POLICIES AND PROCEDURES MANUAL
Policies define codes of conduct and acceptable ways to organize events and raise funds. Procedures stipulate forms to use, and what to do in case of trouble. Policy determines which volunteer expenses are reimbursable, and a procedure needs to be developed for requesting reimbursement. Every aspect and function of a nonprofit should be addressed, so that everyone knows what is expected, what is acceptable, how to go about making things happen, and even how to evaluate the effectiveness of what's been done.
This document is intended to serve as a supplement to the Bylaws. In the event of a discrepancy, the Bylaws supersede this and all other documents. Consult the board members’ job descriptions and the Bylaws for additional information. See Article XII of the Bylaws for any reference to quorum.
I. MEMBERSHIP
Eligibility
In accordance with the Bylaws of the organization, membership is open to any person who desires to participate in the functions of the organization.
Classifications
The membership of the League shall include these classifications:
- Individual – one person membership
- Family – one person plus spouse and/or dependent children
- Supporting – one person who provides additional financial support
- Life – one person who makes a single payment of which sixty percent (60%) is designated for the general fund and forty percent (40%) for the Endowment Fund.
- Honorary – a person voted on by the board of directors for his/her contribution to the Philharmonic or the Symphony League.
Application Process
New members applying for membership must complete a membership application and present it to the membership committee chairman with the appropriate dues payment. For new members who join after December 31 of each year dues will be half price for the remainder of the Symphony League year, which is July 1 - June 30.
Responsibilities of Members
All members who participate in and support functions of the organization are considered to be members in good standing. A member may request a leave of absence of the membership chairman for reasons of health, family emergencies, or physical distance (permanent or temporary) from the Columbia area. All members are expected to attend as many Symphony League meetings as possible, serve on a committee(s) or volunteer for other activities, and participate in the special events sponsored by the League.
Membership List
The membership chairman must maintain a database of the members; remit dues payments to the treasurer; and notify other committee chairmen of the members’ service interest(s).
Voluntary Termination of Membership
Voluntary termination of membership with the organization results from a member’s resignation from the organization or a failure to pay dues prior to the deadline for membership renewal. Membership dues of resigning members are retained by the organization. A member more than 60 days late from the beginning of the League’s fiscal year in the payment of membership dues will forfeit membership privileges.
Involuntary Termination of Membership
Any member may be suspended or terminated for sufficient cause. Suspension or termination shall be by a two-thirds vote of a quorum of the board of directors.
Reinstatement of Membership after an Involuntary Termination
Members who were terminated from the organization for cause may reapply for membership provided that they meet all eligibility requirements for membership. Approval for reinstatement shall be by two-thirds vote of a quorum of the board of directors.
II. DUES
Dues
The board of directors establishes the dues structure and is authorized to increase or decrease dues at a regularly scheduled board meeting by a simple vote of a quorum of the board members. The membership will be notified at the next scheduled general membership meeting and/or by the Crescendo. Dues may be reduced by one half for those members who join after December 31 st of each year.
Dues Remittance
Annual dues will be remitted to the membership committee chairman for processing. The membership committee chairman will maintain a record of all dues received and submit the payment to the treasurer for processing.
Purpose of Dues
The purpose of the annual dues of the organization is to provide for the daily administrative operating expenses of the organization and to support the mission of the organization. No profits from fundraising activities shall be used for administrative purposes.
III. OFFICERS AND DUTIES
Note: Refer to the Job Descriptions for complete details. Duties define the operational areas for each position. Job Descriptions outline the details of accomplishing tasks within those areas.
The Officers of the League shall be President, First, Second and Third Vice Presidents, Recording and Corresponding Secretaries, Treasurer and Projects Treasurer. At all times during his/her tenure, an officer must qualify as a member in good standing of the organization. These officers constitute the executive committee.
