SUPERSEDES ALL PREVIOUS COPIES GOVERNING BYLAWS WEST KENTUCKY GOSPEL MUSIC ASSOCIATION GOVERNING BYLAWS
These by-laws are formed and adopted by the association hereby known as West Kentucky Gospel Music Association (WKGMA). We recognize Jesus as our Lord and master and as an example. The objective of the Association under these by-laws, is to control and facilitate the carrying on the various activities of the Association. MOTTO Sing unto the Lord, bless his name; shew forth His salvation day to day. --Psalms 96.2 ASSOCIATION YEAR The Association year will run from January 1 through December 31 of each year ARTICLE I - MEMBERSHIP Any individual or group endeavoring to promote the Gospel of Jesus Christ may become a member of WKGMA by doing the following at a regular stated meeting. 1. Contact the WKGMA Corresponding Secretary to complete a membership form, which will require the following information: a. Group/Solo Name b. Contact Name c. Address d. Home and cell phone numbers e. Fax f. A photograph of the group/soloist artist g. And in the case of a group, all members as well as a contact number of each Any information obtained from this membership form will be used for attendance (ARTICLE IV;Section4 and ARTICLE XV), communication (ARTICLE IV; Section 5) and promotion (both physical and online (ARTICLE IV; Section 5) purposes by the WKGMA. Your information will never be sold to any third party; however, it may be obtained by means of online viewing 2. Have one (1) person designated as the contact person. 3, Pay membership fee to the Association's Treasure (ARTICLE II) ARTICLE II-MEMBERSHIP FEES 1. Annual membership fees are due January 1st of each year and must be paid by the March meeting. 2. Membership fees for groups are $25.00 and $10.00 for soloist per year "OR" any portion of the year a. Soloist status shall be based upon the number of vocalists during any scheduled performance. Only one (1) vocalist shall be given solo status. The number of musician does not constitute group status unless one or more musicians are also vocalists during any scheduled performance b. Group status shall be based upon the number of vocalists during any scheduled performance Two (2) or more vocalists shall be given group status. 3. Membership fees for new members are due and payable immediately upon their request for membership ARTICLE III- VOTING PROCEDURES 1. The quorum of one-third of the members must be present in a regular or special meeting in order to call for a vote. "ROBERTS RULES OF ORDER" shall prevail in all matters. 2. Each group or soloist shall one (1) vote in the election of the officers. All other votes shall be one (1) vote per person per motion ARTICLE IV-OFFICERS The Association known as the WKGMA shall have the following officers whose duties are described below 1.PRESIDENT a. The President shall preside over all business meetings both regular and special. b. The President is to notify the Vice-President in advance if unable to attend any business meeting, both regular or special c. It is the duty of the President to begin meetings punctually and preside according to ROBERTS RULES OF ORDERS d. The President shall preside over any annual convention. He shall either act as the "Master of Ceremonies" or appoint someone to fill the position 2. VICE-PRESIDENT a. The Vice-President shall assume any and all of the duties of the President in the President's absence. b. The Vice-President shall either chair or appoint a chairman to moderate any or all committees. c. The Vice-President shall contact members of said committees to set a special meeting outside regular business meeting to make such decisions for such purpose as appointment 3. TREASURE a. The Treasure is responsible for the preparation of the monthly financial statement which will be open for inspection, by any group, upon request b. The Treasure shall maintain an accurate and timely set of books for the association. c. The Treasure is responsible for he collection, disbursement, and management of all the association's funds. 4. RECORDING SECRETARY a. The Recording Secretary shall keep the minutes of all business meetings, both regular and special. b. At each regular meeting, the Recording Secretary shall have a condensed reading of the minutes of the previous months meeting. c. The Recording Secretary shall keep a record of the attendance of each meeting (ARTICLE XI) d. The Recording Secretary shall monitor eligibility of the participants in all annual conventions held by the association (ARTICLE XV) 5. CORRESPONDING SECRETARY a. The Corresponding Secretary shall maintain all administrative correspondence for the association including the following * Member notifications: Notifications of WKGMA events or business will be sent using the U.S. Postal, Email, or hone to all members at appropriate times * WKGMA Advertisements: When the need arises for Newspaper, magazine, posters, or otherwise in the area of advertisements for the WKGMA the Corresponding Secretary will see that it is fulfilled and distributed in a timely manner. * Membership Directory: A directory containing all active WKGMA group and solo members information (Group/Solo name, contact, address, telephone, fax, email, website) along with a photo of the group/solo will be maintained (ARTICLE XIV) WKGMA SPRING AND FALL CONVENTIONS Program: Designed for distribution to the public indicating the lineup of WKGMA groups/solo artists for each evening of the convention. This program will include a member photo along with any contact information available from the WKGMA Membership Directory. A copy of this will be submitted to the association for review of each members content and then distributed on the first and each subsequent night of convention Advertisements: Posters will be designed to advertise the convention event indicating all information regarding the event such as: What it is, Location, Date, Time, and Who to contact for information b. The Corresponding Secretary shall maintain