chairs and members.

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2.6    Board Administrator

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The Board hires an Administrator, who reports to the Chair. The Administrator oversees all administrative tasks, including maintaining Board files, assisting Board Committee Chairs, assisting the Local Organizing Committees, and preparing Board correspondence and minutes.

3.      Local Organizing Committees

3.1    Purpose

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Each annual Bouchercon convention is planned, organized, and run by a Local Organizing Committee, under the oversight of the Board of Directors. The LOC is a subsidiary of Bouchercon.

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3.2    Organization

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The Local Organizing Committee will be established during the bidding process as set forth in the Bouchercon Standing Rules. The composition of the LOC’s leadership and membership is subject to the approval of the Board. The chair and members of the LOC will agree to abide by these Bylaws and the Bouchercon Standing Rules.

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3.3    Bidding Process

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A group of interested persons may prepare and submit a bid for the opportunity of holding a future Bouchercon convention. The group will submit a bid proposal to the Board for its approval. Conventions are to be held in August, September, October, or November. The bid will be for a year that has not already been assigned a convention, but no later than five years in the future. A bid may not be made for a location outside North America unless five or more years has passed since the most recent convention outside North America.

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3.4    No-Bid Process

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If no bid has been approved five years before an open convention date, the Board will choose a location and select co-chairs and an LOC.

 

3.5    Financial Responsibility

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While an LOC administers its convention, Bouchercon, Inc., is solely responsible for the expenses associated with holding its Annual Convention. Once the convention’s expenses have been paid, the LOC will immediately transfer to Bouchercon any remaining funds.

   

3.6   Convention Wrap-up

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Within ninety days after its Annual Convention, the LOC will provide the Board and any upcoming LOCs with its membership list. Within one year after its Annual Convention, the LOC will provide the Board with a full and final accounting of the finances of its Annual Convention.

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3.7    Program Book

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Each Local Organizing Committee will prepare a program book for its Annual Convention.

3.8    Reporting

Each Local Organizing Committee will present the Board as outlined in the Rules with timely reports about its progress, finances, and membership.

3.9    Removal

If a Local Organizing Committee can’t meet financial and program elements in its approved bid, and can’t show evidence of a viable Bouchercon convention at least two years before its convention, the Board may choose a replacement location, the Local Organizing Committee, or both.

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4.      Membership

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4.1    Definition

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Full-time registered attendees and Guests of Honor of each Annual Convention constitute the membership of Bouchercon from the beginning of each year’s convention until the beginning of the following year’s convention. Bouchercon General Memberships are not ordinarily assigned a number. But Membership Number 000 is retired in memory of the late Phyllis White, widow and lifetime helpmate of Anthony Boucher and longtime supporter of Bouchercon during her lifetime.

4.2    General Members Meeting

General Members may attend and vote at the General Members Meeting held at an annual convention. The Board establishes the agenda for the meeting. The meeting has no quorum requirement. A simple majority of General Members present and voting at the General Members Meeting is necessary to elect members of the Board, to ratify bids for future annual conventions, to ratify Bylaws and Standing Rules, and for other decisions the Board deems appropriate.

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5.      Guests of Honor

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5.1    Selection

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The Local Organizing Committee for each Annual Convention will select its Guests of Honor, which may include Fan Guests, Author Guests, Toastmaster, Special Guests, Distinguished Contribution to the Mystery Community, and Lifetime Achievement. An individual may serve in different Guest capacities at different Annual Conventions, but should not serve in the same capacity twice.

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5.2    Expenses

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Guests of Honor may have their hotel, travel, and meal expenses covered by the Local Organizing Committee, but will not receive any honorarium for appearing or speaking at an Annual Convention.

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6.      Anthony Awards

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6.1    Definition

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The Anthony Awards will be given to honor the memory of Anthony Boucher. The Local Organizing Committee will oversee the determination and awarding of the Anthony Awards within the provisions of these Bylaws and Rules. Awards will be designated by the year they are awarded, rather than when the work was published or produced.

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6.2    Eligibility

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Anthony Awards are given for work with a first publication date (when applicable) during the year before the Annual Convention. If the work’s first publication occurs in a non–North American country, nominations may be made based on that date, or on a subsequent North American publication date.

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7.      Bylaws

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7.1    Authority

These Bylaws are governed by the Bouchercon, Inc., Articles of Incorporation as amended and filed in the State of Indiana. The current Bylaws will be published and distributed to all Members at each Annual Convention. Proposed amendments to bylaws will also be published and distributed.

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7.2    Amendments

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A General member or Board member may present amendments to the Bylaws. Proposed written amendments will be discussed and voted upon at the General Members Meeting. If a proposed amendment receives a majority of votes at the General Members meeting, it is approved.

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7.3    Definition of year

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For the purposes of these Bylaws and all Bouchercon operations, year means the period between the ends of consecutive Bouchercon conventions.