AMERICAN CHORAL DIRECTORS ASSOCIATION

Georgia Chapter

BYLAWS AND FINANCIAL PROCEDURES

Adopted June 29, 2013

 

BYLAWS

ARTICLE I - STATEMENT OF PURPOSE

Section 1. The purposes of the Georgia Chapter of the American Choral Directors Association are:

1. to foster and promote choral singing which will provide artistic, cultural, and spiritual experiences for the participants;

2. to foster and promote the finest types of choral music to make these experiences possible;

3. to foster and encourage rehearsal procedures conducive to attaining the highest possible level of musicianship and artistic performance;

4. to foster and promote the organization and development of choral groups of all types in schools and colleges;

5. to foster and promote the development of choral music in the church and synagogue;

6. to foster and promote the organization and development of choral societies in cities and communities;

7. to foster and promote the development of aspiring choral conductors;*

8. to foster and promote cultural, intellectual, and societal interests within the profession;*

9. to foster and encourage choral composition of superior quality;

10. to cooperate with all organizations dedicated to the development of musical culture in the America;

 11. to foster and promote collegiality among the membership;*

12. to disseminate professional news and information about choral music;

 

*specific to chapter

ARTICLE II -  ELECTIONS

Section 1. Nominees for Georgia ACDA President-Elect Designate shall be proposed by a Nomination Committee of three to five members. The Committee shall include no fewer than two Georgia ACDA past presidents.

Section 2. The Nomination Committee shall be convened by the President in August of odd-numbered years. Candidates will be contacted immediately following the meeting of the Nomination Committee by representative Committee members.

Section 3. Two nominees shall be chosen.

Section 4. Election information shall include a professional biography and picture of each nominee and a separate ballot to be returned electronically.

Section 5. Ballots shall be electronically mailed from the ACDA national office to active, life, and retired Georgia ACDA members. A closing date shall be listed.

Section 6. All electronic ballots are tallied by the national ACDA office. The national office will notify the Georgia ACDA President once a President-elect Designate is determined.

ARTICLE III - OFFICERS

Section 1. The Georgia ACDA President Elect Designate is elected by electronic ballot in January of even-numbered years. The President Elect Designate shall automatically succeed to the office of President-Elect in July of even-numbered years.

Section 2. The Georgia ACDA President-Elect shall serve a term of two years beginning on July 1 of the even-numbered year. At the end of his/her term, the President-Elect shall automatically succeed to the office of President.

Section 3. The President shall serve a term of two years beginning on July 1 of even-numbered years. At the end of his/her term, the President shall automatically succeed to the office of Vice-President.

Section 4. The Georgia ACDA President may serve no more than two consecutive terms, but may be re-elected or re-appointed after a lapse of one or more terms. In the case of a President serving two consecutive terms, the Vice-President shall also continue as Vice-President unless the Vice-President resigns.  In the case of such a resignation, the President shall appoint a past president to fill the vacant office of Vice-President.

Section 5. The Secretary and Treasurer of Georgia ACDA shall be appointed by the President and approved by the Board of Directors.

Section 6. The Secretary and Treasurer of Georgia ACDA shall resign at the conclusion of each President's term.

Section 7. The Secretary and Treasurer may serve two consecutive terms and may be reappointed by the incoming President.

ARTICLE IV - DUTIES OF OFFICERS

Section 1. The President

a.)         shall serve as the chief executive officer and shall be responsible for

the implementation of Georgia ACDA activities.

b.)         shall participate in meetings of the Assembly of State Presidents at  the Divisional and National levels.

c.)         shall oversee financial matters. Complete budgets and reports shall be submitted to the Division President in the annual report.

d.)         shall serve as Program Chair for the annual state conference and chair the Conference Planning Committee.

e.)         shall be empowered to appoint any GA ACDA officers other than

President-Elect Designate.

f.)         shall be empowered to appoint Event Chairs to organize GA ACDA

events.

g.)         shall acquaint the President-Elect with the responsibilities of the

office.

Section 2. The President-Elect Designate shall assist the President-Elect.

Section 3. The Vice-President

a.)        shall serve as advisor to other state officers.

b.)        subject to approval by the National President-Elect (as required in

Article XII of the National ACDA Constitution), the Vice-President

shall assume all duties of the President in case of resignation,

disability, or death until the President-Elect assumes the office of

President at the beginning of the next regular biennium.  In the case of such a vacancy, the Vice-President may also choose to provide for the President-Elect to assume the office of President earlier than the next regular biennium.

Section 4. The President-Elect

a.)         shall assist the President in the administration of the state association

b.)         shall serve on the Conference Planning Committee

Section 5. The Secretary

a.)        shall keep the minutes and records of the organization.

b.)        shall distribute minutes to all board members within two weeks

after each meeting of the Board of Directors.

c.)        shall distribute minutes to all board members within two weeks

after each meeting of the Executive Committee.

d.)        shall collaborate with the webmaster in maintaining a digital

archive of files as deemed appropriate.

