The current ByLaws of the Chippewa Valley Blues Society were adopted on February 22, 2015.
SUMMARY OF ARTICLES:
Article I: Purpose
Article II: Membership and Participation
Article III: Board of Directors
Article IV: Meetings and Elections
Article V: Dues and Fiscal Year
Article VI: Officers
Article VII: Committees
Article VIII: Miscellaneous Procedures
Article IX: Amendments
ARTICLE I: PURPOSE
The purpose of the Society shall be:
- To preserve, cultivate, and support the blues.
- To provide a network of association for area blues lovers.
- To increase awareness of and appreciation for the blues through Society sanctioned educational efforts.
- To communicate current blues news and events for members.
ARTICLE II: MEMBERSHIP AND PARTICIPATION
SECTION 1. Prospective members must tender written application for membership to the Society by either completing and returning the Society’s standard application form or otherwise providing all information requested thereon.
SECTION 2. All members must pay annual dues as determined by members at the annual meeting.
SECTION 3. The following types of membership shall be available through the Society:
Any person interested in promoting the purposes of the Society may become an active member, and shall be entitled to all Society privileges, including the right to vote and eligibility to hold office, unless otherwise prohibited within this document.
- SINGLE MEMBERSHIP is provided for individual. Children under 18 years of age and residing at home shall enjoy membership privileges and discounts to the extent that these are offered, but shall not be eligible to vote on Society matters.
- FAMILY MEMBERSHIP shall include spouses or domestic partners, who shall be entitled to one vote each. Children under 18 years of age and residing at home shall enjoy membership privileges and discounts to the extent that these are offered, but shall not be eligible to vote on Society matters.
- *CONTRIBUTING MEMBERSHIP is provided for any Single or Family Member single member, family member or other entity who contributes $100 or more, and shall be recognized as such during the membership year in which the contribution was received. A Contributing Member shall be entitled to all Society privileges, including the right to vote and eligibility to hold office.
- HONORARY MEMBERSHIP: Any person having gained eminence on behalf of the blues, or any person duly deemed worthy of commensurate Society esteem may be elected as an Honorary Member by a unanimous vote of the Board of Directors, or by nomination and approval by a majority of the membership present at a general membership meeting. Honorary members shall be exempt from the payment of Society dues. An Honorary member shall have the right to vote and eligibility to hold office, unless otherwise prohibited within this document.
- The membership of the Society shall not be restricted in number.
ARTICLE III: BOARD OF DIRECTORS
SECTION 1. The business affairs of the Society shall be transacted by the President, Vice President, Treasurer, Secretary, and Director at large.
SECTION 2. The president shall have the authority to spend up to $250 and the board of directors shall have the authority to spend up to $500 over and above usual operating expenses without approval of the general membership.
SECTION 3. Four (4) Directors shall constitute a quorum.
SECTION 4. The board shall ensure the bylaws with any approved changes are posted prior to the April general meeting and continuously review this document to insure it fits the needs of the Chippewa Valley Blues Society.
ARTICLE IV: MEETINGS AND ELECTIONS
SECTION 1. The Board of Directors meetings shall be held monthly to discuss Society business. Regular meetings shall be arranged, both as to time and location, and noted in the minutes. Any Member of the Society may attend a scheduled Board meeting of the month and address the Board. However, portions of any meeting may be held in Executive Session upon direction of the President. While in Executive Session, only Directors and specific invitees of the President may attend. Special Board of Directors meetings may be held upon call and notice by the president, or upon resolution of the Board of Directors. Directors shall be notified by mail or telephone of such special meetings.
SECTION 2. General meetings shall be held at least quarterly in January, April, July, and October. An Annual meeting shall also be held in September of each year, for a total of five (5) meetings each year. (rev. 2/22/2015)
SECTION 3. Special meetings of the General Membership may be called by the President or by order of a majority of the membership at a general meeting. Every member must be attempted in good faith to be notified no less than forty-eight (48) hours before the meeting.
