Constitution and Bylaws
Constitution and Bylaws
ARTICLE I - Name
The name of this organization shall be Southeast Texas Dulcimer Friends.
ARTICLE II - Purposes
The purposes of the club shall be to foster an appreciation of music through playing dulcimers and other acoustic stringed instruments; to provide opportunities for fellowship with others having similar musical interests; and to serve the community.
ARTICLE III - Membership
Section 1. A person shall become a member of the Southeast Texas Dulcimer Friends upon completion of the club's membership application form, together with payment in advance of annual dues.
Section 2. Annual dues per household shall be fifteen dollars (prorated for new members only) payable at, or before, the annual meeting.
Section 3. Member Privileges
a. Members sixteen years of age or older shall be entitled to participate in club functions, to receive club mailings (one copy per household per mailing), to vote, and to hold office.
b. Members younger than sixteen years of age shall be entitled to participate in club functions when accompanied by a responsible adult and to receive club mailings (one copy per household per mailing); however, they shall not be allowed to vote or to hold office.
c. Members delinquent in payment of dues by more than two months shall be placed on an "Inactive Members" list and shall be ineligible to receive club mailings, to vote, or to hold office until dues have been paid in full and active status is restored.
ARTICLE IV - Officers
Section 1. The officers of the club shall be a president, a first vice-president, a second vice-president, a secretary, and a treasurer.
Section 2. The officers shall perform the duties described in the parliamentary authority and these bylaws.
Section 3. The officers shall be elected at the annual meeting to serve a term of one year and until their successors are elected. Their term of office shall begin upon adjournment of the annual meeting.
Section 4. No person shall hold office if he or she is not a member, and no member shall hold more than one office at a time.
ARTICLE V - Duties of Officers
Section 1. The President shall preside at all meetings; see that orders, resolutions and actions of the club are carried out; sign all documents which are necessary to carry out the business of the club; sign checks drawn on the club in the absence of the Treasurer; and shall be the chief executive officer of the club. The President shall appoint all committees except the Nominating Committee.
Section 2. The First Vice-president shall assume the duties of the President in the absence of the President, or if the President is unable or refuses to perform those duties; coordinate leaders for classes, jams, and mini-workshops; coordinate distribution of music, play books, previous handouts; maintain a record of the club's music; and cooperate with the Second Vice-president in connection with outside performances.
Section 3. The Second Vice-president shall coordinate, organize and schedule workshops and outside play performances of the club and maintain a directory of play engagements, performers, and other significant contacts.
Section 4. The Secretary shall record and keep minutes of meetings, record votes, conduct correspondence as directed by the Executive Committee, keep membership records current, be responsible for preparation and distribution of the club newsletter and perform such other duties as may be required by the Executive Committee.
Section 5. The Treasurer shall receive and deposit in a bank account designated by the Executive Committee all monies of the club; disburse such funds as are directed by the Executive Committee to be used in carrying out club business; keep appropiate records of all funds, collections and expenditures; prepare monthly financial reports and any financial disclosure documents necessary to assure that the club is in compliance with all appropriate governmental agencies; sign checks drawn on the club treasury; and maintain an accurate membership list showing dues payment status.
ARTICLE VI - Elections
Section 1. At the September meeting the membership shall elect a Nominating Committee consisting of three members.
Section 2. The Nominating Committee shall prepare a slate of candidates, with the name of at least one person for each elective office. The names of these candidates shall be presented to the membership at the December meeting and shall be published in the following newsletter.
Section 3. Preceding the election of officers at the January meeting, additional nominations may be made from the floor.
Section 4. Election of officers shall be by ballot.
ARTICLE VII - Meetings
Section 1. A regular meeting of the club shall be held on the second Saturday of every month, unless the club orders otherwise in advance.
Section 2. The regular meeting in January shall be known as the annual meeting and shall be for the purpose of electing officers, receiving annual reports, and conducting any other business that may arise.
Section 3. A special meeting may be held upon the call of the President or on the written request of any twenty members of the club. The purpose of the meeting shall be set forth in the notice.
Section 4. No notice shall be required for a regular meeting except the annual meeting, which shall require notice of at least twenty-five days. Notice of a special meeting shall be given at least eight days in advance.
Section 5. A minimum of fifteen voting members who are present at a meeting and voting shall constitute a quorum.
ARTICLE VIII - Committees
Section 1. Ad hoc committees shall be appointed as necessary and dissolved when their assignment is finished and the final report is presented.
Section 2. The following shall be standing committees:
a. The Bylaws Committee, responsible for presenting proposed amendments of the bylaws to the membership for approval; and for making a copy of the bylaws available to each new club member
b. The Hospitality Committee, responsible for making all necessary arrangements for club social activities and for providing hosts to greet and direct newcomers at each meeting
c. The Housekeeping Committee, responsible for setting up and taking down chairs, tables, etc. before and after each meeting and making sure that the meeting place is left in order and as neat as it was on arrival
Section 3. The Executive Committee shall be composed of all elected officers.
ARTICLE IX - Parliamentary Authority
The rules contained in a recent edition of Robert's Rules of Order shall govern the club in all cases where they are not inconsistent with these bylaws and any special rules of order the club may adopt.
ARTICLE X - Procedure for Amendment
These bylaws may be amended at any regular or special meeting of the club by a two-thirds vote of those present and voting, provided that prior notice of the proposed amendment was given to all members at least eight days in advance