By-Laws

Additional changes have been posted above (under click here). These additional changes have been made by the By-Laws Committee to the proposed By-Laws and as are follows: (1) Page 6/Parliamentarian: Deleted "She shall confer with the President prior to, as inconspicuously as possible during the meetings, to anticipate and avoid any problems that may arise." (2) Page 9/Amendments. Added "(by USPS or e-mail)" AFTER ".....until a copy of the change has been sent".

Comments on the changes should go to Janice Lessley by e-mail or telephone, by WEDNESDAY, MAY 7, 2008.

posted May 2, 2008 9:08 am BKW

ARTICLE I. PURPOSE

Section 1. Name

This organization shall be known as the "West Virginia Symphony League of the West Virginia Symphony Orchestra, Inc.," sometimes known hereinafter as the "W V Symphony League."

Section 2. Affiliation

The West Virginia Symphony League shall be affiliated with and serve as an auxiliary of the West Virginia Symphony Orchestra, Inc., sometimes hereinafter referred to as the "WV Symphony Orchestra."

Section 3. Purpose

The West Virginia Symphony League is an organization committed to aid in supporting the West Virginia Symphony Orchestra by assisting in the sale of season tickets, implementing fund-raising projects, stimulating community interest in the WV Symphony Orchestra, promoting friendly relations within the WV Symphony Orchestra family, and, upon approval of the Board of Directors of the WV Symphony League, assist the WV Symphony Orchestra, in its endeavors.

Section 4. Mission Statement of the WV Symphony Orchestra

The mission of the West Virginia Symphony Orchestra is to offer enriching symphonic music experiences demonstrating the highest level of artistic quality to the state and the region.

ARTICLE II. MEMBERSHIP

Section 1. Categories of Membership

All members shall agree to abide by all rules and policies of the West Virginia Symphony League and the West Virginia Symphony Orchestra. The categories of membership shall be as follows:

a. Active Membership

Active Members are those members who meet all requirements as outlined by the Membership Committee Policies. Active Members must be at least 21 years of age.

b. Sustaining Membership

A Sustaining Member is an active member of five years or more who is unable for a valid reason to participate in active work and who wishes to support the activities of the organization financially. A sustaining member must abide by the requirements as outlined by the Membership Committee Policies.

c. Life Membership

A Life Member is an active member who pays a one-time dues assessment. Member must maintain all other requirements of active membership as outlined by the Membership Committee Policies.

d. Junior Membership

A Junior Member is a member who is at least twelve years of age and no older than twenty. Such member must meet the requirements of junior membership as outlined by the Membership Committee Policies.

e. Honorary Membership

Honorary term membership may be awarded at the discretion of the Board of Directors following the guidelines as outlined by the Membership Committee Policies.

Section 2. Dues and Financial Obligations

All categories of membership except Honorary shall pay annual dues, the amount of which will be specified in the Financial Policies. Annual dues for Actives and Sustainers shall be payable in full by June 30 for the next administrative year.

Section 3. Resignations

Any member who has failed to pay dues for the next administrative year by June 30, or who has failed to meet the other requirements of membership as set forth in the Membership Committee Policies, shall be resigned in good standing by the Membership Chairman.

ARTICLE III. BOARD OF DIRECTORS

The Board of Directors shall have general control of the West Virginia Symphony League and transact all interim business. The Executive Committee shall act in lieu of the Board of Directors at the direction of the President.

Section 1. Personnel

The Board of Directors shall include the officers of the W V Symphony League, which make up the Executive Committee: President, President-Elect, Vice President Community Services, Vice President of Fund-raising, Secretary, Treasurer, and Past President, together with the chairmen of standing and special committees.

Section 2. Nomination

The Nominating Committee shall present a slate for the Executive Committee prior to the Annual Meeting.

Section 3. Election

A single slate of candidates, as presented by the Nominating Committee, will be voted upon by the general membership at the Annual Spring Meeting. All Directors shall serve a one-year term, with the exception of Treasurer, who serves a two-year term. At the completion of her term, the President-Elect shall succeed to the office of President. Election to any office or position shall be by a plurality of votes cast.

