The following includes the Ohio University AMTAS bylaws. These lay out the requirements of active standing for students in the group. All music therapy undergraduate students at Ohio University are REQUIRED to be active members of this association.
American Music THerapy Association of Students
Ohio University Chapter
Bylaws
Revised: 5/11/09
Article I: Active Standing
Statement 1: Determination of Active Standing
Active standing will be determined by the following:
Attendance of 1 fundraising event per quarter
Attendance of 1 community service event per quarter
If for any reason an event is canceled the day of the event, all members signed up for that event will receive full credit.
1. At least 2 community service events and 2 fundraisers will be offered per quarter
2. Attendance at bi-monthly meetings--4/5 per quarter
3. Payment of dues-$5 per quarter
4. Absences will be excused for anything that cannot be rescheduled, (class, personal emergency, and other student association meetings). If the reason is work, group meeting with class, or no doctors excuse is available (unexcused), the member must attend an additional fundraising or community service event for each missed meeting.
Statement 2: Records for Active Standing
Records of these requirements will be kept by the Secretary as follows:
Community Service/Fundraising
Members will sign in for large group events with the Vice President or designated AMTAS member.
Members will sign in for fundraising events with the Fundraising Chair.
The member must have a community service form signed by the site for individual community service events.
Meetings
Each member must sign the attendance form provided by the Secretary for each meeting.
Absence excuses must be given to the Secretary in writing (via e-mail or hand written note) prior to the meeting in order to be excused.
Each member has one unexcused absence per quarter without penalty.
Dues
Dues in the amount of $5 must be paid quarterly by each quarter closing date.
Members have the option of paying the full amount of $15 for the year by the quarter closing date for fall quarter. (Members have the option of paying dues in advance for more then 1 quarters dues.)
The Treasurer will give each member a record of payment (receipt) for payments.
Statement 3: Extenuating Circumstances for Active Standing
In the event that a member of AMTAS does not meet the requirements for meeting attendance &/or community service and fundraiser, the member may appeal to receive active standing. The process is as follows:
* Member files a written excuse by e-mail to secretary at least one hour prior to meeting/fundraising/community service. If member does not file excuse one hour prior to meeting, their absence is unexcused.
* If an extenuating circumstance should arise and a member would like to appeal his/her unexcused absence the Executive Board will decide on whether to override the unexcused absence on an individual basis.
* The Secretary will verify that the member has met all other requirements, except for the one(s) being appealed.
* Once it has been determined that the member has met all requirements, except for the one(s) being appealed, the Executive Board will vote as to whether or not the member should receive active standing.
* The majority of the Executive Board members must agree for active standing to be granted.
In the event of a tie among the Executive Board, or in a situation in which the member would like to keep his/her excuse confidential from the Executive Board, the Faculty Advisor will review the members appeal and make the final decision on active standing.
Article II: Officers
Statement 1: Officer Positions
The following positions are elected each year and will serve as the Executive Board for OU AMTAS:
President
Vice-President
Student Representative (Secretary)
Secretary (Treasurer)
Parliamentarian (Student Rep)
Treasurer (Fundraising)
Fundraising Chair (Education Chair)
Education Chair (Parliamentarian)
Social Chair
Statement 2: Description of Officer Positions
President
* The President must be in at least his/her third year of music therapy coursework and a music therapy major to be nominated.
* The President must have at least 3 quarters of active standing for the current academic year to be nominated for the position.
* The President will preside and keep order at all executive and full organization meetings.
* The President will attend all necessary student organization meetings as requested by the School of Music (Student Advisory Committee), Ohio University and AMTA.
* The President will meet with the Faculty Advisor and Vice President as deemed necessary. (Move to Vice Presidents Duties)
* The President has the authority to appoint committees, when necessary, to organize events.
* The President will be aware of all OU AMTAS expenses.
* The President will have knowledge of the tasks and duties of each Executive Officer and Committee.
* The President will advise each Executive Officer and Committee, as well as delegate tasks when necessary.
* The President will get the key for the room for all full organization meetings with assistance from Faculty Advisor.
* The President will inform the Faculty Advisor of meeting times and agendas prior to Full Organization, Executive and Emergency meetings.
Vice-President
* The Vice President must have at least 2 quarters of active standing during the current academic year and be a current music therapy major to be nominated for the position.
