STANDARD OPERATING PROCEDURES
EASTERN NEW YORK CHAPTER of the AMERICAN GUILD OF ORGANISTS
The name of this organization shall be the Eastern New York Chapter of the American Guild of Organists, hereinafter referred to as the Chapter, a subordinate unit of the national organization known as the American Guild of Organists (AGO), hereinafter described as National.
2. STATE OF FUNDAMENTAL PURPOSES
Article II, Section 1 of the National by-laws is incorporated by reference, as if fully set out herein. Nothing in these Operating Procedures shall be read, and none of the Chapter’s activities pursuant to these Operating procedures shall be undertaken or executed, in a manner inconsistent with the fundamental purposes of the Guild.
3. CLASSES OF MEMBERSHIP
National classes of membership are as described in Article III, Section 1-3 and Article VII, Section 3 of the National by-laws. Chapter classes of membership are as follows:
- Regular Voting Member
- Special Voting Member – Over 65, under 21, or disabled
- Student Voting Member – Full-time, with valid school ID
- Partner Voting Member – Only one TAO per household
- Dual Voting Member – Primary chapter, plus
- Student Dual Member
- Chapter Friend – Non-voting + Clarion
4. ORGANIZATION AND GOVERNANCE
The Executive Board shall consist of all elected officers and directors of the Chapter, each of whom is accorded 1 vote. The officers of the Chapter shall be Dean, Sub-Dean, Recording Secretary, Registrar, Corresponding Secretary, and Treasurer. These 6 officers shall constitute the Executive Committee. Six (6) members of the Chapter shall be elected to the position of director according to the provisions of paragraph 12 below. There shall also be a Chaplain who shall be appointed by the Dean. All chairmen of standing committees, and all State, Regional, and National officers are invited to attend the meetings of the Executive Board with voice but no vote. Only voting members are eligible to serve as Chapter officers and directors.
5. DUTIES OF THE DEAN
The Dean shall be the chief executive officer of the Chapter, and as such, shall have the following duties and responsibilities:
a. Preside at all meetings of the Chapter and Executive Board;
b. Appoint chairmen of all standing committees;
c. Recommend for ratification by the Executive Board a person or persons to fill vacancies that may occur as the result of death, resignation, incapacity, removal, or disqualification of any officer or duly elected member of the Executive Board;
d. Appoint committees and correlate the work of officers and standing committees;
e. Serve as an ex officio member of all committees, excluding the Nominating Committee;
f. Submit reports at the general meetings of the Chapter covering such matters and making such recommendations as should be brought to the attention to or considered by the members of the Chapter;
g. Carry into effect all directions and resolutions of the Chapter and Executive Board and make such other reports to the Chapter and Executive Board as required;
h. Sign and countersign all contracts for and in behalf of the Chapter as authorized by the Executive Board;
i. Remain in office for a term of 1 year and may be reelected;
j. Perform such other duties as are incidental to the execution of the office or which may be required by the Executive Board.
6. DUTIES OF THE SUB-DEAN
The Sub-Dean shall:
a. In the absence of the Dean, exercise all powers and perform all duties of the Dean of the Chapter;
b. Serve as the Chairman of the Program Committee;
c. Remain in office for a term of 1 year and may be reelected;
d. Perform such other duties as are incidental to the execution of the office or which may be required by the Executive Board.
e. Assist in arranging Chapter meetings including accepting dinner reservations and collecting the tickets at the door at Chapter events.
In the case of the Dean’s resignation or death, the Sub-Dean will succeed to the office of the Dean until the next scheduled election.
7. DUTIES OF THE RECORDING SECRETARY
The Recording Secretary shall:
a. Have the responsibility of the recording and archiving of the minutes of all meetings of the chapter and of the Executive Board, which include the names of those members who are present and absent, and copies of the reports of the Treasurer and Secretary;
b. Act as Parliamentarian for the Chapter;
c. Prepare ballots for annual election and report results to National Headquarters;
d. Make such reports and perform other duties as are incidental to the execution of the office.
