AFMC Bylaws
Articles of Incorporation
Certificate of Incorporation of Domestic Non-Profit Corporation
State of Arkansas
Department of State
Kelly Bryant, Secretary of State
I, Kelly Bryant, Secretary of State of the State of Arkansas,
Do hereby certify, that Arkansas Federation of Music Clubs, Incorporated has filed in the office of the Secretary of State, a duly certified copy of its Articles of Association in compliance with the provisions of the law, with their petition for incorporation under the name of style of Arkansas Federation of Music Clubs, Inc.,
They are therefore hereby declared a body politic and corporate, by the name and style aforesaid, with all the powers, privileges and immunities granted in the law thereunto appertaining.
In testimony whereof, I have hereunto set my hand and affixed by official Seal.
This 17th day of May 1979. Kelly Bryant, Secretary of State
ARTICLES OF INCORPORATION OF
ARKANSAS FEDERATION OF MUSIC CLUBS
The undersigned, natural persons of the age of twenty-one years or more, acting as incorporators of a corporation under the Arkansas Nonprofit Corporation Act (Act 176 of 1963), adopt the following Articles of Incorporation of such Corporation:
FIRST: The name of the Corporation is: Arkansas Federation of Music Clubs, Inc.
SECOND: The period of duration is perpetual.
THIRD: The purpose or purposes for which the Corporation is organized are:
- To bring into working relations with one another music clubs and other musical organizations and individuals in the State of Arkansas directly and indirectly associated with musical activity for the purpose of developing and maintaining high musical standards; aiding and encouraging musical education; the promotion of American music and American artists; and, to cooperate with the National Federation of Music Clubs in its specific plans for the advancement of music.
- To operate exclusively for charitable, religious, educational, and scientific purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code of 1954.
- No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in these articles.
- Upon the dissolution of the corporation, the Board of Directors shall, after paying or making provision for the payment of all of the liabilities of the corporation, dispose of all of the assets of the corporation exclusively for the purposes of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1954.
- To do all such things as are incidental or conducive to the attainment of the above objects.
FOURTH: The Board of Directors shall control all the matters relating to the general policy of the organization, the management and the carrying out of the purposes and objects of the corporation; they shall have the power to fill all vacancies of the officers or of the Board of Directors for the unexpired term thereof.
FIFTH: Members of the corporation shall be made up of:
- Music Clubs and kindred organizations whose purposes are to encourage, develop and maintain high musical standards, and
- Individuals directly or indirectly interested in the promotion of musical activity, as defined in the by-laws.
SIXTH: The address of the initial registered office of this corporation is 1001 Elgin Street, Danville, Arkansas, and the name of its initial registered agent at such address is Mrs. J. F. Stewart.
SEVENTH: The address of the principal place of business is 1001 Elgin Street, Danville, Arkansas.
EIGHTH: The number of Directors constituting the initial Board of Directors is sixteen (16), constituting the Executive Committee, and they will serve as Directors until the first annual meeting of the full membership or until their successors are elected and qualified. At the first annual meeting of the full membership, the composition of the Board shall constitute members of the Executive Committee, Department Chairs, Standing Committee Chairs, District Presidents, Immediate Past President of the State Federation, State Junior Counselor, State Student Adviser, and National Board Member or Members.
NINTH: The names of the persons who are to serve as the initial Directors are as follows: Mrs. J. F. Stewart, Mrs. Major Griffin, Mr. Herman Hess, Mrs. Harry King, Mrs. Lilburn Arnold, Mrs. George Jordan, Mrs. Morris Jessup, Mrs. O. L. Smirl, Mrs. Paul McGaughey, Mrs. W. A. Harris, Miss Virginia Queen, Mrs. Sol Nathan, Mrs. George Mulacek, Mrs. George Alcott, Mrs. Eric Caviness and Mrs. John Fortenberry.
TENTH: The name and address of each incorporator is: Mrs. J. F. Stewart, P. O. Box 398, Danville, Arkansas 72833.
Dated: May 3, 1971 Signed: Mrs. J. F. Stewart
State of Arkansas
County of Yell
Be it remembered that on this 3rd day of May, 1971, personally came before me, the undersigned, a Notary Public within and for the State and County aforesaid, Mrs. J. F. Stewart (Virginia E. Stewart), party to the foregoing Articles of Incorporation, known to me personally to be such, and acknowledged the same to be the act and deed of the signer, and that the facts therein stated are truly set forth.
Given under my hand and seal of office the day and year aforesaid.
Joan W. Sides, Notary Public
BYLAWS OF THE ARKANSAS FEDERATION OF MUSIC CLUBS
ARTICLE I. NAME
This organization will be known as the Arkansas Federation of Music Clubs and will be affiliated as a component part of the National Federation of Music Clubs.
ARTICLE II. OBJECT
The object of this organization is to bring into working relations with one another, music clubs and other musical organizations and individuals in the State of Arkansas directly and indirectly associated with musical activity for the purpose of developing and maintaining high musical standards, aiding and encouraging musical education, the promotion of American music and American artists, and to cooperate with the National Federation of Music Clubs in its specific plans for the advancement of music.
