Club Constitution

 

Article I – Purpose
The Music Therapy Chapter at the University of Dayton, herein referred to as the Chapter, is a local school chapter of the Great Lakes Region of the American Music Therapy Association (GLR-AMTAS) and a university-recognized service chapter of the University of Dayton Campus Ministry Program.  The Music Therapy Chapter promotes advocacy and education throughout the community through service projects and supports the professional growth of all members.

Article II – Membership
Section 1 – Any interested UD student may join the Chapter.
Section 2 – Dues:
(A) Members must pay bi-yearly dues in order to use Chapter-owned equipment, to receive printed materials related to Chapter activities, and to vote in any meeting.
(B) Dues are to be determined yearly by the EB prior to the first official meeting of the Chapter with a majority vote.
(C) Dues must be paid by September 30 and January 30 of each year.
(D) Annual membership dues will be paid to the Great Lakes Region – American Music Therapy Association-Students (GLR-AMTAS), from Chapter funds in the amount established by GLR-AMTAS.
1. The EB will consider this commitment when determining dues
Section 3 – Membership responsibilities include:
(A) Attendance at a minimum of four business meetings per semester
(B) Involvement in at least two service-learning projects or visits with clinical populations per semester
Section 4 – Membership rights and benefits include:
(A) Right to vote in elections
(B) Use of Chapter-owned equipment
(C) Access to enrichment programs sponsored by the Chapter
(D) Free transportation to and from service-learning experiences
(E) Networking with other students and professionals
(F) Opportunities to develop various professional skills
(G) Opportunity to participate in the mentor program
(H) Eligibility to receive Chapter funds, as available, for conferences, workshops, etc

Article III – Election of Officers
Section 1 – To be eligible to run for an office, an individual must be a designated Music Therapy major (MUT) with at least sophomore status and a chapter member in good standing at the time of elections.
(A) If an officer changes his/her major from MUT at any point during his or her tenure, the officer has the option of continuing or resigning from his or her position.
Section 2 – Officers will be elected during a Chapter business meeting in March or on the first meeting after an officer resigns or is removed from office.
Section 3 – All nominees will be announced a week prior to the election.  The voting members present at the next meeting must officially approve the ballot of nominees.  The election will take place immediately following, via a secret ballot.  The ballot will be rolling, beginning with the office of President.
(A) Each nominee will be asked to distribute to each voting chapter member a written position statement describing why he or she is seeking the position. The statement will be read by the nominee prior to the voting.
(B) If a member cannot attend the election, the member has the option of voting by proxy, using a ballot created by the President.  The member must return the anonymous ballot to the President before the election.  The President will tally all ballots after the election. 
(C) All Chapter members are allowed to vote, including, nominees, out-going officers, and graduating seniors.
Section 4 – A conference liaison will be elected in the fall if the Vice President is not able to complete this role.  If the Vice President has attended conferences, he or she will assume this position.
Section 5 – Class representatives will be appointed by the EB if and as needed

Article IV – Terms and Duties of Officers
Section 1 – Terms shall begin for all new officers no later than April following a two-week training period with outgoing officers. During this two-week period each incoming officer is required to attend one executive board meeting and one chapter meeting with the outgoing officer in the same position and to meet with the incoming officer individually to thoroughly explain the position and transfer files, as relevant. 
Section 2 – The officer responsibilities include:
1. President

  1. Organize and preside over meetings

  2. Oversee that the responsibilities for each office are fulfilled

  3. Serve as Primary Chapter contact person for Club Advisor

  4. Reserve meeting place for meetings

  5. Prepare typed agenda to be given to the EB before each meeting

  6. Correspond with incoming MUT majors prior to their arrival at the UD

  7. Facilitate the planning of the Music Therapy Chapter Retreat

  8. Complete proper paperwork to be recognized by Student Activities

  9. Attend Campus Ministry and Student Government Associations President's Meetings

  10. Relay Campus Ministry information to members

  11. Write end of year report for Campus Ministry

  12. Collect correspondence from mailboxes in Liberty Hall, KU, and M&T

  13. Serve as OAMT (Ohio Association for Music Therapy) Contact Person, communicating with the EB of OAMT when necessary.  Relay important OAMT information to members

  14. Coordinate Up-the-Orgs-Day and Service Clubs Awareness Day with the Vice President

    1. Including but not limited to, reserving the tables, making sure the table is staffed at all times, and promoting Music Therapy Chapter in a professional manner

 

2. Vice President

  1. Oversee meetings in absence of the President

  2. Edit the Constitution of the Music Therapy Chapter as needed

  3. Coordinate the Mentor Program

  4. Coordinate Chapter involvement in Christmas on Campus (COC)

  5. Including but not limited to, reserving the room and planning activities and whole-day agenda

  6. Update and maintain Chapter bulletin board

  7. Update and maintain cabinet in M&T 120

  8. Serve on the planning team for the Music Therapy Chapter Retreat

  9. Coordinate Up-The-Orgs-Day and Service Clubs Awareness Day with the President

    1. Including but not limited to, reserving the tables, making sure the table is staffed at all times, and promoting Music Therapy Chapter in a professional manner

  10. Oversee planning and preparation for conferences at all levels.
    1. See #7.

      1. If the Vice-President has never attended a conference, the duty will be given to someone with more experience.  This member will be elected by the EB

     