8. DUTIES OF THE REGISTRAR
The Registrar shall be the custodian of the membership records of the Chapter, and as such, shall have the following duties and responsibilities:
a. Report to the National Secretary the names of all dues paying members, such a list to include the class of membership (renewal, new, subscribing, reinstatement, etc) of each member;
b. Provide and process membership forms including the National membership application, National reinstatement form, Chapter membership renewal form and Chapter subscriber application;
c. Sign and distribute all membership cards;
d. Maintain, with the Chapter Treasurer, a current record of dues-paying members and their class of membership;
e. Inform newsletter editor of new members and Chapter Membership Directory updates;
f. Make such reports and perform other duties as are incidental to the execution of the office.
9. DUTIES OF THE CORRESPONDING SECRETARY
The Corresponding Secretary shall:
a. Prepare or coordinate the annual Chapter Membership Directory by soliciting advertising and overseeing the layout, production and distribution of the Directory during the month of October;
b. Submit on a regular basis, for publication in The American Organist, pertinent information regarding the Chapter and its activities;
c. Distribute the following items and other such items as deemed necessary by the Executive Board;
- Dues statements
- Chapter membership renewal forms
- Monthly newsletters
- Chapter Membership Directories
- Recital Series brochures
d. Maintain the Chapter bulk mailing permit as required by the Executive Board;
e. Perform other such duties incidental to the execution of the office as required by the Executive Board.
10. DUTIES OF THE TREASURER
The Treasurer shall be custodian of all financial records of the chapter and as such, shall have the following duties and responsibilities:
a. Keep full and accurate accounts of the Chapter, including:
- Receipts and disbursements
- Assets, liabilities and fund balances
- Revenue and operating expenses
- Subscription series income and expenses
- All other financial records and documents deemed necessary by the Executive Board;
b. Receive all monies and credits and deposit in a timely manner in the name and to the credit of the Chapter in such accounts and depositories as may be designated by the Executive Board;
c. Collect all dues and send to the National Treasurer that portion of membership dues required by National Headquarters;
d. Disburse, or supervise the disbursement of all other funds of the Chapter in accordance with the authority granted by the Executive Board, taking proper vouchers to correspond to the disbursement;
e. Prepare and submit such reports or statements of the Chapter’s finances and accounts as required by the Executive Board;
f. Sign and/or countersign contracts or other such instruments on which the Treasurer’s signature is required;
g. Serve as a member of the Finance Committee;
h. Maintain, with the membership Registrar, a current record of dues-paying members and their classes of membership; Perform such other duties incidental to the execution of the office as required by the Executive Board.
11. DUTIES OF THE AUDITORS
There shall be 2 auditors who shall examine the books of the Chapter that are maintained by the Treasurer. This examination shall occur as soon as possible after the close of the Chapter fiscal year, which is July 1 – June 30, corresponding with that of National.
12. DUTIES OF THE CHAPLAIN
The Chaplain shall be appointed by the Dean for a term of 1 year, and shall be eligible to serve successive terms. The Chaplain shall perform those duties deemed appropriate to the office.
13. ELECTION OF THE DIRECTORS
Each year 2 directors shall be elected to serve for 3 years, thus establishing 3 classes for a total of6 directors. Each director shall hold office and serve until a successor is elected and officially installed.
14. VACANCIES ON THE EXECUTIVE BOARD
Any member of the Executive Board may resign from the position by submitting a written resignation, effective immediately upon its acceptance by the Executive Board. Vacancies on the Executive Board resulting from death, resignation, incapacity, disqualification or removal, for failure to fulfill responsibilities shall be filled by appointment by the Dean. A person appointed to fill such vacancy shall meet all qualifications to hold office and shall serve for the unexpired time and until a successor has been duly elected and officially installed.
15. APPOINTMENTS AND COMMITTEES
Appointments and Committees shall be determined by the size of the Chapter as necessary for the Chapter’s efficient operation. The Standing Committees and Appointments include AGO Examinations Committee, Continuing Education Committee, Finance Committee, Historian, Hospitality Committee, King of Instruments Committee, Music Librarian, Newsletter Editor, Nominating Committee, Placement Committee, Professional Concerns Committee, Program Committee, Scholarships Committee, Student Competition Committee, Substitutes Committee and Telephone Committee.
