Articles of Incorporation & Bylaws

FEM Members Bylaws 2025-2026

1. Introduction

Purpose

The purpose of these bylaws is to establish the rules and guidelines for the members of Female Entrepreneurs of Midland (FEM). These bylaws are designed to ensure the smooth operation of the organization, foster a supportive community for female entrepreneurs, and outline the expectations and responsibilities of members.

Scope

These bylaws apply to all current and future members of FEM. By becoming a member, individuals agree to uphold these bylaws, support the organization’s mission, and engage in a professional and collaborative manner with fellow members.

2. Membership Requirements

Eligibility

Membership in Female Entrepreneurs of Midland (FEM) is open to women who are the primary business owners, partners, or franchise owners of a business located in Midland or the surrounding areas. To qualify, applicants must operate a business that aligns with FEM’s mission and goals, actively contributing to the empowerment and growth of female entrepreneurs.

Application Process

Application Period: Membership applications are accepted from August to September each year. Specific Dates vary year to year
Online Application: Applicants can apply online through the FEM website
Required Documentation: Applicants must submit proof of business ownership, business license, and other necessary documentation as requested.
Dues: Membership dues for the year must be paid upon application.
Applications will be reviewed by the membership committee, and applicants will be notified of their acceptance.

Dues

New Member Dues: $150 annually.
Returning Member Dues: $125 annually.

Adjustments: Membership dues may be adjusted due to inflation or the monetary needs of the organization, but any changes must be approved by a vote of the FEM board.

3. Member Rights and Responsibilities, Term, and Renewal

Member Rights

All FEM members in good standing are entitled to the following:

Voting Rights: Members may vote on designated FEM matters, including board elections and select organizational decisions.
Access to FEM’s network of female entrepreneurs, business owners, and professionals in the Midland area.
Invitations to all FEM meetings, workshops, social events, and special programming.
Opportunities to promote your business through FEM-approved marketing channels.
Access to exclusive member resources, educational materials, and business development classes.
Priority registration and discounted rates for FEM events.
Eligibility to serve on FEM committees and leadership positions.
Regular communications, including newsletters and updates relevant to members.
Participation in FEM’s annual awards, recognition programs, and community outreach initiatives.
Opportunity to be a guest on the FEM podcast, sharing your story and expertise with the community. Members must be active and in good standing to participate.

Member Responsibilities

To maintain good standing, members are expected to:

Uphold the Mission: Support and promote FEM’s mission to empower and connect female entrepreneurs in Midland and the surrounding areas. Support the goals, mission, and initiatives of FEM by actively participating in committees, events, and volunteer opportunities.
Maintain Professionalism: Conduct themselves with respect and integrity in all FEM-related settings.
Contribute to Events: Fulfill the annual $500 contribution requirement toward FEM’s two major events (see Section 11 for details).
Meeting Attendance: Attend a minimum of 5 general meetings per year. FEM hosts 11 general meetings annually; members are required to attend at least half. Attendance may be fulfilled in person or via Zoom.
Attendance Enforcement: Members who do not meet the minimum meeting requirement will incur a $25 fine per missed meeting below the required 5.

Example: If a member attends only 3 meetings, they will owe $50 in fines.
All fines must be paid in full prior to membership renewal for the following year. Failure to pay fines will result in ineligibility for renewal.

Engage in the Community: Participate in FEM activities, engage with fellow members, and contribute to the growth of the organization.
Promote FEM: Act as an ambassador for FEM in the community and help foster a welcoming, inclusive environment for fellow members. Represent FEM positively and professionally in all interactions, both internally and publicly.
Adhere to Bylaws: Follow all established bylaws, guidelines, and codes of conduct.
Communicate promptly and respectfully with FEM leadership and fellow members.
Maintain confidentiality of sensitive or internal FEM information as appropriate.

Membership Term and Renewal

Membership in FEM is valid for a period of one year, beginning upon acceptance of the membership application and payment of dues.
The membership year runs from September to September.
Members must pay annual dues by September 30th to maintain active membership status for the following year.
Members who do not pay dues by the deadline will receive a notice and have a grace period of 7 days to remit payment.
Failure to pay dues within the grace period will result in loss of active membership status.
Members seeking to renew must submit a renewal application online (when available) and pay the required dues before the deadline.
Returning members in good standing are given priority during the annual application period but must still complete the renewal process.
Members are responsible for keeping their contact information up to date with FEM to receive renewal notices and other important communications.

4. Meetings and Events

General Meetings

Frequency: FEM hosts 11 general meetings per year, skipping July.
Schedule: Meetings are held on the Second Tuesday of each month at 6:30 PM.
Format: Meetings are conducted in person, with a Zoom option available for members who cannot attend physically.
Purpose: Meetings offer opportunities for networking, professional development, community engagement, and organizational updates.
Attendance Tracking: Attendance is recorded for both in-person and Zoom participants and is used to verify compliance with annual attendance requirements (see Section 3).

