SWAMTA Bylaws

SOUTHWESTERN REGION AMERICAN MUSIC THERAPY ASSOCATION BYLAWS

(Revised 7/8/2010)

ARTICLE I. Name and Composition

Section 1. The name of the organization shall be the Southwestern Region, American Music Therapy Association, Inc., herein after referred to as the Region or SWAMTA.

Section 2. The Region exists as an auxiliary organization within the structure of the American Music Therapy Association, Inc., herein after referred to as the AMTA or the

National.

Section 3. This document does not supersede the bylaws adopted by the AMTA.

ARTICLE II. Purpose and Goals

Section 1. The purpose of the Region is consistent with that of AMTA: To advance music therapy and to increase access to quality music therapy services (AMTA Bylaws,

Art II, Sec. 1).

Section 2. The goals of the Region shall be:

a. to provide professional development opportunities for music therapists

b. to participate in the operation of the AMTA through representation on committees and the Assembly of Delegates

c. to further an awareness and acceptance of music therapy as a viable health profession through job development, public relations activities and local and state

legislative action

d. to promote communication among members through Regional publications

ARTICLE III. Membership

Section 1. Membership categories in the Region shall correspond to those approved by the AMTA. Regional members of SWAMTA shall include those members

of AMTA who are residents of New Mexico, Oklahoma or Texas.

Section 2. Professional membership will provide the privilege of participation in the activities of the Region, the right to vote, the right to hold office, and the right to

receive the newsletter and other communications of the Region.

Section 3. Associate membership will provide the right to participate in meetings of the Region and to receive the newsletter and other communications of the Region.

Associate membership does not include the right to vote or hold office.

Section 4. Student membership shall provide the right to participate in meetings and programs of the Region, the right to receive newsletters and other communications

of the Region, and the right to a 1/3 vote.

Section 5. Retired professional membership shall provide the same rights and privileges as those for Professional membership. This membership status will be available

as long remains eligible by meeting the standards for this category established by AMTA.

Section 6. Inactive membership will provide the privileges of participation in the activities of the Region and the right to receive selected publications, but not the right to

vote or hold office.

Section 7. Regional Honorary Life membership may be conferred upon any person living within the boundaries of the Region and shall recognize distinguished service in

the field of music therapy. This membership is conferred by the approval of the Board of Directors. Regional Honorary Life members who qualify for professional membership shall have all rights and privileges of such membership without the payment of Regional annual dues. Regional Honorary Life membership may be conferred upon a maximum of two (2) persons in any one membership year.

Section 8. Membership classes in AMTA not listed herein shall be accorded the right to participate in Regional activities, and receive selected publications.

Section 9. The membership year will coincide with that of the AMTA. The fiscal year shall be determined by the Regional Board of Directors.

Section 10. Dues for all membership categories will be established annually by the AMTA Board of Directors, with the approval of the AMTA Assembly of Delegates

(AMTA Bylaws, Art III, Sec. 4).

Section 11. Rights and privileges of membership will be restricted to those who are in good financial standing with the Region.

ARTICLE IV. Officers

Section 1. The officers of the Region will be elective and appointive.

Section 2. The elective officers of the Region will be President, President-Elect, Immediate Past President, Vice-President, and Secretary. The President-Elect is

elected to serve two (2) years as President-Elect, two (2) years as President and two (2) years as Immediate Past President. Elected officers shall assume their office on June 1 of odd numbered years and will continue in office for two (2) years, or until the next election, unless otherwise stated.

Section 3. The appointive officers of the Region will be Parliamentarian, Editor, and Treasurer. They will serve for a term of two (2) years, or until the next election, at

the pleasure of the President and the Board of Directors. These officers may be held over from the tenure of one President to the next but must be reappointed by the incoming President and approved by the incoming Board of Directors.

Section 4. No elective officer will succeed himself or herself in office, but may be reelected to that office after an intervening period of no fewer than four (4) years.

Section 5. The President shall a) preside at all meetings of the Region; b) call and preside at all meetings of the Board of Directors; c) appoint, with approval of the

Board of Directors, Regional officers, Chairpersons of standing committees, Regional representatives to AMTA committees and Boards, and members of the Regional Financial Advisory and Historical Committee; d) attend Regional Presidents’ meetings at National Conferences; e) maintain communication with and serve as liaison between the Region and AMTA;~ approve all requests for reimbursement or advancement of funds, g) submit an annual reports to the membership at the annual Regional Conference, h) maintain a monthly log of business conducted for two (2) years for information and study by the President-Elect, and i) perform other duties as required. A vacancy in the office of President will be filled by the President-Elect.

