Organizational

Membership

Finances

CHAPTER HANDBOOK

The general aims and purposes of the Society shall be to cultivate, promote, foster, sponsor and develop among its members and the general public the appreciation of the harp as a musical instrument; to develop and further the quality of the instrument itself and of its related components; to encourage the composition of music for the harp; and to improve the quality of performance by harpists.

(From: The Constitution and Bylaws of the American Harp Society, revised 1998, Article I, Section 5.)

I. COMPETITION GROUP
Competition Group Coordinator

Anne Adams Awards:Annual
AHS Competition Committee
AHS Foundation Awards
Audience Development

II. CONFERENCE GROUP
Conference Group Coordinator (**)

Conference Handbook
National Conference Coordinator
National Conference Evaluations
National Exhibits
Summer Institute

III. EDUCATION GROUP
Education Group Coordinator

ASTA (liaison)
Education Advisory
Harp Literature
Music Education Auditions
National Federation of Music Clubs(liaison)
World Harp Congress (liaison)
MENC (liaison)

IV. FINANCIAL GROUP
Financial Group Coordinator

Elected Treasurer:
    Salaried Bookkeeper
    Investment Policy
    Insurance
    Professional Money Management
Finance/Development
Endowment Fund
American Harp Society Foundation
John Escosa Memorial Fund
Grandjany Centennial Fund
Salzedo Centennial Fund

V. MEDIA GROUP
Media Group Coordinator

Technology Advisor
Historical Research Advisor
AHS Archives/Repository
Publicity/Public Relations
Website Maintenance
Audiotape Library
Interview Series
Videotape Library
ASCAP/BMI (liaison)

VI. MEMBERSHIP GROUP
Membership Group Coordinator

Chapter Chairman - Chapter Handbook
Chapter of the Year Award
International Society of Folk Harpers & Craftsmen
Membership Committee

VII. REGIONAL DIRECTORS
Regional Directors Coordinator

MIDATLANTIC
MIDCENTRAL
MIDWESTERN
NEW ENGLAND
NEW YORK
NORTHCENTRAL
NORTHWESTERN
PACIFIC
SOUTHEASTERN
SOUTHERN
SOUTHWESTERN
WESTERN

Article XI - Chapters

Section 1. A group of not less than six active members of the Society may apply in writing for authorization to organize a chapter. Upon authorization an organizational meeting, with election of officers, shall be held as soon as possible and an appropriate report thereof made to the Society. Upon approval of the Executive Committee a charter may then be granted.

Section 2. Prospective Chapters by their applications shall agree to subscribe to the Constitution and Bylaws of the Society.

Section 3. Charters may be withdrawn by the Board of Directors in the interest of the Society.

Section 4. Chapters shall adopt Bylaws not inconsistent with the By-Laws of the Society. Chapters shall elect such officers as may be necessary or desirable, but not less than a President, a Vice-President and a Secretary-Treasurer.

Section 5. All active members of the Society are eligible for membership in such local Chapters as may exist in the area where they reside. Active membership in local Chapters is contingent upon payment of such dues as are assessed by the Chapters.

Section 6. Chapters may establish and collect annual dues not in excess of the amount of National Society dues. Chapter dues shall be expended solely on behalf of the Chapter and in pursuit of the aims and purposes of the Society.

Section 7. Active membership may be transferred from chapter to chapter within the membership year without payment of additional dues.

Section 8. Chapters may apply to the Society for funds for the pursuit of the aims and purposes of the Society. If such funds are not used for the intended purposes within thirty days, they shall forthwith be returned to the Society.

Section 9. Chapters may accept financial and other gifts which shall be used at the discretion of the chapter for the aims and purposes of the Society.

Section 10. The authority and powers of each chapter shall be limited by the By-Laws of the Society, by the acts of the Board of Directors, and by the following limitations:

1. Not less than a two-thirds vote of the membership of a chapter shall be required for dissolution of the chapter.
2. A chapter charter is not transferable, and upon dissolution of a chapter its charter must be surrendered to the Society.
3. No chapter shall have the power to contract any financial obligations on behalf of the Society.
4. Upon approval of the Board of Directors, chapters may establish special categories of chapter membership. Special chapter members shall not, however, have any of the rights and privileges of active membership in the Society.
5. If, upon dissolution of a chapter, there shall be any property remaining after the payment of satisfaction in full of all just claims and demands against that Chapter or the retention of moneys for such purpose, such property shall be distributed to an organization or organizations which qualify as "exempt organizations" under Section 501(c)(3) of the Internal Revenue Code.

In designing the Chapter Bylaws there are several items of particular importance.

1. First and foremost, have a copy of up-to-date by-laws on file with the Chapter Chairman of the American Harp Society. These by-laws must show the date they are adopted by the Chapter.
2. In the by-laws be sure to address the particulars of officer elections. Many chapters choose to elect officers at the spring meeting on odd-numbered years. Other systems will work just as well. Please note that a chapter can operate with just three officers, but that all officers must be regular members of the chapter and national members of the AHS.
3. In order to change the name or jurisdiction of a chapter a separate procedure must be followed.