Special Events

FEM hosts a variety of events throughout the year, including:

Business workshops and educational classes
Fundraisers and charity events
Pop-up markets and vendor opportunities
Social mixers and networking gatherings
Themed or seasonal events

Special events will not be scheduled on general meeting dates to ensure members can fully participate in both.

Major Annual Events

FEM produces two major events annually, which serve as signature experiences and key fundraising opportunities. All members are required to contribute toward these events as outlined in Section 11.

Event Participation

Members are encouraged to attend and support FEM events throughout the year.
Opportunities to volunteer, serve on committees, or sponsor events are available and encouraged.
Event details, invitations, and volunteer opportunities will be communicated through email and official FEM channels.

5. Code of Conduct

FEM is committed to fostering a professional, inclusive, and supportive environment where all members feel respected and valued. The following code of conduct outlines the standards of behavior expected from all members.

Professionalism and Respect

Members must treat one another with respect, kindness, and professionalism at all times.
Discriminatory, harassing, or offensive behavior will not be tolerated in any FEM-related setting, this includes in-person meetings, online interactions, and events.

Confidentiality

Information shared within FEM, especially during meetings or in member communications; should be treated with confidentiality and not disclosed outside the organization without permission.
Members should not use private member information for personal gain or solicitation without prior consent.

Constructive Communication

Members are expected to engage in positive, solution-oriented dialogue and to give feedback or express concerns in a respectful and private manner.
Public criticism or gossip about other members or FEM leadership is strictly prohibited.

Mediation of Member Conflicts

In the event of a conflict between members that cannot be resolved privately, the issue may be brought to the FEM board for mediation.
Members should report conflicts to the Vice President, who will serve as the initial point of contact for addressing interpersonal issues.
The Vice President will review the situation in a neutral and confidential manner and may facilitate a resolution meeting between parties involved. The Vice President may take the issue to the board for review.
The board’s role is to preserve the integrity of the organization and ensure a safe, respectful, and collaborative environment for all members.

Representation

Members are ambassadors of FEM and should conduct themselves in a way that reflects positively on the organization.
Members must not misrepresent FEM or use the organization’s name for personal business promotion without prior approval from the board.

Conflict of Interest

Any potential conflict of interest must be disclosed to the board in writing.
Members may not exploit their membership for personal financial benefit in ways that contradict the mission or ethics of FEM.

Examples of potential conflicts of interest include (but are not limited to):

Promoting a personal business during FEM events without prior approval.
Using FEM member contact information to directly solicit sales, clients, or leads.
Representing FEM in an official capacity while simultaneously making decisions that financially benefit the member or their business.
Accepting gifts, favors, or services from vendors or sponsors in exchange for favorable treatment by FEM.
Planning or promoting a competing organization or group using FEM resources or connections.

How Conflicts Are Reviewed:

Once a written disclosure is submitted, the FEM board will review the details in a closed session to ensure neutrality and confidentiality.
The member in question may be asked to provide additional context or clarification if needed.
The board will determine whether the conflict:

Requires corrective action or boundaries to be set.
Is acceptable but must be monitored going forward.
Is in violation of FEM’s mission and requires disciplinary action (see Section 8).

The board will communicate its decision in writing to the member within 14 days of the disclosure.
If a member fails to disclose a known conflict and it is later discovered, this may result in immediate disciplinary review and possible removal from the organization.

6. Communication and Social Media Policy

FEM values transparency, positivity, and professionalism in all forms of communication—both within the organization and in public-facing channels. This policy outlines expectations for member communication and how FEM may be represented online.

Internal Communication

Important announcements, meeting reminders, event invitations, and updates will be sent via email and/or posted in FEM’s official private member platforms (e.g., group chat, private Facebook group, or Slack, if applicable).
Members are expected to check FEM communication channels regularly and respond promptly when needed.
All internal discussions should remain respectful, constructive, and aligned with FEM’s mission.

External Representation and Social Media

Members are encouraged to positively share their involvement with FEM on social media, using organization-approved graphics, hashtags, and messaging when provided.
Any public representation of FEM (including posting photos from events, tagging FEM, or referencing FEM in business promotions) should reflect the organization’s values of professionalism, inclusivity, and support.
Members must not speak on behalf of FEM in media interviews, public statements, or official responses without prior board approval.