a list of the association groups using information obtained through the Membership form (ARTICLE I) c. If the Corresponding Secretary does not serve as the Website Administrator for the WKGMA he/she shall provide timely information, a current digital copy of the WKGMA Bylaws, digital copies of posters and other advertising materials along with current revisions of the Member Directory and WKGMA Bylaws 6. PARLIAMENTARIAN a. The Parliamentarian shall see that these bylaws and "ROBERTS RULES OF ORDERS" are adhered to b. The Parliamentarian shall advise all new groups, on the event of membership, of all rights and privileges as stated in these bylaws and explain the terminology contained herein ARTICLE V-ELECTIONS 1. VOTER ELIGIBILTY In order to cast a vote as indicated in ARTICLE III in an election, each group or individual must comply with the following a. Be a member in good standing (ARTICLE I) b. Be present at time of election 2. OFFICER ELIGIBILTY An evaluation committee of five (5)members in good standing of the WKGMA (ARTICLE I) and consisting of no more than (1) group shall be voted in three (3) months prior to the June voting for WKGMA officers. Two (2) months prior to the June meeting nominations for officers shall take place and cease according tot he "ROBERTS RULES OF ORDER" All nominees will be contacted by the evaluation committee and qualified for the WKGMA officer positions by using the following criteria: a. Be a member in good standing with the WKGMA b. By nominee's testimony they are saved c. Nominee shall be an active member of a Bible believing church or actively seeking membership with such body of believers. If at any time during the tenure of any position(s) the qualifications of these officers come into question follow the guidelines indicated under ARTICLE IX of the document 3. ELECTION OF OFFICERS a. Election of officers will be held during the associations annual business meeting, the first Monday in June b. Elected officers shall serve a term of (1) year from the first regularly scheduled meeting in July and up to but not including the regularly scheduled meeting the following July. c. A concerted effort must be made to fill all offices by utilizing only one (1) member per group to serve as a WKGMA Officer during the same year. If all eligible candidates decline to accept the members of the same group already holding an office. d. Elections shall be held according to the associations bylaws and "ROBERTS RULE OF ORDERS" 4.DELEGATES A delegate may be sent as a representative of a group or soloist that has to be absent from this or any WKGMA meeting. For group members a delegate may be any member of your group affiliate that is currently listed on your membership form. For a solo artist a delegate may be a person (husband, sibling, parent or friend) an affiliation, who is agreeable to represent you within the WKGMA and be listed on your member form. A delegate cannot be a member of another group. The delegate may represent you at a meeting and vote in an election or on any other business conducted by the association ARTICLE VI-WKGMA-ASSOCIATION BUSINESS MEETINGS 1.MONTHLY BUSINESS MEETING Regular scheduled business meetings shall be held on the first Monday night of each month. a. Should a holiday or other event coincide with a regular scheduled meeting, the meeting date may be changed by a majority vote of the WKGMA members b. In the event of inclement weather, natural disaster, or some other unforeseen circumstances forces the postponement of the regular scheduled meeting, a substitute meeting date may be called by the President for the purpose of holding a regular business meeting. This alternate date shall be scheduled with at least seven (7) days notice to the membership. Any group or soloist that cannot be present for the alternate date will be counted as present if they properly notify one (1) of the officers in advance of the re-scheduled meeting date. 2. SPECIAL BUSINESS MEETING A special business meeting may be called by the President of the association by notifying members at least seven (7) days in advance in writing a. Each member shall know the purpose of the meeting b. No other business shall be conducted. ARTICLE VII-COMMITTES 1. Committees shall consist of no more than seven (7) members 2. Committees shall be dissolved upon completion of their commission 3. The Vice-President, by virtue of office, shall either chair or appoint a chairman to moderate any and all committees 4. The Vice-President shall adhere to the associations bylaws as well as "ROBERTS RULES OF ORDER at all times ARTICLE VIII-ORDER OF BUSINESS MEETINGS 1. Prayer and song 2. Minutes of previous meeting 3. Treasure's report 4. Reports of Officers 5. Reports of Committees 6. Unfinished business 7. Elections (if any) 8. New Business 9. Adjournment ARTICLE IX-DISMASSAL OF OFFICERS AND/OR MEMBERS Should some serious condition exist which shall cause a member or officer to become a liability to the general welfare of the Association, the following steps shall be taken to resolve the problem: 1. Any individual(s) considering dismissal of any officer or group, shall first go to that officer or group (soloist) and make verbal attempts to resolve the problem 2, If step A is unsuccessful, then a petition for the dismissal shall be submitted in writing and signed by the petitioner to the highest ranking official not named. That officer shall meet with the parties involved and make an attempt to resolve the problem 3. If, after following steps A and B no solution has been found, then the official shall take the petition before the Association to be voted on in the next regular meeting. A two-third (2/3) vote of the members present shall call for dismissal ARTICLE X-MINI-CONVENTIONS 1.GUIDELINES a. A mini-convention shall consist of WKGMA members only b. All proceeds shall go to WKGMA treasury c. Any group or soloist, other than the host group or host soloist, may request the treasure of WKGMA to write and check in the amount of $25.00 after participating in a mini-convention for traveling expenses. 