President
The president shall serve as the chief operating officer of the organization and the chairman of the executive committee. The president shall preside at meetings of the organization and of the executive committee, and shall be an ex-officio member, with the right to vote, of all committees. The president shall serve as the principal representative and spokesperson of the organization and as the League’s representative to the SC Philharmonic Board.
First Vice President
The first vice president coordinates welcoming new members and mentoring with the membership committee chairman; presides at board and general membership meetings when the president cannot be present; and attends the SC Philharmonic Board meetings when the president is unable to attend.
Second Vice President
The second vice president secures locations for board meetings, coordinates with hospitality committee and is responsible for coordinating with the executive director of the Philharmonic the guest artists or speakers for the general membership meetings.
Third Vice President
The third vice president oversees all fundraising projects; chairs the development committee; and focuses fundraising efforts on securing major donations.
Treasurer
The treasurer shall keep an accurate record of all receipts and disbursements of the organization’s funds; review the regular financial statements of the organization’s finances; and prepare financial reports for board meetings. The treasurer does not maintain the financial records for special projects.
Projects Treasurer
The projects treasurer shall keep an accurate record of all receipts and disbursements for fundraising activities; prepare financial reports for the board meetings; and disburse payments as needed.
Recording Secretary
The recording secretary shall be responsible for ensuring the official record of all proceedings of the organization. The secretary shall attest all official documents and perform such other duties as are usual for such office.
Corresponding Secretary
The corresponding secretary sends notes of appreciation, congratulations, sympathy, and illness and acknowledges correspondence regarding the Symphony League. The corresponding secretary shall coordinate written correspondence at the request of the president.
IV. STANDING COMMITTEES AND BOARD OF DIRECTORS
The board of directors shall be all standing committee chairmen. There may be no more than one chairman per committee.
Standing Committees
The standing committees of the organization include:
- Arthur Fraser Competition
- Education
- Endowment Promotion
- First Chair Gourmet
- Historian
- Hospitality
- Information Systems
- Mailing
- Major Events (i.e. Designer Show House, Ball, etc.)
- Membership
- Newsletter
- Nominating
- Public Relations
- Special Services
- Telephone
- Yearbook
Additional Board Positions
The president appoints a parliamentarian who serves at the pleasure of the president. The nominating committee may add additional board positions for one-year terms as needed to complete specific organizational goals.
The immediate past president is designated as a board position. In the event that the immediate past president is unable to serve,
the incoming executive committee shall have the authority to elect another past president to serve in that capacity.
Committee Structure
Unless otherwise noted herein or in the Bylaws, committee chairmen are strongly encouraged to appoint committee members to assist with the work of the committee. Committee chairmen may appoint vice chairmen, and the vice chairmen may participate (but not vote) at board meetings in the absence of the committee chairmen. Committee chairmen are strongly encouraged to provide information about their committee members to the nominating committee for consideration for future positions.
V. ELECTION AND TERMS OF OFFICE
Nominating Committee
The nominating committee oversees the selection of the slate of officers and members of the board of directors and presents this slate at the last regular general membership meeting prior to the annual business meeting.
The nominating committee shall be composed of six members. A chairman and two committee members shall be elected by the outgoing board of directors at the board meeting preceding the annual business meeting of the organization.
The current nominating committee chairman shall be a member of the nominating committee for the succeeding year. One additional committee member shall be nominated and elected by the general membership at the annual business meeting. The immediate past president shall serve as the sixth member of the nominating committee as an ex officio member.
Nominating Process
With the exception of the immediate past president, parliamentarian and nominating committee chairman, officers and members of the board of directors shall be elected by the general membership from a proposed slate submitted by the nominating committee. Additional nominations may be taken from the floor.
Terms of Office
Terms of office shall be one year or until successors are elected. Terms of office shall begin with the installation of the board of directors at the annual business meeting.
All members of the board of directors, with the exception of the treasurers and recording secretary, shall be limited to two consecutive one-year terms in the same position. The board may also exempt certain committee chairmen from term limits by a board vote.