Social Media Tagging & Collaboration Policy

Members are encouraged to tag @supportfem on social media posts for potential sharing to FEM’s stories or feeds.
Posts tagging FEM will be reviewed before being shared.
If a member adds FEM as a collaborator on a post without prior board approval, the board reserves the right to accept or reject the collaboration at its discretion.
Unauthorized collaborations may result in removal of tags or further review under the disciplinary process.

Prohibited Use

FEM platforms and communication channels may not be used for:

Political or religious promotion.
Personal fundraising (unless pre-approved).
Spam, harassment, or unsolicited direct selling.
Negative or defamatory posts about other members, the board, or the organization itself.

Use of FEM Branding

FEM’s logo, name, or branded materials may not be altered or used on personal marketing materials, events, or promotions without board approval.
Requests to use FEM branding must be submitted to the board in writing and will be reviewed on a case-by-case basis.

Marketing and Media Requests

Members wishing to have FEM promote their business, events, or initiatives on official FEM social media channels, newsletters, or other marketing platforms must submit a Marketing and Media Request Form.
Requests should be submitted at least two weeks in advance of the desired promotion date.
Designated board member(s) will review requests to ensure alignment with FEM’s mission and event calendar.
Approval is not guaranteed and will be communicated to the member within five business days of submission.
Unauthorized promotion or marketing on official FEM platforms without approval may result in disciplinary action.

Violations

Any misuse of FEM’s communication platforms or online presence will be reviewed by the board and may result in disciplinary action, in accordance with Section 7.

7. Disciplinary Process

FEM expects all members to uphold the organization’s values, mission, and bylaws. When violations occur, the following disciplinary process will be used to ensure fairness and accountability:

1. Informal Resolution (If Applicable)

For minor issues (e.g., unintentional policy violations or first-time offenses), the Vice President or a designated board member may attempt to resolve the matter privately and constructively.
This step may involve a conversation, clarification of expectations, or informal mediation between members.
No formal record is kept unless the issue repeats.

2. Formal Warning

If the issue is more serious or remains unresolved after informal resolution, the member will receive a formal written warning from the FEM board.
The warning will include:

A description of the violation.
Any required corrective actions.
A specific timeframe for resolving the issue.
Consequences for non-compliance.

The member has the right to submit a written response to the board for review.

3. Disciplinary Action or Termination

If the member fails to correct the issue or commits a serious violation (e.g., harassment, ethical misconduct, financial misuse), the board may vote to take formal action.
Disciplinary actions may include:

Suspension of membership.
Temporary removal from FEM events or platforms.
Termination of membership without refund.

A vote of majority of the board is required to remove a member from the organization.
Terminated members may reapply after 12 months at the next open enrollment period, but acceptance is not guaranteed and will be subject to board review.

Appeals

A member may request an appeal by submitting a written request to the President within 7 days of receiving notice of disciplinary action.
Appeals will be reviewed at the next scheduled board meeting, and a final decision will be made by a majority vote.

8. Resignation, Termination, and Reinstatement of Membership

Resignation

Members may resign from FEM at any time by submitting a written notice to the FEM Board.
Resignation does not entitle the member to a refund of dues or event contributions.
Members who resign remain responsible for any outstanding fines or unpaid contributions incurred during their active membership.

Termination

A member may be terminated for the following reasons:

Failure to meet attendance requirements.
Nonpayment of dues, event contributions, or fines.
Violation of FEM’s Code of Conduct, policies, or bylaws.
Behavior that is damaging to the reputation or operations of the organization.

Termination is subject to review and majority vote by the Board, as outlined in Section 8.
Members who are terminated will lose all benefits, access to member platforms, and participation in FEM events.

Reinstatement

A former member (resigned or terminated) may request reinstatement by submitting a new membership application during the open application period.
Reinstatement is not guaranteed and is subject to full board review and vote.
If the member was terminated, any unresolved issues (including unpaid fines or event contributions) must be resolved in full before reinstatement will be considered.
A minimum of 12 months must pass after termination before reapplication is allowed.

9. Amendments to the Bylaws

These bylaws are intended to serve as a living document and may be amended to reflect the evolving needs and goals of the organization.

Proposal of Amendments

Amendments may be proposed by:

Any member of the Board of Directors.
A general member in good standing, provided the proposal is submitted in writing and supported by at least 15% of other active members.

Review and Approval Process

All proposed amendments will be reviewed by the FEM Board.
If approved by a majority vote of the Board, the proposed amendment will be presented to the membership for review.
A final vote of approval by the membership will be required for adoption. A minimum of two-thirds (⅔) of voting members in attendance (in person or via Zoom) must vote in favor for the amendment to pass.

Notice of Changes

Members will be given at least 14 days’ notice prior to a vote on proposed bylaw amendments.
Once approved, changes will go into effect immediately unless otherwise specified in the amendment language.
All members will receive a copy of the updated bylaws and a summary of the changes made.