Section 6. The President-Elect will a) assist the President as requested; b) prepare to take over the responsibilities of the Presidency by studying the duties of the

President through quarterly conferences with the President and review of the President’s log; c) assume all duties of the President in case of resignation or absence of the President; d) serve as membership chairperson and compile a Regional membership directory in the spring of even numbered years; e) study the Bylaws and related literature for the purpose of proposing revisions to these documents where such revisions are necessary to keep the documents current and responsive to the purposes and goals of the Region; f) submit reports to the membership or Board of Directors upon request of the President; g) serve as representative to the Assembly of Delegates; h) assume responsibility for mailing election ballots to the membership within 14 days following the Regional Conference during odd-numbered years and selecting one other member of the region not running for office to assist with counting ballots; and i) perform any other duties as may be assigned by the President or the Board of Directors. A vacancy in the office of President-Elect will be filled in accordance with the procedures specified in the AMTA bylaws.

Section 7. The Immediate Past President will assist the President as requested providing continuity in the administration of the Region.

Section 8. The Vice President will:

a.) serve as program chairperson for the Annual Regional Conference and

i.) perform all duties and responsibilities as outlined in the Conference Planning Book

ii) appoint a local ad hoc committee to carry out conference preparation and assist the committee as needed,

iii.) maintain the master Conference Planning Book, updating in accordance with the guidelines outline in the book,

iv.) on behalf of the Region, assume responsibility for and sign the contract with the hotel in accordance with the guidelines outlined in the Conference Planning Book,

b.) fulfill other duties as assigned by the President or the Board of Directors;

c.) submit reports to the membership or Board of Directors upon request of the President; and

d.) preside at meetings in the absence of the President and President-Elect.

Section 9. The Secretary will:

a) record the minutes of all business meetings of the Region and the Board of Directors;

b) send copies of the minutes to all Board of Directors members within 30 days of each meeting;

c) publish minutes in draft-summary-of-motions format in subsequent issues of the regional newsletter, and

d) maintain a rank order listing of Alternate Delegates to the AMTA Assembly of Delegates.

Section 10. The Treasurer will:

a) pay all bills authorized by the President and/or Board of Directors;

b) keep an itemized account of all receipts and disbursements, to be published annually in the Regional Newsletter;

c) provide regular financial reports to the Board of Directors;

d) present a written financial report to the membership at the Annual Regional Conference;

e) chair the Regional Financial Advisory Committee; and submit financial records for audit upon request of the Board of Directors.

Section 11. The Editor will:

a) edit and supervise the publication of the Regional newsletter;

b) chair the Editorial Committee for the Regional newsletter; and

c) submit reports to the membership or Board of Directors upon request of the President.

Section 12. The Parliamentarian will:

a) maintain updated knowledge of Robert’s Rules of Order, the Regional Bylaws and related literature; and

b) serve as Parliamentarian for all Board of Directors and Regional business meetings to assure that all parliamentary procedures are observed.

Section 13. Should a vacancy occur in an elective position, other than President or President-Elect, a special election will be held at the next annual Regional Business

meeting through the election process described in the Bylaws. The President with the Approval of the Board of Directors will fill vacancies in appointive positions. When necessary the President may appoint an officer pro tem until an election can be held.

Section 14. Retiring elective and appointive officers shall deliver to their successors, or other appropriate persons, all records, books, papers or other property

belonging to the Region within ten (10) days after vacating office.

Section 15. The elective and appointive officers of the Region are professional members in good financial standing with the AMTA.

ARTICLE V. Meetings

Section 1. The annual meeting of the Region will be held in the spring during the Annual Regional Conference; the location and date shall be determined by the Board of

Directors.

Section 2. A meeting of the Region may be called at the National Conference at the discretion of the Regional Board of Directors.

Section 3. Special meetings of the Region will be called by the President if requested by two-thirds (2/3) of the members of the Board of Directors or upon receipt of a

petition signed by a quorum of Regional voting members.

Section 4. A minimum of three (3) meetings of the Board of Directors shall be held annually (including meetings held during Regional or National conferences or by

conference calls).

Section 5. A quorum of the Board of Directors plus 5% of Professional membership of the region will constitute a quorum for Regional business meetings.

ARTICLE VI. The Board of Directors

Section 1. The Board of Directors shall consist of seven (7) voting members: President, President-Elect, Vice-President, Immediate Past-President, Secretary,

Regional Student President, and one (1) Delegate elected by the Regional Delegates to the AMTA Assembly of Delegates. The Editor, Parliamentarian, Government Relations Chairperson, Continuing Education Chairperson, Treasurer, and Student Affairs Advisory Board Chairperson will be ex officio members with no voting privileges.