SECTION 4. At all meetings of the General Membership, nine (9) members in good standing shall constitute a quorum. At all Board of Directors meetings four (4) Directors shall constitute a quorum.
SECTION 5. If the General Membership has been notified of a general meeting and a quorum is not present, business may still be conducted, but shall not be binding until the next general meeting, at which time a simple majority must approve the actions of the previous meeting, regardless of the presence of quorum at the subsequent meeting.
SECTION 6. The business of the Society and all of its component parts shall be governed by parliamentary procedure as set forth in Robert’s Rules of Order, Newly Revised.
SECTION 7. Nominations for new officers shall be opened the month prior to the general membership meeting each year, and shall remain open until the election, which shall be held during the September general annual membership meeting, which shall be the Society’s primary annual meeting. (rev. 2/22/2015)
SECTION 8. Only Active Members in good standing for no less than thirty (30) days shall be entitled to vote in an election or to seek nomination to office. All potential candidates for all executive positions must have been a CVBS member for at least 1 year and have attended 3 CVBS meetings plus one annual meetting not counting meeting which the election is being held.
SECTION 9. Voting during the election of officers shall be at the discretion of the president.
SECTION 10. New officers shall be installed immediately after the election is finalized.
SECTION 11. No member shall hold more than one office at a time. No elected officer shall serve more than three (3) consecutive full annual terms in the same office. All elected officers shall serve without compensation.
ARTICLE V: DUES AND FISCAL YEAR
SECTION 1. Annual dues for membership shall be ten (10) dollars for an individual and fifteen (15) dollars for family. Annual dues shall be payable by February 28th of each year and shall be considered delinquent if not paid by March 1st. Members paying dues after September 30th will be considered members for the remainder of the year plus the entire following year. All membership privileges shall lapse thirty (30) days after becoming delinquent. Members who allow their membership privileges to lapse shall be treated as new applicants, if applying for membership at a later date.
SECTION 2. All members whose membership was initiated by March 1st, 2008, shall be considered Founding Members of the Society. Founding Members who allow their membership to lapse shall forfeit Founding Member status, unless said member has maintained membership in good standing for five (5) consecutive years.
SECTION 3. The fiscal year of the Society shall be March 1st to February 28th.
SECTION 4. (adopted 2/22/2015) An annual budget for the following year will be assembled by the Executive Committee and approved by the full enhanced committee as presented or amended at the last quarterly meeting of the fiscal year. Budget will then be presented to the General Membership at the annual meeting. Discussion if requested.
Budget items to be included, but not limited to:
- CVBS branded merchandise to be marketed at presented, sponsored and/or endorsed events. (Examples: Tuesday Night Blues; Blues On The Chippewa; Meetings; combined events with other similar societies and associations.)
- Tuesday Night Blues operating expenses including
- City/County applications and permits
- Liability insurance
- Entertainer and production fees
- Misc. projections ie. Ice, water, for entertainers & volunteers.
- Benevolence expenses for donations to non profits CVBS supports (ie. WHYS Radio, Blues On The Chippewa)
- CVBS general operating expenses including
- Licenses (ASCAP) and permits.
- Web domains
- Misc. expenses.
- New projects (ie. Blues In The Pines)
- Projected income
ARTICLE VI: OFFICERS
SECTION 1. The elected officers of the Society shall be: President, Vice President, Treasurer, Secretary, Tuesday Night Blues Chairman and Director at Large. (The Chairman of Tuesday Night Blues (TNB) will remain selected by TNB committee and not an elected position. )
SECTION 2. Election and Term of Office. The officers shall be elected by the membership at the annual meeting. Each officer shall hold office for a term of one (1) year or until a successor shall have been duly elected by the members.
SECTION 3. Duties of President. The President or an appointee or designee of the President shall act as the official spokesperson for the Society subject to the direction of the Board. Unless otherwise provided for in these bylaws, the President shall have the responsibility to call meetings, preside over general meetings of the Society and meetings of the Board, supervise the work of the task forces and other subcommittees, and shall appoint the task forces and other committees with the approval of the Board.
