BYLAWS OF THE COLORADO ASSOCIATION FOR MUSIC THERAPY

 

ARTICLE I

Name

            The name of the organization shall be Colorado Association for Music Therapy (CAMT)

 

ARTICLE II

 

Purpose

  1. To receive, administer and spend funds for charitable, research, and educational purposes
  2. To advance the use of music for developing, restoring, maintaining, and improving cognitive, physical, and psychosocial health.
  3. To train and educate music therapist
  4. To advance and support research related to the field of music therapy
  5. To advance a public forum for the exchange and publication of information about music therapy
  6. To network with other music therapists
  7. To improve mentoring opportunities to music therapy students
  8. To interface with other Colorado creative arts therapy organizations
  9. To keep abreast of State and Federal government related issues

 

ARTICLE III

Membership

  1. Membership shall have four categories: professional, student, affiliate and honorary. Dues will be assessed for all but the honorary membership, which will be by invitation only.  A professional music therapist is one who holds one of the following credentials: CMT, RMT, or MT-BC where CMT stands for Certified Music Therapist, RMT stands for Registered Music Therapist, and MT-BC stands for Music Therapist-Board Certified. The affiliate category will be for noncredentialed music therapist.
  2. Professional and Student members are entitled to vote. Professional members are entitled to hold office, except for the office of Student Representative, which shall be held by student members. All member types can attend functions, participate on committees, receive official CAMT publications, be listed on the CAMT referral list, be listed on the CAMT web page, and participate in auxiliary organizations.
  3. Rights and privileges of membership shall be restricted to those who are in good financial standing with the Association.
  4. Membership privileges may be revoked by a two-thirds majority of active members in attendance at a State membership business meeting.  Basis for revocation will be evidence that membership privileges have been abused or that the general good of CAMT has been significantly harmed.  Before such action can be taken, all charges and any defense to be offered must be brought to the Board in the form of an appeal.

 

ARTICLE IV 

Fiscal Year and Dues

  1. The fiscal year shall begin September 1 and end August 30.  At the beginning of each fiscal year, members shall pay annual dues, in the amount which shall be determined annually by the board.
  2. CAMT Board officers are excused from paying CAMT membership dues during their term of office.

 

ARTICLE V

Officers

  1. Offices of CAMT may be either elected or appointed no later than three (3) months before the term is to begin.
  2. The CAMT office-holding positions are: Chairperson, Treasurer, Secretary, Public relations chair, Newsletter/Website chair, Education chair, Membership chair, Advisor (past chair) and one to two Student representatives from each college of music therapy in Colorado
  3. Each officer shall be allowed one vote.  A two-thirds quorum of the Board shall be required for a vote.
  4. The authority and duty of each office holder is defined in the addendum to the bylaws.
  5. Term of office for all but the Student Representatives will be two consecutive years beginning on August 1. An office-holder may serve a second term at the discretion of the Board.
  6. A transition period for training new board members, minus the Student Representative, shall be at least 3 months prior to August.
  7. If a vacancy occurs during a term, a new office-holder shall be appointed by the chairperson and approved by the Board.
  8. For the office of Student Representative, the term of office will be one year beginning on June 1 and ending May 31. A student representative may serve a second term at the discretion of the Board.
  9. Officers are required to attend at least four (4) Board meetings and at least one (1) State business meeting during the fiscal year. If these requirements are not met, the Board reserves the right to vote to dismiss the officer. An interim replacement shall be appointed by the chairperson and approved by the Board. The CAMT membership shall vote on a permanent replacement at the next state business meeting. The Advisor shall not be voted off the Board.

 

ARTICLE VI

Nomination and Election Procedure

  1. Nominations will be solicited at the winter business meeting and through the newsletter. Any professional or student member may be nominated for the respective position.
  2. Optimally, two nominations per office will be placed on the ballot which will also include a write in space for additional nominations.
  3. Ballots shall be e-mailed or mailed to the membership at least two weeks before the elections.
  4. Election results will be e-mailed or mailed to all members.
  5. Elections will take place during the months of February through April of the voting year.
  6. The Student Representative elections will follow the same procedures as other officer elections, occurring every two (2) years or annually, as needed.

 

ARTICLE VII

Meetings

1.              State Membership Business Meetings

a.                                There will be at least two CAMT state membership business meetings per year, optimally at the Fall Forum and Winter Workshop.

b.                                The purpose of the State membership business meeting is to receive information from Board members, to discuss issues of concern to the membership, to vote on CAMT Bylaw changes, and to approve the annual budget.

2.              Board Member Meetings

a.                                The Board will meet at least six times per year.  Two of those meetings will take place at the Fall Forum and the Winter Workshop.

b.                                The purpose of the board meetings is to approve appointments and recommendations made by the chairperson, hear reposts from officers and their committees, make decisions regarding spending of funds, plan events, disseminate membership news and other information, and develop and evaluate general policies related to music therapy in Colorado.

