West Virginia Symphony League of the West Virginis Symphony Orchestra

BY-LAWS AND POLICIES

BYLAWS
ARTICLE I. PURPOSE
Section 1. Name; This organization shall be known as the "West Virginia
Symphony League of the West Virginia Symphony Orchestra, Inc.,"
sometimes known hereinafter as the WVSL
Section 2. Affiliation
The WVSL shall be affiliated with and serve as an auxiliary of the
WVSO, Inc., sometimes hereinafter referred to as the WVSO
Section 3. Purpose
The WVSL is an organization committed to aid in supporting the
WVSO by implementing fundraising projects, stimulating community
interest in the WVSO, promoting friendly relations within the WVSO
family, and, upon approval of the Board of Directors of the WVSL
assisting the WVSO endeavors.
Section 4. Mission Statement of the WV Symphony Orchestra
The WVSL support the mission of the WVSO which is to offer
enriching symphonic music experiences demonstrating the
highest level of artistic quality to the state and the region.
ARTICLE II. MEMBERSHIP
Section 1. Categories of Membership
All members shall agree to abide by all rules and policies of the
WVSL and the WVSO. The categories of membership shall be as
follows:
a. Active Membership
Active Members are those members who meet all requirements as
outlined by the Membership Committee Policies. Active Members
must be at least 21 years of age.
b. Sustaining Membership
A Sustaining Member is an active member of five years or more
who is unable for a valid reason to participate in active work and
who wishes to support the activities of the organization
financially. A sustaining member must abide by the requirements
as outlined by the Membership Committee Policies.
c. Life Membership
A Life Member is an active member who pays one-time dues
assessment. Member must maintain all other requirements of active
membership as outlined by the Membership Committee Policies.
d. Honorary Membership
Honorary term membership may be awarded at the discretion of the
Board of Directors following the guidelines as outlined by the
Membership Committee Policies.
e. Inactive Membership
An Inactive member is a member who has not met the membership
requirements, but who has not formally resigned.
Section 2. Dues and Financial Obligations
All categories of membership except Honorary or Life Membership shall
pay annual dues, the amount of which will be specified in the Membership
Policies. Annual dues for Actives and Sustainers shall be payable in full by
June 30 for the next administrative year.
Section 3. Resignations
Any member who has failed to pay dues for the next administrative year
by June 30, or who has failed to meet the other requirements of
membership as set forth in the Membership Committee Policies, may be
resigned in good standing by the Membership Chairman.
ARTICLE III. BOARD OF DIRECTORS
The Board of Directors shall have general control of the WVSL and
transact all interim business. The Executive Committee shall act in lieu of
the Board of Directors at the direction of the President.
Section 1. Personnel
The Board of Directors shall include the officers of the WVSL which make
up the Executive Committee: President, President-Elect,, , Vice President
of Membership, Secretary, Treasurer, Past President and Parliamentarian,
together with the chairmen of standing and special committees.
Section 2. Nomination
The Nominating Committee shall present a slate for the Executive
Committee prior to the Annual Spring Meeting.
Section 3. Election
A single slate of candidates, as presented by the Nominating Committee,
will be voted upon by the general membership at the Annual Spring
Meeting. All Directors shall serve a one-year term, with the exception of
Treasurer, who serves a two-year term. At the completion of her term,
the President-Elect shall succeed to the office of President. Election to
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any office or position shall be by a plurality of votes cast.
Section 4. Duties
The Board of Directors shall have general charge and control of the
affairs, funds, policies and property of the Symphony League. The
Executive Committee of the Board of Directors of the West Virginia
Symphony League has final authority over the admissions and
reinstatements of candidates for membership. All Board members are
expected to attend all Board of Directors and General Membership
meetings. Any Board member who has two (2) consecutive
unexcused absences may be relieved of their duties. Prior notification
should be made to the President if unable to attend. Each member of
the Board shall have one vote. Their term of office shall be for one
year, with the exception of Treasurer who serves for two years, and
shall begin on July 1 and end on June 30. The duties of the members
of the Executive Committee of the Board of Directors, unless enlarged
or modified by the Board of Directors, shall be as follows:
a. President
The President shall be the presiding officer of the West Virginia
Symphony League, and shall be an ex-officio member of all Standing
and Special Committees, with the exception of the Nominating
Committee. She shall preside at all Executive Committee, Board of
Directors, and General Membership meetings. It shall be her duty to
appoint the chairs and coordinate the activities of all WVSL
committees. She shall appoint two (2) members to the Nominating
Committee, a Parlimentarian and shall present any nominees for
Honorary Membership to the Executive Committee. She shall attend
the meetings of the West Virginia Symphony Orchestra Executive
Committee and Board of Directors. She shall be the only officer with
signatory authority for any and all contracts into which the Symphony
League shall enter, independent of those contracts entered into by the
WVSO, on behalf of the Symphony League.
b. President-Elect
The President-Elect shall work closely with and assist the President.
She shall assume the duties of the President in her absence, as well
as such other duties as may from time to time be delegated by the
President. She shall serve as vice chair of the Membership
Committee, as well as an ex-officio member of all standing and special
committees, with the exception of the Nominating Committee. She
shall attend the West Virginia Symphony Orchestra Board of Directors
meetings. She shall coordinate the activities of committees at the
discretion of the President, provided that shall oversee the activities of
at least two (2) standing or special committees as assigned by the
President.
c. Vice President of Membership
The Vice President of Membership shall serve as chair of the
Membership committee, with the primary goal of said committee to
recruit, retain and enhance the membership experience of all WVSL
members. She, along with her committee, shall be responsible for the
updating and distribution of the League roster and shall keep same
continuously updated. She shall coordinate all WVSL social media