ARTICLE III. MEMBERSHIP
SECTION 1. COMPOSITION. Membership in the Arkansas Federation of Music Clubs will be composed of:
A. Music Clubs and Kindred Organizations whose purpose is to encourage, develop and maintain high musical standards, and,
B. Individuals directly or indirectly interested in the promotion of musical activity.
SECTION 2. DIVISIONS. The membership will be in three Divisions: Senior, Student/Collegiate and Junior.
SENIOR DIVISION
SECTION 3. SENIOR DIVISION MEMBERSHIP will be classified as Organizational, Individual, Associate or Honorary.
A. Senior Organizations formed to promote the study of performance of music, such as adult music clubs, choral societies, choirs, festivals and orchestral organizations, music teachers’ associations, family and other music groups will be eligible for organizational membership.
B. Individual Memberships will be classed as Senior Individual, Life, Subscriber, Donor, or Patron
1. Senior Individual Member. Any individual interested in the advancement of music may become a Senior Individual Member upon payment of annual dues.
2. Life, Subscriber, Donor or Patron Membership will be conferred upon an individual on the payment of specific fees, and will have all the privileges of active membership and be exempt from the payment of state and national dues. This membership is not transferable to another state.
3. Change in Class of Membership. A Life Member, a Subscriber or a Donor may change to a higher membership status by paying the difference in fees.
C. Associate Membership. Organizations directly or indirectly interested in promoting musical activities who do not wish the responsibilities and privileges of active membership may become Associate members of the Federation. Such Associate Organizations may send representatives to the meetings of the National Federation, but they will not be entitled to make motions nor to vote and cannot participate in NFMC Festivals. Local music organizations holding regular meetings for the transaction of business and the presentation of a program will not be eligible for associate membership, except those groups organized specifically to promote a musical project. Senior members in an Associate organization will be eligible to apply for awards offered in the Senior Division only.
D. Honorary Membership may be conferred upon an individual who has achieved distinction in music or has rendered signal service to this Federation by a unanimous vote of the eligible voters present and voting at any annual meeting, upon the recommendation of the Board of Directors. An Honorary Membership may be revoked in the same manner.
1. Honorary Members will not be entitled to make motions, to vote or to hold office. They will be exempt from the payment of dues.
2. The title of Honorary Membership will not preclude active membership for those who want active membership with its accompanying obligations of dues and service.
STUDENT/COLLEGIATE DIVISION
SECTION 4. STUDENT/COLLEGIATE DIVISION MEMBERSHIP will be limited to young people between the ages of 19 and 25.
A. Membership in the Student/Collegiate Division may be either
B.
1. Organizational: Student/Collegiate Mass Enrollment Membership
College and/or university music schools, music departments, bands, orchestras, and similar music group whose members have reached the 19th but not the 26th birthday shall be eligible for membership as Organizational Members through S/C Mass Enrollment upon payment of dues.
2. An Individual student may become a Student/Collegiate Individual Member upon the payment of dues.
JUNIOR DIVISION
SECTION 5. JUNIOR DIVISION MEMBERSHIP will be limited to individuals and organizations whose members are not more than 18 years of age, and will be classified as Organizational, Individual, Associate, or Cradle Roll.
A. Membership in the Junior Division may be either organizational or individual.
1. Organizations. All Junior music clubs, bands, orchestras, choirs, choruses and similar organizations whose members are not more than 18 years of age may become organizational members of the Junior Division
2. An Individual in the Junior Division may become a Junior Individual Member upon the payment of dues.
B. Cradle Roll Membership. Children from birth to five years of age will be eligible for membership in the Cradle Roll, upon payment of the Cradle Roll Fee.
APPLICATION AND TERMINATION.
SECTION 6. APPLICATIONS.
A. All applications will be sent to the Treasurer of the Arkansas Federation of Music Clubs and will be accompanied by the current year’s dues for the class of membership for which application is being made.
B. Any questions concerning membership applications that cannot be resolved will be referred to the Board of Directors of the National Federation of Music Clubs for decision.
SECTION 7. TERMINATION OF MEMBERSHIP.
A. Resignation. Any organization in good standing may resign by sending written resignation to the Treasurer of the State Federation, who will in turn notify the National Treasurer. No registration will be accepted from a group whose current dues have not been paid.
B. Forfeiture. If dues are not received by December 1, a member will be considered delinquent and will be so notified. Any member whose dues are in arrears for more than one year will be considered to have forfeited membership and will be dropped from the rolls.
C. Reinstatement. Any organization that resigns in good standing may be reinstated on application.
ARTICLE IV. DISTRICTS
SECTION 1. GEOGRAPHICAL DIVISIONS. To coordinate the work of the State Federation, the clubs will be grouped into geographical divisions know as Districts: There will be two Districts designated as North District and South District. The boundaries of each District will be determined by the Board of Directors.
SECTION 2. DISTRICT PRESIDENTS. Each District will be presided over by a District President, as provided in Article VI, Sections 11 and 12, and Article VII, whose duty it will be to promote in the respective Districts the interests of the State and National Federations of Music Clubs.
SECTION 3. ELECTIONS. The district presidents and treasurers will be nominated and elected as provided in Article VII of these Bylaws.