A. AGO EXAMINATIONS COMMITTEE
The AGO Examinations Committee shall be responsible for devising ways to aid members of the Chapter in their efforts to prepare themselves for the AGO Examinations for certification. The Chairman shall be responsible for conducting AGO Certification Examinations if the Chapter becomes a National Examination Center. Guidelines and special help may be obtained from the National Certification Committee.
B. CONTINUING EDUCATION COMMITTEE
The Continuing Education Committee shall oversee the further education of the Chapter members and as such shall provide classes, workshops and other learning opportunities.
C. FINANCE COMMITTEE
The Finance Committee shall consist of the Treasurer, the Program Committee chairman and a member appointed from the Executive Board. The committee shall submit a budget for each fiscal year and shall recommend policies for financial responsibility in future years. The budget shall be presented on a timely basis to the Executive Board for approval.
The Historian shall keep a copy of each recital program, any article appearing in newspapers or magazines concerning the Chapter, a copy of all Chapter publications and all books, music, programs, of concerts and recitals sent by Chapter members. The Historian shall keep the history of the Guild in a place accessible to all members.
E. HOSPITALITY COMMITTEE
The Hospitality Committee shall be responsible for all social events and as such shall determine anticipated attendance, purchase necessary food and non-food items, arrange a location for serving and enlist help of members as necessary to help serve and clean up.
F. KING OF INSTRUMENTS COMMITTEE
The King of Instruments Committee shall be responsible for the administration of the King of Instruments organ recital series and as such shall select and contract artists; establish ticket, subscription and advertising prices; design and execute brochure, programs and other necessary printed materials, enlist and assist Hospitality Committee in preparing receptions; maintain a mailing list for distribution of brochures; provide information to the Publicity Committee for dissemination and assume any other responsibilities for the presentation of the series. The King of Instruments Committee chairman shall appoint as many committee members as are necessary for the efficient administration of the series.
G. MUSIC LIBRARIAN
The Music Librarian shall be the custodian of all Music owned by or donated to the Chapter. This collection shall be kept in a place accessible to all members.
H. NEWSLETTER EDITOR
The Editor of the Chapter Newsletter shall gather and publish all items and information pertinent to the Chapter and its members in a monthly publication entitled the Clarion. Such items and information shall include announcements of forthcoming general meetings of the Chapter, King of Instruments series programs, calendar of future programs and events, lists of vacancies for church and synagogue musicians, letters from the Dean, Chapter Membership Directory updates and any other item of interest to the Chapter as deemed appropriate by the Executive Board.
I. NOMINATING COMMITTEE
The Nominating Committee shall exist of 5 members, not more than 2 of whom may be members of the Executive Board. The Nominating Committee shall nominate one or more candidates for Officers and an excess of candidates for Directors whose terms are about to expire. The slate shall be prepared by the Nominating Committee, delivered to the Executive Board, recorded in the minutes, published in the Clarion and (therefore announced to the general membership) by April 1 to insure adequate time and consideration be given the candidates prior to election. Additional nominations may be made by petitions signed by at least 5 members in good standing of the Chapter and submitted to the Secretary to receive the same time consideration.
J. PLACEMENT COMMITTEE
The Placement Committee shall be responsible for maintaining a current listing of positions available for church and synagogue musicians. This list shall be available to all members through direct contact with the Placement Chairman. Announcement of all new listings shall be made via publication in the Clarion. The Placement Committee shall determine the information to be included in the listing and what minimum criteria, if any, shall be met for listing.
K. PROFESSIONAL CONCERNS COMMITTEE
The Professional Concerns Committee shall be responsible for defining the professional concerns which the Chapter needs to consider. It shall also be responsible for developing ways to assist the Chapter and its members to address these concerns, develop ways to educate the Chapter members and local churches and other institutions concerning the policies developed, and obtain guidelines or special help that is available from the National Councilor for Professional Concerns.