* The Vice President will preside at any and all functions in the absence of the President.
* The Vice President will meet with the President and the Faculty Advisor as deemed necessary.
* The Vice President will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Vice President will serve as the head of community service. This includes organization of all community service functions.
* The Vice President will offer at least 2 community service events for the entire organization per quarter.
* The Vice President will Inform members of opportunities to attend offer individual community service events throughout the quarter if members cannot attend group community service projects.
* The Vice President will record attendance at every community service event and give the list to the Secretary by the last Executive Board meeting of the quarter.
Student Representative
* The Student Representative must have at least 2 (1 quarter) quarters of active standing during the current academic year and be a current music therapy major to be nominated for the position.
* The Student Representative will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Student Representative will correspond with other AMTAS organizations, AOMT, AOMT student representatives, and AMTA as needed.
* The Student Representative will convey current information and issues regarding AMTA, AOMT, and other AMTAS organizations to executive board officers and full organization.
* The Student Representative must attend the Great Lakes Regional Conference in the spring quarter or appoint someone to attend it their absence.
* The student representative will inform AMTAS about upcoming conferences, assist students in registration, setting up groups to attend conferences, and answering conference questions as needed.
* The Student Representative will keep in contact with student advisor on current events pertaining to AMTAS, AOMT, and GLR AMTAS.
* The Student Representative will prepare material to submit to Ohio University, AOMT and AMTA publications (i.e. Voice of the Lakes) about current happenings of OU AMTAS.
* The Student Representative will maintain the OU AMTAS webpage.
Secretary
* The Secretary must have at least 2 quarters of active standing in the current academic year and be a current music therapy major to be nominated for the position.
* The Secretary will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Secretary will take minutes of all executive and full organization meetings, type the minutes and prepare a copy via e-mail to the Faculty Advisor and President within 2 weeks of the meeting. A hard (paper) copy will also be placed in the Record Book.
* The Secretary will be responsible for obtaining a list of member participation in community service events from the Vice President, fundraising events from the Fundraising Chair, and dues from the Treasurer to be placed in the Record Book.
* The Secretary will be the main care-taker of the OU AMTAS email account by editing names for the group contact list, and sending and deleting emails to other organizational members.
* The Secretary will prepare a list of members in active standing at the end of each quarter. This list will be given to the Faculty Advisor and the President within 2 weeks of the quarter closing date (the last day of exams). The Secretary will also email all members not in good standing after the last meeting of the quarter.
* The Secretary will keep track of unexcused absences by members and who has to attend additional events and give those names to the appropriate officers.
* The Secretary will keep track of all motions and votes during meetings that require formal voting.
Parliamentarian
* The Parliamentarian must have at least 2 quarters of active standing for the current academic year to be nominated for the position.
* The Parliamentarian will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Parliamentarian will maintain the status of the bylaws by drafting amendments when necessary and present a revision of the bylaws each year before elections.
* The Parliamentarian will facilitate the organization of all AMTAS meetings with reference to Roberts Rules of Order and the OU AMTAS Bylaws.
* When referring to Roberts Rules of Order and/or the OU AMTAS Bylaws, the Parliamentarian will explain the procedures to all members of the group in laymen terms, if necessary.
Treasurer
* The Treasurer must have at least 1 quarter of active standing in the current academic year.
* The Treasurer will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Treasurer will prepare a budget for each school year with the help of the President and the Faculty Advisor.
* The Treasurer is responsible for reimbursing members after receiving expense receipts.
* The Treasurer will record all dues paid and give receipts for dues paid to members.
* The Treasurer will supply a list of all dues paid to the Secretary at the end of each quarter to be kept in the Record Book.
* The Treasurer will be the liaison between OU AMTAS and Chubb Hall with all financial concerns.
* The Treasurer will present a report of financial status to the Executive Board and Full Organization at least once per quarter.
Fundraising Chair
* The Fundraising Chair must have at least 1 quarter of active standing during the current academic year.
* The Fundraising Chair will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Fundraising Chair will plan at least two fundraising event per quarter.
* The Fundraising Chair will keep record of all members who participate in each fundraiser.
* The Fundraising Chair will supply a list to the Secretary of all members who participated in each fundraiser to be placed in the Record Book.
The Education Chair
* The Education Chair must have at least 1 quarter of active standing during the current academic year.