SECTION 4. ANNUAL DISTRICT MEETINGS will be held in conjunction with the AFMC Convention or at a date approved by the Board of Directors.
ARTICLE V. MEETINGS
SECTION 1. AFMC CONVENTION. The biennial state convention of the Arkansas Federation of Music Clubs will be held in the spring in odd-numbered years.
A. Hosts for the convention will rotate between the two Districts.
B. Thirty Days Notice will be given all Organizations and Individual Members.
C. A Convention Committee will consist of the Host District President, the club presidents in that district and a Program Chair appointed by the State President. The Host will be in charge of the physical arrangements (instruments, menus, registration, facilities and supplies, public address systems, floral arrangements, place cards, etc.). The Program Chair will assist the State President in procuring and coordinating convention performers and speakers.
SECTION 2. AFMC CONFERENCE. The Executive Committee and the Board of Directors will meet the second Saturday of September in Little Rock from 10:00 AM to 2:30 PM with an hour lunch break at the location. Authority granted to the president to change the date of the meeting if necessary.
A. PURPOSE OF MEETING is to receive information from the National Federation of Music Clubs and to conduct state business. Workshops will be conducted for club presidents, club treasurers, committee chairs and Festival Chairs.
SECTION 3. SPECIAL SESSIONS of the Arkansas Federation of Music Clubs may be called by the President upon a majority vote of the Board of Directors. Two weeks’ notice of a Special Session will be given. The purpose of the Session will be stated in the call and no other business will be transacted.
SECTION 4. JUNIOR CLUBS may hold an annual meeting—time and place to be determined by the Junior Counselor and the President of the State Federation.
SECTION 5. FESTIVALS may be held annually in each District and arrangements will be under the jurisdiction of State and District Festival Chairs with the consultation and cooperation of the Junior Counselor. (Regulations in Standing Rules.)
SECTION 6. THE VOTING BODY of the Arkansas Federation of Music Clubs will be limited to the membership and will be composed of members of the Board of Directors; all Individual members (Life, Subscriber, Donor, Patron, etc.); the presidents or their alternates and one delegate or alternate from each Senior and Student/Collegiate organization; and one counselor (adult) from each active organization in the Junior Division who will be a member of a Senior Club or an Individual Member.
SECTION 7. QUORUM. Fifteen (15) qualified voters are a quorum for the transaction of business at all membership meetings of the Arkansas Federation of Music Clubs.
ARTICLE VI. OFFICERS AND THEIR DUTIES
SECTION 1. OFFICERS of the Arkansas Federation of Music Clubs will be a President, Vice President, Recording Secretary, Treasurer, Parliamentarian, Historian and Chaplain. All officers will be elected as provided in Article VII, except the Parliamentarian, Auditor, Historian and Chaplain whom the President will appoint.
ELECTIVE
SECTION 2. THE PRESIDENT will:
A. Preside at all meetings of the Arkansas Federation of Music Clubs, the Board of Directors, and the Executive Committee.
B. Approve non-budgeted bills in consultation with the Treasurer and Finance Committee Chair before payment is made.
C. Sign with the Recording Secretary leases and contracts approved by the Board of Directors or the Executive Committee.
D. Appoint the Parliamentarian, Auditor, Historian and Chaplain.
E. Be an ex officio member of all committees except the Nominating Committee.
F. Report at each session of the Board of Directors and make a full report at the AFMC Convention. Copies of the annual report should be sent to the Recording Secretary, the State Historian, and one copy for the President’s files.
G. Appoint a Reviewing Committee for AFMC representation to the National Federation Board of Directors. (Article XV, Section 2A)
H. Be responsible for the publication of a newsletter at least three times a year.
I. Appoint a Chair of the Presidents Council at the beginning of his/her term. This person will be the Immediate Past President or will have served as a State president.
J. Will promote Opera in the Ozarks to state clubs and coordinate state fund-raising projects for OIO.
K. Serve as a member of the Governing Board of Opera in the Ozarks and appoint
an Opera Chair who will also be a member of the OIO Governing Board.
L. Attend the South Central Federation Days meeting in July where he/she will present an annual report on the state’s involvement with OIO, provide table decorations and preside at one of the meal functions and coordinate registration responsibilities of the state every fifth year.
M. SECTION 3. THE VICE PRESIDENT will:
A. Serve as an aide to the president.
B. Perform the duties of the President in his or her absence.
C. Serve as the coordinator for State Chairs to advise them of reporting procedures to State and to the National Chairs.
D. Facilitate the Yick College Award
1. Contact all Federated schools in Arkansas to remind them of the annual dues.
2. Contact two schools in rotation, according to dates joined, to choose one Yick winner from each school.
3. Contact non-Federated colleges/universities in Arkansas to inform them of the opportunities available to their students upon becoming a member of AFMC.
4. Arrange for the two winners to perform at the AFMC Convention.
a. contact winner for bio and picture for the Official Call
b. send all student information to AFMC Publications Chair and to the convention hosts.
c. create a frameable certificate, get it signed by the president.
d. request a check for each student from the treasurer.
e. officiate at the performance, award the certificates and checks (in an envelope).
