Bylaws of the Montreal Recorder Society
The following provisions constitute the by-laws of the Montreal Recorder Society, an unincorporated association hereinafter referred to as the Society.
From its founding in September 1964 until the adoption of the present by-laws, the Society was known as ARS MUSICA MONTRÉAL.
ARTICLE I – ORGANIZATION
The Society is a non-profit association recognized as a chapter of the American Recorder Society, Inc.
ARTICLE II – OBJECTS
- To promote the recorder as an instrument that provides an active, enriching and comprehensive musical experience.
- Supply to Society members:
- Ways to develop their recorder playing skills and gain a better understanding of the art of music;
- Opportunities to play together;
- Opportunities to perform publicly.
ARTICLE III – MEMBERS
Section A - Admission criteria
Any person who subscribes to the objects of the Society and wishes to participate in its activities may become a member of the Society upon acceptance of his or her application by the Board of Directors and payment of the membership fee for the current year.
Unless otherwise specifically agreed with the Board of Directors, a member who fails to pay the annual dues within the time limit set by the Board of Directors and who, after receiving written notice, does not remedy the situation within 30 days of such notice, ceases to be a member of the Society.
Society members are not required to be members of the American Recorder Society, but are encouraged to become members.
Section B - Membership categories
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Users :
- Individual
- Family: parents and children aged 18 and under
- Full-time students aged 25 and under - Associates
- Any other category established by the Board of Directors
Section C - Rights and privileges
SFBM user members enjoy the following benefits, rights and privileges:
- Participate in SFBM musical activities for which they meet the requirements and have paid the registration fee;
- Benefit from a meeting place for recorder amateurs and professionals;
- Get information useful to any recorder enthusiast;
- Be on the SFBM mailing list for newsletters, invitations, announcements, etc;
- Voice and vote at the Company's business meetings;
- Stand for election to the Board of Directors;
- Access to all Company books and documents.
Associate members are persons who, although not enrolled in SFBM musical activities, wish to support the organization. They enjoy the same benefits, rights and privileges as other members.
Section D - Liability
A member is not liable for any obligations of the Society beyond the unpaid amount of the membership fee.
ARTICLE IV - BOARD OF DIRECTORS
The Board of Directors (hereinafter referred to as the Board) is made up of seven directors.
Directors are elected by the members of the Company.
The Board may hire a music advisor. This position is held by a recognized professional in the recorder field. He/she acts as a consultant to the Board in matters of annual planning of musical activities and the means to be taken to realize the envisaged program of activities.
The Board may set up committees and appoint members to carry out various tasks.
The Board has full responsibility for the Company's property and affairs, establishing the annual budget and planning and directing activities in accordance with the by-laws.
Board meetings are called by the Chairman. A meeting may be held without prior notice if all directors are present or if those absent consent. At the written request of two directors, the Secretary must convene a meeting of the Board. Meeting notices and agendas must be sent out at least one week in advance.
The Board meets at least once a year. Three members form a quorum. Each of the seven members has the right to vote, and any question requiring a vote is decided by a simple majority of the members present. In the event of a tie, the Chairman has the casting vote.
Board members are not remunerated, but may be reimbursed for costs and expenses incurred in good faith in the performance of their duties.
ARTICLE V - DIRECTORS
The directors are the president, vice-president, secretary, treasurer, music program coordinator, publicity manager and an advisor.
Directors are elected for a renewable term of two years from the date of their election at the Annual General Meeting.
Not all positions are up for election in the same year. In even-numbered years, the positions of vice-president, treasurer and program coordinator become vacant; in odd-numbered years, the positions of president, secretary, publicist and advisor become vacant.
In the event of a director's resignation, the Board appoints a successor until the next Annual General Meeting.
ARTICLE VI - DUTIES OF BOARD MEMBERS
Section A - Function description
The following job descriptions are intended as general guidelines. The Board may modify them or add responsibilities as required.
The President assumes the managerial powers usually assigned to this position. He convenes and chairs meetings of the Board and the members. In the event of a vacancy on the Board or the unavailability of a Board member, she ensures that the duties of the position concerned are carried out. In accordance with the Bylaws of the American Recorder Society, the President acts as the Chapter's representative and is responsible for communication between the American Recorder Society and the Society. The President presents a report on the past year at the Annual General Meeting.
The Vice-President assists the President and replaces him or her in the event of absence or incapacity to serve. In the event of the death or resignation of the Chairman, the Vice-Chairman acts in his stead until a successor is appointed by the Board. The Vice-President performs such duties as may be assigned by the Board.
