Standing Rules and By-Laws
Standing Rules (Last updated in Nov. 2023)
Format of monthly meetings
· 10:15 a.m. Arrival
· 10:30 a.m. Music program 60-75 minutes, followed by
· business meeting, followed by lunch.
Performance and programs in monthly meetings:
1. Active members shall perform in two monthly meetings per year, excluding Guest Day, if one is scheduled.
2. New active members shall have the option of not performing during their first fiscal year of membershp.
3. If a group anticipates that their performance will be longer than 15 minutes, they will inform the monthly program chairperson well in advance, so the chairperson is able to monitor keeping the music portion to 75 minutes or less.
4. Each member shall repeat his/her own repertoire only after five years have elapsed, exluding Guest Day if one is scheduled.
5. Performers requiring an accompanist shall use members of the group unless they contact the program chairperson prior to the meeting. Guest performers shall be qualified to our audition standards and may perform at the discretion of the monthly chairperson, who shall receive approval from the Executive Program Chairperson.
Attendance:
1. Members shall notify the host of excused absences one week prior to the Wednesday meeting except in cases of sudden illness or emergency. The host will inform the cohosts of the expected attendance at the meeting.
2. Membership shall carry a commitment to participate as a courteous audience.
Guest day committee (if scheduled):
1. Guest Day shall be chaired by the immediate past President and the immediate past Program Committee Chairperson.
2. The Guest Day Committee shall include members selected voluntarily. The Guest Day performers shall be selected by the membership by confidential ballot. Ballots shall be prepared and judged by the Guest Day Committee Chairperson.
Yearbook
Yearbooks shall be given to members on receipt of dues.
Host/Hostess
1. Each meeting shall have one host and two cohosts. Each member shall be responsible for one host or cohost job per year, excluding Guest Day.
2. The host shall provide the home, coffee, tea napkins, etc., and the cohosts shall provide the luncheon. Each member shall bring one sandwich to be shared at lunch communally.
3. Host of the next meeting shall take home trays at the conclusion of the lunch.
4. Discretion of the host shall prevail concerning possible guests.
5. Meetings shall be cancelled only in the event of severely bad weather or other unforeseen circumstance.
6. The host may be reimbursed by the group for chair rental costs.
Auditions
1. The prospective member must attend two Music Performance Group meetings before seeking membership. Before an audition, the prospective member will be provided with an application form to complete and submit to the Membership Chair. The audition may be scheduled any following month, as arranged by the Membership Chair.
2. The audition shall be a solo, either with or without accompaniment, and may be performed after a regular Music Performance Group meeting or at another time arranged by the Membership Chair. However, a prospective member’s performance in an ensemble with current members as part of a regular meeting’s musical program may be considered as the prospective member’s audition, provided notice is given that this performance is an audition.
3. The solo audition shall include about 10 minutes of music chosen by the prospective member, and it may include either a single selection or samples of different pieces from various areas of musical interest (e.g. baroque, contemporary, composer).
4. Immediately after the audition, the committee shall meet and make a decision. The prospective member will be notified of that decision within 24 hours.
5. The Membership Chair shall send the new member a note of acceptance and provide an information about Music Performance Group, including the responsibilities of Music Performance Group members.
Selection of new officers and transition to the following fiscal year
· February: The President shall appoint a Nominating Committee of at least three members.
· March: The Nominating Committee shall present a slate, consisting of one or more nominees for each office, at the March Meeting. Members of the Nominating Committee shall resign from this committee if they become a candidate for office in the group. The membership shall vote on the proposed slate of officers. The newly elected President shall appoint Committee chairpersons immediately following his/her election.
The Host Chairperson shall have the venue sign-up form displayed at the March meeting.
· April: The newly elected President shall announce Committee chairpersons at the April meeting. Also at the April meeting, the outgoing President shall turn the meeting over the the incoming President when new business is presented.
· April- May: Outgoing Execuve Program Chairperson shall have the sign-up sheets for the progams/hosts for the next year displayed at both the April and May meetings.
· May: At the May meeting, the Program and Membership Chairpersons shall make a recommendation to the group as to the instrument and voice categories with spaces available for new members in the coming year (exceptions to this expectation may be considered by the group). Membership shall have a good balance of instrumentalists, vocalists, and composers
· August: The President shall send out a welcome-back letter to the membership listing the date of the September meeting and the host/hostess and co-hosts/hotstesses for the month.