* The Education Chair will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Education Chair will organize one topic to be presented at each full organizational meeting. Topics may include but are not limited to current research, music experiences, American Music Therapy Association, Association of Ohio Music Therapy, Internships, and biographies about upcoming speakers.
* The Education Chair will submit the topic and/or speaker for each meeting at least 1 week in advance for the approval of the executive board.
* In the event that a topic and/or speaker are not approved by the executive board, the Education Chair will make corrections or change to a new topic and/or speaker and submit the change(s) to the president for approval before he/she can present at the full organization meeting.
* The Education Chair will set up additional student speakers from within OU AMTAS and will meet and correspond with music therapy professors to set up addition speakers from outside the OU music therapy department.
* The Education Chair will correspond with the Student Representative on current events in the AMTA, AOMT, and other student organizations.
* The Education Chair will teach new members on the history and development of the OU chapter of AMTAS during fall quarter.
Social Chair
* The Social Chair must have at least 1 quarter of active standing during the current academic year.
* The Social Chair will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Social Chair will plan at least one social event per quarter.
* The Social Chair will plan a meeting at the beginning and end of the full school year during a full organization meeting for Freshman and Upper-class students to give the opportunity to share music therapy experiences.
Faculty Advisor
* The Advisor must be a music therapy professor at OU.
* The Advisor will assist with OU AMTAS activities, events and functions when necessary, in accordance with University policy.
* The Faculty Advisor will be available by phone or e-mail as needed.
* The Advisor will approve all financial commitments of the organization, as deemed necessary by Ohio University guidelines.
* The Advisor will provide advice and support to the organization as necessary.
* The Advisor will handle student appeals for active standing in the organization in the case of a tie or confidential matter.
Article III: Election of Officers
Nominations will begin on the eighth week and elections will fall on the tenth week of spring quarter each year. There must be at least one week in between the meeting of nominations and the meeting of elections.
Statement 1: The nomination process
1. The Secretary will confirm all members who have been in active standing for at least 1 quarter of the current academic year. Any members who have not achieved active standing for 1 quarter will be asked not to participate in the nomination process.
2. The Secretary will confirm all members who have been in active standing for at least 1 quarter of the current academic year. Any members, who have not achieved active standing as indicated for each Executive Office position, will be asked not to participate as a nominee.
3. Any member in active standing for at least one quarter of the current academic year may nominate any other member for an executive position.
4. A second member in active standing for at least one quarter of the current year must second the motion of nomination.
5. The nominated member will accept or deny the nomination.
6. An Executive Officer will write the nominees name on the board/ballot for election.
7. The nominated member will be given the opportunity to ask questions about the position.
8. If the criteria for President cannot be met then the nomination pool may be opened for people in their second year of music therapy coursework.
Statement 2: The Election Process
1. Quorum (66% or 2/3 of the members in active standing) must be met within the organization before elections or nominations may begin. All voting parties must be in active standing for at least 1 quarter during the current school year.
2. All votes will be cast on paper by secret ballot and counted by the Old Executive Board Members.
3. The officers will be elected in the following order:
President
Vice president
Student Representative
Secretary
Parliamentarian
Treasurer
Fundraising Chair
Education Chair
Social Chair
4. Once the first office is elected, other members running for that position may trickle down to the next position or any following position. For example, if Student A and Student B are both running for President and Student A wins, Student B can trickle down and run for Vice President, along with the other Vice President nominees.
5. The exact process of election is as follows:
All nominated parties will give a brief (60 sec) speech stating why they would like to serve in a position on the Executive Board. All other nominees for that position will be asked to leave the room during this time.
After all nominees have spoken and have left the room, each active member will cast their vote on paper.
The votes will be collected by the current President and tallied by the election committee.
The nominees are asked to return to the room as the President announces the results.
All other nominees trickle down, if they wish, and the process begins again with the next position.
Statement 3: Post election procedures
The following procedures must take place.
The Old Executive Board still presides until the quarter closing date of spring quarter.
An individual (1:1) meeting between each changing office and the exchange of materials to the new officers.
Statement 4: Officer Resignation
In the event that an officer resigns during his/her term, the following process will take place:
The next officer in line has the opportunity to take that position. The president will delegate the empty positions duties to the remaining executive officers. If the next officer in line does not want the vacant position, the president will delegate the empty positions duties to the remaining executive officers.