The Secretariat keeps minutes of all Board and member meetings. It keeps the books in which are recorded the by-laws of the Society, the names and addresses of all members in good standing, the names and addresses of those who have been or are directors with the dates on which they became or ceased to be directors, the minutes of Board and members' meetings and all other official documentation belonging to the Society. He is responsible for mailings to persons appearing on the Company's list of members in good standing.
The treasurer collects all monies. It updates the Society's list of members in good standing and forwards it to the Secretariat. She manages the bank account, deposits and signs cheques, pays the dues to the American Recorder Society and forwards membership information to it, incurs expenses as decided by the Board, keeps a book showing the Society's financial position, and presents the financial report for the past year at the Annual General Meeting. The treasurer's book records the Company's income and expenditure and the matters to which they relate, the Company's assets and liabilities, and its rights and obligations. The treasurer's book is audited annually by a person or persons appointed by the Board.
The music program coordinator is responsible for communicating with teachers and guest conductors to ensure that the program of musical activities is carried out and that the musical scores required for the Society's activities are available.
The Advertising Manager plans and coordinates all the Company's advertising activities.
The advisor has no specific function.
The outgoing president remains a non-voting member of the Board for one year.
Section B - Cheque signing authority
In addition to the Treasurer, the Board appoints two other directors with signing authority.
Cheques must be signed by two of the three directors with signing authority.
ARTICLE VII - NOMINATIONS AND ELECTIONS
The list of candidates for each director position (president, vice-president, secretary, treasurer, music program coordinator, publicity manager and advisor) is presented by an election chairman. In all cases, the consent of the nominees must be obtained beforehand. The Chairman is excluded from being a candidate.
During elections, the list is presented, after which members are invited to propose other candidates if they wish. Any member may propose a candidate, provided he or she has obtained the candidate's prior consent. If there is only one candidate for a vacant position, he or she is elected by acclamation. If there is more than one candidate for a vacant position, an election is held and the vote is taken by secret ballot. The candidate receiving the most votes is declared elected. In the event of a tie, a second ballot is held.
ARTICLE VIII - MEMBERS' BUSINESS MEETINGS
Meetings are called by the Board or upon written request to the Board by five members in good standing. Each individual is entitled to one vote, and voting by proxy is not permitted. Members present form a quorum.
The notice of meeting and proposed agenda must be sent to members two weeks in advance.
The Annual General Meeting is held in June. The agenda includes the President's and Treasurer's reports, a discussion of the Society's budget and any other relevant business. Elections take place at the Annual General Meeting.
ARTICLE IX – FINANCES
Section A - Financial year
The Company's financial year begins on June 1 and ends on May 30 of each year.
Section B - Membership fees
The annual membership fee and the deadline for payment are set by the Company's Board of Directors.
In the event of a member's resignation, the Board of Directors will not reimburse the amount of dues paid, unless otherwise agreed.
To obtain a refund of registration fees for an activity, a notice of cancellation must be received by the Board before October 1 for the fall session and before January 15 for the winter session. The unused portion of the session is reimbursed at 75%..
ARTICLE X - ADOPTION AND AMENDMENT OF THE BY-LAWS
These by-laws may be adopted or subsequently amended by the consent of at least two-thirds of the members present at a meeting of the members.
ARTICLE XI – DISSOLUTION
The Company may only be dissolved with the consent of at least two-thirds of the members present at a special meeting.
ARTICLE XII – LIQUIDATION
In the event of liquidation of the Company, all remaining assets, after payment of debts, are donated to an organization with similar purposes.
The present by-laws, revised as of June 26, 2002, were first adopted at a members' meeting held on June 9, 2000, and include amendments subsequently adopted at general meetings of members.
Policies
POLICY IN CASE OF SNOWSTORM
The rehearsals and other activities of the MRS will take place anyway unless the Vincent d’Indy Music School is closed.
If the Vincent d’Indy Music School is closed
If the Vincent d’Indy Music School is closed because of bad weather, the school will announce its closure on its web site. It is the responsibility of each participant to go to the home page of that site http://www.emvi.qc.ca/ecole/ to check whether the school is closed.
In that case, the activities scheduled for that day will be cancelled. Either the activities will be rescheduled or the participants will be reimbursed.
If the Vincent d’Indy Music School is open
The rehearsals and other activities will take place as scheduled.
The directors must present themselves or arrange to be replaced. The directors or their replacements will be paid even if all the members of their group are absent. The rehearsal will not be rescheduled.
The participants who won’t attend must inform their director and their group representative about their absence as soon as possible.