3. Secretary

  1. Record the proceedings at all meetings
  2. Record the attendance at all meetings
  3. Post a copy of the minutes on the web site and Chapter board, distribute minutes to members via-email, and keep one copy in the permanent file
  4. Minutes should be posted and distributed within one week of the meeting
  5. Distribute correspondence to members (with the exception of correspondence with AMTAS at the regional, state, and national levels)
  6. Post signs for meetings and send reminder emails to Chapter members about up-coming meetings and events
  7. Serve on the planning team for the Music Therapy Chapter Retreat
  8. Maintain Chapter web site

 

4. Treasurer

  1. Oversee all financial maters of the Chapter
  2. Collect and deposit yearly dues
  3. Make recommendations on expenditures based on the budget and financial position of the Chapter
  4. Prepare yearly budget to be submitted by early September, or as requested, to the Chapter EB and Campus Ministry
  5. Organize speakers and money collections for campus ministry mass collections
  6. Prepare the closing budget to be submitted by the end of the winter term to the Chapter EB and Campus Ministry
  7. Oversee and delegate responsibility in fund-raising efforts
  8. Serve on the planning team for the Music Therapy Chapter Retreat
  9. Work with the Vice President or Conference Liason/Coordinator to oversee conference budgets, expenses, and fundraising efforts.

    10.  

5. Service Coordinator

  1. Maintain current files on active and potential service sites
  2. Contact service sites, set up dates for experiences and practices, make reminder calls or send emails to students as well as service sites regarding upcoming projects
  3. Complete and give service reports to Campus Ministry on a monthly or yearly basis, depending upon the request of Campus Ministry
  4. Distribute Service Logs to members at first meeting
  5. Compile members’ service hours
  6. Display number of service projects attended by each member
  7. Serve as Into The Streets representative
  8. Responsible for registering the Chapter and recruiting Chapter members to participate
  9. Serve on the planning team for the Music Therapy Chapter Retreat

 

6. Class Representatives

  1. As needed, Sophomore, Junior, or Senior representatives may be appointed in the spring or fall. First year representatives may be appointed in October.
  2. Representatives are appointed by the discretion of the already established officers (President, Vice, Secretary, Treasurer, Service Coordinator)
  3. Depending on the distribution of officers within class rank.
  4. If the officers believe representatives will help the Chapter.
  5. Keep class members informed of meetings and other important Chapter business

    6.  

7. Conference Liaison/Coordinator:

  1. The Chapter Vice-President will fulfill this role unless unable to do so.  If the Vice-President is inexperienced in conference attendance, a conference liaison/coordinator will be elected by the EB
  2. Serve as the contact person for student music therapy associations at the state (Ohio Association for Music Therapy – Students [OAMTS]), regional (Great Lakes Region of the American Music Therapy Association – Students [AMTAS]) levels
  3. Maintain contact with the appropriate correspondent in each organization and update the members of important information
  4. Oversee the necessary planning in preparation for conferences at all levels
  5. Delegate responsibilities including but not limited to housing, transportation, fund raising, and funding from the Music Department
  6. Serve as Chairperson of the conference committee
  7. Work with the Treasurer to oversee and delegate responsibilities in fund raising efforts

Article V – Removal of Officers/Members
Communication should always be open between officers and Chapter members.  Officers and members must take and fulfill their responsibilities seriously.  Officers and members must abide by the rules established in this constitution.  Both officers and members must be participatory and respectful to all in the Chapter.  If problems arise, the Chapter Advisor will be asked mediate.  If problems continue, a special ballot may be drawn by the Chapter Advisor to expel the officer or member in question.  Two-thirds of the members eligible for voting must agree to expel the officer.

Article VI – Meetings
Section 1 – Business meetings will be held weekly.
1. The President is advised to consult with the presidents of Phi Mu Alpha and Sigma Alpha Iota to coordinate meeting times.
Section 2 – Enrichment programs can be held throughout the year to include relevant speakers, music programs, idea sharing, and social activities
2. The EB will determine if and when these if these programs will take place, as well the content of the programs.
Section 3 – Service-learning experiences with clinical populations will be held throughout the year and will be open to all members. 
1. Dates, times, and locations of practices for service outings will be announced in a timely fashion.  All members participating in a service experience are required to attend practice a minimum of one practice session pertaining to the event they will be attending
2. Members planning to attend service outings must communicate their desire with the Service Coordinator.  Having committed, the member is expected to attend (unless a genuine conflict, e.g., illness, arises).  Changes are to be communicated to the Service Coordinator in advance of the service outing.
3. Members attending service outings must be well-prepared, dressed appropriately, and on time.  
Section 4 – EB will meet every two months, with additional meetings called by the President or Chapter advisor if necessary.

Article VII – Amendments
A review of the constitution shall be made yearly by the Vice President and submitted to the officers and Chapter Advisor for approval of any amendments.  If amendments are recommended, the officers and Chapter Advisor shall first approve the proposed amendments with a two-thirds majority.  The amended constitution, as approved by the EB, shall be presented by the Chapter members for approval at the first business meeting of the academic year.  The members shall have no less than two weeks to review and discuss the changes before voting on them. Again, a two-thirds majority shall rule.

Article VIII – Conduct
Business meetings should be as relaxed as possible.  Conduct at service outings and projects should be professional.  Conduct at enrichment programs should reflect the setting of the program. However, all officers and members must be treated with respect, tolerance, and understanding.  If a responsibility is given to an officer or member, that person is expected to complete the assignment to the best of his or her ability and in a timely fashion.   


Elizabeth Crombie, Chapter Vice-President edited this copy of the constitution.  The Executive Board and Chapter have declared it fit.  The constitution will be in effect for the 2008-2009 school year