Section 2. The Board of Directors will determine the long-range goals and objectives for the Region, transact its general business, prepare an annual budget to be

presented at the Annual Regional Conference, and control the expenditure of regional funds.

Section 3. A quorum shall consist of two-thirds (2/3) of the Board of Directors, which shall include at least two-thirds (2/3) of its voting members.

ARTICLE VII. Assembly of Delegates

Section 1. Primary and alternate delegates to the AMTA Assembly of Delegates will be elected by the Region in the spring of odd-numbered years. The number of

delegates for the Region will be established by the AMTA Board of Directors. The President and President-Elect shall serve as two of the Region’s delegates to the AMTA Assembly of delegates.

Section 2. The Regional delegates’ term of office will be two (2) years coinciding with the term of the AMTA National officers.

Section 3. The Regional delegates elected to the AMTA Assembly of Delegates will attend all Assembly meetings and represent the concerns of the Region. Any

delegate who cannot attend a National Conference or Assembly meeting will inform the President, who will then secure an alternate by contacting alternate Assembly delegates as they appear on the rank order list maintained by the Secretary. If vacancies remain once the President has contacted all elected alternate Assembly delegates, delegates pro-tem may be appointed by the President, with the approval of the Board of Directors.

Section 4. The elected Assembly delegates shall elect one (1) delegate, who is not a Regional Officer, to represent them on the Regional Board of Directors.

Section 5. Delegates will serve two (2) year terms and may be re-elected.

ARTICLE VIII. Committees

Section 1. A representative to each AMTA standing committee, the AMTA Judicial Review Board and to the AMTA Student Affairs Advisory Board shall be

appointed by the President with the approval of the Board of Directors. These representatives will: (a) attend all National meetings of their respective committees; (b) perform designed functions within the committee; (c) present a report to the membership at Regional meetings. If for some reason they are unable to fulfill their duties, they will notify the President within ample time for an alternate to be appointed.

Section 2. There will be four (4) Regional Standing Committees: Government Relations, Employee and Public Relations, Affiliate Relations, and Continuing Education.

The Regional representative to the same named AMTA committee will serve as chairperson for these Regional committees. When possible the committee will consist of at least one representative from each state in the Region.

a) The Government Relations Chairperson will serve as liaison between the Regional Board of Directors and the National and the other Regional

Government Relations Committees. The duties will include but no be limited to

i) serving as ex officio member of the Board of Directors,

ii) submitting reports upon request of the President,

iii) attending National meetings,

iv) performing any duties assigned by the President, the Board of Directors, and/or the National Committee Chairperson.

b) The Employment and Public Relations Chairperson will serve as liaison between the Regional Board of Directors and the National and the other

Regional Employment/Public Relations Committees. The duties will include but not be limited to

i) submitting reports upon request of the President,

ii) attending National meetings, and

iii) performing any duties assigned by the President, the Board of Directors, and/or the National Committee Chairperson.

c) The Affiliate Relations Chairperson will serve as liaison between the Regional Board of Directors and the National and the other Regional Affiliate

Relations Committees. The duties will include but not be limited to

i), submitting reports upon request of the President,

ii) attending National meetings, and

iii) performing any duties assigned by the President, the Board of Directors, and/or the National Committee Chairperson.

d) The Continuing Education Chairperson will administer the Continuing Education Program for the Region. The duties of this position will include, but

not be limited to:

i) selection and approval of providers of Continuing Education Courses in the Region;

ii) maintenance of ongoing records of completion of courses;

iii) submission of reports upon request of the President; and

iv) performance of any duties assigned by the President and/or the Board of Directors.

Section 3. The President, with the approval of the Regional Board of Directors, may appoint ad hoc Committees to perform specific duties as authorized. Duties of

four such ad hoc committees are as follows:

a) The Financial Advisory Committee will:

i) assist the Board of Directors in fiscal planning by providing a projected budget for the fiscal year and

ii) make arrangements for audit of financial records, as directed by the Board of Directors.

b) The Membership Committee, chaired by the President-Elect, will:

i) keep an accurate listing of all members and their membership status;

ii) calculate and inform the President when a quorum has been met at all regional business meetings;

iii) develop programs to maintain and promote membership in the Region; and

iv) compile and send a membership directory to all members in the spring of even numbered years.

c) The Historical Committee will make recommendations for maintaining the collection and preserving all documents for the Regional Archives housed at

Texas Women’s University.

d) The Bylaws Revision Committee will convene as needed to review and make proposed amendments. The President-Elect will chair this committee.

