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COMMITTEES
Membership
Committee
All members shall agree to abide by all rules and
policies of the West Virginia Symphony League and the West Virginia
Symphony Orchestra. With the exception of a Junior Member, all
members must be at least twenty-one years of age. All members'
names, addresses, phone numbers and e-mails shall be included in the
Roster unless said members requests otherwise.
Active
Membership Requirements
1. Must serve on
at least one Committee during the membership year;
2. Pay annual dues
(Fiscal year July 1 - June 30) in the amount of $35.00; and
3. Purchase an
adult season ticket to the West Virginia Symphony Orchestra concert
season (either Classical or Pops Concerts). Instead of purchasing
one of the classical or pops series, members could purchase three of
the following four options: Opera ticket, Nutcracker ticket,
Montclaire Series or Family Series.
Sustaining
Membership Requirements
1. Must have
served as a prior active member for five years or more;
2. Must be unable
for a valid reason to participate in active work on a Committee;
3. Must submit
written request to the Membership Chair for Sustaining status and
state reason for such request;
4. Pay annual dues
(fiscal year July 1 - June 30) in the amount of $35.00 (or have paid
lifetime membership fee);
5. Sustaining
members' options on required purchase of tickets are the same as for
active members.
Life Membership
Requirements
1. Pay a one-time
dues assessment of $350.00, and
2. Meet the
remaining requirements of active or sustaining membership.
Junior
Membership Requirements
1. Must be at
least twelve years of age and less than twenty-one years of age;
2. Pay annual dues
(Fiscal year July 1 - June 30) of $15:00; and
3. Purchase a
student season ticket to the West Virginia Symphony Orchestra
concert season (either Classical or Pops concerts). Instead of
purchasing one of the classical or pops series, members could
purchase three of the following four options: Opera ticket,
Nutcracker ticket, Montclaire Series or Family Series.
Honorary Membership Requirements
1. These are
usually bestowed upon dignitaries or the wives of dignitaries and
must be awarded at the discretion of the Board of Directors.
Inactive
Membership
1. Inactive
members are those members who have not met membership requirements
but who have not formally resigned. They may be listed in the
inactive section of the roster at the discretion of the membership
committee. Those who participate in league events or those who
attend concerts are usually listed.
Inactive
Lifetime Membership Requirements
1. Lifetime
Members who do not meet the remaining requirements of membership
(serve on a committee and purchase series tickets) will, at the
discretion of the membership committee, be listed in the Roster as
Inactive Lifetime members.
Waivers
Requirements
1. A Request for
waiver of the purchase of a season ticket shall be considered
individually by the Board of Directors on the recommendation of the
Membership Committee.
2 Requests for
waiver of service on Committees shall be considered individually by
the Board of Directors on the recommendation of the Membership
Committee.
Scholarship Committee
It shall be the duty of the scholarship Committee to
oversee and administer the scholarship fund and to report on the
status and health of this fund to the WVSL Board of Directors
yearly.
Name and
Dedication
1. The name of
this fund shall be the West Virginia Symphony League Scholarship
Fund.
2. The Scholarship
fund is dedicated in memory of Fedora Berry for her faithful service
to the West Virginia Symphony League.
Funding and
Management
1. Over $13,000
was contributed to this fund and it is now considered fully funded.
2. Income from the
scholarship Fund shall be administered by the Director of Financial
Aid,
University
of Charleston, according to the criteria set forth by the West
Virginia Symphony League.
3. The Scholarship
shall be renewable providing all eligibility criteria are met and
the student demonstrates satisfactory progress toward a degree.
Criteria
1. Candidates
shall be in good standing in high school and/or the University of
Charleston.
2. Priority shall
be given to students who are majoring in music.
3. Candidates
shall be residents of the State of West Virginia.
4. Candidates
shall demonstrate moral character, personal integrity, academic
excellence and leadership experience.
5. Candidates
shall demonstrate financial need as defined by the Financial Aid
regulations.
6. Candidates may
be members of any academic class.
Symphony Ball Committee
1. The Symphony
Ball Committee must keep the VP of fundraising informed of all
meetings and decisions.
2. The Chair of
the Symphony Ball Committee shall be appointed by the VP of
fundraising in concert with the President.
3. Funding will be
obtained in conjunction with the Development personnel of the WVSO
and the VP of Fundraising.
4. The Symphony
Ball Committee must secure written contracts with the facility where
the ball will be held, with vendors and with entertainment groups or
individuals.
Nominating Committee
1. The Nominating
Committee shall be composed of the Past President as Chair and two
members of the WVSL as appointed by the President.
2. The Committee
shall prepare a single slate of candidates for election to the
offices of the Executive Committee.
3. The slate shall
be presented to the Executive Committee and Board of Directors prior
to the annual Spring Meeting.
4. Candidates must
be active members in good standing.
Bylaws Committee
1. The bylaws and
Policies Committee shall be appointed by the President and is
responsible for annually reviewing the Bylaws and Policies of the
WVSL. Committee is appointed by the President
Other Committees
1. The Chair and
members of the Distinguished Service Award Committee, appointed by
the President, must be former recipients of the Distinguished
Service Award.