L. PROGRAM COMMITTEE
The Program Committee, whose chairman shall be the Sub-dean, shall be responsible for all the programming by the Chapter including monthly Chapter presentations, dinners, special recitals, services and so forth, and as such shall select and arrange for artists, speakers, projects for meetings or other agenda; select and arrange for appropriate locations for these functions; enlist and assist Hospitality Committee in preparing receptions or dinners as required; secure ushers for all programs as necessary; present to the Executive Board for approval a suggested program agenda for the year on a timely basis in order that anticipated costs may be included in the Finance Committee’s Budget preparations; submit a final program agenda to the Secretary for publication in the Chapter Membership Directory; submit program information to the Newsletter Editor for timely inclusion in the Clarion; assist as necessary during programs to assure that they run smoothly; ensure the effectiveness of liability insurance held by churches or other locations where programs are held to insure the safety of participants and attendants.
M. SCHOLARSHIP COMMITTEE
The Scholarship Committee shall be responsible for the administration of funds for disbursement as scholarships and as such shall solicit eligible students, arrange for suitable time and location for audition, arrange for qualified adjudicators for the auditions and submit the name(s) of the winner(s) to the Executive Board and to the Newsletter Editor for publication in the Clarion.
N. STUDENT COMPETITION COMMITTEE
The Student Competition Committee shall be responsible for the administration of the annual student competition in organ performance and as such shall solicit eligible students, arrange for suitable time and location for the competition and submit the name(s) of the winner(s) to the Executive Board and to the Newsletter Editor for publication in the Clarion. The amount of the prize may be determined by the Finance Committee.
O. SUBSTITUTES COMMITTEE
The Substitutes Committee shall be responsible for maintaining an up-to-date list of qualified members of the Chapter who are available to work as substitute organists. The list shall be available for reference by churches and synagogues by phone contact of the Substitutes Committee chairman.
P. TELEPHONE COMMITTEE
The Telephone Committee shall be responsible for contacting all Chapter members as necessary to provide information on upcoming events, meetings and so forth. The Telephone Committee chairman shall appoint as many committee members as are necessary for the efficient completion of this responsibility.
16. GENERAL MEETINGS OF THE CHAPTER
The General Meetings of the Chapter shall be held as scheduled and announced by the Executive Board. A quorum of 25% of the active members or 25 members, whichever is fewer, shall be necessary for the transaction of any business. A minimum of one general chapter meeting shall be held each year before July 1 for the purpose of election of officers and directors
17. EXECUTIVE BOARD MEETINGS
The Executive Board shall meet as scheduled by the Dean, or by request of the members of the Executive Board. Regular attendance by the Officers, Directors and Committee chairmen is expected at all meetings of the Executive Board. All meetings of the Executive Board shall be conducted in accordance with the parliamentary practices found in the current edition of Robert’s Rules of Order.. A majority of officers and directors shall be necessary and sufficient to constitute a quorum for the transaction of business.
18. ELECTION AND INSTALLATION OF OFFICERS AND DIRECTORS
The annual election of officers and directors shall occur at the Spring general membership meeting. A plurality of votes cast shall be sufficient for election. The officers and directors who are elected at the June general meeting shall be installed at the next scheduled Executive Board meeting. Term of office shall commence July 1.
19. AMENDMENTS TO OPERATING PROCEDURES
Following adoption by the Executive Board and approval of the Chapter, Regional Chairman and National Councilor for Organizational Concerns, these OPERATING PROCEDURES and any provision thereof may be amended at any time by action of the Executive Board. A majority of votes cast shall be sufficient to amend any provision of or add to these OPERATING PROCEDURES. Any amendment of or addition to this document shall be added with the date of enactment. Any amendment so made affecting the election of officers or directors must be ratified by Chapter membership at a general meeting or by mail vote.
20. DUES OF THE CHAPTER
National rates and procedures for collection of annual dues of voting members are determined by National Council. Chapter dues rates and rates for subscribing members shall be determined by the Executive Board.
21. DISPOSITION OF ASSETS
In the event of the dissolution of the Chapter, the assets remaining after the payment of all expenses and the satisfaction of all liabilities shall be forwarded to the National Office of the American Guild of Organists.