ARTICLE I - NAME
This Association shall be known as the ILLINOIS GRADE SCHOOL MUSIC ASSOCIATION, NORTHERN DIVISION.
ARTICLE II - PURPOSE
The purpose of the Illinois Grade School Music Association, Northern Division, shall be to encourage, aid, and advance music education in the elementary, middle and junior high schools of the State of Illinois through all legitimate and effective means. The Association shall sponsor contests/festivals among school bands, orchestras, and choruses, including solos and ensembles, in Northern Illinois, and annually conduct final organization contests/festivals.
ARTICLE III - MEMBERSHIP
MEMBERSHIP: Active members of the Association shall be those public and/or private elementary, middle and junior high schools represented by one governing body, including those agencies and their representatives sanctioned by a given school to deliver instruction to students within the school, who have paid a school district membership fee of $70.00 and a $20.00 fee for each participating elementary, middle or junior high school director. These yearly dues will represent the school district’s and individual music director’s memberships from September 15 of the current year through September 14 of the following year and entitles each director to receive mailings and participate in contests. Individual music directors serving in two or more schools shall pay only one $20.00 fee and be entitled to one vote in the Association business. Individuals serving on the Association’s Executive Board shall be considered paid active members at the expense of the Association.
All membership fees shall be paid directly to the Secretary-Treasurer of the Association postmarked by September 15 of the current school year. A $40.00 late fee will be imposed if the membership fee, or form of payment verification, is not received by October 1. The late fee shall not be imposed on new memberships. No memberships will be accepted after November 30th for the current school year participation.
Unprofessional behavior on the part of an Association member, as determined by the Executive Board, will result in sanctions which may include expulsion and criminal charges.
IGSMA membership lists may be used only for communication regarding IGSMA activities, whether by mail, phone or email.
Corporate and Educational Partner Memberships shall be permitted in the IGSMA, allowing them to receive all mailings. They shall be listed in the membership directory but shall not have voting privileges. Corporate and Educational Partner Membership may include a link on the IGSMA website at the Executive Board’s discretion. The membership fee shall be $75.00.
All retired directors and Board members will be given an honorary lifetime membership in IGSMA at the state level. This will include directors and Board members who are active in the Association at the time of retirement. They will be on the state mailing list and in the directory. They will be included in discussions at all meetings. However, they will not have voting privileges.
VOTING: Each dues paying member listed in the current “Active Membership List” shall be entitled to one vote. In order to be placed on the “Active Membership List” for the Fall Meeting, new and renewed memberships must be received by the Secretary-Treasurer of the Association no later than September 15.
In cases where a ballot vote is necessary, a record of those members receiving a ballot will be held by the Secretary-Treasurer, along with the results, until instructed by the Executive Board to dispose of them. Proxy votes shall not be allowed.
If a tie vote occurs when voting by ballot, a new vote will be taken with the vote of the President of the Association held in case it is needed to break another tie vote.
A vote by mail may occur if deemed necessary by a majority of the voting members of the Executive Board.
ELECTION OF OFFICERS: Election of officers of the Association shall take place at the Annual State Fall Meeting. The Nominating Committee shall be comprised of one delegate from each district. Delegates shall be the District Chairperson or an appointed representative. A chairperson shall be selected by the Executive Board, and shall serve in the capacity of presiding officer only. The Nominating Committee Chairperson shall be selected at the Annual Executive Board Meeting. This committee shall submit a slate of candidates for the various offices to the membership of the Association at the Annual State Fall Meeting. In the event the committee cannot agree unanimously on any one candidate for any one office, the slate submitted shall include the names of the two candidates (for each office) with the highest number of votes. Other nominations may be made from the floor.
ELECTION COMMITTEE: This committee shall be in place when voting by ballot occurs. The Election Committee shall be the Nominating Committee Chairperson, two Executive Board Members and two members from the floor, selected by the Nominating Committee Chairperson. This committee shall tally, record and report the election results. The Nominating Committee Chairperson shall read the names of the candidates and the number of votes for each. The Nominating Chairperson shall give all ballots and paperwork to the Secretary-Treasurer to be placed in storage.
ARTICLE IV - OFFICERS
The officers of the Association shall be: President, Vice President, and Executive Secretary-Treasurer and shall constitute the Executive Committee. The Executive Committee may transact business of this organization in an emergency. No action shall be in conflict with that having been taken by the voting body of this organization or the Executive Board.
The President and Vice President shall be elected by the active membership of the Association and shall assume their duties at the close of the State Annual Fall Meeting. The Executive Secretary-Treasurer shall be appointed by the Executive Board. The appointment shall be subject to annual review.