Section 6. The Treasurer

        a.)        shall be responsible for all financial matters associated with Georgia

ACDA.

b.)        shall complete all financial reports.

c.)        shall complete an annual financial report which shall include a

report of all savings accounts, certificates, CDs, etc. to be submitted

with the President’s annual report.

d.)        shall annually contract for a report to be completed by a Certified

Public Accountant. This report is due to the President, Division

President and/or the Division Treasurer by August 31. The report

should contain a total reconciliation of the bank accounts,

minimum 10% test sample of receipts and disbursements for proper

supporting documentation and classification, and a minimum 10%

test sample of travel reimbursements to see they do not exceed

established guidelines.

e.)        shall, in the case of a returned check to the account of the

organization, notify the writer of the check. A 3-month grace period

from the time of notification shall be allowed for payment. After

that time the treasurer, with the president's permission, shall contact the ACDA national headquarters to suspend the writer's ACDA membership.

        f.)        shall serve on the Conference Planning Committee

Section 7. The Newsletter Editor

        a.)        shall collect, edit and disseminate information regarding the

newsletter, including but not limited to articles and headshots.

b.)        shall work in collaboration with the treasurer to set advertising

rates for the newsletter.

c.)        shall solicit advertising for placement in the newsletter.

d.)        shall collaborate with the webmaster to electronically publish the

newsletter.

Section 8. The Webmaster

        a.)        shall maintain the GA ACDA website.

        b.)        shall collaborate with the Newsletter Editor to electronically publish

the newsletter.

c.)        shall maintain a digital archive of files as deemed appropriate in

collaboration with the secretary.

d.)        shall assist the President and Treasurer in the registration process

for the annual conference.

e.)        shall assist the Treasurer in the case of electronic collection of funds.

f.)        shall serve as a voting member of the Board of Directors so long as

the office is being filled in a volunteer capacity by an organization

member.

g.)        shall serve on the Conference Planning Committee

Section 9. Repertoire and Standards Chairs

        a.)        shall advise the President and Event Chairs regarding the types of

activities and sessions of interest to their respective areas.

b.)        shall encourage and promote membership among directors in their

respective areas.

c.)        shall write at least one article of publication in the Newsletter.

d.)        may be asked by the President or Newsletter Editor to prepare a

Pick Six list of recommended repertoire to be published

electronically.

e.)        may be asked by the President to prepare a list of recommended

repertoire for reading sessions and/or to lead reading sessions at

Georgia ACDA events.

ARTICLE V - BOARD OF DIRECTORS

Section 1. The Board of Directors shall be comprised of the Executive Committee, Repertoire & Standards Chairs, Outreach & Extension Chairs and Webmaster.

Section 2. Chapter members who serve as Division and National officers shall serve on the Georgia ACDA Board as ex officio, non-voting members.

Section 3. The Board of Directors of Georgia ACDA shall resign at the conclusion of each President's term. No letter of resignation is required.

Section 4. Members of the Board of Directors may serve consecutive terms and may be reappointed by the incoming President, with a maximum of two terms.

 

ARTICLE VI - DUTIES OF THE BOARD OF DIRECTORS

Section 1. The Board of Directors shall serve as the legislative and policy-making body of Georgia ACDA and shall serve in the government of the chapter.

 

ARTICLE VII - EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall be comprised of the Georgia ACDA President, Vice-President, President-Elect, President-Elect Designate, At Large Board Member, Secretary, and Treasurer.

ARTICLE VIII - DUTIES OF EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall have the power to transact the general business of the Chapter, shall be responsible for the management and control of its funds, and shall be empowered to appoint assistants to any of the officers of the Association. It shall serve in the government of the Chapter.

Section 2. The Executive Committee shall hire personnel as needed to assist with the running of the chapter. This committee may also terminate employment when warranted.

ARTICLE IX - MEETINGS

Section 1. Business meetings of Georgia ACDA shall be held at least two times a year at a time and place to be determined by the President. One meeting per year will occur directly after the Georgia ACDA state conference.

Section 2. Other meetings of the officers or Board of Directors may be called by the President.

Section 3. The president shall disseminate information electronically to board members during times members cannot meet.

ARTICLE X - QUORUM

Section 1. The quorum of the Executive committee shall be one half of the voting members of that committee.

Section 2. The quorum of the Board of Directors shall be those board members present.

ARTICLE XI - VOTING

Section 1. Motions shall be approved or amended by a vote of a simple majority of board members present.

Section 2. All issues affecting general budget or general policy shall be brought to a vote of the Board of Directors through a motion.

Section 3. The President may request an electronic vote from the board if a time-sensitive item must be passed before the next scheduled meeting.  The President shall set a voting deadline, and a quorum of 50% of board members voting shall be in effect.

Section 4. When the board cannot be summoned for a vote, changes in financial matters or general policy may be decided by the Executive Committee.

ARTICLE XII - SELECTION COMMITTEES

Section 1: The President shall summon a selection committee comprised of at least three board members to evaluate candidates for performance at the annual Georgia ACDA summer conference.