activities, including WVSL website, and shall send statements for
membership dues prior to the Spring General membership meeting.
She, along with her committee and with the assistance and
coordination of the President and President Elect, shall plan activities
other than general membership meetings to foster meaningful
interactions among League members.
d. Secretary
The Secretary shall keep the minutes of the Executive Committee and
the Board of Directors meetings, and she shall submit a copy of such
minutes to Committee and Board members following each meeting.
She shall assist the Vice President of Membership in the update, and
distribution of the League Roster and League database. She shall be
responsible for all correspondence of the Board of Directors as
requested.
e. Treasurer
The Treasurer, elected for a term of two years, chairs the Finance
Committee, is responsible for the accounting of all funds of the
Symphony League; shall collect and record all dues and assessments;
and ensures all monies are delivered to the WVSO Accounting Staff.
She shall have authority to approve payments in accordance with the
budget which has been approved by the membership. Expenses not
provided for in the budget shall be incurred and paid only upon order
of the Board of Directors or Executive Committee. She shall work with
the WVSO Accounting Staff to keep an itemized account of all receipts
and disbursements and shall present a statement of accounts at all
meetings of the Executive Committee, and Board of Directors.
Additionally, working in conjunction with the VP of Membership she
shall maintain a list of all members, to include status of membership
and payment of dues.
f. Past President
The Past President shall serve as Chairman of the Nominating
Committee. She shall serve in an advisory capacity to the President,
Executive Committee, and Board of Directors. She shall maintain one
vote.
g. Parliamentarian
The Parliamentarian shall be appointed by the President to serve as a
consultant and advise the President and other officers, committees,
and members on matters of parliamentary procedures.
Section 5. Vacancies
Vacancies among the Board of Directors shall be filled by the Board of
Directors upon recommendation by the Executive Committee.
Section 6. Meetings
The Board of Directors shall hold regular meetings. Special meetings of
the Board of Directors may be called by the President, or at the request of
three members of the Board.
Section 7. Quorum
A quorum shall be a majority of the members of the Executive
Committee.
ARTICLE IV. COMMITTEES
Section 1. Committees
There shall be such standing committees as herein provided and
such special committees as may be appointed at the discretion of
the Executive Committee. Upon completion of the function, special
committees shall be dissolved.
Section 2. Standing Committees
The Standing Committees of the League, their composition and
their respective duties, unless enlarged or modified by the Board
of Directors, shall be as follows:
a. Membership Committee
The Membership Committee shall be composed of a chair, who
shall be the VP of Membership and the President Elect serving
as vice-chair.
b. Finance Committee
The Finance Committee shall be composed of the Treasurer as
chairman, President, and President-Elect; also a Past President
and one other member of the Symphony League, both to be
appointed by the President. It shall prepare a tentative budget to
be presented at the first Executive Committee Meeting of the
current fiscal year for approval and subsequently to the Board of
Directors Meeting for final approval. This committee shall serve in
an advisory capacity to the President throughout the year and
shall be responsible for the disbursement of any remaining funds
at the end of each fiscal year.
c. Nominating Committee
The Nominating Committee shall be composed of the Past
President as chairman and two members of the WV Symphony
League as appointed by the President. The function of this
committee shall be to prepare a single slate of candidates for
election to the offices of Executive Committee. The Committee
shall meet in the Fall to begin the selection process for the next
year’s Executive Committee. The slate shall be presented to the
Executive Committee and Board of Directors prior to the Annual
Spring Meeting. All officers shall be elected and installed as
officers-elect at the Annual Spring Meeting. The officers term shall
be for one year beginning July 1 and ending June 30 of the
following year.
d. Bylaws & Policies Committee
The Bylaws & Policies Committee shall be appointed by the
President and is responsible for annually reviewing the Bylaws
and Policies of the WV Symphony League.
e. Past Presidents Advisory Committee
This Committee is created for the purpose of serving as advisory
to the current Board of Directors, specifically the Executive
Committee.
f. Special Committees
Special committees shall be appointed to perform special
functions that are beyond the authority or capacity of a standing
committee. A select committee shall be created by a resolution
that outlines its duties and powers and shall expire on
completion of its assigned duties unless designated as
permanent.
ARTICLE V. MEETINGS
Section 1. Executive Committee & Board of Directors Meetings
Regular meetings of the Executive Committee and the Board of Directors
shall be held from September through May. The Executive Committee
meetings may be held prior to each Board of Directors Meeting.
Additional board meetings may be held at the discretion of the President.
Section 2. General Membership Meetings
A general meeting shall be held in the fall (September), winter (January),
and spring (May). Special meetings may be called at the discretion of the
President. The spring meeting shall also be known as the annual
meeting.
ARTICLE VI. PARLIAMENTARY AUTHORITY
Roberts Rules of Order (Revised) shall be the authority for the West
Virginia Symphony League and upheld by the Parliamentarian.
ARTICLE VII. AMENDMENTS
Any proposed alteration, amendments, or additions to these bylaws may
be offered at any General Meeting of the West Virginia Symphony League,
after review by a Bylaws Committee appointed by the President, but shall
not be acted upon until a copy of the change has been sent (by United
States Postal Service or email) to each member of the League with a
notice of the meeting at which the same is to be acted upon. This notice
must be sent at least two weeks prior to said meeting. A two-thirds vote
of those present shall constitute acceptance of the amendment.
ARTICLE VIII. WV SYMPHONY LEAGUE POLICIES
The Board of Directors shall establish from time-to-time WVSL Policies
and Procedures for the conduct of the WVSL not specifically provided for
in the Bylaws, and may prescribe and enforce such measures as may be
necessary or advisable for the observance and enforcement of such
WVSLes and Procedures.
COMMITTEES