PRESIDENT: The President shall execute the provisions of this Constitution and the Bylaws of this Association. This office, in collaboration with the Executive Committee, shall be responsible for making emergency decisions on questions that may arise, the same to hold until the next meeting of the Executive Board or a stated meeting of the Association, when the decision shall be confirmed or rejected. The President shall administer and set the date of the State Festival, preferably the fourth Saturday in April, and the State Jazz Band Festival, preferably the first Saturday in May. It is the President’s responsibility to select the sites of these Festivals. Adjudicators for the State Festival shall be hired and assigned by the President. A sufficient number of adjudicators shall be contracted as soon as possible based on the previous year participants. The suggested State Adjudicator list may be used. The President shall determine Fall meeting dates and locations, create the agenda for the meeting, send out and collect all contracts for the State Festival adjudicators and be responsible for scheduling sites. This position carries an annual salary as indicated in the current constitution addendum, plus a personal expense account that shall include mileage at the current IRS rate per mile, meals, and lodging, said expenses to apply only when the President’s presence is required on Association business.
VICE PRESIDENT: The Vice President shall have full charge of the purchase, distribution and financial arrangements of all awards furnished by this Association. In the absence of the President, the Vice President shall assume the duties of the position. The Vice President shall maintain the website, assist with State Festival in securing and scheduling sites, as well as providing necessary technology at those sites, serve as Committee Chair for the Barbara Buehlman and Cloyd Myers awards, and help to grow membership in IGSMA. This position carries an annual salary as indicated in the current constitution addendum, plus a personal expense account that shall include mileage at the current IRS rate per mile, meals, and lodging, said expenses to apply only when the Vice President’s presence is required on Association business.
EXECUTIVE SECRETARY-TREASURER: The Executive Secretary-Treasurer shall collect all dues of the Association and pay all bills. The Secretary-Treasurer shall assist the President in correspondence and the issuing of bulletins, act in the capacity of Secretary at all regular meetings of the Association or its Executive Board, care for the details in planning the Association meetings, contests, festivals and such other duties as the President may delegate. The financial reports of the association shall be distributed at the Annual State Fall Meeting and will be available to the membership upon request prior to this date. The Executive Secretary-Treasurer shall be bonded in the amount of $100,000.00 at the expense of the Association. The Executive Secretary-Treasurer shall be provided an insurance policy in an amount to sufficiently cover equipment and materials being housed. It is the responsibility of the Executive Secretary-Treasurer to have an audit of the financial records prior to the Annual State Fall Meeting. The expense of such audit shall be borne by the Association. Shall be in contact with the printer to coordinate all forms and contest sheets that are to be printed and shipped. This position shall carry an annual salary as indicated in the current constitution addendum and an additional $1,800.00 home rental, plus a personal expense account that shall include mileage at the current IRS rate per mile, meals, and lodging, said expense to apply only when the Executive Secretary-Treasurer’s presence is required on Association business.
SALARIES: The annual salary of the President shall be 40% of the Executive Secretary-Treasurer’s salary. The annual salary of the Vice President shall be 35% of the Executive Secretary-Treasurer’s salary.
VACANCIES: If a vacancy occurs in the office of President, the Vice President shall serve as President for the unexpired term. A vacancy occurring in any other office shall be filled for the unexpired term by a person appointed by a majority vote of the remaining voting members of the Executive Board, notice of such appointment having been given. In case a vacancy occurs in both the office of President and Vice President, the Executive Secretary-Treasurer shall call a special general membership meeting for the purpose of filling the vacant officer positions, prior notice having been given.
ARTICLE V – EXECUTIVE BOARD
EXECUTIVE BOARD: The Executive Board shall consist of the President, Vice President, Executive Secretary-Treasurer and the Chairperson or a representative of each of the nine districts. The Chairperson of each district shall be elected or appointed by their district and shall serve until their successor is elected or appointed.
The Executive Board shall perform such legislative duties as cannot properly be brought before the membership, due to the set time of meetings. However, at no time shall it have the power to change this Constitution or Bylaws. The Executive Board shall also assist the President in administering the State Contest/Festival. Expenses, including mileage at the current IRS rate per mile, meals and lodging, shall be allowed each member of the Executive Board, only when their presence is required on Association business, said expense to be paid by the Association. Each Executive Board member shall receive a $125.00 stipend for State Executive Board Meeting participation. Each Executive Board member, with the exception of the advisors, shall be entitled to one vote on matters presented to the board for action.
The President may appoint Advisors to the Board with the approval of the Executive Board. The Advisors shall not have voting privileges. In the event that a specific music area (Band, Orchestra, Chorus) is not represented on the Executive Board, the President may appoint a consultant in that particular area.
ARTICLE VI - DISTRICTS
The NORTHERN DIVISION of the ILLINOIS GRADE SCHOOL MUSIC ASSOCIATION shall be comprised of Districts divided geographically, as follows:
DISTRICT NUMBER ONE - Hancock, McDonough, Adams, Schuyler, Brown, Cass, Mason, Menard, Pike and Logan Counties.