Section 2: The President is responsible for the facilitation of the candidate evaluation.

Section 3: If a candidate receives a majority of committee votes in favor of their performance, that candidate shall be an invitee.

Section 4:  The President shall not have a vote in the selection process unless a candidate receives equal votes for and against their selection.

Section 5: The President may also participate in selection if too many invitees are chosen.

ARTICLE XIII - PAST PRESIDENTS’ ADVISORY COUNCIL

Section 1: The President shall appoint an At Large member of the board. The At Large member must be a Georgia ACDA past president.

Section 2: The At Large member serves as an additional advisor for the Executive committee and the board.

Section 3: The At Large member may serve two consecutive terms and may be reappointed by the incoming President.

Section 4: The At Large member is responsible for facilitating the Past Presidents’ Advisory Council.

Section 5: The Past Presidents’ Advisory Council will meet with the At Large member at least two times a year to offer advice and evaluate current procedures.

Section 6: The At Large member will disseminate feedback from the Past Presidents’ Advisory Council Meetings to the Executive Committee.

Section 7: The Executive Committee may decide whether or not to utilize specific feedback from the Past Presidents’ Advisory Council.

ARTICLE XIV - NEWSLETTER

Section 1: The official publication of Georgia ACDA is Georgia Sings!

Section 2: The newsletter shall be published no less than twice annually in the fall and spring. The president shall be empowered to eliminate publication of an issue or to add an issue.

Section 3: The Newsletter Editor shall be empowered to set news and article deadlines.

ARTICLE XV - ENDORSEMENT POLICY

Section 1. The Georgia Chapter of the American Choral Directors Association is willing to allow its name to be used in the endorsement of events sponsored by other agencies. Conditions for endorsement are: that event organizers and/or presenters must be members of ACDA; the event is designed for a Georgia ACDA region or state audience, or a Southern Division or national audience; the name of Georgia ACDA may be used in promotional and event materials only; endorsement must be approved by a vote of the Georgia ACDA Board of Directors.

Section 2. Each request for endorsement should include a full description and schedule of the event.

Section 3. Each event will be evaluated on its potential contribution to the professional enrichment of the Georgia ACDA membership.

Section 4. Endorsement does not include monetary support or contribution by Georgia ACDA.

Section 5. Requests for official endorsement for for-profit organizations will be considered on an individual basis and reviewed annually. A fee for endorsement may be assessed.

ARTICLE XVI - AMENDMENTS

Section 1. Amendments and/or revisions to this document may be initiated by any person serving on the Board of Directors.

Section 2. This document may be amended or revised by an approving vote of a simple majority of the Board of Directors present.

ARTICLE XVII - CONTRACTS AND AGREEMENTS

Section 1. All Georgia ACDA contracts must be reviewed and approved by the National Executive Director before any state officer can officially sign them and legally bind ACDA financially.

Section 2. All persons receiving honoraria or fees associated with Georgia events shall complete the ACDA contract and a government W-9 form.

Section 3: It is the responsibility of the Event Chair to complete these agreements and contact those persons presenting. Copies of the completed agreement shall be sent to the Treasurer and Secretary for file purposes.

ARTICLE XVIII - BUDGETS

Section 1. All Georgia ACDA event chairs must submit a budget for approval by the Board of Directors.

Section 2. All Georgia ACDA events must be budgeted to break even or show a profit.

Section 3. Georgia ACDA state conference budgets must be reviewed and approved by the Division President before any final commitments are made. Any subsequent adjustments to the budget are to be approved by the Division President.

ARTICLE XIX - HONORARIA AND FEES

Section 1. The President and/or Event Chair is empowered to negotiate reasonable fees for conductors and accompanists appearing on Georgia ACDA events. The fees shall not exceed

a.) $750 per day plus expenses for honor choir conductors and headlining clinicians.

b.) $750 per day (or $375 per half-day) plus expenses for Lifetime Singers, Lifetime Learners conductors.

c.) $300 per day plus expenses for accompanists.

Section 2. Mileage expenses for a clinician or presenter traveling in a personal vehicle will be reimbursed at the current IRS rate.

Section 3. All conductor/clinician airfare and train fare will be reimbursed at economy rate or purchased by the event chair at economy rate.

Section 4. Conductor/clinician reimbursement for expenses of meals will be limited to $40 per day, including tips. Alcoholic beverages will not be reimbursed and must be separated from meal receipts.

Section 5. Conference registration may be waived for performing choir conductors, clinicians, presenters, honor choir organizers. In addition, the Conference Planning Committee, consisting of the President, Treasurer, President-Elect and Webmaster may have their registration waived.  Special guests may have their registration waived at the discretion of the Board of Directors.

Section 6. Conference registration may be reduced for the Georgia ACDA president/conference chair, and treasurer.

Section 7. Fees or honoraria may not be paid to a Georgia ACDA member appearing at a Georgia ACDA event as a clinician or presenter.