Section 4. The Vice President in accordance with the Conference Planning Book will appoint the members of a Local ad hoc Regional Conference Committee

annually. The committee will plan the logistics for the conference using the Conference Planning Notebook and Budget Guidelines supplied by the Vice President. The local committee chairs will receive a 50% reduced registration fee for that conference.

Section 5. The Student Affairs Advisory Board Representative and a qualified alternate will be appointed by the President of SWAMTA. The Student Affairs

Advisory Board Representative shall serve as the Regional Representative to the Student Advisory Board of AMTA; attend Regional Board of Directors meetings; serve as a conduit for student problems and concerns, referring to appropriate committees and officers; keep the Regional Board of Directors advised of all regional and national student activities; establish and/or maintain a handbook outlining job responsibilities; submit a written report at the annual regional conference; and coordinate and administrate the SWAMTA Internship Scholarship, and any other student scholarships/awards initiated by SWAMTA or SWAMTAS.

Section 6. Each Committee Chairperson will:

a) submit budget proposals for the upcoming fiscal year to the Financial Advisory Committee at least one (1) month prior to the Annual Regional

Conference;

b) submit a written report of activities and plans for that committee; and

c) surrender all records relating to their offices within ten (10) days after vacating office.

ARTICLE IX. Nominations and Elections

Section 1. Regular elections will be held in the spring of odd numbered years.

Section 2. In a regular or special election, a Nominating Committee (with at least one representative from each state in the Region when possible) appointed by the

President with the approval of the Board of Directors, will present the Board of Directors with a slate of two (2) names for each elective office or Assembly Delegate position becoming vacant in any election year or at the time of any special election.

Section 3. The proposed slate of candidates will be presented to the general membership at the first general business meeting of the annual Regional meeting prior to

the election. Additional nominations may be made from the floor at that meeting.

Section 4. Within 14 days following the Regional Conference during odd-numbered years, ballots will be mailed by the President-Elect to the voting members of the

Region, allowing at least thirty (30) days from the postmarked date of the mailing for the ballots to be postmarked for return. Ballots will contain space for write-in candidates for each elective position.

Section 5. A simple majority of the votes is necessary for election to office. Positions on the AMTA Assembly of Delegates and their alternates will be filled by rank

ordering of votes until the required number of positions is filled. A rank order of Alternate Delegates will be maintained by the Regional Secretary.

ARTICLE X. Publication

Section 1. The name of the official Regional Publication shall be the Red River Valley.

Section 2. The Editorial Committee shall consist of the Editor and a representative from each state in the Region, when such representation is possible.

Section 3. The Editor of the Red River Valley will be appointed by the President, with the approval of the Board of Directors, and shall have complete autonomy over

editorial policy and content within guidelines determined by the Board of Directors. The Editor will be responsible for

a) submitting a budget proposal to the Financial Advisory Committee;

b) obtaining and managing funds related to the publication; and

c) publication and dissemination of the newsletter.

Section 4. The Red River Valley will be published three (3) times a year and mailed to the membership on or before the following dates: February 1, June 1, and

October 1. Submission deadlines shall be one (1) month prior to these dates, or as specified by the Editorial Committee.

ARTICLE XI. Parliamentary Authority

The current edition of Robert’s Rules of Order, Newly Revised, will be the authority for all questions of Parliamentary procedure not covered by these Bylaws.

ARTICLE XII. Amendments

Section 1. These Bylaws may be amended at any general membership business meeting held at the Annual Regional Conference by a two-thirds (2/3) affirmative vote

of the members present, with students receiving 1/3 vote. The proposed amendments must be submitted in writing to that membership at least twenty-four (24) hours prior to the meeting.

Section 2. The Bylaws may be amended by a mail vote solicited from the total membership of the Region, the amendments having been submitted to that membership

in writing at least four (4) weeks before the vote is due. A necessary for changing, adopting, or repealing an amendment, with students receiving one-third (1/3) vote.

ARTICLE XIII. Recall of Officers and Delegates

Section 1. Any elective officer of the Regional Board of Directors may be recalled by vote of the body. Such a recall vote will act to remove the individual as a

member of the SWAMTA Board of Directors and as an officer.

Section 2. A recall election is held when a quorum of members and a quorum of Board members petitions in writing to the President of the Region for such a recall.

Should the recall election involve the office of the President, the written petition should be directed to the President-Elect.

ARTICLE XIII. Dissolution

Upon the dissolution of the organization, SWAMTA, the assets of the organization will revert to the AMTA National Office.