SECTION 4. THE RECORDING SECRETARY will:
A. Keep full minutes of business sessions of the State Federation, the Board of Directors and the Executive Committee and submit them for approval as set forth in Standing Rule 1.
B. Notify all elective and appointive officers of their election or appointment.
C. Promptly notify officers and chairs of any actions and proceedings concerning their particular work.
D. Present at each Board meeting the names of all absentees. (Article VIII, Section 4C.)
E. Report results of mail ballots of Board and Executive Committee. (Article VIII, Section 3 and Article IX, Section 4.)
F. File any amendment voted to the Articles of Incorporation with the Secretary of State of Arkansas and the Internal Revenue Service.
G. Be the custodian of all official papers and documents not properly in the custody of any other officer and perform other duties as usually pertain to this office.
H. Send all property of the State Federation in his or her possession to the successor in office within thirty (30) days after the election convention.
SECTION 5. THE TREASURER will:
A. Collect all dues, keep an accurate account of all receipts and disbursements and pay out funds only by order of the President. The sources of all designated funds will be recorded in the Treasurer’s permanent record, and should the need for such funds cease to exist, the donor or donors will be asked to reconsider the designation.
B. Give an itemized report at the AFMC Convention and AFMC Conference, and will furnish the President and Auditor with monthly reports October through June.
C. Send copies of all reports sent to the National Treasurer to the State President except Past Presidents reports that will be sent to the Chair of Past Presidents.
D. Submit to each Club Treasurer a form for reporting monies submitted to the State Treasurer.
E. Be responsible for ordering the diamond President pin for the incoming President of AFMC before the installation of officers, when the pin will be presented to the incoming President to wear during his or her term of office. The pin will become the property of the President upon the completion of his or her term of office.
F. Assume office at the close of the fiscal year which is June 30.
F. The outgoing Treasurer will deliver to the successor within sixty (60) days after the close of the fiscal year, all money, securities, vouchers, books and papers belonging to the Arkansas Federation of Music Clubs, with a complete financial report.
G. The Treasurer will file annual tax returns with the Internal Revenue Service and fill out the online report for the Arkansas Secretary of State for Non-profits.
APPOINTIVE
SECTION 6. THE PARLIAMENTARIAN will:
A. Advise officers and members of parliamentary procedure upon request, using
Robert’s Rules of Order, Revised, as authority.
B. Be prepared to inform clubs upon all points concerning the interrelationships of the District, State, and National Federations.
SECTION 7. THE FINANCIAL REVIEWER will:
A. Examine annually the Treasurer’s books by the time of the AFMC Convention.
B. Present a complete statement of the review at the AFMC Convention.
SECTION 8. THE HISTORIAN will:
A. Keep a record of all important activities of the Federation and a file containing yearbooks, programs, newspaper clippings, photographs and other literature.
B. Collect and preserve all printed matter concerning the history of the Arkansas Federation and from year to year bring the brochure of history of the State Federation up-to-date.
SECTION 9. THE CHAPLAIN will:
A. Be responsible for program invocations, prayers and benedictions as needed by the President or Program Chair.
B. Be responsible for Arkansas Federation of Music Clubs memorial services.
SECTION 10. A DISTRICT PRESIDENT will:
- District Presidents will prepare an electronic report to be submitted to the State President three weeks before the AFMC Biennial Convention.
SECTION 11. Individual club reports for the AFMC Convention should be requested by the District Presidents five weeks before the AFMC Convention.
ARTICLE VII. ELECTIONS
SECTION 1. OFFICERS of the Arkansas Federation of Music Clubs will be elected for a two-year term at the AFMC Convention in the odd calendar year and will assume office after installation. All officers will be active members and will have shown their interest by their participation in the affairs of the Federation.
SECTION 2. DISTRICT PRESIDENTS will be elected at the District meetings preceding the election of state officers and will assume office the same time as the state officers. District breakfast meetings may be scheduled during AFMC Conventions.
SECTION 3. NOMINATIONS.
A. The State President will submit the name of a nominating committee chair and two committee members, one from each of the Districts, to the Executive Committee for approval at the AFMC Conference in the even numbered years.
B. The Nominating Committee Chair will submit the slate of officers for approval to the membership thirty days prior to the Biennial Convention.
C. The report of the Nominating Committee will be read and elections held at the first General Session of the AFMC Convention in the odd years, and the installation of officers conducted before the adjournment of the AFMC Convention.
D. Nominations from the floor are in order after the Nominating Committee’s report is read.
SECTION 4. ELECTION will be by ballot with the majority vote of all qualified voters who are registered and in attendance required for election.
A. The ballot may be dispensed with by a unanimous vote when there is but one candidate for office.
B. The Elections Committee appointed by the President will tabulate the votes and report the results at the time scheduled for such report.
ARTICLE VIII. BOARD OF DIRECTORS
SECTION 1. COMPOSITION. The Board of Directors of the Arkansas Federation of Music Clubs will be composed of members of the Executive Committee, Committee Chairs, and Club Presidents.
SECTION 2. MEETINGS. The Board of Directors will meet in a regular session at the AFMC Convention and AFMC Conference, and at such times as may be determined by the Executive Committee.
