PA Chapter By-Laws

Pennsylvania Chapter
BYLAWS AND FINANCIAL PROCEDURES
Approved February 3, 2001
Amended August 6, 2001
 
BYLAWS 

ARTICLE I


STATEMENT OF PURPOSE
Section 1. The purposes of the Pennsylvania 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 ACDA-PA President-Elect Designee shall be proposed by a Nomination Committee of three to five members. The Committee shall include no fewer than two ACDA-PA 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.
Section 5. Ballots shall be mailed to active, life, and retired ACDA-PA members. A closing date shall be printed on all ballots.
Section 6. Ballots shall be returned to and counted by a neutral non-member to ensure consistency and fairness.
Section 7. The Polyphony Editor shall assume responsibility for the preparation and mailing of the ballot.
 
 
 
ARTICLE III
OFFICERS
Section 1. The ACDA-PA President Elect Designee be elected by ballot by mail in January of even-numbered years. He/she shall serve a term of one year beginning on July 1 of that year. At the end of his/her term, the President Elect Designee shall automatically succeed to the office of President-Elect.
Section 2. The ACDA-PA President-Elect shall serve a term of two years beginning on July 1 of the odd-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 odd-numbered years. At the end of his/her term, the President shall automatically succeed to the office of Vice-President.
Section 4. In the event of a vacancy in the office of President, the Vice-President or President-Elect shall serve the balance of the unexpired term at the discretion of the national President-Elect with the advice of the Division President.
Section 5. The ACDA-PA President may serve no more than two consecutive terms, but may be reelected or reappointed after a lapse of one or more terms.
Section 6. The Secretary and Treasurer of ACDA-PA shall be appointed by the President and approved by the Board of Directors.
Section 7. The Secretary and Treasurer of ACDA-PA shall resign at the conclusion of each President's term.
Section 8. The Secretary and Treasurer may serve consecutive terms and may be reappointed by the incoming President.
 
ARTICLE IV
DUTIES OF OFFICERS
Section 1. The President shall serve as the chief executive officer and shall be responsible for the implementation of ACDA-PA activities.
Section 2. The President shall participate in meetings of the Assembly of State Presidents at the Divisional and National levels.
Section 3. The President shall be responsible for all funds received. Complete budgets and reports shall be submitted to the Division President in the annual report.
Section 4. The President-Elect shall assist the President in the administration of the state association and serve as state conference chair. Until he/she takes office, the President-Elect will serve as President Elect Designee and assist the conference chair.
Section 5. The Vice-President shall serve as advisor to other state officers. He/she may 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.
Section 6. The Secretary shall take and distribute meeting notes and serve as a member of the Executive Committee. The Secretary shall also keep the files and archives of the organization.
Section 7. The Treasurer shall be responsible for all financial matters associated with ACDA-PA.
Section 8. The Treasurer shall provide the organization's books to a Certified Public Accountant for yearly audit.
 
ARTICLE V
BOARD OF DIRECTORS
Section 1. The Board of Directors shall be comprised of the Executive Committee, Repertoire & Standards Chairs, Region Coordinators, and Outreach & Extension Chairs
Section 2. Chapter members who serve as Division and National officers shall serve on the ACDA-PA Board as ex officio, non-voting members.
Section 3. The Board of Directors of ACDA-PA 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.
 
ARTICLE VI
DUTIES OF THE BOARD OF DIRECTORS
Section 1. The Board of Directors shall serve as the legislative and policy-making body of ACDA-PA and shall serve in the government of the chapter.
 
ARTICLE VII
EXECUTIVE COMMITTEE
Section 1. The Executive Committee shall be comprised of the ACDA-PA President, Vice-President, President-Elect, President-Elect Designee, 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 ACDA-PA shall be held at least three times a year at a time and place to be determined by the Board of Directors. One meeting per year will occur directly prior to the ACDA-PA state conference.
Section 2. Other meetings of the officers or Board of Directors may be called by the President.
 
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 financial matters or general policy shall be brought to a vote of the Board of Directors through a motion.
Section 3. 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
ENDORSEMENT POLICY
Section 1. The Pennsylvanaia 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 an ACDA-PA region or state audience, or an eastern division or national audience; the name of ACDA-PA may be used in promotional and event materials only; endorsement must be approved by a vote of the ACDA-PA 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 ACDA-PA membership.
Section 4. Endorsement does not include monetary support or contribution by ACDA-PA
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 XIII
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.
 
 

FINANCIAL PROCEDURES


ARTICLE XIV


DUTIES OF THE TREASURER
Section 1. The ACDA-PA Treasurer shall complete all financial reports.
Section 2. The treasurer 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.
Section 3. If yearly financial activity exceeds $10,000, the Treasurer shall contract for a report to be completed by a Certified Public Accountant. This report is due to the 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.
Section 4. In cases of returned checks to the account of the organization, the treasurer will notify the writer. 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.
 
ARTICLE XV
CONTRACTS AND AGREEMENTS
Section 1. All ACDA-PA 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 ACDA-PA events shall sign either the Guest Presenter Agreement or the Summer
Conference Agreement. It is the responsibility of the Event Chair to
complete these agreements and contact those persons presenting. One copy of the completed agreement shall be sent to the Treasurer for file purposes.
 
ARTICLE XVI
BUDGETS
Section 1. All ACDA-PA event chairs must submit a budget for approval by the Board of Directors.
Section 2. All ACDA-PA events must be budgeted to break even or show a profit.
Section 3. ACDA-PA 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 XVII
HONORARIA AND FEES
Section 1. Fees, up to $400 per day plus expenses, shall be paid to Honor Choir conductors appearing on ACDA-PA events. Fees, up to $200 per day plus expenses may be paid to Honor Choir accompanists appearing on ACDA-PA events.
Section 2. The sum of $0.32 per mile will be paid for clinician and presenter travel in a personal vehicle.
Section 3. All conductor/clinician airfare and trainfare 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 conductors, clinicians, performers, and special guests at the discretion of the Board of Directors.
Section 6. Conference registration may be reduced for the ACDA-PA president, conference chair(s), and treasurer.
Section 7. Fees or honoraria may not be paid to an ACDA-PA member appearing at an ACDA-PA event as a clinician or presenter.
 
ARTICLE XVIII
BOARD OF DIRECTORS
Section 1. Monies may be paid for Board of Director travel to attend state board meetings. Monetary arrangements will be made at each meeting for successive meeting travel.
Section 2. Summer Conference registration for the Conference Chair and Treasurer may be reduced.
 
 
ARTICLE XIX
PRESIDENT REIMBURSEMENT
Section 1. The ACDA-PA President will, upon request, be reimbursed through Board of Director's funds for one-half of transportation expenses incurred by attendance at the division convention. Whenever possible, presidents are encouraged to seek financial assistance from their institutions.
Section 2. The ACDA-PA president will, upon request, be reimbursed through Board of Director's funds for transportation expenses incurred by attendance at a national convention. These paid expenses require attendance at the national leadership assembly. Whenever possible, presidents are encouraged to seek financial assistance from their institutions.
Section 3. The ACDA-PA president will, upon request, be reimbursed through Board of Director's funds for transportation expenses (only) by attendance at the PMEA conference if he/she is acting specifically on behalf of ACDA-PA and with the division president's approval in advance.
Section 4. Summer Conference registration for the President may be reduced.
 
ARTICLE XX
PRICES
Section 1. Mailing lists for specific regions and R&S areas may be purchased for .10 cents per label. This purchase option is limited only to mailing lists which are unavailable from the National Office.

AMERICAN CHORAL DIRECTORS ASSOCIATION