Amendments
A majority of members present at a meeting can amend the Standing Rules, provided that notice of the change has been given at a previous meeting at least one week prior to the meeting when the vote will occur.
By-Laws
Article I Name
The name of this group shall be Music Performance Group.
Article II Purpose
The objective of this group shall be to further the study and performance of good music.
Article III Membership
Section 1
The active membership of this group shall be limited to thirty active members.
Section 2
Qualifications for active membership shall be to take part in the programs as determined by the auditions criteria in the categories of instrumentalist, vocalist or composer and to participate as an officer, committee member, hostess and in other related activities.
Section 3
The Auditioning Committee shall be composed of the Membership Chairperson, at least one member of the Executive Board, and two members at large appointed by the Membership Chairperson with the consent of the President.
Section 4
Each member shall be allowed three excused absences during the performance year. In case of further absences, the matter shall be referred to the Membership Chairperson. If the member does not report a valid excuse, the member shall be automatically dropped from the rolls.
Section 5
Any member may propose a person for membership, or any person desiring to become a member may make a personal application. Each name shall be submitted to the Membership Chairperson.
Section 6
At the discretion of the Executive Committee, certain members may be elevated to Honorary Life Membership. An Honorary Life Member does not pay dues and may or may not participate as an active member.
Section 7
The Encore category shall be open to any member of ten years or by special request. A written request shall be given to the Executive Board for their consideration. Encore members shall have the option of participating musically, but are exempted from active membership performance. Dues for encore members shall remain the same as for active members.
Section 8
Inactive members wishing to perform shall be considered guest performers.
Inactive members shall pay dues at the current rate. Nonpayment of dues shall constitute reason for loss of inactive status. Inactive members shall need to re-audition for reinstatement into the group if they have been inactive for more than two years.
Section 9
Encore and Inactive members are always welcome at meetings.
Article IV Officers
Section 1
Officers shall be President, Vice President, Secretary and Treasurer.
Section 2
The officers of this group shall constitute the Executive Board.
Section 3
The Executive Board, Executive Chairpersons, and immediate past President compose the Executive Committee.
Article V Duties of Officers
Section 1
The duties of the officers are specified in these by-laws. All officers shall keep a permanent record of their work and turn it over to their successors. All new officers shall acquire a copy of the by-laws.
Section 2
The President shall call and preside at all meetings of the group and of the Executive Committee and the Executive Board. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall read or have read all communications that are of interest to the members. The newly elected President shall appoint Committee Chairpersons.
Section 3
The Vice President shall conduct the meeting for the President in the President’s absence and shall have the duties of Program Chair.
Section 4
The Secretary shall keep a correct record of the proceedings of all meetings of the group and shall call roll, keeping a record of attendance. The Secretary shall keep a list of the names and addresses of all members. The Secretary shall preserve, in permanent file, all records and letters of value to the group and its officers, to be transferred to his/her successor at the close of the office term. The Secretary shall conduct the correspondence of the group.
Section 5
The Treasurer shall be in charge of all monies of the group and shall report when requested by the President. The Treasurer shall pay all bills upon the authorization of the President. The Treasurer shall keep an itemized record of all receipts and expenditures and give a written report at frequent intervals. He/She shall turn over to his/her successor all monies, records and papers.
Article VI Duties of Executive Board and Executive Committee
Section 1
The Executive Board or Executive Committee shall transact any business of the group in the interim between meetings.
Section 2
The Executive Board or Executive Committee shall supervise the affairs of the group and shall develop ideas for its growth and prosperity.
Section 3
The Executive Board or Executive Committee shall make recommendations to the group regarding proposed amendments to the by-laws.
Article VII Duties of Executive Chairpersons
Section 1
The Executive Chairpersons shall be VP/Program, Membership, Host/Hostess, Yearbook, Historian and Sunshine.
Section 2
Executive Chairpersons may submit reports at such times as requested by the President.
Section 3
It shall be the function of the VP/Program Chairperson to work out a well-coordinated program, allowing each member to participate in the programs for the year. The VP/Program Chairperson will create a sign-up sheets for the next year .
Section 4
It shall be the function of the Membership Chairperson to consider each person applying for or proposed for membership. In general, members shall be accepted in order of application, but the Membership Committee may use its discretion in departing from this rule in case a later applicant has a voice/instrument/composition needed by the group. This rule departure may also apply, if a former member wishes to renew membership. The Audition Committee shall strive to keep a balance of strings, winds, vocal and piano. Composers do not affect the balance.