A. Regular Sessions. Thirty days notice will be given of regular sessions.
B. Special Sessions of the Board of Directors may be called by the President or upon the request of five members to the President. Two weeks’ notice will be given of a Special Session. The purpose of the Special Session will be stated in the call.
C. Quorum. Ten members are a quorum for the transaction of business at any meeting of the Board of Directors.
SECTION 3. BUSINESS BY MAIL.
A. Business needing immediate attention which in the opinion of the President does
not warrant calling a Special Session of the Board of Directors may be transacted by mail. Identical ballots carrying the information needed to make an intelligent decision will be sent to each member of the Board.
B. A Vote of at least a majority of the entire Board will be necessary to consider the result as the opinion of the Board, and each member of the Board will be notified immediately of the results of the ballot by the Recording Secretary, who will give a complete report of the ballots at the next session of the Board.
SECTION 4. DUTIES OF THE BOARD.
A. The Board of Directors will manage the affairs and funds of the Federation subject to the terms of the Corporation Charter, these Bylaws and any directives of the voting body of Arkansas Federation of Music Clubs.
B. All Business, other than routine matters, will be reported to the general membership at the following General Session.
C. The Recording Secretary at each Board meeting will present the names of all absentees with causes of absence. Absence by any member of the Board from two consecutive meetings without adequate excuse will be considered as a resignation, and the Board will declare a vacancy. These Board members will be notified at once of the action taken.
D. The Board at its discretion may create new committees.
E. Persons will be elected by the Board of Directors to fill any vacancies occurring in office. The President shall be allowed to fill a vacancy and such appointment will be ratified at the next regular board meeting.
F. The Board of Directors will designate a District President to carry on the duties of State President in the absence of the President and Vice President.
G. The Board of Directors will elect two members from the Board at the AFMC Convention in the odd calendar year to serve as members-at-large on the Executive Committee. The members-at-large will assume office at the close of the AFMC Convention at which they were elected.
H. The Board of Directors will designate a member to serve as the Official Registered Agent of the Arkansas Federation of Music Clubs for filing the proper certification with the Secretary of State of Arkansas.
ARTICLE IX. EXECUTIVE COMMITTEE
SECTION 1. COMPOSITION. The elective and appointive officers, Student/Collegiate Adviser, Junior Counselor, Festival Chair, Chair of the Presidents Council, the National Board Member or Members, two members-at-large elected from the Board of Directors, the District Presidents and the Past State Presidents will constitute the Executive Committee.
SECTION 2. DUTIES OF THE EXECUTIVE COMMITTEE.
A. The Executive Committee will act for the Board of Directors in case of an emergency and during intervals between meetings of the Board.
B. All actions of this committee will be reported to the Board of Directors for approval.
C. The Executive Committee will appoint all special committees.
D. Workshops for Club personnel will be conducted at the AFMC Conference under the direction of the Executive Committee. (ARTICLE V. Section 2A)
SECTION 3. QUORUM. Five members of the Executive Committee will constitute a quorum for the transaction of business.
SECTION 4. BUSINESS BY MAIL. The Executive Committee may use mail ballots between meetings provided the mail ballot information will be precisely the same to each member.
A majority vote of the Executive Committee will be necessary to consider the result as the opinion of the Committee. The Recording Secretary will report to each member of the Executive Committee the results of said mail ballots and will render to the Board of Directors at each session thereof a complete written report of such ballots.
ARTICLE X. COMMITTEES
SECTION 1. The Board of Directors will designate areas of work for the Arkansas Federation of Music Clubs to conform as closely as possible to those of the National Federation of Music Clubs. Subdivisions will be set up as the Executive Committee, with the approval of the Board of Directors, may direct. The same setup may pertain to the Districts.
SECTION 2. REPORTS.
A. State Reports. All State Chairs, Officers and Committee Chairs will prepare annual typewritten reports in duplicate; one copy for the State President, and one for the successor in the position.
B. These reports will be submitted to the Vice President three weeks before the AFMC Convention.
C. Reports will not be presented orally at the AFMC Convention unless requested by the State President.
D. National Reports. All State Chairs will make annual reports before the announced deadlines to the corresponding National Chair.
SECTION 3. TERMS OF OFFICE. No Chair will serve in the same capacity for more than two consecutive terms except in some specialized fields as determined by the Executive Committee. These specialized fields will be listed in the official Minutes.
ARTICLE XI. DUES AND FINANCES
SECTION 1. SOURCES OF INCOME. The finances of the Arkansas Federation of Music Clubs will be derived from the payment of dues and from such other sources as will be approved by the Board of Directors, subject to the rules of the Charter granted to this Federation by the State of Arkansas and the Arkansas State Laws Governing Domestic Nonprofit Corporations.