Article IV: Full Organization Meetings
The meeting day and time should be consistent each quarter.
When an issue is brought to the full organization for voting, at least 2/3 of the members in attendance must agree before the vote will pass. Members need not be in active standing to vote at regular meetings, only elections/nominations and bylaw revisions. The meetings should include the current business of the organization (socials, fundraisers, community service, etc), as well as community building activities (musical and non-musical). Any amount of money over $50 that is to be spent is presented to the chapter and must be approved by the Executive Board before allocating the funds.
Article V: Executive Board Meetings
Executive meetings will be held on weeks opposite the full organizational meetings (usually during odd weeks of the quarter). The purpose of the Executive Board is to serve the students of AMTAS, the Ohio University School of Music, the community of Athens and AMTA. This will be accomplished through community service events, fundraisers, conference attendance, socials and retreats. The Executive Board will plan all of the events listed above with help from the Faculty Advisor and with suggestions from the full organization. The Executive Board will also vote on matters concerning OU AMTAS. It will be at the discretion of the Executive Board to choose the matters that stay in Executive Board and the matters that are voted on by the entire organization.
Examples of Full Organizational Votes:
Elections
By-Laws
Examples of Executive Votes:
Decision of whether or not to participate in and/or attend a campus sponsored activity (outside of the School of Music).
Choosing the best date and time for events such as community service and fundraisers.
*It is usually best to pick 2-4 possible dates and times for events and present them to the full organization for vote on the final time and date.
Article VI: Emergency Meetings
In the event that a matter may arise that cannot wait until the next meeting, the President may call an Emergency Meeting for just Executive Board or for the Full Organization. The President will notify the Secretary who will post a sign on the bulletin board and send out an e-mail to those involved (Executive Board or Full Organization). In the event of an Emergency Meeting, members should make every attempt to attend the meeting. However, they will not be penalized if they cannot attend. If an issue needs to be voted upon, 2/3 of the members present must agree for it to pass (not 2/3 of the entire OU AMTAS organization).
Article VII: Committees
Committees may be assigned at the discretion of the President. The committee chair will be responsible for reporting to the President with all committee concerns. The President may appoint the entire committee, or only the chair. At that point, the chair may choose the other members (although they will usually be volunteers).
Article VIII: Bylaw Revision
The Parliamentarian must revise the bylaws each year to match the current functioning state of the organization. The Parliamentarian may require help from the Secretary, or appoint a committee to revise the bylaws. Regardless, the bylaws must be approved by the Full Organization before elections each spring. When bylaws are being approved, they must be seen in print by all attending members via photocopy, overhead projector, power point, etc. The bylaws can be amended at any time as long as Quorum is met.
The bylaw process:
1. The revision process will take place as stated in Roberts Rules of Order.
2. The Parliamentarian will consult with Faculty Advisor and another Executive Member before presenting to the full organization.
3. The Bylaws Committee will make revisions and present these to the Full Organization to be voted on.
4. The Full Organization will approve the Bylaws in whole after they have been revised.
Article IX: Quorum
Full Organization
Quorum is only necessary for nominations, elections and bylaw revision and approval. 2/3 or 66% of the total amount of active OU AMTAS member must be present for Quorum to be met. Active members who are validly excused from meetings are exempt from being counted in Quorum.
Executive Board
All members of the Executive Board must be present for Executive meetings in which an AMTAS is appealing for Active Standing.
Article X: Record Book
All records concerning dues paid, community service, fundraising events and meeting attendance will be recorded in the Record Book. The Secretary will be the main caretaker of the records. Members are free to look at the record book at any time.
Article XI: Quarterly Reports
Quarterly Reports by all executive officers will be kept in the Record Book. The Executive Officers will complete a report of the activities they planned and implemented throughout the quarter, as well as the amount of money spent. These reports are due to the Secretary by the Quarter Closing Date. At this time, the Secretary will compile all reports into one report.