FOREWORD

In compliance with its chartered rights and obligations, the ____________ Chapter shall be subject to the rules contained in the Bylaws of the American Harp Society, Inc., and in the following Chapter Bylaws adopted (date) .

ARTICLE I. THE ORGANIZATION

Section 1. The name shall be "___________________ Chapter of the American Harp Society, Inc." which has been incorporated under the laws of the State of New York as a non-profit membership corporation. The American Harp Society shall be referred to herein as the "Society;" the local Chapter shall be referred to as the "Chapter."
Section 2. The Chapter shall be in (city or area and environs) and shall be part of the Region established by the Society to include said area.
Section 3. The Chapter shall sustain the aims and purposes of the Society.

ARTICLE II. MEMBERSHIP

Section 1. Membership in the Chapter shall be open to harpists and other interested persons.
Section 2. The Chapter shall consist of members designated as follows:

A. Regular Members

(1) A Regular Member must belong to the American Harp Society in addition to the Chapter.
(2) Only a Regular Member may vote or hold a principal Chapter office (defined in ARTICLE III Section 1, below) or have any of the rights and privileges of active membership in the Society.

B. Student Members

(1) A Student Member must be under 18 years of age, a harp student of a Regular Member of the Chapter, sponsored by said member, and shall pay only local Chapter dues.

C. Family Members

(1) A Family Member must belong to the immediate family of a Regular Member and shall pay only local Chapter dues.

D. Honorary Members

(1) Upon recommendation of the Board of the Chapter, a distinguished person not a member of the Chapter may be elected an Honorary Member by a two-thirds (2/3) vote of the members present at any Chapter meeting. (2) Honorary membership shall be pertinent only in the Chapter and no dues shall be required. (3) Honorary Members shall neither vote nor hold office in the Chapter.

ARTICLE III. OFFICERS

Section 1. The principal Officers shall be a President, Vice-President(s), Secretary and Treasurer (or Secretary-Treasurer) elected for a term of ______ years from among the Regular Members (defined in ARTICLE II Section 2 A (1), above). All Chapter Officers must be members of the American Harp Society. Election shall be by plurality.
Section 2. Additional Officers may be elected as desired by the Chapter.
Section 3. Officers may be reelected without limitation except for the President, who may serve _____ consecutive terms.
Section 4. Officers' duties shall be as follows:

A. The President shall preside at all meetings of the Chapter and at Board meetings. In the event of his or her absence, the meeting shall be presided over by the next in line elected officer, namely Vice- President, Secretary or Treasurer. The President shall appoint chairmen of Committees.
B. The Vice-President shall act in the absence of the President, shall counsel the President, shall be in charge of arranging programs, and shall accept such other responsibilities and assignments as the President may request.
In the event of the permanent inability of the President to serve, the Vice-President shall succeed to the office of President for the remainder of the current term; such service as President shall not be considered to be a term of office under the limitation of Section 2, above.
C. The Secretary shall be responsible for all secretarial duties. These shall include sending out notices of meetings, making written records of all meetings of the Board and Chapter and maintaining official files and records of the Chapter. Minutes of each meeting shall be read by the Secretary at the following meeting.
D. The Treasurer shall receive and disburse the funds of the Chapter, maintain banking account(s), keep accurate records of all fiscal transactions and supply the Society with any information it may require.

ARTICLE IV. BOARD OF DIRECTORS

Section 1. The Board of Directors of the Chapter (herein referred to as the "Board") shall consist of all present elected Officers and chairmen of Standing Committees. It may also include such past elected Officers, Committee chairmen and other members over 18 years of age as determined by the President. A quorum of not less than _____ members of the Board shall have the power to act.
Section 2. The Board shall meet as often as required to determine policy and manage the affairs of the Chapter. It shall have the power to make appropriations from the funds of the Chapter. The minutes of its meetings may be reviewed upon request by members of the Chapter.

ARTICLE V. COMMITTEES

Section 1. There may be the following Standing or Special (Temporary) Committees, set up as needed and appointed from among Chapter members by the President, subject to approval of the Board; Membership, Finance, Hospitality, Telephone, Historian, Publicity, Nominating.
Section 2. The Chapter's requirements shall determine formation of the above or other Committees.
Section 3. It shall be the duty of all Committees to attend to such matters as may be designated by the President and to make reports of their findings when requested.

ARTICLE VI. MEETINGS

Section 1. A minimum of one announced and scheduled business meeting shall be held each year. Additional meetings may be called by the President with the concurrence of the Board.

ARTICLE VII. DUES AND RECEIPT OF GIFTS

Section 1. Annual membership in the Society may be established by any interested person paying dues to the Treasurer of the Society.
Section 2. Annual local Chapter dues (for Regular, Student, and Family Members) shall not exceed the amount of national Society dues; the amount, recommended by the Board, shall be determined by majority vote of the Chapter.
Section 3. Membership in the Chapter shall terminate automatically upon failure to pay annual dues by a time established by the Board.
Section 4. The Chapter may accept financial and other gifts which may be used at the discretion of the Chapter in pursuit of the aims and purposes of the Chapter and Society.

