Bylaws

Click here for a printable pdf version of the Bylaws
(Adobe Acrobat Reader software required)

 

WILLIAMSBURG MUSIC CLUB BYLAWS
(Amended November 2005)

ARTICLE I - NAME

The name of the organization shall be WILLIAMSBURG MUSIC CLUB.

ARTICLE II - PURPOSE

The PURPOSE of the Williamsburg Music Club shall be to bring together people interested in music for informal musicales presented by its members or other musical performers; to encourage varied musical pursuits throughout the greater Williamsburg community; to establish and maintain a Grants-in-Aid fund providing annual distribution of awards to deserving young musicians in the region; and to make other meaningful contributions to local musical activities.

ARTICLE III - GENERAL MEETINGS

MEETINGS of the Membership shall generally be held on the third Wednesday morning of each month, September through May. The Board may reschedule meetings for other days and times to meet the interests of members, to accommodate performing artists, or to make use of special venues. Members will receive at least one month’s prior notice of a change in meeting time or date.

ARTICLE IV - BOARD

Section 1. The BOARD shall comprise the duly elected officers: President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, and Treasurer; the Parliamentarian and Historian; and the Chairs of the Standing Committees: Hospitality, Communications, Publicity, Grants-in-Aid, and Fund Development. The EXECUTIVE BOARD shall comprise the duly elected officers.

Section 2. BOARD MEETINGS shall be held every month in or before the week preceding the General Meeting, the date and time to be determined by the Board. Officers and Committee Chairs have the responsibility to attend each Board Meeting. If a Committee Chair is unable to attend a meeting, a substitute shall attend and have voting rights for that particular meeting. The Board may waive a monthly Board meeting whenever there is no pertinent business to consider.

Section 3. The BOARD shall have the discretion to disburse funds pertaining to the general operation of the Club as set forth in the annual budget approved by the Membership. Expenditures exceeding $150 and not included in the approved budget, must be passed by the Membership after due notice.

ARTICLE V - OFFICERS

Section 1. The PRESIDENT shall preside at all meetings of the Membership, the Board, and the Executive Board; appoint the Parliamentarian, the Historian, the Chairs of Standing Committees, and Chairs of ad hoc committees as needed; and appoint a Nominating Committee each February and an Auditor each June.

Section 2. The FIRST VICE PRESIDENT shall, in the absence of the President, perform the duties of the President’s office, and shall be responsible for planning and scheduling programs.

Section 3. The SECOND VICE PRESIDENT shall, in the absence of both the President and the First Vice President, perform the duties of the President’s office and shall also serve as Chair of the Membership Committee. As Membership Chair, the Second Vice President shall keep an up-to-date list of members’ names, addresses, email addresses, and telephone numbers, shall notify the Communications Chair of any changes, and announce such changes to the Membership. The Second Vice President shall be responsible for compiling and distributing the Yearbook, which includes members in good standing as of August 15 of each year, a separate list of the charter members, and a list of past presidents.

Section 4. The RECORDING SECRETARY shall keep the minutes of all meetings of the Membership, the Board, and the Executive Board.

Section 5. The CORRESPONDING SECRETARY shall attend to the Club’s correspondence. On notice from the Treasurer, the Corresponding Secretary shall send written acknowledgment, in a form that meets IRS requirements, to all donors of gifts made to the Club. With regard to gifts made to the Williamsburg Music Club Memorial Fund, the Corresponding Secretary shall acknowledge the donor’s gift as above. The family of the person in whose memory the gift is made shall also be notified by a letter, giving the name of the donor, but not mentioning the amount of the gift. The names of donors to the Memorial Fund shall be listed in the special book the Club maintains for this purpose.

Section 6. The TREASURER shall receive and promptly deposit all moneys, pay all bills approved by the Board, and maintain an itemized account of all receipts and disbursements; maintain and promptly submit to the Second Vice President the names, addresses, email addresses, and telephone numbers of all members whose dues have been paid for the current year; and maintain and promptly submit to the Corresponding Secretary a separate record of all gifts, the names and addresses of those in whose name each gift is made, and the names and addresses of the donors. The Treasurer shall submit a budget to the Board for consideration and approval. The Board will present the budget to the Membership for their approval at the September meeting. The Treasurer shall open the Club’s financial records at the end of each fiscal year for audit by the Auditor. The Club’s fiscal year shall be from July 1 to June 30.

Section 7. OFFICERS shall be elected from the Membership for two-year terms. No Officer shall serve more than one term in the same office, but may, immediately following a completed term, serve in another office. A member may be reelected to any office after a lapse of two or more years.

ARTICLE VI - STANDING COMMITTEES

The President, with the approval of the Executive Board, shall appoint from the Membership the Parliamentarian, the Historian, and the Chairs of the STANDING COMMITTEES on HOSPITALITY, COMMUNICATIONS, PUBLICITY, GRANTS-IN-AID, and FUND DEVELOPMENT.

Section 1. The PARLIAMENTARIAN shall act as advisor to the Club on matters of parliamentary procedure based on Robert’s Rules of Order

Section 2. The HISTORIAN shall maintain the Club’s archives, and in years ending with 0 or 5, shall update the history of the Club. An archive of Club history and related documents has been established at the Swem Library at the College of William and Mary. The HISTORIAN shall place Club records, publicity files, scrapbooks, etc., that are more than three years old in the archives.