Vacancies
Executive Committee: A vacancy on the executive committee occurring during an unexpired term shall be filled by the executive committee, except for the office of the president. The first vice president shall fill the unexpired term of the president. A vacancy occurring after the election but prior to the swearing in for the office shall be filled by the current executive committee.
Board of Directors: A vacancy on the board occurring during an unexpired term shall be filled by the executive committee. A vacancy occurring after the election but prior to the swearing in for the office shall be filled by the current executive committee.
Meetings
The number and dates of the meetings of the League shall be decided by the board of directors at the first official board meeting. The annual business meeting shall be held in May. Board meetings are open to any member in good standing.
VI. FINANCIAL AND FUNDRAISING PROCEDURES
Fiscal Year
The fiscal year shall run from July 1 through June 30.
Federal Taxpayer Identification Number
The federal taxpayer ID number is: 57-0881955.
Annual Budget
The finance committee, consisting of the treasurer as chairman, projects treasurer, most current past treasurer, and president (ex officio) shall compile an annual budget. The budget shall be based on the most recent three-year averages of income and expenses for standard operating accounts, factoring in any significant changes anticipated for the upcoming year.
Accounts Receivable
The following League positions are authorized to receive and collect funds:
- Symphony League Treasurer
- Projects Treasurer
- Membership Chairman
- Endowment Promotion Chairman
- Endowment Fund Treasurer
- First Chair Gourmet Designee
- Major Events Designee
Funds received on behalf of the general operating account shall be remitted to the treasurer. Funds received on behalf of the First Chair Gourmet, Major Events Committee, or any other board-approved fundraising committee shall be remitted to the projects treasurer. Funds received on behalf of the Endowment Fund shall be remitted to the Endowment Fund Treasurer.
Finance Committee
The Finance Committee prepares an annual budget for each fiscal. The budget is presented for approval at the August board meeting. The members of the Finance Committee are the treasurer, the projects treasurer and the immediate past treasurer. The incoming president may serve ex officio.
Reimbursable Expenses
The finance committee determines what expenses incurred by members are reimbursable. Unless outlined specifically in the general operating budget, no reimbursement is made for donations of food and beverages related to board meetings, general membership meetings, receptions and special coffees. Reimbursement forms as provided by the treasurer should be used by members when seeking reimbursement for expenses.
Symphony League Endowment
The Symphony League Endowment Fund (SLEF), which was established in 1974 to provide support to the SC Philharmonic, receives contributions in the form of honoraria, memorials, gifts and bequests from individual and corporate donors. Annually the Symphony League contributes two-fifths of life membership dues and one-fourth of profits from projects to the SLEF.
The SLEF is incorporated in the State of South Carolina with the mission to benefit the SC Philharmonic (legally known as the beneficiary). It is managed by a three-member board of trustees, serving staggered three-year terms. Trustees must be members of the Symphony League (known legally as the administrator) and shall not serve as a Symphony League board member while a trustee.
At each April Symphony League board meeting a trustee shall be confirmed by the board. At the last Endowment meeting of the fiscal year, the trustees shall select officers (chairman, treasurer and secretary).
The Endowment Fund Chairman shall annually make a financial report to the Symphony League Board.
Arthur Fraser International Concerto Competition
In collaboration with the University of South Carolina School of Music and its Southeastern Piano Festival, Symphony League sponsors the Arthur Fraser International Concerto Competition during Festival week. A substantial donation is made annually to the School of Music and Symphony League members assist with the competition.
Projects
All income (including income from hosts for First Chair Gourmet parties) related to special projects and other fundraising events must be remitted to the projects treasurer. The projects treasurer receives and disburses projects monies. At the end of the fiscal year, the projects treasurer forwards one-fourth of profits to the Symphony League Endowment Fund. Excluding carry-forward funds, other profits are forwarded to the treasurer. (See Finance Committee guidelines, updated August 13, 2009.)