Membership Chairperson shall arrange for newspaper publicity in community papers concerning meetings of the group as needed or upon request of the membership.
Section 6
It shall be the function of the Yearbook Chairperson to compile material for and prepare yearbooks for distribution at the September meeting. The yearbook shall include the monthly programs for the year, hosts/hostesses/co-hostesses, all current member addresses and the group’s Standing Rules.
Section 7
It shall be the function of the Historian to maintain and add to the historical records of the organization. The Historian will keep a scrapbook of group photos and any newspaper clippings about the group.
Section 8
It shall be the function of the Sunshine Chairperson to recognize appropriately the sorrows, losses and significant joys of the members.
Section 9
It shall be the function of the Host/Hostess Chairperson to make sure that a host/hostess and two co-hosts/hostesses are assigned to each month, and that a suitable venue for the meeting has been reserved.
Article VIII Nominations and Elections
Section 1
Officers shall be elected at the regular March meeting. They shall assume their duties at the end of the April meeting. Election shall be viva-voce.
Section 2
The President shall appoint a Nominating Committee of at least three members. The Nominating Committee shall present a slate, consisting of one or more nominees for each office. Members of the Nominating Committee shall resign from this committee if they become a candidate for office in the group.
Section 3
Vacancies in office shall be filled for the unexpired term by an election of the membership at a regular meeting. A majority of a quorum shall elect.
Article IX Meetings
Meetings shall be held September through May on the second Wednesday morning of the month, with provisions for a Guest Program to be left up to the membership. The time of the meetings may be changed by a two-thirds vote of the members present at the previous meeting.
Article X Quorum
Two-thirds of the members of this group shall constitute a quorum at any meeting.
Article XI Dues
Section 1
The annual dues shall be $30.00 per member payable at the beginning of the group year in September.
Section 2
The fiscal year of this group shall be from September through August.
Section 3
A delinquent member cannot renew membership unless back dues are paid.
Article XII Amendments
These by-laws may be amended by a two-thirds vote of the members present at any regular meeting, provided notice of the proposed amendments has been given at a previous meeting, or in writing at least one week prior to the next meeting.
Article XIII Rules of Order
Roberts Rules of Order “Revised”, shall govern this group in all cases in which they are applicable and insofar as they are not inconsistent with these by-laws.
Article I Name
The name of this group shall be Music Performance Group.
Article II Purpose
The objective of this group shall be to further the study and performance of good music.
Article III Membership
Section 1
The active membership of this group shall be limited to thirty active members.
Section 2
Qualifications for active membership shall be to take part in the programs as determined by the auditions criteria in the categories of instrumentalist, vocalist or composer and to participate as an officer, committee member, hostess and in other related activities.
Section 3
The Auditioning Committee shall be composed of the Membership Chairperson, at least one member of the Executive Board, and two members at large appointed by the Membership Chairperson with the consent of the President.
Section 4
Each member shall be allowed three excused absences during the performance year. In case of further absences, the matter shall be referred to the Membership Chairperson. If the member does not report a valid excuse, the member shall be automatically dropped from the rolls.
Section 5
Any member may propose a person for membership, or any person desiring to become a member may make a personal application. Each name shall be submitted to the Membership Chairperson.
Section 6
At the discretion of the Executive Committee, certain members may be elevated to Honorary Life Membership. An Honorary Life Member does not pay dues and may or may not participate as an active member.
Section 7
The Encore category shall be open to any member of ten years or by special request. A written request shall be given to the Executive Board for their consideration. Encore members shall have the option of participating musically, but are exempted from active membership performance. Dues for encore members shall remain the same as for active members.
Section 8
Inactive members wishing to perform shall be considered guest performers.
Inactive members shall pay dues at the current rate. Nonpayment of dues shall constitute reason for loss of inactive status. Inactive members shall need to re-audition for reinstatement into the group if they have been inactive for more than two years.
Section 9
Encore and Inactive members are always welcome at meetings.
Article IV Officers
Section 1
Officers shall be President, Vice President, Secretary and Treasurer.
Section 2
The officers of this group shall constitute the Executive Board.
Section 3
The Executive Board, Executive Chairpersons, and immediate past President compose the Executive Committee.
Article V Duties of Officers
Section 1
The duties of the officers are specified in these by-laws. All officers shall keep a permanent record of their work and turn it over to their successors. All new officers shall acquire a copy of the by-laws.