DISTRICT NUMBER TWO - Henderson, Warren, Knox, Stark, Marshall, Peoria, Woodford, Tazewell and Fulton Counties.
DISTRICT NUMBER THREE - Piatt, DeWitt, McLean, Livingston, Champaign, Vermilion, Ford and Iroquois Counties.
DISTRICT NUMBER FOUR - including the Counties of Jo Daviess, Stephenson, Winnebago, Carroll and Ogle.
DISTRICT NUMBER FIVE - Lee, Whiteside, Rock Island, Mercer, Henry, Bureau and Putnam Counties.
DISTRICT NUMBER SIX - including all of Kankakee, Will, Grundy, Kendall, and LaSalle Counties and that part of DuPage, and Cook, including Chicago, which lies south of a line which includes Routes 12 and 20 west to Route 45, and a straight line west to Aurora and then west on Route 30.
DISTRICT NUMBER SEVEN - includes those parts of DuPage and Cook Counties which lies north of a line which includes Route 12 and 20 West of Route 45 and a straight line west to Aurora and then west on Route 30, and which lies south of a line which includes Routes 58, 20 and 72.
DISTRICT NUMBER EIGHT - including all of Lake County, that part of McHenry which lies north of Route 120 and Charles Road and east of Route 47, and that part of Cook County which lies north of a line which includes Routes 58, 20 and 72.
DISTRICT NUMBER NINE - includes the schools of Paw Paw, Earlville, Leland, Woodstock, Crystal Lake, West Chicago, Naperville, and Oswego and all schools in Boone County, DeKalb County, Kane County and all of McHenry County west of Route 47 and south of Route 120 and Charles Road.
ARTICLE VII – MEETINGS
The Annual State Fall Meeting of this association shall be held prior to October 1 at a time and site designated by the President. The Executive Board shall meet prior to the Annual State Fall Meeting. Special meetings of the Executive Board may be called by the President or a majority of the voting members of the Executive Board, including at least one officer, two weeks notice having been given. Special meetings of this Association may be called by a majority of the voting members of the Executive Board, including at least two officers, with two weeks notice having been given. An Executive Board meeting may be set for the spring by the President.
A quorum for the transaction of the business of this Association shall consist of 15 voting members including at least two officers. A quorum for the transaction of the business of the Executive Board shall consist of a majority of voting members including at least two officers.
ARTICLE VIII – FINANCE
The Association shall not incur debts for which there is no expected revenue. The operating expense of this Association shall be paid from the general fund of the Association, said fund to consist of all monies received from school membership fees, Festival fees, or any other source. This Association shall assume no responsibility for financing a District Contest.
ARTICLE IX – AMENDMENTS
Amendments to this Constitution and Bylaws may be made at the regular Annual State Fall Meeting of this Association by a two-thirds majority vote of the members present and voting. The Constitution and Bylaws shall be made available to the membership each year.
ARTICLE X – RULES OF PROCEDURE
1) A unanimous vote on a resolution at the District level shall automatically require presentation at the Annual State Fall Meeting.
2) The passage of a resolution requiring a rules change in the Constitution will automatically affect all places in the Constitution where the rule is discussed.
3) District Operational Procedures shall not be in conflict with the State Constitution and Bylaws.
4) Inurement of Income: No part of the net earnings of the Association shall inure to the benefit of, or be distributable to, its members, trustees, officers, or other private persons except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered.
5) Legislative or Political Activities: No substantial part of the activities of the Association shall be the carrying on of propaganda or otherwise attempting to influence legislation. The Association shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
6) Operational Limitations: Notwithstanding any other provisions of these articles, the Association shall not carry on any other activities not permitted to be carried on (a) by an association exempt from Federal Income Tax under Section 501(c) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law) or (b) by an association, contributions to which are deductible under Section 170(c) (2) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law).
7) Dissolution Clause: Upon the dissolution of the Association, the officers shall, after paying or making provisions for the payment of all of the liabilities of the Association, dispose of all the assets of the Association exclusively for the purposes of the Association in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at that time qualify as an exempt organization or organizations under Section 501© (3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law), as the officers shall determine. Any of such assets not so disposed of shall be disposed of by the Circuit Court of the county in which the principal office of the Association is then located, exclusively for such purposes or to such organization or organizations as said court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE XI – CLOYD MYERS MEMORIAL AWARD
The Cloyd Myers Memorial Award shall be presented annually to a person who has demonstrated educational excellence in IGSMA activities such as:
• A director whose students consistently excel in IGSMA events.
• An adjudicator who consistently produces excellent comments and suggestions for improvement.
• An Executive Board member who consistently fulfills their duties and strives for IGSMA organizational improvement.