PAGE 4
Kathleen Kuznik opened
Vote: Yes, change
Alex Damiano opened, Kathleen Kuznik second
Vote: Change Passed
Alex Damiano Opened the floor:
Change Passes
Kat Opened, Alex SecondChange Passes
Kathleen opened, Kat second
Change passes
Kathleen opened, Leslie second
Change does not pass
Brittany Lesch opened, Alex Damiano seconded
Change Passes
Article I: Active Standing
Statement 1: Determination of Active Standing
Active standing will be determined by the following:
Attendance of 1 fundraising event per quarter
Attendance of 1 community service event per quarter
If for any reason an event is canceled the day of the event, all members signed up for that event will receive full credit.
1. At least 2 community service events and 2 fundraisers will be offered per quarter
2. Attendance at bi-monthly meetings--4/5 per quarter
3. Payment of dues-$5 per quarter
4. Absences will be excused for anything that cannot be rescheduled, (class, personal emergency, and other student association meetings). If the reason is work, group meeting with class, or no doctors excuse is available (unexcused), the member must attend an additional fundraising or community service event for each missed meeting.
Statement 2: Records for Active Standing
Records of these requirements will be kept by the Secretary as follows:
Community Service/Fundraising
Members will sign in for large group events with the Vice President or designated AMTAS member.
Members will sign in for fundraising events with the Fundraising Chair.
The member must have a community service form signed by the site for individual community service events.
Meetings
Each member must sign the attendance form provided by the Secretary for each meeting.
Absence excuses must be given to the Secretary in writing (via e-mail or hand written note) prior to the meeting in order to be excused.
Each member has one unexcused absence per quarter without penalty.
Dues
Dues in the amount of $5 must be paid quarterly by each quarter closing date.
Members have the option of paying the full amount of $15 for the year by the quarter closing date for fall quarter. (Members have the option of paying dues in advance for more then 1 quarters dues.)
The Treasurer will give each member a record of payment (receipt) for payments.
Statement 3: Extenuating Circumstances for Active Standing
In the event that a member of AMTAS does not meet the requirements for meeting attendance &/or community service and fundraiser, the member may appeal to receive active standing. The process is as follows:
* Member files a written excuse by e-mail to secretary at least one hour prior to meeting/fundraising/community service. If member does not file excuse one hour prior to meeting, their absence is unexcused.
* If an extenuating circumstance should arise and a member would like to appeal his/her unexcused absence the Executive Board will decide on whether to override the unexcused absence on an individual basis.
* The Secretary will verify that the member has met all other requirements, except for the one(s) being appealed.
* Once it has been determined that the member has met all requirements, except for the one(s) being appealed, the Executive Board will vote as to whether or not the member should receive active standing.
* The majority of the Executive Board members must agree for active standing to be granted.
In the event of a tie among the Executive Board, or in a situation in which the member would like to keep his/her excuse confidential from the Executive Board, the Faculty Advisor will review the members appeal and make the final decision on active standing.
Article II: Officers
Statement 1: Officer Positions
The following positions are elected each year and will serve as the Executive Board for OU AMTAS:
President
Vice-President
Student Representative (Secretary)
Secretary (Treasurer)
Parliamentarian (Student Rep)
Treasurer (Fundraising)
Fundraising Chair (Education Chair)
Education Chair (Parliamentarian)
Social Chair
Statement 2: Description of Officer Positions
President
* The President must be in at least his/her third year of music therapy coursework and a music therapy major to be nominated.
* The President must have at least 3 quarters of active standing for the current academic year to be nominated for the position.
* The President will preside and keep order at all executive and full organization meetings.
* The President will attend all necessary student organization meetings as requested by the School of Music (Student Advisory Committee), Ohio University and AMTA.
* The President will meet with the Faculty Advisor and Vice President as deemed necessary. (Move to Vice Presidents Duties)
* The President has the authority to appoint committees, when necessary, to organize events.
* The President will be aware of all OU AMTAS expenses.
* The President will have knowledge of the tasks and duties of each Executive Officer and Committee.
* The President will advise each Executive Officer and Committee, as well as delegate tasks when necessary.
* The President will get the key for the room for all full organization meetings with assistance from Faculty Advisor.
* The President will inform the Faculty Advisor of meeting times and agendas prior to Full Organization, Executive and Emergency meetings.
Vice-President
* The Vice President must have at least 2 quarters of active standing during the current academic year and be a current music therapy major to be nominated for the position.
* The Vice President will preside at any and all functions in the absence of the President.
* The Vice President will meet with the President and the Faculty Advisor as deemed necessary.