Section 2
The President shall call and preside at all meetings of the group and of the Executive Committee and the Executive Board. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall read or have read all communications that are of interest to the members. The newly elected President shall appoint Committee Chairpersons.
Section 3
The Vice President shall conduct the meeting for the President in the President’s absence and shall have the duties of Program Chair.
Section 4
The Secretary shall keep a correct record of the proceedings of all meetings of the group and shall call roll, keeping a record of attendance. The Secretary shall keep a list of the names and addresses of all members. The Secretary shall preserve, in permanent file, all records and letters of value to the group and its officers, to be transferred to his/her successor at the close of the office term. The Secretary shall conduct the correspondence of the group.
Section 5
The Treasurer shall be in charge of all monies of the group and shall report when requested by the President. The Treasurer shall pay all bills upon the authorization of the President. The Treasurer shall keep an itemized record of all receipts and expenditures and give a written report at frequent intervals. He/She shall turn over to his/her successor all monies, records and papers.
Article VI Duties of Executive Board and Executive Committee
Section 1
The Executive Board or Executive Committee shall transact any business of the group in the interim between meetings.
Section 2
The Executive Board or Executive Committee shall supervise the affairs of the group and shall develop ideas for its growth and prosperity.
Section 3
The Executive Board or Executive Committee shall make recommendations to the group regarding proposed amendments to the by-laws.
Article VII Duties of Executive Chairpersons
Section 1
The Executive Chairpersons shall be VP/Program, Membership, Host/Hostess, Yearbook, Historian and Sunshine.
Section 2
Executive Chairpersons may submit reports at such times as requested by the President.
Section 3
It shall be the function of the VP/Program Chairperson to work out a well-coordinated program, allowing each member to participate in the programs for the year. The VP/Program Chairperson will create a sign-up sheets for the next year .
Section 4
It shall be the function of the Membership Chairperson to consider each person applying for or proposed for membership. In general, members shall be accepted in order of application, but the Membership Committee may use its discretion in departing from this rule in case a later applicant has a voice/instrument/composition needed by the group. This rule departure may also apply, if a former member wishes to renew membership. The Audition Committee shall strive to keep a balance of strings, winds, vocal and piano. Composers do not affect the balance.
Membership Chairperson shall arrange for newspaper publicity in community papers concerning meetings of the group as needed or upon request of the membership.
Section 6
It shall be the function of the Yearbook Chairperson to compile material for and prepare yearbooks for distribution at the September meeting. The yearbook shall include the monthly programs for the year, hosts/hostesses/co-hostesses, all current member addresses and the group’s Standing Rules.
Section 7
It shall be the function of the Historian to maintain and add to the historical records of the organization. The Historian will keep a scrapbook of group photos and any newspaper clippings about the group.
Section 8
It shall be the function of the Sunshine Chairperson to recognize appropriately the sorrows, losses and significant joys of the members.
Section 9
It shall be the function of the Host/Hostess Chairperson to make sure that a host/hostess and two co-hosts/hostesses are assigned to each month, and that a suitable venue for the meeting has been reserved.
Article VIII Nominations and Elections
Section 1
Officers shall be elected at the regular March meeting. They shall assume their duties at the end of the April meeting. Election shall be viva-voce.
Section 2
The President shall appoint a Nominating Committee of at least three members. The Nominating Committee shall present a slate, consisting of one or more nominees for each office. Members of the Nominating Committee shall resign from this committee if they become a candidate for office in the group.
Section 3
Vacancies in office shall be filled for the unexpired term by an election of the membership at a regular meeting. A majority of a quorum shall elect.
Article IX Meetings
Meetings shall be held September through May on the second Wednesday morning of the month, with provisions for a Guest Program to be left up to the membership. The time of the meetings may be changed by a two-thirds vote of the members present at the previous meeting.
Article X Quorum
Two-thirds of the members of this group shall constitute a quorum at any meeting.
Article XI Dues
Section 1
The annual dues shall be $30.00 per member payable at the beginning of the group year in September.
Section 2
The fiscal year of this group shall be from September through August.
Section 3
A delinquent member cannot renew membership unless back dues are paid.
Article XII Amendments
These by-laws may be amended by a two-thirds vote of the members present at any regular meeting, provided notice of the proposed amendments has been given at a previous meeting, or in writing at least one week prior to the next meeting.
Article XIII Rules of Order
Roberts Rules of Order “Revised”, shall govern this group in all cases in which they are applicable and insofar as they are not inconsistent with these by-laws.