Section 3. The positions of HISTORIAN and PARLIAMENTARIAN may be combined and held by one person.

Section 4. Each STANDING COMMITTEE CHAIR may select one or more Club members to serve on the Committee and may designate a Cochair if needed.

Section 5. The HOSPITALITY CHAIR shall arrange for hosts/hostesses for each Club function, for simple refreshments, and for decorating when necessary.

Section 6. The COMMUNICATIONS CHAIR shall keep an up-to-date list of members’ names, addresses, telephone numbers and email addresses, and shall inform the Membership of pertinent events and any changes in Club activities.

Section 7. The PUBLICITY CHAIR shall prepare and submit to local print and broadcast media timely notices of Club activities and articles describing Club events of interest to the public, and shall collect and transmit to the Historian copies and clippings of all publicity materials. Should a meeting be canceled or rescheduled, the Chair shall, after consulting the President, promptly notify the Communications Chair and local media.

Section 8. The GRANTS-IN-AID CHAIR shall publicize the annual Music Club student auditions for Grants-in-Aid, reserving suitable space for the auditions, impanel a jury of Club members and other qualified musicians to evaluate audition participants, make awards recommendations to the Club, and notify participants of the results. The Chair shall publicize the ANNE McELHENY MUSIC SCHOLARSHIP annually, and assist interested candidates in obtaining applications and other related information.

Section 10. The FUND DEVELOPMENT CHAIR shall be responsible for preparing and submitting grant proposals. The Chair shall recommend fund-raising events to the Board for consideration and shall be responsible for organizing those events the Club undertakes.

Section 11. The AUDITOR shall review the Club’s financial records at the end of each fiscal year and present a written report to the Board at the September meeting.

ARTICLE VII - NOMINATING COMMITTEE

In February, the President shall appoint a NOMINATING COMMITTEE of three Club members who, at the March General Meeting, shall present a slate of candidates for the following year. Additional nominations may be made from the floor with the nominee’s prior consent. The nominee for President need not have served as Vice President.

ARTICLE VIII - ELECTIONS

Section 1. ELECTIONS shall be held at the April General Meeting.

Section 2. All OFFICERS shall hold office for a term of two years, with three officers taking office one year and three the next. The President, First Vice President, and Corresponding Secretary shall be elected in the even-numbered years, and the Second Vice President, the Recording Secretary, and the Treasurer in the odd-numbered years.

Section 3. Newly elected OFFICERS shall take office on July 1, the beginning of the Club’s fiscal year.

Section 4. For VACANCIES on the Executive Board that occur between elections by virtue of death, resignation, or removal of an Officer, the Board shall nominate a successor to fill the unexpired term. The nominee shall be presented to the membership at the next General Meeting following the occurrence of the vacancy. Additional nominations from the floor may be made at that time with the nominee’s consent. An election to fill the unexpired term will be held at the succeeding General Meeting. An Officer who completes a partial term of office of 12 months or less in duration may, at the next regular election, be elected to serve a full two-year term in that office.

ARTICLE IX - OUTGOING BOARD

Section 1. The OUTGOING BOARD shall schedule a joint meeting with the Incoming Board between the April Meeting and the following June 30 to assure a smooth transfer of duties.

Section 2. The OUTGOING BOARD shall retain in the treasury not less than $500 to cover the initial operating expenses of the Incoming Board.

ARTICLE X - DUES

DUES for the following year shall be set by the Board and announced at the May meeting. Dues for the Club year must be paid by cash, check, or money order no later than the fifteenth day of August if the member wishes to be listed in the yearbook.

ARTICLE XI - AMENDMENTS

Detailed proposed AMENDMENTS to these bylaws must be submitted to the Membership at a regularly scheduled General Meeting and shall be acted upon at the next General Meeting.

ARTICLE XII- ORGANIZATION

Section 1. The Williamsburg Music Club is organized exclusively for charitable and educational purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code (or the corresponding provision of any future United States Internal Revenue Law).

Section 2. No part of the net earnings of the Williamsburg Music Club shall inure to the benefit of, or be distributable to, its members, officers or other private persons, except that the Williamsburg Music Club shall be authorized and empowered to pay reasonable compensation for services rendered and to make distributions in furtherance of its purposes.

Section 3. No substantial part of the activities of the Williamsburg Music Club shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Williamsburg Music Club shall not participate in, or, intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.

Section 4. Notwithstanding any other provision of these articles, the Williamsburg Music Club shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code (or the corresponding provisions of any future United States Internal Revenue Law) or (b) by any organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code (or the corresponding provisions of any future United States Internal Revenue Law).

Section 5. Upon dissolution of the Williamsburg Music Club, the Board shall, after paying, or making provision for the payment of all the liabilities of the Williamsburg Music Club, dispose of all the assets of this organization exclusively for the purposes of Williamsburg Music Club in such manner, or to such organization(s) under Section 501(c)(3) of the Internal Revenue Code (or the corresponding provisions of any future United States Internal Revenue Law), as the Board shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the County in which the principal office of the Williamsburg Music Club is then located, exclusively for such purposes or to such organization(s) as said Court shall determine, which are organized and operated for such purpose.