* The Vice President will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Vice President will serve as the head of community service. This includes organization of all community service functions.
* The Vice President will offer at least 2 community service events for the entire organization per quarter.
* The Vice President will Inform members of opportunities to attend offer individual community service events throughout the quarter if members cannot attend group community service projects.
* The Vice President will record attendance at every community service event and give the list to the Secretary by the last Executive Board meeting of the quarter.
Student Representative
* The Student Representative must have at least 2 (1 quarter) quarters of active standing during the current academic year and be a current music therapy major to be nominated for the position.
* The Student Representative will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Student Representative will correspond with other AMTAS organizations, AOMT, AOMT student representatives, and AMTA as needed.
* The Student Representative will convey current information and issues regarding AMTA, AOMT, and other AMTAS organizations to executive board officers and full organization.
* The Student Representative must attend the Great Lakes Regional Conference in the spring quarter or appoint someone to attend it their absence.
* The student representative will inform AMTAS about upcoming conferences, assist students in registration, setting up groups to attend conferences, and answering conference questions as needed.
* The Student Representative will keep in contact with student advisor on current events pertaining to AMTAS, AOMT, and GLR AMTAS.
* The Student Representative will prepare material to submit to Ohio University, AOMT and AMTA publications (i.e. Voice of the Lakes) about current happenings of OU AMTAS.
* The Student Representative will maintain the OU AMTAS webpage.
Secretary
* The Secretary must have at least 2 quarters of active standing in the current academic year and be a current music therapy major to be nominated for the position.
* The Secretary will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Secretary will take minutes of all executive and full organization meetings, type the minutes and prepare a copy via e-mail to the Faculty Advisor and President within 2 weeks of the meeting. A hard (paper) copy will also be placed in the Record Book.
* The Secretary will be responsible for obtaining a list of member participation in community service events from the Vice President, fundraising events from the Fundraising Chair, and dues from the Treasurer to be placed in the Record Book.
* The Secretary will be the main care-taker of the OU AMTAS email account by editing names for the group contact list, and sending and deleting emails to other organizational members.
* The Secretary will prepare a list of members in active standing at the end of each quarter. This list will be given to the Faculty Advisor and the President within 2 weeks of the quarter closing date (the last day of exams). The Secretary will also email all members not in good standing after the last meeting of the quarter.
* The Secretary will keep track of unexcused absences by members and who has to attend additional events and give those names to the appropriate officers.
* The Secretary will keep track of all motions and votes during meetings that require formal voting.
Parliamentarian
* The Parliamentarian must have at least 2 quarters of active standing for the current academic year to be nominated for the position.
* The Parliamentarian will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Parliamentarian will maintain the status of the bylaws by drafting amendments when necessary and present a revision of the bylaws each year before elections.
* The Parliamentarian will facilitate the organization of all AMTAS meetings with reference to Roberts Rules of Order and the OU AMTAS Bylaws.
* When referring to Roberts Rules of Order and/or the OU AMTAS Bylaws, the Parliamentarian will explain the procedures to all members of the group in laymen terms, if necessary.
Treasurer
* The Treasurer must have at least 1 quarter of active standing in the current academic year.
* The Treasurer will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Treasurer will prepare a budget for each school year with the help of the President and the Faculty Advisor.
* The Treasurer is responsible for reimbursing members after receiving expense receipts.
* The Treasurer will record all dues paid and give receipts for dues paid to members.
* The Treasurer will supply a list of all dues paid to the Secretary at the end of each quarter to be kept in the Record Book.
* The Treasurer will be the liaison between OU AMTAS and Chubb Hall with all financial concerns.
* The Treasurer will present a report of financial status to the Executive Board and Full Organization at least once per quarter.
Fundraising Chair
* The Fundraising Chair must have at least 1 quarter of active standing during the current academic year.
* The Fundraising Chair will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Fundraising Chair will plan at least two fundraising event per quarter.
* The Fundraising Chair will keep record of all members who participate in each fundraiser.
* The Fundraising Chair will supply a list to the Secretary of all members who participated in each fundraiser to be placed in the Record Book.
The Education Chair
* The Education Chair must have at least 1 quarter of active standing during the current academic year.
* The Education Chair will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Education Chair will organize one topic to be presented at each full organizational meeting. Topics may include but are not limited to current research, music experiences, American Music Therapy Association, Association of Ohio Music Therapy, Internships, and biographies about upcoming speakers.