POLICIES & PROCEDURES

COMMITTEES
Membership Committee
All members shall agree to abide by all rules and policies of the WVSL and
the WVSO. 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 and
serve on the Symphony Sunday committee day of event
2. Pay annual dues (Fiscal year July 1 - June 30) in the amount of $50.00
provided that members aged 70 and over and those who reside in the
Charleston, West Virginia area for fewer than six (6) months per year
shall pay $35.
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 $50.00
(or have paid lifetime membership fee);
Life Membership Requirements
1. Pay a one-time dues assessment of $500.00, and
2. Meet the remaining requirements of active or sustaining membership.
Honorary Membership Requirements
1. These are usually bestowed upon dignitaries or the spouse 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 will, at the discretion of the
membership committee, be listed in the Roster as Inactive Lifetime
members.
Waivers Requirements
1. 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: Candidates shall be in good standing in high school/and or
the University of Charleston.
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 15 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 the responsibility of each
Committee Chairmen. No indebtedness exceeding $100 over the
approved budget shall be incurred by any member without approval of
the President, 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, or two members as designated by the Executive Committee, 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 $50.00;
Sustainers pay $50.00 and Lifetime membership is a one time payment
of five hundred dollars ($500.00).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.
11. 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.
12. 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.
13. The WVSL Board of Directors may choose to audit themselves if they
deem it necessary.
14. The Committee must have written contracts with the facility, vendors
and entertainment groups or individuals, for all fundraising events.
15. Payment for credit card charges for WVSL 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.
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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.

May 2013 Revision
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