A. Payment of Dues and Monies. All dues and monies are payable to the State Treasurer.
B. Due Date. All dues are payable by November 1 to the state and by December 1 to NFMC.
ARTICLE XII. ENDOWMENT FUND
SECTION 1. AN ENDOWMENT FUND originally created by vote of the General Session of the Arkansas Federation of Music Clubs, April 30, 1946, will be retained for the benefit of state scholarships and projects. The Endowment Fund will consist of the Dr. Hattie Mae Butterfield Endowment Fund, (honoring Dr. Butterfield as voted by the General Session of Arkansas Federation of Music Clubs, September 27, 1969 used to help fund the IPFAC scholarship), the Marie Smallwood Thomas Fund (used to fund an award for graduate studies in music), the Conventions Fund (comprised of fundraiser earnings during the Fantz and Keck presidencies to help fund state president and board representative’s expenses to national meetings), the Festival Cup Fund (established from excess Gold Cup fees and used to fund cup orders, the Elms Fund (previously used to fund the Irish and Kelly state awards, now to fund national convention expenses for state president and board representative), the Hildegard Smith Fund (previous used to fund state awards for Student/Collegiate Biennial winners, now to fund national convention expenses for state president and board representative), the Yick Young Artist Fund (used to help fund state Young Artist Tour expenses), the Yick College Scholarship Fund (used to fund 2 college student awards annually) and the Yick Presidential Expenses Fund (used to help fund state president’s expenses) . The sources of revenues for the Endowment Fund are defined in the Standing Rules. All endowed funds are managed by Vanguard funds.
ARTICLE XIII.
ARTICLE XIV. PAST PRESIDENTS ASSEMBLY
SECTION 1. A PAST PRESIDENTS ASSEMBLY will be maintained which will be under the control of the Arkansas Federation of Music Clubs. The main objective of the Past Presidents Assembly will be to provide funds for Young Artist expenses.
SECTION 2. MEMBERSHIP AND DUES.
A. Eligibility. To be eligible for membership in the Past Presidents Assembly a person must be a past president of an organization federated with the National Federation of Music Clubs.
B. Dues for membership in the Past Presidents Assembly will be paid to the State Treasurer who will forward one-half of the amounts to the National Treasurer and will keep one-half in the State Treasury. Past Presidents Assembly dues will be credited to the Young Artist Awards Fund in both State and National Federations. Contributions received will be divided between the National Treasurer and the Arkansas Federation of Music Clubs. The AFMC portion will be used to defray expenses of the Young Artists tour in the state.
SECTION 3. THE CHAIRMAN will be appointed by the President from the Past Presidents Assembly.
SECTION 4. THE IMMEDIATE PAST PRESIDENT will become the Counselor to the incumbent President.
SECTION 5. CHAPTERS of the Past Presidents Assembly may be organized in districts or local clubs.
A. District Chapter will require five or more members in good standing.
B. A Local Chapter will require three or more members in good standing.
C. Charter. Chapters will receive a charter from the National Federation of Music Clubs if they agree to make an annual contribution to the National Young Artist Awards Fund beyond dues and upon payment of the charter fee.
ARTICLE XV. REPRESENTATION IN THE
NATIONAL FEDERATION OF MUSIC CLUBS
SECTION 1. REPRESENTATION. The Arkansas Federation of Music Clubs will be represented at meetings of the National Federation of Music Clubs by the President or Vice President elect in the absence of the President; and by the person elected to be the State Representative on the National Board of Directors.
SECTION 2. NOMINEES. A nominee for a Director on the National Board to represent the Arkansas Federation of Music Clubs will be elected at the AFMC Conference in the even calendar years.
A. REVIEWING COMMITTEE. The President will appoint a committee composed of three six members of the Board of Directors thirty days before the AFMC Conference meeting of the Board for the purpose of receiving and reviewing names and qualifications for prospective nominees for Arkansas Federation representative to the National Board, to review potential nominees for NFMC Board Members-at-Large, and to present a full report at the AFMC Conference meeting of the Board of Directors in even years.
B. ELIGIBILITY. A person is not eligible to serve as state president and state representative on the National Board of Directors at the same time.
C. NATIONAL DEADLINE. The Arkansas Federation of Music Clubs will send the name of its nominee or nominees with the qualifications and assurance of willingness to serve to the Chair of the Nominating Committee of the National Federation of Music Clubs by the date specified by NFMC in the even numbered years.
SECTION 3. NATIONAL DELEGATE APPOINTMENT. Member organizations (excluding Associate Organizations) of the State Federation will be entitled to delegate representation at National meetings.
A. Each Senior Club Organization will be entitled to delegate representation based on its paid membership on record in the office of the National Treasurer twenty days before the opening of the NFMC Convention, figured as follows: organizations of 25 members or less—one delegate; organizations of 26-50 members—two delegates; and one additional delegate for each additional one hundred (100) members above the first 50, except that no organization will have more than seven delegates.
B. Each Junior Club Organization will be entitled to representation by one adult Counselor who will be a member of a Senior Club or an Individual member.
ARTICLE XVI. CORPORATE SEAL
The Corporate Seal of Arkansas Federation of Music Clubs will consist of an outer circle enclosing the words “Ark. Federation of Music Clubs, Inc.” and an inner circle enclosing the words “Corporate Seal.” The Corporate Seal will be in the custody of the State President. The President and Recording Secretary may affix the Seal to official documents, or the President may designate other officers or chairs to affix the Seal on his or her behalf.