* The Education Chair will submit the topic and/or speaker for each meeting at least 1 week in advance for the approval of the executive board.
* In the event that a topic and/or speaker are not approved by the executive board, the Education Chair will make corrections or change to a new topic and/or speaker and submit the change(s) to the president for approval before he/she can present at the full organization meeting.
* The Education Chair will set up additional student speakers from within OU AMTAS and will meet and correspond with music therapy professors to set up addition speakers from outside the OU music therapy department.
* The Education Chair will correspond with the Student Representative on current events in the AMTA, AOMT, and other student organizations.
* The Education Chair will teach new members on the history and development of the OU chapter of AMTAS during fall quarter.
Social Chair
* The Social Chair must have at least 1 quarter of active standing during the current academic year.
* The Social Chair will assist with all OU AMTAS activities, events and functions as deemed necessary by the President.
* The Social Chair will plan at least one social event per quarter.
* The Social Chair will plan a meeting at the beginning and end of the full school year during a full organization meeting for Freshman and Upper-class students to give the opportunity to share music therapy experiences.
Faculty Advisor
* The Advisor must be a music therapy professor at OU.
* The Advisor will assist with OU AMTAS activities, events and functions when necessary, in accordance with University policy.
* The Faculty Advisor will be available by phone or e-mail as needed.
* The Advisor will approve all financial commitments of the organization, as deemed necessary by Ohio University guidelines.
* The Advisor will provide advice and support to the organization as necessary.
* The Advisor will handle student appeals for active standing in the organization in the case of a tie or confidential matter.
Article III: Election of Officers
Nominations will begin on the eighth week and elections will fall on the tenth week of spring quarter each year. There must be at least one week in between the meeting of nominations and the meeting of elections.
Statement 1: The nomination process
1. The Secretary will confirm all members who have been in active standing for at least 1 quarter of the current academic year. Any members who have not achieved active standing for 1 quarter will be asked not to participate in the nomination process.
2. The Secretary will confirm all members who have been in active standing for at least 1 quarter of the current academic year. Any members, who have not achieved active standing as indicated for each Executive Office position, will be asked not to participate as a nominee.
3. Any member in active standing for at least one quarter of the current academic year may nominate any other member for an executive position.
4. A second member in active standing for at least one quarter of the current year must second the motion of nomination.
5. The nominated member will accept or deny the nomination.
6. An Executive Officer will write the nominees name on the board/ballot for election.
7. The nominated member will be given the opportunity to ask questions about the position.
8. If the criteria for President cannot be met then the nomination pool may be opened for people in their second year of music therapy coursework.
Statement 2: The Election Process
1. Quorum (66% or 2/3 of the members in active standing) must be met within the organization before elections or nominations may begin. All voting parties must be in active standing for at least 1 quarter during the current school year.
2. All votes will be cast on paper by secret ballot and counted by the Old Executive Board Members.
3. The officers will be elected in the following order:
President
Vice president
Student Representative
Secretary
Parliamentarian
Treasurer
Fundraising Chair
Education Chair
Social Chair
4. Once the first office is elected, other members running for that position may trickle down to the next position or any following position. For example, if Student A and Student B are both running for President and Student A wins, Student B can trickle down and run for Vice President, along with the other Vice President nominees.
5. The exact process of election is as follows:
All nominated parties will give a brief (60 sec) speech stating why they would like to serve in a position on the Executive Board. All other nominees for that position will be asked to leave the room during this time.
After all nominees have spoken and have left the room, each active member will cast their vote on paper.
The votes will be collected by the current President and tallied by the election committee.
The nominees are asked to return to the room as the President announces the results.
All other nominees trickle down, if they wish, and the process begins again with the next position.
Statement 3: Post election procedures
The following procedures must take place.
The Old Executive Board still presides until the quarter closing date of spring quarter.
An individual (1:1) meeting between each changing office and the exchange of materials to the new officers.
Statement 4: Officer Resignation
In the event that an officer resigns during his/her term, the following process will take place:
The next officer in line has the opportunity to take that position. The president will delegate the empty positions duties to the remaining executive officers. If the next officer in line does not want the vacant position, the president will delegate the empty positions duties to the remaining executive officers.