League of American Orchestras (LAO) Conference
The incoming president shall serve as the principal delegate to the annual conference of the LAO. The president's registration fee, transportation, and lodging will be paid by the League up to the amount of funds available and budgeted. Likewise, registration fees will be paid for subsequent delegates as follows: (1) incoming third vice president or (2) an incoming officer or chairman approved by the executive committee. At the recommendation of the president, alternates may be approved by the executive committee.
First Chair Gourmet
All First Chair Gourmet events should be self-sustaining. It is the responsibility of the First Chair Gourmet Chairman and her committee to secure adequate funding for each event. Event hosts may elect to assist the First Chair Gourmet Chairman with this to ensure that all income from guest reservations is clear profit. The host committee for each event will determine whether to pay a co-host fee that is determined by the size and scope of the party or provide all party food, drink, entertainment, favors, etc. and split the cost. If a couple’s co-host fee is charged, single co-hosts will pay half the agreed-upon fee. Host committee members are not expected to pay to attend the event they are hosting.
All monies collected by the First Chair Gourmet Committee, including cash contributions from event hosts and co-hosts, should be remitted to the Projects treasurer for deposit. The First Chair Gourmet Chairman shall review all bills for First Chair Gourmet events and authorize payment by the Projects treasurer using the appropriate form. The First Chair Gourmet Chairman shall have the authority to make adjustments as the need arises.
Insurance
The Symphony League will maintain general liability and officers and directors’ liability insurance. These policies will be paid for from the general operating account. The League will purchase appropriate insurance coverage for First Chair Gourmet parties and other special events. Those policy premiums will be paid from the special projects treasury.
Bonding
The Symphony League general treasurer, projects treasurer, and Endowment Fund treasurer shall be bonded by their respective positions.
Contracts
Only the president or her designee may enter into contracts on behalf of the League.
Annual Compiled Financial Statement
The League shall engage the services of a CPA firm specializing in non-profit organizations to prepare a compiled financial statement and to prepare state and federal reports necessary to the operations of the organization. Upon request, the statement shall be made available to any member.
VII. COMMUNICATIONS
The president shall be the official representative of the organization. She shall be the designee to communicate regarding any organization business or issues. The president may designate other League members to serve as her representative for specified communication purposes.
Use of Symphony League Mailing and Email List and Telephone Tree
The SC Philharmonic (SCP) office is the legal address for the League. All bulk mailings and brochures must use the SCP return address. Members are encouraged to use the SCP as their return address on correspondence.
All communications using the Symphony League mailing list, email list and telephone tree must be approved by the president. The executive committee must approve communication requests that are not directly related to the operation of the League or the Philharmonic.
The president or her designee must approve any requests for communications to the membership. Requests must include the recipient and the purpose of the communication. Letterhead may be used only for approved communications.
Stationery, Letterhead and Publications
The printing color for Symphony League letterhead, other stationery and publications is Pantone 319. If shading is required then Pantone 318 or 317 may be used. It is recommended that fonts Futura Bold or Times New Roman be used as they work best with the Symphony League logo.
The stationery is traditionally white with a black logo while the publications use the Pantone color scheme.
The official logo is:
VIII. MISCELLANEOUS CONSIDERATIONS
Philharmonic Tickets
All Symphony League board members are encouraged to purchase season tickets for the upcoming season of the South Carolina Philharmonic and to actively promote attendance at SCP performances by family and friends.
Guest Artists and Speakers
A contribution may be made to the Symphony League Endowment in honor of guest artists or speakers for general membership meetings.
Death of a Board Member
Should a Symphony League board member die during her term of office, a $100 memorial shall be made to the Symphony League Endowment Fund. The board shall vote on appropriate donations concerning the death of a former board member of long service.
IX. CONFIDENTIALITY
All information received by the organization is considered privileged or confidential information and may be used only for the intended purposes. Any use, dissemination, distribution, forwarding, printing, or copying of such information is strictly prohibited.
X. DOCUMENT AUTHORIZATION
This manual supersedes all other policy and procedures manuals in existence at the time of its adoption. Adopted: February 22, 2010.