 

ARTICLE VIII

Committees

  1. With approval from the CAMT Board, each office holder may establish a committee.
  2. Committees shall present their work to the board via the committee chair.

 

ARTICLE IX

Publications

  1. The CAMT IN TUNE newsletter shall be published and emailed or mailed to the CAMT membership at least two times per year.
  2. CAMT membership business meeting notes and updates will be placed on the CAMT website following each state membership business meeting.
  3. The CAMT membership directory shall be published and emailed or mailed to each member annually in the Winter newsletter.
  4. The CAMT referral list will be posted on the CAMT website annually by January 1st of the fiscal year and published in the Winter newsletter.
  5. The CAMT brochure shall be reviewed annually and, if altered, be made available to each member.
  6. Any additional publications shall be approved by a quorum of the CAMT Board.
  7. The CAMT website (www.musictherapycolorado.org) shall be reviewed periodically and updated as needed.

 

ARTICLE X

Events

  1. One social event for the membership shall take place annually.
  2. Two educational symposiums will take place for the membership annually.
  3. Music Therapy Week and at least one special public relations event shall take place annually.
  4. Any additional events will be approved by a quorum of the CAMT Board.

 

ARTICLE XI

Auxiliary Organizations of CAMT

  1. Organizations in which a majority of the members are CAMT members, may be authorized by the Board to receive funding and promotion.
  2. Organizations so authorized shall submit a mission statement and financial needs statement to be filed with the Secretary and Treasurer.

 

ARTICLE XII

Amendments and Ratifications

  1. These bylaws may only be amended by a ¾ vote of the active members present at a state membership business meeting.
  2. These bylaws may only be ratified by a ¾ vote of the active members present at a state membership business meeting.

 

 

ADDENDUM A

Suggested Timeline of CAMT Annual Meeting and Events

 

October:          Fall Forum in Boulder/State Meeting/Board Meeting

 

December

/January:          Board Meeting/ Winter Newsletter

 

February:         Winter Workshop/State Meeting/Board Meeting

 

March:             Board Meeting

 

April:               Music Therapy Week/Breakfast at the capital/CAMT Concert

 

June:                Board Meeting

 

August:           Board Meeting/Fall Newsletter

 

ADDENDUM B

Board Member Responsibilities

 

General Responsibilities

  1. Attend CAMT board meetings (about 6 per year)
  2. Act as a voting members on the CAMT Board
  3. Attend CAMT functions (3 or 4 per year)
  4. Represent CAMT as needed at conferences, fairs, and other professional events
  5. Periodically review and update responsibilities
  6. If needed, submit receipts to Treasurer for expense reimbursement
  7. If needed, send information for the website to the Newsletter/Website chair
  8. If requested, submit articles for the CAMT Newsletter
  9. Send any outgoing documents/information to the Board for external review. At least two (2) days must be allowed and at least one (1) Board must review the document/information. Based on the feedback, incorporate necessary changes before disseminating the document/information.

 