Article IV: Full Organization Meetings
The meeting day and time should be consistent each quarter.
When an issue is brought to the full organization for voting, at least 2/3 of the members in attendance must agree before the vote will pass. Members need not be in active standing to vote at regular meetings, only elections/nominations and bylaw revisions. The meetings should include the current business of the organization (socials, fundraisers, community service, etc), as well as community building activities (musical and non-musical). Any amount of money over $50 that is to be spent is presented to the chapter and must be approved by the Executive Board before allocating the funds.
Article V: Executive Board Meetings
Executive meetings will be held on weeks opposite the full organizational meetings (usually during odd weeks of the quarter). The purpose of the Executive Board is to serve the students of AMTAS, the Ohio University School of Music, the community of Athens and AMTA. This will be accomplished through community service events, fundraisers, conference attendance, socials and retreats. The Executive Board will plan all of the events listed above with help from the Faculty Advisor and with suggestions from the full organization. The Executive Board will also vote on matters concerning OU AMTAS. It will be at the discretion of the Executive Board to choose the matters that stay in Executive Board and the matters that are voted on by the entire organization.
Examples of Full Organizational Votes:
Elections
By-Laws
Examples of Executive Votes:
Decision of whether or not to participate in and/or attend a campus sponsored activity (outside of the School of Music).
Choosing the best date and time for events such as community service and fundraisers.
*It is usually best to pick 2-4 possible dates and times for events and present them to the full organization for vote on the final time and date.
Article VI: Emergency Meetings
In the event that a matter may arise that cannot wait until the next meeting, the President may call an Emergency Meeting for just Executive Board or for the Full Organization. The President will notify the Secretary who will post a sign on the bulletin board and send out an e-mail to those involved (Executive Board or Full Organization). In the event of an Emergency Meeting, members should make every attempt to attend the meeting. However, they will not be penalized if they cannot attend. If an issue needs to be voted upon, 2/3 of the members present must agree for it to pass (not 2/3 of the entire OU AMTAS organization).
Article VII: Committees
Committees may be assigned at the discretion of the President. The committee chair will be responsible for reporting to the President with all committee concerns. The President may appoint the entire committee, or only the chair. At that point, the chair may choose the other members (although they will usually be volunteers).
Article VIII: Bylaw Revision
The Parliamentarian must revise the bylaws each year to match the current functioning state of the organization. The Parliamentarian may require help from the Secretary, or appoint a committee to revise the bylaws. Regardless, the bylaws must be approved by the Full Organization before elections each spring. When bylaws are being approved, they must be seen in print by all attending members via photocopy, overhead projector, power point, etc. The bylaws can be amended at any time as long as Quorum is met.
The bylaw process:
1. The revision process will take place as stated in Roberts Rules of Order.
2. The Parliamentarian will consult with Faculty Advisor and another Executive Member before presenting to the full organization.
3. The Bylaws Committee will make revisions and present these to the Full Organization to be voted on.
4. The Full Organization will approve the Bylaws in whole after they have been revised.
Article IX: Quorum
Full Organization
Quorum is only necessary for nominations, elections and bylaw revision and approval. 2/3 or 66% of the total amount of active OU AMTAS member must be present for Quorum to be met. Active members who are validly excused from meetings are exempt from being counted in Quorum.
Executive Board
All members of the Executive Board must be present for Executive meetings in which an AMTAS is appealing for Active Standing.
Article X: Record Book
All records concerning dues paid, community service, fundraising events and meeting attendance will be recorded in the Record Book. The Secretary will be the main caretaker of the records. Members are free to look at the record book at any time.
Article XI: Quarterly Reports
Quarterly Reports by all executive officers will be kept in the Record Book. The Executive Officers will complete a report of the activities they planned and implemented throughout the quarter, as well as the amount of money spent. These reports are due to the Secretary by the Quarter Closing Date. At this time, the Secretary will compile all reports into one report.
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Kathleen Kuznik opened
Vote: Yes, change
Alex Damiano opened, Kathleen Kuznik second
Vote: Change Passed
Alex Damiano Opened the floor:
Change Passes
Kat Opened, Alex SecondChange Passes
Kathleen opened, Kat second
Change passes
Kathleen opened, Leslie second
Change does not pass
Brittany Lesch opened, Alex Damiano seconded
Change Passes