ARTICLE VIII. AMENDMENTS

Section 1. The ____________________ Chapter Bylaws may be amended or revised at any time upon approval of two-thirds (2/3) of the members casting ballots. The proposed amendments or revisions shall have been mailed to the members not less than thirty (30) days before the closing date established for voting. Section 2. Amendments may be proposed by the Board or by a proposal signed by at least five percent (5%) of the Regular Members of the Chapter.

The following procedure must be completed before a request for a change of Chapter name and/or jurisdiction will be considered by the Executive Committee:

1. A letter of request along with the Chapter charter and a copy of Chapter By-Laws must be sent by the Chapter President to the Chapter Chairman.
2. At the same time, a copy of the letter of request shall also be sent by the Chapter President to the Regional Director.
3. Upon receipt of these materials, the Chapter Chairman will send the PETITION FOR CHANGE OF NAME and/or JURISDICTION OF CHAPTER to the Chapter President.
4. When the form is completed and returned to the Chapter Chairman, the request will be submitted to the National President for a vote at the next Executive Committee meeting.
5. If the request is granted, a new charter will be prepared and forwarded to the chapter.

An Active Chapter is one that holds a minimum of one announced and scheduled business meeting a year, and reports in writing their activities to the Executive Secretary. Inactive status may be granted to a chapter upon request for two years after which time the chapter resumes active status or is dissolved and returns its charter to the Society. Application for Inactive Status is available from the Chapter Chairman.

The following procedure(s) must be completed before a request for a change of status can be considered by the Executive Committee.

Inactive:

1. A letter from the Chapter President or presiding officer to the Chapter Chairman requesting inactive status
2. At the same time, a copy of the letter should be sent by the Chapter President to the Regional Director.
3. Upon receipt of the letter, the Chapter Chairman will forward a Petition for Inactive Status.
4. As soon as completed, the Petition should be returned to the Chapter Chairman. The Chapter Chairman will then complete the notification process.
5. A Chapter may remain inactive for a period of two years. At the end of that time the chapter may either reactivate or dissolve.

To Reactivate:

1. A letter to the Chapter Chairman requesting reactivation accompanied by the following documentation:

a.   A copy of the minutes of the meeting at which the intent to reactivate was voted upon. (A minimum of six AHS members in good standing is required.) The copy of the minutes and the voting membership may be certified by the chapter president or other presiding officer present at the meeting.
b.   A dated copy of the current bylaws.

2. Upon receipt, the Chapter Chairman will notify the Executive Secretary and the Regional Director of the reactivation of the chapter.

If in the judgment of the current chapter president, it is impossible to secure a slate of officers to assume leadership for the coming year, the procedure for chapter dissolution is:       1. A letter from the Chapter President or presiding officer is sent to the Chapter Chairman requesting dissolution of the chapter.
      2. At the same time, a copy of the letter should be sent by the Chapter President to the Regional Director.
      3. Upon receipt of the letter, the Chapter Chairman will forward a petition for Chapter Dissolution.
      4. As soon as completed, the Petition and the Chapter Charter should be sent to the Chapter Chairman. Upon receipt the Chapter Chairman will submit the Petition to the Executive Committee for consideration.
      5. All financial assets are forwarded to the AHS Executive Secretary, unless otherwise stipulated in the chapter bylaws.
      6. Non-financial assets are disposed among chapter members.
      7. A year after a chapter's dissolution, the Chapter Chairman will invite the former members of the chapter to re-activate the chapter.

1. Rules of Order
The rules contained in the current edition of Robert's Rules of Order, Newly Revised should govern the chapters in all cases to which they are applicable.

2. Newsletter mailing list
Include the Regional Director, Media Group Coordinator, Chapter Chairman and Executive Secretary on the chapter newsletter mailing list.

3. Activities Report
In the fall the Executive Secretary sends out a questionnaire to all chapters to update chapter information. In the spring a form for the Chapter Activities Report is sent. This document must be completed and returned to the Executive Secretary and should contain the report of at least one business meeting and include a list of all activities and projected activities up to the date of the National Conference or Summer Institute. Send a copy of the Activities Report to the Chapter Chairman, Media Group Coordinator and to the Regional Director.

4. Chapter election of officers
The Chapter Secretary shall notify the Executive Secretary and the Regional Director of election results after each chapter election is held.

5. Regional Director
Regional Directors are elected by members of their respective region to a term of three years and may serve no more than two consecutive terms.

The primary role of the Regional Director is to facilitate communication between the American Harp Society and its chapters. Chapters should include the Regional Director on their mailing list and send the Regional Director information concerning their activities.

Regional Directors are encouraged to attend a function of at least one different chapter each year. In addition, the duties of the Regional Director are as follows:

1. Attend all Board of Directors meetings.
2. Maintain contact with Chapter Presidents.
3. Publish two regional newsletters per year.
4. May organize regional conferences.
5. Assist the Chapter Chairman with formation of new chapters.
6. Inform Concert Artists Program of suitable candidates.
7. Encourage Chapters and offer suggestions to Chapter Presidents.
8. Make recommendations for the "Chapter of the Year Award" .

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