Section 4. Duties

The Board of Directors shall have general charge and control of the affairs, funds, policies and property of the Symphony League. The Executive Committee of the Board of Directors of the West Virginia Symphony League has final authority over the admissions and reinstatements of candidates for membership. All Board members are expected to attend all Board of Directors and General Membership meetings. Each member of the Board shall have one vote. Their term of office shall be for one year, with the exception of Treasurer who serves for two years, and shall begin on July 1 and end on June 30. The duties of the members of the Executive Committee of the Board of Directors, unless enlarged or modified by the Board of Directors, shall be as follows:

a. President

The President shall be the presiding officer of the West Virginia Symphony League, and shall be an ex-officio member of all Standing and Special Committees, with the exception of the Nominating Committee. She shall preside at all Executive Committee, Board of Directors, and General Membership meetings. It shall be her duty to appoint the chairmen and coordinate the activities of the following committees: Public Relations, By-laws, Networking, and Honorary Membership. In addition she shall appoint a Parliamentarian, Scrapbook-Historian, and Newsletter Editor, and two members to the Nominating Committee, and approve the appointment all other chairmen. She shall attend the meetings of the West Virginia Symphony Orchestra Executive Committee and Board of Directors. She shall assume co-responsibility of the update, printing, and distribution of the League Roster, together with the President-Elect (official chairman of Roster) Secretary, and Treasurer.

b. President-Elect

The President-Elect shall work closely with and assist the President. She shall assume the duties of the President in her absence, as well as such other duties as may from time to time be delegated by the President. She shall serve as Chairman of the Roster Committee and co-chairman of the Membership Committee, as well as an ex-officio member of all standing and special committees, with the exception of the Nominating Committee. She shall attend the West Virginia Symphony Orchestra Board of Directors meetings. In concert with the President, she shall appoint the chairmen and coordinate the activities of the following committees: Membership, Office, Hostess-Hospitality, and any other committee at the discretion-of the President. She shall, in lieu of the committee chairmen, report progress of said committees at Executive Committee and Board of Directors meetings.

c. Vice-President of Community Services

The Vice-President of Community Services shall, in concert with the President, appoint the chairmen and coordinate the activities of the Youth Enrichment Committee, Student Instruments, Scholarship Committee and any other committee at the discretion of the President. She shall serve as an ex-officio member and report progress of said committees at Executive Committee and Board of Directors meetings.

d. Vice-President of Fund-Raising

The Vice-President of Fund-Raising shall, in concert with the President, appoint the chairmen and coordinate the activities of the fund-raising committees (i.e., Fashion Show, Symphony Shop, Symphony Showcase, Symphony Ball and any other fund-raising committee) at the discretion of the President. She shall serve as an ex-officio member and report progress of said committees at Executive Committee and Board of Directors meetings.

e. Secretary

The Secretary shall keep the minutes of the Executive Committee and the Board of Directors meetings, and she shall submit a copy of such minutes to Committee and Board members following each meeting. She shall serve as chairman of notification of meetings at the request of the President, and assist in the update, printing, and distribution of the League Roster. She shall be responsible for all correspondence of the Board of Directors as requested.

f. Treasurer

The Treasurer, elected for a term of two years, chairs the Finance Committee, is the custodian of all funds of the Symphony League; shall maintain banking records in such bank(s) as directed by the Executive Committee; shall collect all dues and assessments; and receives all moneys. She shall make payments in accordance with the budget which has been approved by the membership. Expenses not provided for in the budget shall be incurred and paid only upon order of the Board of Directors or Executive Committee. She shall keep an itemized account of all receipts and disbursements and shall present a statement of accounts at all meetings of the Executive Committee, Board of Directors, and membership. Additionally, she shall maintain a list of all members, to include status of membership and payment of dues. She shall send statements for membership dues by March 30 of each year; assist in the update, printing, and distribution of the League Roster, and upon request, present the accounts to be audited.

g. Past President

The Past President shall serve as Chairman of the Nominating Committee. She shall serve in an advisory capacity to the President, Executive Committee, and Board of Directors. She shall maintain one vote.