SECTION 4. Vice-President. The Vice-President shall have all of the powers and duties of the President in the absence of the President, with the exception of the monetary expenditure authority, and shall perform such other duties, as the Board shall determine. The Vice-President shall act in an advisory capacity to the President. The Vice-President shall be responsible for merchandise including reports (i.e. Event spreadsheets) suitable to making budgeting and purchasing decisions.
SECTION 5. Secretary. The Secretary shall take the minutes of the meetings of the Society and Board, shall keep the general records of the Society, and shall assist in publishing or transmitting the notices and communications of the Society and Board.
SECTION 6. Treasurer. The Treasurer shall be responsible for the deposit and safe keeping of any funds received by the Society or its committees, shall be responsible for the payment of the bills or other obligations of the Society, shall be a member of any fund raising committees, shall be responsible for the preparation and filing of any tax returns, or other reports to regulatory agencies and shall prepare an annual budget.
SECTION 7. Director at Large. The director at large shall be the liaison between members volunteering to do specific tasks and the Board of Directors. Or those hired to do those jobs. Including but not limited to website development, electronic communications, written communication. The Director at large maintains responsibility to review and approve content.
SECTION 8. Vacancies. The Board shall appoint the successor of any Board member whose position becomes vacant prior to the end of its term. The term of the successor shall end at the same time as did the term of the person’s predecessor. Successor shall be confirmed at the next general meeting.
ARTICLE VII: COMMITTEES
SECTION 1. The Board may create such committees or task forces as may, from time to time, be deemed necessary. Members of the task forces or committees shall be appointed by the President with the approval of the Board. Each task force or committee shall report to and be responsible to the Board and may not take action on behalf of the Society without the prior approval of the Board.
SECTION 2. Standing Committees are:
- MARKETING. The Marketing Committee shall conduct all marketing of the Society.
- TUESDAY NIGHT BLUES. The Tuesday Night Blues committee shall be responsible for all activities of Tuesday Night Blues and Tuesday Night Blues Unplugged.
- MEMBERSHIP. The membership committee shall be responsible for maintaining the membership roles and recruiting new members.
- BUDGET: To be comprised of: President, Vice President, Treasurer, Committee Chairs.
SECTION 3. Ad Hoc Committees shall be formed for a defined purpose and shall be dissolved once the purpose has been accomplished. At the discretion of the Board, an Ad Hoc Committee may change status to a Standing Committee and the bylaws updated and approved at the nnual meeting.
ARTICLE VIII: MISCELLANEOUS PROCEDURES
SECTION 1. Favoritism: No officer or member, while acting on behalf of the society, shall personally accept free or reduced priced goods or services from individuals or businesses selling products to or soliciting the business of the society without the approval of the General Membership. The Board of Directors may accept, on behalf of the society, merchandise to be used as prizes at society meetings or events.
SECTION 2. Profits: Items may be purchased by the society for resale purposes and may be sold at a reasonable profit. Any such activity must be authorized by the Board of Directors.
SECTION 3. Debt: the society shall not incur deficit spending.
SECTION 4: Dissolution: Upon dissolution of the corporation, the Board of Directors, after paying or making provisions for the payment of all liabilities of the corporation, dispose of all 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 or shall at the time qualify as an exempt organization or organizations under Section 501c3 of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law as the Board of Directors shall determine. Any such assets not so disposed shall be disposed of by the court of common pleas of the county in which physical office of the corporation is then located, exclusively for such purposes or to such organization or organizations as said court shall determine while are organized and operated exclusively for such purposes.
ARTICLE VIX: AMENDMENTS
These bylaws may be altered, amended, or repealed and new bylaws may be adopted by an affirmative vote of a majority of those voting at the annual meeting of the Society, provided a quorum is present. This may be done by any member in good standing. Written notice of the proposed amendment must be provided to the membership at least seven (7) days prior to the annual meeting. Through a combination of email, web posting, and social media.