ARTICLE XVII. DISSOLUTION OF THE CORPORATION
Upon the dissolution of the corporation, the Board of Directors will, after paying or making provisions for the payment of all of the liabilities of the corporation, dispose of all of the assets of the corporation exclusively for the purposes of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as will at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1954 (or corresponding provision of any future United States Internal Revenue Law) as the Board of Directors will determine.
ARTICLE XVIII. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, Revised will govern this organization in all cases not covered by these Bylaws, the Articles of Incorporation or the Standing Rules.
ARTICLE XIX. AMENDMENT
These Bylaws may be amended by a two-thirds vote of the qualified voters present and voting at any regular session, or at a special session called for this purpose, provided the proposed amendment has been approved by the Board of Directors and that a copy of the proposed amendment has been sent to all active members, both organization and Individual members at least thirty days before the meeting at which it is to be considered.
STANDING RULES
READING COMMITTEE
A committee to read and approve the minutes will be appointed preceding business sessions of the AFMC Conventions.
OPERA IN THE OZARKS
1. The President of the State Federation and the State Opera Chair will become members of the State Board of Directors of OIO.
2. When the amount of available funds has been determined by the AFMC Treasurer, one full or partial scholarship will be given to a recipient or recipients determined by the OIO staff. Arkansas residents or students attending AR colleges or universities should be given first preference if possible.
3. An OIO Season Application Form should be completed and sent to the General Director, Opera in the Ozarks, 16311 Hwy 62 West, Eureka Springs, AR 72632.
a. Application instructions may be obtained from the Opera in the Ozarks web site.
FESTIVALS
4. State Festival rules will always conform to those issued by the National Federation
a. A fee of $30 per hour plus travel expenses is suggested for festival judging.
5. Rules of the Federation Cup Plan will be as follows;
a. All Festival entrants who want to work for Federation Cups will pay the required Federation Cup fee per festival, the maximum not to exceed the cost of the cup.
b. An accurate record of all points received by each entrant will be kept by the teacher and sent to the State Federation Cup Chair.
c. The Federation Cup Chair will work closely with the State Festivals Chair to keep accurate records.
d. The points will be counted thus: Superior, 5 points; Excellent, 4 points; Satisfactory, 3 points; Fair, 2 points; Needs Improvement, 1 point.
e. After receiving 15 points for the first Federation Cup, entrants may work toward the next larger cup, each requiring 15 additional points.
STATE MEETING FEES
6. Fees
a. Registration must be paid at the AFMC Convention by anyone attending any function of the meetings. Exemption from paying registration fees applies only to guests of the Federation where the entire fee is paid by State Treasurer. A registration fee will be set by the Executive Committee.
b. Registration for the AFMC Conference will be $10.00. Registration for the AFMC Convention will be $20.00.
NATIONAL MEETING EXPENSES
7. The State President will be reimbursed for expenses to National Meetings, OIO meetings and AFMC Conventions following the Guidelines/Policies for AFMC Presidential Allotment Requests.
a. All reimbursements must be made in accordance with rules established by the Finance Committee which in no way endanger the 501 (c)(3) status of AFMC. The annual AFMC Operating Budget will reflect the amount of funds available for reimbursement. Reimbursement requests can only be paid from available funds.
b. Only the AFMC President in office may request funds from this line item. If this officer goes out of office immediately after approved expenses are incurred, they are eligible for reimbursement for expenses incurred while in office if submitted within one week.
c. Receipts and an allotment request form must be submitted for approval to non-designated Finance Committee members (the President and Treasurer are designated members of this committee). These should be sent to the Finance Chair and he/she will validate receipts and distribute request information to the remaining two committee members for approval. Once approved, the Finance Chair will forward the request and receipts along to the Treasurer for payment to the President.
d. If mileage is submitted, beginning and ending odometer readings must be submitted along with number of miles. The allowed reimbursement for mileage is 14 cents per mile (IRS non-profit rate). Hotel expenses (up to $100 per night) may be submitted as part of the transportation expenses when driving. In the event that there is a choice between driving or flying to an event, reimbursement will be given on the lower costing total of these two transportation means. (Distance and travel time may be a consideration when approval is requested.)
e. The following items with proper documentation are eligible for reimbursement:
i. Desk expenses: paper, envelopes, postage, faxes, copying/printing related to being President
ii. Expenses to NFMC Conventions and Conferences, including registration and travel expenses, will be reimbursed. Other expenses such as convention scheduled meals/ tours and lodging will be paid if funds are available.
iii. Transportation, Hotel for the minimum number of nights required of the President in the Official Call to be at meetings, Registration, Scheduled meals and tours (with meals involved)
iv. Transportation to required meetings (see allowed amounts above)
*OIO Federation Days (provided funds are available)
*OIO out of state Board meetings
v. Additional Total Transportation allocation of up to $100 annually to attend meetings deemed essential by the President such as convention planning meetings, club reorganization meetings, etc.
vi. Additional OIO out of state Board Meeting Expenses:
*Scheduled meal events
*Hotel for up to 2 nights (maximum of $100 per night)
vii. Additional Federation Days Expenses (provided funds are available)
*Registration and scheduled meals
*Hotel for up to 4 nights (maximum of $100 per night)
viii. No additional expenses other than those indicated above will be approved. Expense allotments will not be paid in advance. Reimbursement cannot exceed the amount set aside in the budget for this purpose or by funds donated for this use. If money is given in the future for an endowment to support presidential reimbursement, only the endowment earnings (not principal) can be used for presidential expenses.
