(Previous Copies Are Now Void and Nulled)
WEST KENTUCKY GOSPEL MUSIC ASSOCIATION
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 of the various activities of the Association.
"I will sing unto the Lord as long as I live: I will sing praise to my God while I have my being".
The Association calendar year will run from January 1st through December 31st of each year.
Any individual or group endeavoring to promote the Gospel of Jesus Christ may become a member of KGMA by doing the following at a regular scheduled meeting:
1. Contact the WKGMA Corresponding Secretary to complete a membership form( or ) complete the online membership form), which will require the following information:
a. Group / Soloist Name
b. Contact Name
* For Groups, names, addresses and contact names of all members.
d. Home and Cell Phone numbers or a fax number
e. Email address. if applicable
f. A current photograph of the group or soloist
Any information obtained from this membership form will be used for attendance (ARTICLE IV;Section 4 and ARTICLE XV), communication (ARTICLE IV; Section 5) and promotion (both physical and on line or Social Media) (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 or promotional purposes.
2. Have one (1) person designated as the contact person for Group or Soloist.
3. Pay Membership Fee to the Association's Treasurer (ARTICLE II)
ARTICLE II-MEMBERSHIP FEES
1. Annual Membership Fees are due January 1st of each calendar year and must be paid by the March meeting.
2. Membership Fees are $25.00 for Groups and $10.00 for Soloist per year "OR" any portion of the year.
a. Soloist status shall be based upon the number of vocalist during any scheduled performance. Only one vocalist shall be Solo status. The number of musicians does not constitute Group status unless one or more musicians are also vocalists during any scheduled performance. Two (2) or more vocalists shall be given Group status.
b. Group status shall be based on 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 PROCEDURE
1. A quorum of one-third of the current membership must be present in a regular or special meeting in order to call for a vote. "ROBERT RULES OF ORDER" shall prevail in all matters.
2. All Members in good standing shall have one vote in all elections and motions.
The Association known as WKGMA shall have the following officers whose duties are described below:
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 meetings, both
regular and special.
c. It is the duty of the President to begin meetings punctually and preside according to "ROBERTS RULES OF ORDER".
2. VICE PRESIDENT
a. The Vice-President shall assume any and all of the duties of the President in the absence of the President.
b. The Vice-President shall either chair or appoint a chairperson to moderate any or all committees.
c. The Vice-President shall contact members of said committees to set a special meeting outside the regular business meetings to make decisions for such appointment.
a. The Treasurer shall present a written financial statement at each monthly meeting for members to review. The President's name shall be added to the Association's check in
b. The Treasurer shall maintain an accurate and timely set of books for the Association.
c. The Treasurer is responsible for the collection, disbursement and management of all Association funds.
4. RECORDING SECRETARY
a. The Recording Secretary shall keep minutes of all business meetings, both regular and special.
b. At each meeting, the Recording Secretary shall have a condensed of the minutes of the previous month's meeting.
c. The Recording Secretary shall keep a record of attendance of each meeting.
d. The Recording Secretary shall monitor eligibility of the participants in all annual Conventions held by the Association, (ARTICLE XI).
5. CORRESPONDING SECRETARY
a. The Corresponding Secretary shall maintain all administrative correspondence the Association, including the following:
1. Member Notification: Notification of WKGMA events or business will be see U.S. Postal Service, Email, telephone or internet to all members at appropriate times.
2. WKGA Advertisments: When the need arises for Newspaper, Magazine, Posters or otherwise in the area of advertisements for the Association, the Corresponding Secretary will see that these are fulfilled and distributed in a timely manner.
3. WKGMA Spring and Fall Conventions:
Programs: Designed for distribution to the public indicating the lineup of 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 member's content and then distributed publicly on the first and each subsequent night of the convention.
4. The Corresponding Secretary shall maintain a list of the Association Groups and Soloist membership using information obtained through the Membership Form (ARTICLE ).
5. If the Corresponding Secretary does not serve as the Website Administrator for the WKGMA, he/she shall provide timely information for distribution on the site such as the dates, current membership information, a current digital copy of the WKGMA by- laws, digital copies of posters and other advertising materials, along with current revisions of the Membership Directory and WKGMA by-laws.
a. The Parliamentarian shall see that these by-laws and "ROBERTS RULE OF ORDER" are adhered to.
b. The Parliamentarian shall advise all new Groups and Soloist, on the event of their membership, of all rights and privileges as stated in these by-laws and explain the terminology contained within.
1. VOTER EDIBILITY
In order to cast a vote as indicated in ARTICLE III in an election, each group or individual soloist must comply with the following:
a. Be a member in good standing (ARTICLE I).
b. Be present at the time of the election.
2. OFFICER ELIGIBILITY
a. By nominee's own testimony, they must be saved.
b. Nominee must be an active member of a Bible-Believing church or actively seeking membership with such a body of believers.
c. Nominee must be a member in good standing with WKGMA.
If at any time during the tenure of any position(s) the qualifications of these officers come into question , guidelines shall be followed as indicated under ARTICLE IX of this 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 one (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 Association 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 nominations, then nominations will be accepted for members belonging to groups with other members of the same group already holding an office.
d. Elections shall be held according to the Association's by-laws and "ROBERTS RULES OF ORDER".