2,ADVERTISING AND EQUIPMENT a. Advertising L All advertising for mini-convention shall be the sole responsibility of the host group or soloist b. Equipment L All equipment necessary for the mini-convention shall be the sole responsibility of the host group or soloist ll,Each group may send their sound technician to assist the host groups sound technician at a mini-convention 3. FACILITIES a. Host group/soloist be reimbursed up to $25.00 for building rental ARTICLE XI-SPECIAL EVENTS 1. ELIGIBILITY a. To be eligible for the Spring Convention, a group/soloist must have attended for (4) out of six (6) meetings from September 1 to February 1, as well as payment of annual dues. Both qualifications must be met to sing. To be eligible for the Fall Convention, a group/soloist must have attended four (4) out of six (6) meetings dating from March 1 to August 1, as well as payment of annual dues. The Spring Convention shall be held the first full weekend of May and the Fall Convention shall be held the first full weekend of November. The first full weekend if defined as: all (3) Convention dates fall in May in the spring and November in the fall. b. An individual wishing to sing at a regularly scheduled convention may do so as a soloist or as member of a group. However o individual may do both. I, EXCEPTION: An individual asked to fill in with another group due to illness or other circumstances that would required the absence of member and would prevent that group from getting to perform shall be allowed to perform in that group as well as their own, or perform in a group and as a soloist. When this situation arises, the Parliamentarian shall then be notified to determine if this is a legitimate cause. Decision of the Parliamentarian shall be final. 2. LINEUPS a. Lineups for the fall convention will be drawn in September, and for the Spring Convention will be in March b. Each new group/soloist joining WKGMA will have to attend two (2) out of three (3) months "PRIOR" to the scheduled Convention as well as payment of dues paid. Groups/Soloists joining before convention, but after convention drawing has occurred, will not be eligible for the convention and must meet attendance criteria for the next scheduled convention ARTICLE XII-DISBURSEMENT OF MONEY All disbursement of monies shall be handled by the elected Treasurer of the Association. All regular debts incurred by the association shall be pain by the treasurer. The treasurer shall be limited to an amount of no more then $50.00 without authorization of the association. Any disbursement over this amount shall be brought up at the following business meeting. (ARTICLE IV, SECTION C, PARAGRAPH I). All other monies to be paid must be approved by two-thirds (2/3) of the voting members at each business meeting SUPERSEDED ALL PREVIOUS COPIES ARTICLE XIII-AMENDMENTS Amendments to these bylaws may only be changed twice a year, at the September meeting and at the March meeting. 1. Amendments to be voted on must be presented at the August and February meeting to the membership in writing (a total of 1 physical copy to the Recording Secretary and one (1) physical copy and one ( 1) digital copy, if available, to be distributed to the Corresponding Secretary) The individual proposing the change(s) shall have the opportunity to present his/her proposed change(s) and shall give an explanation to the purpose of the proposed change(s). The association members will then be given a opportunity to ask questions regarding the proposed changes for the purpose of clarification. The Corresponding Secretary will distribute a digital copy to all members with email address access and physical copies by U.S. Postal to all other members requesting one. Proposed changes shall be read once more at September and March meeting and the floor shall be open for follow up discussion. Voting on proposed change(s) shall take place at the September and March meeting 2. To pass amendments, there must be a two-thirds majority vote of members present ARTICLE XIV-CURRENT MEMBERSHIP DIRECTORY A current membership directory of the groups and soloists of this association will be maintained (ARTICLE IV:SECTION 5) Any group/soloists whose annual dues have been met will be added to the website and online directory at the that time. New groups/soloists will be added to the printed directory at the Spring and Fall conventions. A promotional picture of groups/soloists shall be included by submission of said picture to the Corresponding Secretary. Any group/soloists that have been removed from the directory and has again reinstated as an active member will be added according to the same criteria of a new member. Any group/soloist that have gone defunct shall be immediately withdrawn from the online and printable directories and at the next updated printable directory. ARTICLE XV-ATTENDANCE RECORD All attendance is monitored. This record of attendance determines eligibility for conventions and it remains the sole responsibility of each group/soloist to be accounted for. A member of a group or a designated individual (delegate) may attend on your behalf (ARTICLE V: SECTION 4) In case of your absence, an officer of the WKGMA may be contacted to request sign in on your behalf. This may be done no more than one (1) out of four (4) required meetings between conventions. If allotted sign in has been utilized and an act of God such as hospitalization of yourself or an immediate family member, a vehicle accident, inclement weather, natural disaster, etc. keeps you from attending a meeting, before or at the next scheduled meeting you may speak with the President of Vice-President for an approved sign in for the missed meeting. If your group is singing at an organized event this is an excused absence and does not count against your attendance: however, you must contact an officer prior to the meeting you will miss in order to be signed in.