8. The Arkansas National Board Representative will be reimbursed for registration and travel expenses to National meetings, as funds are available. Additional expenses including lodging and convention-related meals may be reimbursed as funds are available.
FOUNDERS’ DAY
9. Founders’ Day will be observed by clubs with a cash offering, and all receipts to be sent to the State Treasurer who will send them to National to support the Young Artist program.
AFMC MARIE SMALLWOOD THOMAS BIENNIAL AWARD
10. Guideline for the Marie Smallwood Thomas Award is:
a. The award will be officially named AFMC Marie Smallwood Thomas Biennial Award.
b. Award to be given to assist a person pursuing a doctorate or master’s in performance. A preference is (but not limited to) voice or piano.
c. Amount of $2,000 awarded to the winner.
d. The deadline for applications is February 15th in the odd numbered years.
e. Applicants must be native born or naturalized citizens of the United States and residents in or of Arkansas.
f. Requirements for applications are:
i. Resumes
ii. Proof of citizenship.
iii. Statements of applicants’ goals.
iv. Proof of acceptance for a graduate program.
v. Letter of recommendation from the major professor of the music department where the degree is being pursued.
g. A committee working with the First Vice President as Chair will be elected by Executive Committee to:
i. Advertise appropriately with expenses paid from endowment fund.
ii. Accept applications and credentials.
iii. Declare winners.
WORKSHOPS
11. Leaders of the workshops at the AFMC Conference will be the Presidents Council Chair, the State Treasurer and the Coordinator of State Committees, or as otherwise directed by the President.
DUES & FUNDS
12. Past Presidents’ Assembly dues of $2.00 (per president) are sent to the state treasurer with an unspecified contribution to benefit the NFMC Young Artist Program.
13. Outgoing National President’s Scholarship Fund: Each Senior Club is requested to contribute
$5.00 annually.
14. Source of funds for the Hattie Mae Butterfield Endowment Fund:
a. Special donation and memorials of individuals and local and state organizations.
b. Pioneer Club composed of federated clubs reaching fifteen consecutive years shall pay
a one-time fee of $10.00.
c. Presidents Chain composed of president’s names of any AFMC federated organization shall pay a one-time fee of $5.00.
d. State portion of Life ($150.00 of the $400 paid), and half of the Subscriber ($1000), Donor ($2000) and Patron ($10,000) Memberships shall be paid to the fund.
15. Dues and Fees
Senior Organization members shall pay annual dues at the rate of $11.00 per capita. A $5 late fee shall be assessed to each renewing Sr. Club whose dues are not postmarked to the NFMC Executive Director on or before December 1 annually.
Student/Collegiate Mass Enrollment Associate Group: membership of 50 and under, $45.00 annually; 51 members and above, $75.00 annually.
Student/Collegiate Individual Members shall pay annual dues of $25.00. Seven dollars of the dues shall be used for a subscription to MCM and the remainder shall be divided equally between NFMC and the state.
Junior Music Clubs shall annually pay $28.00 for 1-16 members. Additional members (17+) will pay $1.50 each. For Junior Clubs with multiple teachers, each additional teacher will pay $6.00 for Junior Keynotes subscriptions. A $5 late fee shall be assessed to each renewing Jr. Club whose dues are not postmarked to the NFMC Executive Director on or before December 1 annually.
Senior Individual Members shall pay $70.00. Seven dollars of this shall be used for a MCM subscription and the remainder shall be divided equally between NFMC and the state.
Junior Individual Members shall pay $20.00. Six dollars of this shall be used for a JRK subscription and the remainder shall be divided equally between NFMC and the state.
Cradle Roll Member shall pay a one-time fee of $25.00. Half of this shall be retained by the state.
Individual Life membership shall pay a one-time fee of $400.00. This includes a lifetime subscription to MCM. $75 150.00 of this is retained in the state and the remainder is sent to NFMC.
Individual Subscriber membership shall pay $1,000. A lifetime subscription of MCM is included with this. Half of this fee is retained by the state and the remainder is sent to NFMC.
Individual Donor membership shall pay $2,000. A lifetime subscription of MCM is included with this. Half of this fee is retained by the state and the remainder is sent to NFMC.
Patron membership shall pay $10,000. A lifetime subscription of MCM is included with this. Half of this fee is retained by the state and the remainder is sent to NFMC.
16. Festival Fees for Adult and Junior Festivals.
a. Festival participation fee is $4.00 per entry.
b. Federation Cup fee is $4.00 per entry, and is optional.
c. Fees are to be sent to the State Treasurer.
17. The Finance Committee will consist of:
a. Presidential Appointment of Chair and two committee members.
b. AFMC Treasurer, Investment Chair, and President will automatically become members.
18. Endowment Support
a. Donations from the Pioneer Club and the President’s Chair are deposited in the
Butterfield Fund.
b. Contributions to the PPA/YA state portion are deposited in the Yick Young Artist
Tour Fund.
c. The state portion of Life Membership fees is deposited in the Butterfield Fund.