BYLAWS

of the BLUES MUSIC SOCIETY OF OKLAHOMA

dba the BLUES SOCIETY OF OKLAHOMA


ARTICLE I: PURPOSE 

The purpose of the Blues Music Society of Oklahoma (“BMSOK”) dba the Blues Society of Oklahoma (“BSOK”)  or (the “Society”) shall be: 

  • To preserve, cultivate, and support the blues as a musical genre.

  • To provide a network of association for area blues lovers.

  • To increase awareness of and appreciation for the blues through Society sanctioned educational efforts. 

  • To ensure the sustainability of “Sunday Blues Jam”.

ARTICLE II: MEMBERSHIP AND PARTICIPATION 

SECTION 1. Prospective members must tender a written submission form for membership to the Society by either completing and returning the Society’s standard application form or otherwise providing all information requested thereon. 

SECTION 2. All members must pay annual dues as determined by the Board of Directors’ (the “Board”)  meeting. 

SECTION 3. Once annual dues are paid in full, any person interested in promoting the purposes of the Society may become an Active Member, and shall be entitled to all Society privileges, including the right to vote and eligibility to hold office, unless otherwise prohibited within this document.  

 

ARTICLE III:  BOARD OF DIRECTORS 

The Board shall be composed of the Officers and the Directors at Large (the “Directors”).  A Board member is also considered to be a Member in Good Standing (“MIGS”) and is required to pay for membership to the Society.  

  1. SINGLE MEMBERSHIP ($25) is provided for an individual. Children under 18 years of age and residing at home shall enjoy membership privileges and discounts to the extent that these are offered, but shall not be eligible to vote on Society matters. 

  2. FAMILY MEMBERSHIP ($50) shall include spouses or domestic partners, who shall be entitled to one vote each.  May also include up to 4 members of a band or performing musical group. Children under 18 years of age and residing at home shall enjoy membership privileges and discounts to the extent that these are offered but shall not be eligible to vote on Society matters. 

  3. HONORARY MEMBERSHIP is any  person having gained eminence on behalf of the blues, or any person duly deemed worthy of commensurate Society esteem may be elected as an Honorary Member by a unanimous vote of the Board, or by nomination and approval by a majority of the membership present at the annual general membership meeting. Honorary members shall be exempt from the payment of Society dues. An Honorary member shall have the right to vote and eligibility to hold office, unless otherwise prohibited within this document. 

  4. BAND MEMBERSHIP ($75) shall include up to 3 members of a band or performing musical group, who shall be entitled to one vote each.  Children under 18 years of age and residing at home shall enjoy membership privileges and discounts to the extent that these are offered but shall not be eligible to vote on Society matters.

The number of single, family, honorary  or band memberships of the Society shall not be restricted. 

 

ARTICLE IV: BOARD OF DIRECTORS

SECTION 1. The business affairs of the Society shall be transacted by the Board of Directors. The Board shall include the positions of President, Past President, Vice President, Treasurer, and Secretary. In addition, the Board will include one or more Directors at Large. There will be no more than 4 (four) Directors on the Board during any fiscal year collectively, (the “Board”).

  1. Director at Large (Promotions) duties include oversight of Society’s social media as well as other sites the Director and Board chooses to contribute on behalf of the Society

  2. Director at Large (Membership Liaison) duties to include recruiting new members and Board members, act as a liaison between the Board and the Society membership, point person for inquiries from potential new members, oversee onboarding new members, receiving completed applications, giving new members cards, t-shirt, wristbands for events and any item determined to come with membership, assist Treasurer with budget

  3. Director at Large (Music Director) duties include acting as Jam Master, emcee, of the monthly Blues Jams and to be able to coordinate, facilitate and run the Jams.  Must be able to run sound equipment

  4. Director at Large (position optional) will include other duties as assigned. 

SECTION 2. The president shall have the authority to spend up to $300 and the Board will approve any spending amount over $300.   The Board does not require the General Membership to approve Board spending.

SECTION 3. Four (4) Officers or Directors shall constitute a quorum.

SECTION 4. The Board shall ensure the Bylaws with any approved changes are posted prior to the November general meeting and continuously review this document to ensure it fits the needs of the Society.

SECTION 5. The individual Board members may be assigned a variety of responsibilities. These can include Music Director, Membership Liaison, Recruiting/Retention, Promotions, Events, or other responsibilities the Board chooses.

 

ARTICLE V: MEETINGS AND ELECTIONS 

SECTION 1. The Board shall meet in the following months to review Society business and specifically as follows:

January – Board meeting:  to review business, discuss committees’ new ideas, which could include current year merchandise 

February – Board meeting:  review business, collaborate on merchandise decisions

March – Board meeting:  review business, Committee Updates

April – Board meeting:  review business, Committee Updates,

May – Board meeting:  review business, Committee Updates

June –  Board meeting:  review business, Committee Updates.

July – Board meeting:  review business, Committee Updates

August – Board meeting:  review business, Committee Updates and set agenda for annual General Membership meeting

September – Board meeting:  review business, Committee Updates

October – Board meeting:  prepare annual budget, review proposed Bylaw changes and officer nominations for November Annual General Membership meeting

November – Annual General Membership meeting, Approval of Bylaw changes, Approval of Annual Budget, Election of officers

December  Board meeting:  primarily to transition officers and discuss specific responsibilities 

 

Regular meetings shall be arranged, both as to time and location, and noted in the minutes. Any Member of the Society may attend a scheduled Board meeting of the month and address the Board.  However, portions of any meeting may be held in Executive Session upon direction of the President.  While in Executive Session, only Directors and specific invitees of the President may attend. Special Board meetings may be held upon call and notice by the president, or upon resolution of the Board. Directors shall be notified by mail, telephone, email, text message, or messenger of such special meetings. 