Specific Responsibilities

  1. Chair
    1. Decide when Board meetings are needed and contact Board members (Board meeting are about 2.5 hours long, 5-6 times per year)
    2. Set an agenda and chair both Board and State Business meetings.
    3. Follow-up on actions and responsibilities discussed during meetings.
    4. In general, lead and support the Board in meeting itŐs proposed goals and timelines.
    5. Define and expand the position as needed (e.g. act as treasurer during a vacancy, government representative, CAMT spokesperson, partner with other board members needing assistance, etc.)
    6. Write a ŇChair ReportÓ for each CAMT newsletter
    7. Attend and speak as CAMT functions as needed (3-4 per year)
  2. Treasurer
    1. Be a signer on the CAMT bank account
    2. Request receipts from membersŐ CAMT expenditures
    3. Reimburse any expenses using CAMT checks
    4. Receive and deposit membersŐ and othersŐ checks into the bank
    5. Pay bank fees
    6. Balance the bank account register
    7. Keep record of income and expenses
    8. Keep files of deposit slips, withdrawal slips and expense receipts
    9. Make banking records available for review by 2 CAMT non-board members once a year
    10. Create and keep records of the CAMT budget
    11. Give an updated financial report at every Board and State meeting and publish the current report in every newsletter
    12. Submit a proposed budget for membership review in fall CAMT newsletter
    13. Have CAMT membership vote on proposed budget at Fall Forum State Meeting
    14. Work with membership chair to facilitate acquisition of dues
  3. Secretary
    1. Take notes at Board and State meetings
    2. Write minutes after meetings and keep a file of them for CAMT records
    3. After Board meetings, email copies of minutes to Board members
    4. After State meetings, email copy of minutes to Membership Chair for distribution to members
    5. Submit Board meeting minutes at the following Board meeting for corrections/additions/approval
    6. Submit State meeting minutes at the following State meeting for corrections/additions/approval
  4. Public Relations
    1. Keep the CAMT banner and PR materials
    2. Write articles about PR needs and activities for each newsletter
    3. Update and replenish copies of music therapy PR fliers and brochures
    4. Arrange meetings of PR committee to establish agenda: Plan Colorado Music Therapy Month, conferences and fairs at which CAMT will be represented, and determine agencies to be sent materials regarding CAMT and music therapy
    5. With the help of PR committee, organize the annual Colorado Music Therapy Month: Secure a proclamation from the governor's office, write and send PR materials to CAMT members in advance of the month, establish a PR event, such as the Music Therapy Concert; choose a coordinator, and contact news agencies to publicize Music Therapy Month and events
    6. Send outgoing CAMT info to Membership Chair
    7. Coordinate various events as approved by the Board: Make sure brochures are updated, obtain referral list from Membership Chair, distribute brochures and referral lists during event, send informational emails or mailings out to membership for events as deemed necessary by the board and allowed within the budget
  5. Newsletter/Website
    1. Publish 2 issues per year (September and January)
    2. If needed, choose newsletter assistants from volunteer lists
    3. Solicit and/or create pertinent information for publication, including but not limited to: Kudos, Calendar of Events, Interviews and articles on local music therapists, reports from CAMT Board Members, Business Meeting Minutes, and Budget and Financial Reports. Create deadlines to receive news items and put out a Call for Articles, approximately 2 to 3 months ahead of publication
    4. If needed, solicit advertisers for the newsletter
    5. Edit materials and format newsletter. Create a version for emailing and a version for printing hard copies.
    6. Email newsletter to the CAMT membership. If needed, print and mail a hard copy of the newsletter to CAMT members who request and pay for this service
    7. Periodically review CAMT website for any updates
    8. Maintain email correspondence with the CAMT webmaster, Ed Dumaine (5thring@ecentral.com)
    9. Solicit and submit the following updates (this list is not all-inclusive): CAMT membership registry, job postings, events calendar, board contact information, state business meeting minutes, and bylaw changes.
  6. Education
    1. With the help of a committee and/or the Board, plan the annual CAMT Music Therapy Education Symposium (a.k.a. the Fall Forum and the Winter Workshop). See b-h for specific responsibilties
    2. Plan the theme and contact speakers.
    3. Design, prepare, and either mail OR email a brochure/invitation approximately 3-4 weeks before the event.
    4. Publicize the symposium in the September newsletter.
    5. Arrange for CEU credits for the symposium, possibly through Midwest Regional Conference.
    6. Take registrations by mail, email and/or at the door. Keep records of fees collected.
    7. Organize the day (e.g. food needs, equipment, room arrangements, set up and clean up, etc.).
    8. If applicable, send in CEU forms, write thank you notes, and pay bills.
    9. If applicable, attend and help plan other educational events that would benefit the CAMT membership, such as the Colorado Coalition of Creative Arts Therapies tri-annual symposium, and/or physical therapy, occupational therapy, and speech therapy symposia.
    10. Keep track of educational workshops, conferences, and symposia of interest to members and publicize events in the CAMT newsletter and/or on the website.
  7. Membership
    1. Update membership form annually and contact newsletter chairperson for inclusion in newsletter(s)
    2. Consult treasurer regarding received membership forms
    3. Solicit new members and renew old members during CAMT events and by e-mailing or mailing reminders in October as deemed necessary by the Board and allowed within the budget.
    4. Receive and file membership forms throughout the year
    5. Update membership database on a continuing basis
    6. Update annual referral list as needed: procure member information as specified by each individual on their registration form; type, format, and send to Newsletter/Website chair to be posted on the website and published in the Winter newsletter
    7. Email membership volunteer lists to each committee chairperson and student representative
    8. Compile the membership directory each Fall. Contact members for clarification or to add missing information. Submit to be published in the Winter newsletter.
    9. Review and disseminate information from Board Members to CAMT membership
    10. Maintain CAMT e-mail address: receive website inquiries and forward questions/responses to the appropriate board member(s)
  8. Advisor/Past Chair
    1. To assist and advise the current CAMT Board as needed
  9. Student Representative(s)
    1. Provide a continental style breakfast for participants at the Fall Forum and the Winter Workshop. Solicit help with this task as needed
    2. Act as a liaison between the CAMT student members and the CAMT board of directors
    3. Inform music therapy students about CAMT functions and membership opportunities
    4. Report any music therapy student events to the membership during Fall Forum and Winter Workshop
    5. Write articles about student affairs for the newsletter as needed
    6. Communicate with the CAMT board of directors about the possibilities of a second term as student representative

 

 

Updated October 14, 2006