10. Committees

FEM encourages member involvement through standing and special committees that help support the organization’s mission, events, and operations.

Committee Structure

Committees are formed and overseen by the FEM Board.
Each committee will have a designated Chair (appointed by the Board or elected by the committee) responsible for leading meetings and reporting progress.
Committees may include general members in good standing who volunteer or are appointed.
At the time of enrollment, new members will be given the opportunity to apply for committee participation. While committee service is not required, members are encouraged to get involved. They may request to join a specific committee based on their interests, experience, or availability.

Standing Committees

FEM currently includes the following ongoing committees:

The Events Committee will be responsible for organizing and executing all events. This committee will be led by the Events Chair, and the VP or Board Members at Large will assist where needed.

This is the only committee that may include volunteers from outside the FEM membership. Community members may serve on this committee to assist with large-scale event planning and execution. All external volunteers must be approved by the Board and are expected to uphold FEM’s values and event standards.

The Membership Committee will oversee recruitment, retention, and engagement of FEM members. The committee will work closely with the Officer to coordinate ribbon cuttings and other member-focused events.
The Finance & Fundraising Committee will work with the Treasurer to plan and execute fundraising activities and initiatives.
The Member Relations Committee will assist with managing member questions and issues, ensuring that the board is aware of member concerns and feedback.

Committee Expectations

Committee members must be active FEM members in good standing, with the exception of approved community volunteers on the Events Committee.
Members should commit to attending committee meetings and contributing regularly to projects.
Each committee is expected to provide updates at monthly board or general meetings, if applicable.
Committees may propose new initiatives or events, subject to board review and approval.

Special Committees

Temporary committees may be formed for short-term projects or specific needs (e.g., Awards Gala Planning, Podcast Launch Team).
These will dissolve after their assigned purpose is fulfilled.

11. Special Event Guidelines

FEM hosts multiple events throughout the year that extend beyond regular monthly meetings. These special events are intended to increase community engagement, raise funds, elevate member businesses, and support FEM’s mission.

Annual Signature Events

FEM hosts two major signature events annually:

Strut into Summer (formerly Dive into Summer): A fashion show and market designed to spotlight local businesses and raise funds for a community cause.
Impactful Women of West Texas Awards Gala: A formal awards gala recognizing influential women from across the region in a variety of industries.

These events require increased planning, volunteer support, and funding from members and sponsors.
These events are subject to change based on several factors (community support, relevance, etc..)

Member Participation

Each member is expected to contribute a minimum of $500 annually toward FEM’s two major events. $250 per event

Contributions can be made financially as a sponsorship by you or if you bring in a sponsor personally
Ticket purchase or sales though an affiliate link
Auction Item donation
Services Contribution
$250 ÷ $33.49/hour ≈ 7.5 hours of volunteering per event.

Members may be asked to volunteer, donate items, assist with setup or teardown, or help promote the event.
Participation in these events is a key part of the membership experience and supports FEM’s sustainability and visibility.
Active participation in FEM events may be considered in the selection of future committee chairs and board positions. Leadership consideration is often given to members who consistently demonstrate commitment and initiative.

Event Committee Roles

The Events Committee is responsible for the planning, logistics, and execution of all special events.
Members may apply to serve on this committee at enrollment or by contacting the Board.
This is the only committee that may include approved non-member volunteers from the community.
Chairpeople may be appointed to lead specific aspects of event planning (e.g., sponsorships, vendors, décor, logistics). These chairpeople will report to the Special Events Chair, who will consolidate all updates and submit them to the Board.
The Vice President serves as the Board liaison and oversees all event planning efforts. All event updates and issues should be reported to the Vice President for review and feedback.

Event Scheduling & Conflicts

FEM’s regular monthly meetings are scheduled for the second Tuesday of each month at 6:30 PM, except July.
Special events will not be scheduled on the same dates as FEM meetings to avoid conflicts and maximize member participation.

Event Approval & Planning

The Special Events Committee is encouraged to develop and propose new concepts for fundraising events, member-focused events, or other community activities to support FEM’s mission and member engagement.
The FEM Board has final authority to decide if, how, and when new event concepts will be implemented based on organizational capacity, alignment with mission, and member interest.
All event concepts, including signature events and new proposals, must be reviewed and approved by the FEM Board before planning begins.
Event budgets must be submitted for board approval.
Sponsorship opportunities, branding, partnerships, and promotional strategies must align with FEM’s mission and standards.

Event Behavior & Representation

All members participating in events, whether as vendors, speakers, volunteers, or attendees, are expected to conduct themselves professionally and uphold FEM’s values.
Any concerns during an event should be reported directly to a Board member or the Event Committee Chair.