Section 5. Vacancies

Vacancies among the Board of Directors shall be filled by the Board of Directors upon recommendation by the Executive Committee.

Section 6. Meetings

The Board of Directors shall hold regular meetings. Special meetings of the Board of Directors may be called by the President, or at the request of three members of the Board.

Section 7. Quorum

A quorum shall be ten (10) members of the Board of Directors.

ARTICLE IV. COMMITTEES

Section 1. Committees

There shall be such standing committees as herein provided and such special committees as may be appointed at the discretion of the Executive Committee. Upon completion of the function, special committees shall be dissolved.

Section 2. Standing Committees

The Standing Committees of the League, their composition and their respective duties, unless enlarged or modified by the Board of Directors, shall be as follows:

a. Membership Committee

The Membership Committee shall be composed of a chairman appointed by the President, the President-Elect serving as co-chairman, and those members of the Symphony League wishing to serve. This committee shall solicit and welcome new members to the Symphony League. It shall, in conjunction with the Treasurer, maintain accurate records of all members, their status and the maintaining of their membership requirements, and shall make such information readily available upon request.

b. Finance Committee

The Finance Committee shall be composed of the Treasurer as chairman, President, and President-Elect; also a Past President and one other member of the Symphony League, both to be appointed by the President. It shall prepare a tentative budget to be presented at the first Executive Committee Meeting of the current fiscal year for approval and subsequently to the Board of Directors Meeting for final approval. This committee shall serve in an advisory capacity to the President throughout the year and shall be responsible for the disbursement of any remaining funds at the end of each fiscal year.

c. Nominating Committee

The Nominating Committee shall be composed of the Past President as chairman and two members of the WV Symphony League as appointed by the President. The function of this committee shall be to prepare a single slate of candidates for election to the offices of Executive Committee. The slate shall be presented to the Executive Committee and Board of Directors prior to the Annual Spring Meeting. All officers shall be elected and installed as officers-elect at the Annual Spring Meeting. The officers term shall be for one year beginning July 1 and ending June 30 of the following year.

d. By-Laws & Policies Committee

The By-Laws & Policies Committee shall be appointed by the President and is responsible for annually reviewing the By-Laws and Policies of the WV Symphony League.

ARTICLE V. MEETINGS

Section 1. Executive Committee & Board of Directors Meetings

Regular meetings of the Executive Committee and the Board of Directors shall be held from September through May. The Executive Committee meetings shall be held prior to each Board of Directors Meeting. Additional board meetings may be held at the discretion of the President.

Section 2. General Membership Meetings

A general meeting shall be held in the fall (September), winter (January), and spring (May). Special meetings may be called at the discretion of the President. The spring meeting shall also be known as the annual meeting.

ARTICLE VI. PARLIAMENTARY AUTHORITY

Roberts Rules of Order (Revised) shall be the authority for the West Virginia Symphony League.

ARTICLE VII. AMENDMENTS

Any proposed alteration, amendments, or additions to these bylaws may be offered at any General Meeting of the West Virginia Symphony League, after review by a By-Laws Committee appointed by the President, but shall not be acted upon until a copy of the change has been sent each member of the League with a notice of the meeting at which the same is to be acted upon. This notice must be sent at least two weeks prior to said meeting. A two-thirds vote of those present shall constitute acceptance of the amendment.

ARTICLE VIII. WV SYMPHONY LEAGUE POLICIES

The Board of Directors shall establish from time-to-time Symphony League Policies and Procedures for the conduct of the W V Symphony League not specifically provided for in the By-Laws, and may prescribe and enforce such measures as may be necessary or advisable for the observance and enforcement of such WV Symphony League Policies and Procedures.

Revised: January 2003