1) The award shall be presented at the State meeting.
2) The selection committee shall be the Executive Board.
3) The award shall consist of a plaque. The Vice President shall be responsible for the purchase and engraving of the plaque.
4) The design of the award shall be approved by the Executive Board.
C. CLOYD MYERS
C. Cloyd Myers devoted many years of his active career to the Illinois Grade School Music Association. A graduate of Manchester College, North Manchester, IN, he received his Master’s Degree from the University of Michigan.
Having taught instrumental music in Osceola, Iowa, Mr. Myers began teaching in Sterling, IL, in 1939. It was during his first year of teaching there that the Illinois Grade School Band Association was formed. The entire state was divided into five districts. Cloyd Myers was appointed Chairman of the Northwest Division and elected Vice President in 1949. At the fall meeting of the Association held at the Kaskaskia Hotel in LaSalle in 1957 he was elected President. He was inducted as a charter member of the Band Masters Hall of Fame at Northwestern University in 1984.
In 1988 Mr. Myers was named President Emeritus of the Illinois Grade School Music Association and given a lifetime membership to the Executive Board. A plaque was presented honoring his 50 years service to the Association.
Mr. Myers was a World War II Navy veteran. He conducted the Sterling Municipal Band for 25 years. He was a member of the American School Band Directors Association, the Sterling Noon Rotary Club, the Sterling Elks Club, the Rock River Country Club, and a Paul Harris Fellow. Following his retirement in 1975 he directed the Singing Strings Ensemble. Mr. Myers passed away on June 30, 1991.
ARTICLE XII – BARBARA BUEHLMAN YOUNG CONDUCTOR AWARD
The Barbara Buehlman Young Conductor Award shall be presented annually to a person who has demonstrated the following qualifications:
• A director with a minimum of 5 years experience teaching music and a maximum of 10 years; majority of teaching must be in the State of Illinois.
• A director who is actively involved in IGSMA events, and shows growth as a music educator.
• A director whose students consistently excel in IGSMA events.
• A well-rounded person who belongs to professional organizations and is respected by their peers.
1) Selection Committee: The Vice President shall serve as the committee chair. The committee chair will choose two more members, plus the recipients of the past two years, to serve as members of the committee. At least two IGSMA Districts shall be represented. All areas (band, choral, orchestra) should be represented as well. This committee shall be a total of five members. The nomination of the committee shall be reported to the Vice President on or before June 1 of each year.
2) Nominations from IGSMA members shall be given to the selection committee head.
3) This award shall be presented annually at the recipient’s IGSMA District level meeting and at the State Fall Membership meeting.
4) The award recipient shall receive a plaque.
Barbara Buehlman received Northwestern University’s Bachelor of Music Education degree in 1959 and Masters degree in 1960. Upon graduation from Northwestern, she began teaching in the Round Lake, Illinois schools. Under her direction, Round Lake School Bands received national recognition with first division ratings in District, State and National competitions, and through numerous performances at conventions and clinics. She served the Round Lake School District as Director of Bands and Coordinator of Fine Arts until June, 1983 when she left to assume full-time responsibilities as Executive Administrator of the Midwest Clinic. In addition to her duties with Midwest, Barbara was also Secretary-Treasurer of the Illinois Grade School Music Association and Business Manager and Assistant Conductor of the Northshore Concert Band. Her band arrangements and method books are widely acclaimed, and she served as guest conductor, clinician, and adjudicator throughout the United States and Canada. She was featured in The School Musician’s “They Are Making America Musical,” was a recipient of Tau Beta Sigma’s Outstanding Service to Music Award, the Phi Beta Mu National Outstanding Contributor to Bands Award, the Citation of Excellence Award from the National Band Association, the Sudler Medal of the Order from the John Philip Sousa Foundation, and the Cloyd Meyers Memorial Award from the Illinois Grade School Music Association. In 1995, she received Northwestern University’s Alumni Merit Award for the School of Music and the Midwest Clinic Medal of Honor. In 1996, she was awarded an Honorary Doctorate from VanderCook College of Music, was named the first recipient of the Quinlan and Fabish John P. Paynter Lifetime Achievement Award, and received the Association of Convention Operations Management’s Meeting Professional of the Year award. Ms. Buehlman passed away on September 25, 1997.
ARTICLE XIII – FISCAL YEAR
The fiscal year for the Association will be July 1 through June 30.
ARTICLE XIV – PARLIAMENTARY AUTHORITY
The current edition of “The Standard Code of Parliamentary Procedure” by Alice Sturgis governs this organization in all parliamentary situations that are not provided for in the law or in its charter, bylaws, or adopted rules.
ARTICLE XV – COPYRIGHT LAWS
The Illinois Grade School Music Association supports and follows the copyright laws.