A Distinguished
Service Award may be awarded to a past or present WVSL member who
has shown continuous service for a period of fifteen years or more
with outstanding contributions and with the understanding that the
nominee should have chaired at least one committee. This award is
not intended to be an annual award. Nominees may be submitted to
any DSA Committee member. Members of the DSA Committee shall be
chosen from those who were bestowed Honorary Membership (1978-85)
and those who are now called Distinguished Service Awardees.
Nominees must be approved by the DSA Committee and finally by the
WVSL Executive Committee. A Distinguished Service Award may be
presented at the Fall, Winter, and/or Spring General Meeting(s).
2. Special
Committees and Standing Committees are described in the Bylaws.
FINANCIAL
POLICIES AND PROCEDURES
1. The WVSL fiscal
year shall be July 1 through June 30.
2. The Finance
Committee is comprised of the Treasurer as Chair, the President, the
President-Elect, a Past President and one other member of the WVSL,
both of the latter to be appointed by the President.
3. The Finance
Committee 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 for final
approval.
4. The Finance
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.
5. The Treasurer
and her Committee will plan suitable investment of monies.
6. Budgeted monies
will not be transferred between Committees without approval of the
Board of Directors.
7. A system of
financial accounting will be imposed upon Committee Chairmen. No
indebtedness exceeding $5.00 over the approved budget shall be
incurred by any member without approval of the Treasurer or the
Board of Directors.
8. The WVSL will
budget funds for travel and expenses for no more than two delegates,
those being the incoming President and/or President-Elect, to attend
the ASOL Conference in
June.
Original receipts are required for reimbursement of costs.
Registration for conferences should be made early through the WVSO
office so that a reduced rate can be obtained.
9. All
expenditures for office equipment will be approved by the Board of
Directors after research by the Finance Committee.
10. Annual dues for
Members shall be payable in full by June 30 for the next
administrative year. Active members pay annual dues of $35.00;
Junior members pay $15; Sustainers pay $50.00 and Lifetime
membership is a one time payment of three hundred and fifty dollars
($350).
11. One must get
approval from the executive Committee to spend more than two hundred
dollars ($200) or the WVSL is not required to reimburse the costs.
12. All Committee
Chairmen must coordinate with the WVSO office if they are using the
WVSO to receive credit charges, and obtain reimbursement from the
WVSO in a timely manner.
13. The WVSL
President, Treasurer, Treasurer-Elect are responsible for paying all
bills and preparing and submitting tax documents in a timely manner
so no late charges are incurred.
14. Upon the death
of a member, the Board will donate twenty-five dollars ($25) in her
memory to an appropriate endowment fund.
15. Upon the death
of a lifetime member, two hundred and twenty-five dollars ($225) in
her memory will be transferred from the investment account to the
endowment fund.
16. The WVSL Board
of Directors may choose to audit themselves if they deem it
necessary.
17. The Committee
must have written contracts with the facility, vendors and
entertainment groups or individuals.
18. Payment for
credit card charges for West Virginia Symphony League events
processed by the WVSO office shall be paid within ten (10) business
days following the event. In addition, a written record of the
names associated with those charges shall be provided.
ENDOWMENT FUND
1. The name of
this fund shall be the West Virginia Symphony League Assistant
Principal Cello Endowment Fund.
2. This fund is
created for the purpose of endowing a Chair in the West Virginia
Symphony Orchestra. A long term commitment of one hundred thousand
dollars ($100,000) is pledged.
3. The funds shall
be administered by the West Virginia Symphony League Executive Board
and maintained by the West Virginia Symphony League Treasurer in a
separate bank account designated as such. It shall be reviewed
monthly.
4. Upon the death
of a WVSL member, a twenty-five dollar ($25) contribution will be
made by the WVSL to this endowment fund in lieu of flowers. When a
Lifetime member dies, the remaining two hundred and thirty dollars
($225) from their lifetime membership fee will be transferred to the
endowment fund. No other direct contributions from WVSL may be
accepted by terms of agreement between the WVSL and the WVSO when
this fund was created. Personal contributions directly to the
endowment fund are welcomed.
5. Any personal
contributions to the endowment fund in someone's memory will be
recognized by a note to the person contributing and will be
published in the Score.
OTHER POLICIES
1. All Board
members and Committee Chairs shall submit written annual reports to
the President by June 10.
2. Minutes of
Committee meetings should be recorded and turned in by June 10 along
with the annual Report.
3. All Committee
Chairs shall keep the President and President-Elect aware of
Committee meetings and activities.
4. All
publications such as the Roster, the Score, information or articles
to the media, etc. must be first presented in final form to and
approved by the WVSL president prior to publication.
5. Minutes of each
board meeting as well as agendas for upcoming meetings will be
posted on the website in order to allow members to review and submit
changes if deemed necessary.
6. Updates of
membership and committee lists, planned events, events calendars
committee chairs, and League board members will be posted on the
website. These postings will be considered the official current and
correct version.
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