Constitution and By-Laws The Friends of Music Akron, Ohio
Article I Name This organization shall be known as The Friends of Music. Article II Purpose The purpose of this organization shall be to meet on a regular basis to hear and enjoy musical performances, including chamber music when possible, presented by members and guests. Article III Membership 1. Charter Members shall include those persons who were members of the organization on May 27, 1924. 2. Active Members shall include those persons who were members of the organization on the date this constitution was adopted, (October 27, 1948), and those subsequently elected to membership, including spouses of said members. Active members shall pay annual dues, have the right to vote, and have the opportunity to perform. It is hoped that active members will participate further by attending performances, assisting with refreshments, assisting as meeting hosts, and/or referring prospective members to the Membership Chair. 3. Honorary Members shall include Charter Members, presently inactive or no longer resident in the community, and those who have extended hospitality to the organization or otherwise served it, elected by unanimous vote of the Executive Committee. These members shall not be required to pay dues, but may not vote at business meeting nor be expected to perform on programs. 4. Annual Dues shall be due and payable by June 30 of each year for the budgeting and preparation of the Yearbook. The cost of dues shall be reviewed as needed. 5. Prospective Members may be invited to join or seek membership on their own. As the membership increases, an effort should be made by the Membership Chair with support of the Executive committee to maintain a balance of performing sections, voice, keyboard, strings, brass, and woodwinds, in general. 6. Regular Meetings will be scheduled by the Executive Committee and published in the Yearbook. In addition to the musical program and at the discretion of the President, other necessary business can be transacted at each meeting. Twenty percent of the voting members shall constitute a quorum for the transaction of business. 7. Annual Business Meeting shall be held in the spring of each year no later than May 1st and when reasonably possible should be conducted during the April meeting for that year. This meeting shall include the presentation of a slate of officers by the Nominating Committee during an election year as well as nominations from the floor by Active Members with subsequent vote by a quorum. If these requirements are not met, then the Executive Board may take reasonable emergency action with the consent of the membership until the election process is completed in good faith. 8. Other Meetings may be called by any member in compliance with Roberts Rules of Order, Rule No. 69 to insure that all voices and needs of the membership may be addressed at all times. Article IV Officers and Executive Committee 1. Officers elected at the annual business meeting which must be held during the next to last meeting of the year, on or before May 1st of that year, shall include the President, Vice-President, Secretary, Treasurer, Program Chairman, and Membership Chairman. These officers shall serve a term of two years commencing on July 1st of the election year through June 30th of the second year. All officers may serve no more than two consecutive terms in the same office but may serve that office after leaving office for at least one term. Any vacancies created during a term in office may be filled by appointment by the Executive Board without restriction as to time served. Although every means should be exhausted, temporary appointments to vacant offices may be made on an emergency basis by the Executive Board when necessary. Immediate past officers shall reasonably be available to offer assistance to new officers for consultation purposes on an ongoing basis. 2. Executive Committee shall consist of the elected officers who shall meet as follows: (a.) In June of an election year the Executive Board shall meet with all new members of the incoming board to review officers’ duties including a complete reading of the constitution and help the new board get started; (b.) The Executive Board shall meet as many times as necessary prior to the first meeting of the year in order to complete the scheduling of the programs, publish the yearbook, collect the dues, and select the nominating committee; (c.) The Executive Board shall meet in January for a mid-year review and entertain suggestions for the improvement of the operation of the organization; (d.) The Executive Board shall be able to institute emergency powers with great discretion when necessary and shall seek the approval of a majority of a quorum of the membership including a vote by mail if necessary for any major changes; (e.) In order to provide oversight by the membership, the Executive Board shall meet when requested by at least two members to discuss any issue raised and should provide the opportunity to present any issue to the membership upon a majority vote of the Executive Board; (f.) The Executive Board, upon recommendation of the President, shall appoint a Nominating Committee of three active members as a standing committee no later than the first meeting of the election year; (g.) An Executive Board vote may be taken by telephone, mail, or email to get complete voting from all members when reasonably required. 3. Duties of Officers a. President shall direct the activities of the organization; shall preside at all meetings of the general membership and of the Executive Committee; shall appoint members to standing and special committees other than the Nominating Committee; and shall preserve information pertinent to the activities for the elected year and retain documents of the past years. b. Vice President shall act in the absence of the President; shall procure regular meeting places, schedule those assisting with refreshments, and arrange equipment rentals as needed. c. Secretary shall keep records of meetings, programs, and attendance; shall conduct correspondence including notification to members of regular meeting and solicitation of annual dues by June 1. d. Treasurer shall accept dues and other funds and be responsible for same; shall keep current financial records and make expenditures as directed by the Executive Committee. He or she shall make a brief report at general meetings and present an annual report at the business meeting in the spring of each year. e. Program Chair, with his or her appointed committee and representative of the musical classifications when possible, shall coordinate the planning of the musical programs performed by members and guests. He or she shall prepare printed programs for distribution at performance, with special emphasis given to members who have expressed a desire to perform (via annual performance request forms), and shall announce those programs at the performance. Every effort shall be made to have the year’s program in place by September 1st. f. Membership Chair shall maintain all memberships records including a master list of all members and performance classifications and thus inform the general membership of needs in certain classifications; shall receive referrals or applications for membership and follow up on said prospective members accordingly, including ascertaining that person’s desire to become a member; shall distribute a current Yearbook and a copy of the Constitution and By-Laws to new members in order that they may become familiar with the organization; and shall introduce the newly received members at general meetings. Prospective members shall come to the attention of the Membership Chair by referral from one or more present members or by making application for membership personally. All referrals or applications should be directed to the Membership Chair.
Article V Other Committees 1. The Nominating Committee of no less than three active members shall be appointed by the Executive Board as a standing committee prior to the first regular meeting of the year and prior to the publication of the yearbook for that year if possible. 2. Telephone Committee, appointed by the President, shall make reminder calls before regular meetings to ascertain those planning to attend, in order to plan for refreshments, name tags, etc., and shall report results to the Vice President before each general meeting. 3. Other committees may be appointed by the President as necessary to expedite the regular and special activities of the organization. Article VI Amendments 1. Amendments to the Constitution and By-Laws may be proposed by any member of the organization and should be presented in writing to the Executive Committee. If Approved by the Executive Committee, notice of the proposed amendment(s) shall be given at any meeting of the organization and shall be voted upon by secret ballot at the next succeeding meeting. Such action can only be taken if a quorum is present. 2. To become effective, an amendment must receive a majority vote of those present and voting. Article VII Parliamentary Authority The parliamentary authority used to govern this organization shall be Robert’s Rules of Order.