SECTION 2. An Annual meeting shall be held in November of each year.

SECTION 3. Special meetings of the General Membership may be called by the President or by order of a majority of the membership at a general meeting. Every member must be attempted in good faith to be notified no less than forty-eight (48) hours before the meeting. 

SECTION 4. At all meetings of the General Membership, seven (7) members in good standing shall constitute a quorum. At all Board meetings four (4) Directors shall constitute a quorum. 

SECTION 5. The business of the Society and all of its component parts shall be governed by parliamentary procedure as set forth in Robert’s Rules of Order, Newly Revised. 

SECTION 6. Nominations for new officers shall be opened the month prior to the General Membership meeting each year, and shall remain open until the election, which shall be held during the November general annual membership meeting, which shall be the Society’s primary annual meeting.

SECTION 7. Only Active Members in good standing for no less than thirty (30) days, and have attended a minimum of 3 Society Blues Jams in the current calendar year, shall be entitled to vote in an election or to seek nomination to office, unless ruled eligible by a 2/3rds vote of the Board.

SECTION 8. Voting during the election of officers shall be at the discretion of the president.

SECTION 9. New officers shall assume responsibilities the first day of the month following the annual meeting. This will allow for any transition in offices to occur more smoothly and cooperatively, with better communication in transition. 

SECTION 10. No member shall hold more than one office at a time. No elected officer shall serve more than five (5) consecutive full annual terms in the same office. All elected officers shall serve without compensation.

SECTION 11.  In the event of emergencies such as natural disasters, disease outbreaks, etc. that prevent the majority of members from attending an in person meeting, annual membership meetings may be held virtually or canceled at the discretion of the Board.

 

ARTICLE VI: DUES AND FISCAL YEAR 

SECTION 1. Annual dues for membership shall be $25) for an Individual, $50  for a Family, and $75 for a Band membership.  Should the membership of a Band change during the calendar year, the Band would be required to file an amendment to its membership if it wants the new member to have voting rights.

Once the new member or membership has been approved by the Board, the annual dues shall be payable on or after January 1st and remain effective until December 31st of that year.  Members paying dues anytime during the calendar year will be considered members for the remainder of the year. 

A Rollover Membership would apply to new members joining in the months of October, November or December.  Those months would roll over into the upcoming new membership year of January through December and the new member would not be charged for the one to three months that preceded the start of the new calendar and membership year.  

SECTION 2. The fiscal year of the Society shall be January 1st to December 31st.

SECTION 3. An annual budget for the following year will be assembled by the Board.  The budget will then be presented to the General Membership at the annual meeting. Discussion if requested. 

Budget items to be included, but not limited to: 

  1. Society branded merchandise to be marketed at presented, sponsored and/or endorsed events.  (Examples: Bricktown Blues Festival; Mojo’s Blues Festival; Meetings; combined events with other similar societies and associations.) 

  2. Society operating expenses 

  3. City/County applications and permits

  4. Liability insurance

  5. Entertainer and production fees

  6. Miscellaneous expenses for entertainers & volunteers such as ice and water

  7. Marketing expenses such as banners, tents, tables, flags, posters, Blues newsletters, etc

  8. Benevolence expenses for donations to nonprofits the Society supports (ie. KGOU Radio, memorial blues fests, blues musician health funds, etc)

 

The Society’s general operating expenses including 

  1. Membership

  2. Sponsorships

  3. Web domains

  4. Misc. expenses

  5. Projected income 

  6. Donations

  7. Grants

  8. Vendor Fees

  

ARTICLE VII: COMMITTEES 

SECTION 1. The Board may create such committees or task forces as may, from time to time, be deemed necessary. Members of the task forces or committees shall be appointed by the President with the approval of the Board. Each task force or committee shall report to and be responsible to the Board and may not take action on behalf of the Society without the prior approval of the Board. 

SECTION 2. Ad Hoc Committees shall be formed for a defined purpose and shall be dissolved once the purpose has been accomplished. At the discretion of the Board, an Ad Hoc Committee may change status to a Standing Committee and the Bylaws updated and approved at the annual meeting. 

 

ARTICLE VIII: MISCELLANEOUS PROCEDURES

SECTION 1. Favoritism: No officer or member, while acting on behalf of the society, shall personally accept free or reduced priced goods or services from individuals or businesses selling products to or soliciting the business of the society without the approval of the General Membership. The Board may accept, on behalf of the society, merchandise to be used as prizes at society meetings or events.

SECTION 2. Items may be purchased by the society for resale purposes and may be sold at a reasonable mark-up. Any such activity must be authorized by the Board.  Any profits are applied toward future Society expenses.

SECTION 3. Debt: the Society shall not incur deficit spending. 

SECTION 4. The Society may be dissolved at any time with the written consent of not less than a majority of the membership for the time being.

After payment of all debts and liabilities of the Club, its property and assets shall be donated to a non-profit organization of the Board of Director’s choice.

 

 

ARTICLE IX: AMENDMENTS 

These Bylaws may be altered, amended, or repealed and new Bylaws may be adopted by an affirmative vote of a majority of those voting at a Board meeting of the Society, provided a quorum is present.