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 our Group or affiliate that is currently listed on your Membership Form. For a Solo Artist, a delegate may be a person (husband, sibling, parent or friend) 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 business conducted by the Association.
ARTICLE VI-WKGMA-ASSOCIATION BUSINESS MEETINGS
1. MONTHLY BUSINESS MEETING
a. Should a holiday or other event coincide with a regularly-scheduled business meeting, the meeting day maybe changed by a majority vote of the WKGMA members
b. In the event of inclement weather, natural disaster or other unforeseen circumstances that force postponement of the regularly-scheduled meeting,k a substitute meeting day 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 members. Any group or soloist that cannot be present for the alternate date will be counted present if they properly notify one (1) of the Association's officers in advance of the rescheduled.
2. SPECIAL BUSINESS MEETING
A special business meeting may be called by the President of the Association by notifying members in writing at least seven (7) days in advance.
a. Each member shall know the purpose of the meeting.
b. No other Association business shall be conducted.
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 chairperson to moderate any and all committees.
4. The Vice-President or his appointed chairperson shall adhere to the Association's by-laws, as well as "ROBERT'S RULES OF ORDER" .
ARTICLE VIII-ORDER OF BUSINESS MEETINGS
1. Opening Prayer and Song
2. Minutes of Previous Meeting
3. Treasurer's Report
4. Reports of Officers
5. Reports of Committees
6. Unfinished Business
7. Elections (if any)
8. New Business
Closing Prayer and Song
ARTICLE IX-DISMISSAL OF OFFICERS AND/OR MEMBERS
Should some serious condition exist which shall cause a member or officer to become a liability to the general of the Association, the following steps shall be taken to resolve the problem.
1. Any individual(s) considering dismissal of any officer or group (soloist), shall first go to that officer or group (soloist) and make verbal attempts to resolve the problem.
2. If the above step is successful, 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 both steps 1 and 2 as outlined above and no solution is found, then the official shall take the petition before the Association to be voted on in the next regular meeting. A two-thirds (2/3) majority vote of the members present shall call for the dismissal.
a. A Mini-Convention shall consist of WKGMA members only.
b. All proceeds shall go to the WKGMA treasury.
2. ADVERTISING AND EQUIPMENT
All advertising for a Mini-Convention shall be the sole responsibility of the host group.
1. All Equipment necessary for the Mini-Convention shall be the sole responsibility of the host group.
2. Each group may send their sound technician to assist the group's sound technician at a Mini-Convention.
Host group may be reimbursed up to $25.00 for building rental.
ARTICLE XI-SPECIAL EVENTS
a. Spring and Fall Conventions
To be eligible for the Spring Convention, a group/soloist must have attended four (4) of the six (6)
regular meetings held from September 1st to February 1st, as well as payment of annual dues. BOTH
qualifications must be met for participation in the event. The Spring Convention shall be held
the first full weekend in May. To be eligible for the Fall Convention which will be held the first
full weekend in November one must comply with the same rulings as the Spring Convention.
NOTE; The first full weekend is defines as all three (3) Convention dates shall fall in May for the
Spring Convention and November for the Fall Convention.
b. New Group/Soloist Members
If a NEW member joined the association, attended a majority of the meetings from the date they joined, including the meeting in which the drawing would be held and paid their annual dues,
they would be eligible to participate in the FIRST convention event. Subsequent Convention participation will require eligibility criteria as outlined above.
2. VENUE AND CONVENTION LINE-UPS
a. The location (venue) for the Convention shall be determined by nomination and vote of the membership.
b. The Recording Secretary shall announce the list of groups/soloist deemed eligible through completion of attendance and dues requirements at the March meeting for Spring Convention.
c. To determine Convention performance Line-Up, the number of eligible divided by the number of Convention dates, attempting to balance groups and soloist performances as possible.
d. Following completion of the performance line-up, eligible participants may discuss any conflicts they may have with their drawn performance slot and changes can be made again attempting to balance group and soloist performances on each Convention date. Upon final completion of the Convention line-ups, a copy is given to the Corresponding Secretary for program and advertising purposes.
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 paid by the Treasurer.
1. The treasurer shall be limited to an amount of no more than $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 1). All other monies to be paid must be approved by two-thirds (2/3) of the voting membership at each business meeting.
ARTICLE XIII-AMENDMENTS Amendments to these by-laws may only be changed twice yearly, specifically at the September meeting and at the March meeting.
1. Amendments to be voted on must be presented at the August and February meetings to the membership
in writing (a total of one (1) physical copy to the Recording Secretary and one (1) physical copy and one digital copy, if available, to be distributed to the Corresponding Secretary ).
ARTICLE XV-ATTENDANCE RECORD
If your group is singing in an organized event, this will not count against your attendance. However, you must contact an Association Officer prior to the meeting you will miss in order to be signed in.
Any member whose regularly-scheduled employment hours prevent them from attending the membership business meetings shall be considered excused.
RECORDED AMENDMENTS TO THIS DOCUMENT
These By-Laws of the West Kentucky Gospel Music Association are declared to be in effect as of February 2020
with no amendments pending. Any future amendments shall be recorded as approved by WKGMA Membership at the appropriate time: