SAMPLE DOCUMENT. Date: 2003 USE STATEMENT & COPYRIGHT NOTICE

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1 SAMPLE DOCUMENT Type of Document: Bylaws for Internal Groups Museum Name: Birmingham Museum of Art Budget Size: $5 million to $9.9 million Governance Type: Municipal Notes on strengths or special features: Name, Location, & Offices Purpose Relationship to Museum and/or Parent Organization Membership Board of Trustees Number, Term, & Election Qualifications Quorum Vacancies, Removal, & Resignation Meetings Action Without Meeting Honorary Trustees Date: 2003 Type: Art Museum/Center/Sculpture Garden Budget Year: 2012 Accredited: Yes Officers Number, Term, & Election Vacancies, Removal, & Resignation Committees Composition Fiscal Issues Indemnification Dissolution Amendments Other: Leaves of Absence, Reports USE STATEMENT & COPYRIGHT NOTICE The AAM Information Center has provided this sample document. It serves as an example of how one museum addresses a particular issue. Museums should compose original materials based on their unique circumstances. Any document produced by the recipient should not substantially use the contents of this sample as the basis. Materials in the AAM Information Center are provided "as is," without any guarantee or warranty of any kind, expressed or implied. NOTICE CONCERNING COPYRIGHT RESTRICTIONS Under certain conditions specified in the copyright law of the United States (Title 17, United States Code), libraries and archives may furnish a photocopy or other reproduction. The photocopy or reproduction may not be used for any purpose other than private study, scholarship or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of fair use, that user may be liable for copyright infringement.

2 September, 2003 BYLAWS Birmingham Museum of Art Volunteer Council I. NAME The name of the organization shall be the Birmingham Museum of Art Volunteer Council, hereinafter referred to as the Council. II. PURPOSE The purpose of the Council is to stimulate public interest in the Birmingham Museum of Art; to promote participation in its volunteer program; to assist in the training of volunteers; and to support the Volunteer Coordinator through the performance of designated responsibilities. III. MEMBERSHIP Section 6. Membership shall be open to any person who is a current BMA volunteer and has met volunteer requirements including: a) completion of an application and an interview with the Volunteer Coordinator; b) payment of membership dues to the Birmingham Museum of Art; c) nomination by the Nominating Committee with the advice of the Volunteer Coordinator; d) working an average of six hours to include at least one regularly scheduled volunteer assignment per month, during the year; and e) being duly elected. Two weeks prior to the election of Council members in March, all current Council members shall be sent a list of the nominations along with notification of the meeting. This same procedure will be followed when a vacancy occurs during the year. The vacancy shall be filled after recommendation of the Nominating Committee with advice of the Volunteer Coordinator and by vote of the Council at a regular meeting. Annual dues of $20.00* shall be assessed for each active Council member and shall be payable at the September meeting. The active members of the Council shall be composed of officers, committee chairmen, additional representatives from each volunteer area, advisor(s) as deemed necessary by the Council chairman, and the Volunteer Coordinator. The Council shall consist of no fewer than fifteen (15) active members. The Council shall be responsible to the Volunteer Coordinator. * Rev

3 Section 7. Section 8. Section 9. The Council shall have Honorary Life Members to be designated by the Council. Honorary Life Members serve without vote. They shall be apprised of activities of the Council and may be called upon for advice and/or assistance from time to time. Any active Council member who is absent from three (3) meetings within one year without just cause shall be ineligible for further membership on the Council. The Program year is July 1 through June 30. Leave of absence. When a member is unable to participate in Council activities, the executive committee of the Council shall have the authority to grant the active member a leave of absence for a maximum of one year. After one year, if the member is unable to return to volunteer duties and Council activities, he/she will be considered to have resigned. IV. FUNDING The Council s fiscal year shall begin July 1 and end on June 30. Funding for Council activities will be provided by the Museum. An annual request shall be submitted in writing. V. VOTING All active members of the Council shall have equal voting privileges. Eight active Council members shall constitute a quorum for the purpose of conducting business at the regularly scheduled Council meetings. Voting by proxy is not permitted. VI. MEETINGS Commencing with July, meetings shall be held on the third Wednesday of every other month (July, September, November, January, March, May) at 9:30 a.m. A minimum of four meetings shall be held annually. VII. NOMINATING COMMITTEE The nominating committee of the Council shall propose the slate of officers, propose new members, and make recommendations for Honorary Life Members with advice from the Volunteer Coordinator. The committee shall consist of the immediate past chairman and four Council members appointed by the current chairman in January. 2

4 The chairman of the nominating committee shall be the immediate past chairman of the Council. Two weeks prior to the election of officers in March, all current Council members shall be sent a list of the nominations along with notification of the meeting. Officers shall be installed in May and begin service July 1. VIII. OFFICERS The officers of the Council shall be a chairman, vice chairman, and secretarytreasurer. They shall be elected for a term of one year. The chairman shall preside at all general meetings and act as a liaison between the volunteers and the Volunteer Coordinator. In the absence of the chairman, the vice chairman shall perform the duties of the chairman. The secretary-treasurer shall take minutes at all Council meetings. Ten days prior to each Council meeting, notification of the meetings and a copy of the minutes of the preceding meeting shall be mailed to each Council member. The secretary-treasurer shall conduct all correspondence and conduct the business of the treasury. The executive committee shall consist of the chairman, immediate past chairman, vice chairman, secretary-treasurer and Volunteer Coordinator. IX. COMMITTEES Each active member of the Council shall serve on at least two committees. Where needed and appropriate, the Volunteer Coordinator shall attend meetings of committees. Committee Preference sheets shall be circulated at the May meeting. The incoming executive committee shall appoint committee members and select committee chairmen by July 1. RECORDS AND AWARDS: The committee shall keep records of volunteer hours and active Museum membership. ORIENTATION: The committee shall sponsor no fewer than two orientations for new volunteers each year. 3

5 Section 6. Section 7. Section 8. Section 9. Section 10. Section 11. TRAVEL: The committee shall plan one trip in the spring and/or one trip in the fall for all eligible volunteers only. The committee shall consist of no fewer than 3 members. VOLUNTEER AWARD PROGRAM: The committee shall plan a spring party for the presentation of awards to the volunteers. Expenses for this party shall be borne by the museum and/or the Council.* HISTORIAN: The historian shall maintain an historical record of Council activities. SOCIAL: The committee shall plan for refreshments for Council meetings and be responsible for other Council sponsored functions as needed. ART IN THE AFTERNOON: The committee shall plan and carry out a series of meetings each year for members (primarily seniors) who want to learn more about art, become more involved in Birmingham Museum of Art programs, activities, and offerings, and find new opportunities for friendship. AD HOC: Ad Hoc committees shall be appointed at the discretion of the Chairman when needed to conduct the business of the Council. X. REPORTS All committee chairmen shall give reports at the Council meetings. Each chairman shall give to the Council chairman an annual written summary report of his/her area of responsibilities. XI. PARLIAMENTARY RULES This Council will follow Robert s Rules of Order. XII. AMENDMENTS These bylaws may be amended at any regular Council meeting or at a special meeting of the Council called for that purpose. No amendment shall be in order at any meeting except by unanimous consent of those present, unless not fewer than ten (10) days previous notice of the proposed amendment shall have been given to all Council members. A two-thirds (2/3) vote of those present is required to pass an amendment. * Rev