SWEET ADELINES INTERNATIONAL CORPORATION POLICY BOOK. Adopted Revised (Includes revisions through July 2011)

Transcription

1 SWEET ADELINES INTERNATIONAL CORPORATION POLICY BOOK Adopted Revised 2010 (Includes revisions through July 2011)

2 MISSION STATEMENT Sweet Adelines International is a worldwide organization of women singers committed to advancing the musical art form of barbershop harmony through education and performances.

3 TABLE OF CONTENTS SECTION I. Division A. SECTION II. Location of International Headquarters Location of International Headquarters... I-A-1 Association with Other Organizations Division A. 1. Autonomy II-A-1 2. Coronet Club of Sweet Adelines International Corporation... II-A-1 3. Young Singers Foundation... II-A-2 4. The Overtone Society... II-A-3 SECTION III. Membership Division A. Chapters... III-A-1 1. Chartering New Chapters... III-A-1 2. Renewal of Chapter Membership... III-A-2 3. Suspended Chapters... III-A-4 4. Chapter Revitalization... III-A-5 5. Chapter Consolidations... III-A-6 6. Chapter Dissolutions... III-A-8 7. Chapter Separations III-A-10 Division B. At-Large Membership... III-B-1 1. Chapter-at-Large... III-B-1 2. Member-at-Large... III-B-3 Division C. Members... III-C-1 1. General... III-C-1 2. Per Capita Fees... III-C-1 3. Reinstatement... III-C-1 4. Longevity... III-C-1 5. Chapter Membership Admittance... III-C-2 6. Transferring Members/Transition Period... III-C-5 7. Youth Membership... III-C-7 8. Lifetime Membership... III-C-8 9. Associate Membership... III-C Dual Membership... III-C-10 Division D. SECTION IV. Rebates to Regions from Per Capita Fees... III-D-1 Geographic Boundaries Division A. Regional and Area Boundaries... IV-A-1 Division B. 1. Worldwide Region... IV-B-1 2. Satellite Area... IV-B-3 SECTION V. Division A. Division B. International Board of Directors Selecting a Slate for the International Board of Directors... V-A-1 Election of International Board Members... V-B-1

4 TABLE OF CONTENTS Division C. Division D. Division E. Appointing Members to the International Board of Directors... V-C-1 Filling an International Board Vacancy by Mail Vote... V-D-1 Required Attendance at Meetings... V-E-1 Division F. Mail Actions... V-F-1 SECTION VI. International Officers, Chairs, Standing Committees, and Special Committees Division A. Officers... VI-A-1 1. International President... VI-A-1 2. International President-elect... VI-A-3 3. International Secretary... VI-A-4 4. International Treasurer... VI-A-5 5. Immediate Past President... VI-A-6 Division B. Division C. SECTION VII. Division A. Standing Committees, Chairs... VI-B-1 1. Executive Committee... VI-B-1 2. International Bylaws and Rules Specialist... VI-B-2 3. Worldwide Liaison... VI-B-3 4. Nominating Committee... VI-B-4 5. Editorial Review Board... VI-B-5 6. Education Direction Committee... VI-B-6 (a) International Faculty Coordinators... VI-B-8 (b) International Judge Specialists... VI-B-9 (1) Judge Analysts... VI-B-11 (c) International Music Arrangers Program Coordinators... VI-B-12 (d) Director Education Coordinators... VI-B-13 (e) Young Women in Harmony Program Coordinators... VI-B Published Music Sales/Marketability Committee... VI-B Young Singers Foundation Management Committee... VI-B Membership Committee... VI-B Regional Leadership Committee... VI-B The Overtone Society Management Committee... VI-B-20 Special Committees... VI-C-1 Region and Area Governance Structures Region/Area Governance Structures... VII-A-1 1. Communications Coordinator... VII-A-2 2. Directors= Coordinator... VII-A-3 3. Education Director... VII-A-4 4. Events Coordinator... VII-A-5 5. Finance Coordinator... VII-A-6 6. Marketing Coordinator... VII-A-8 7. Membership Coordinator... VII-A-9 8. Team Coordinator... VII-A Competition Coordinator... VII-A-12

5 TABLE OF CONTENTS SECTION VIII. Division A. Finance Bank Resolutions... VIII-A-1 Division B. Tax Forms... VIII-B-1 Division C. Miscellaneous Corporate Financial Policies... VIII-C-1 Division D. Funds... VIII-D-1 Division E. Division F. Division G. Division H. Division I. Division J. SECTION IX. Division A. SECTION X. Comprehensive General Liability Insurance... VIII-E-1 Payment by Credit Card... VIII-F-1 International Convention... VIII-G-1 1. Registration and Admission... VIII-G-1 2. International Convention Assistants... VIII-G-2 3. Convention Sales Area... VIII-G-3 4. Exhibit Booths... VIII-G-4 5. Engraving of Trophies and Awards... VIII-G-5 Registration Fees: Regional and Area Competitions... VIII-H-1 International Seminar Registration Fees... VIII-I-1 Reimbursement for Expenses... VIII-J-1 1. General... VIII-J-1 2. International Board of Directors, Standing Committee Members and Chairs VIII-J-2 3. Chair/Co-Chair of International Educational Events... VIII-J-5 4. International Faculty... VIII-J-6 5. Arrangers... VIII-J-7 6. International Champion Quartet... VIII-J-8 7. Judging... VIII-J-9 8. Travel to a Worldwide Region... VIII-J Regional Management Team... VIII-J Funded Visits to Chapters... VIII-J Competition Coordinator (CC)... VIII-J Worldwide Liaison... VIII-J-17 Quartets Annual Registration of Quartet Names... IX-A-1 Published Music, International Convention Recordings, Music Copyright Approval of Recordings Division A. 1. Published Music... X-A-1 2. International Competition Recordings... X-A-2 3. Use of Copyrighted Music... X-A-3 4. Approval of Recordings... X-A-4

6 TABLE OF CONTENTS SECTION XI. The Pitch Pipe... XI-A-1 SECTION XII. Use of Directories, Name, Insignia, and International Awards Division A. 1. Use of Directories... XII-A-1 2. Insignia and Their Use... XII-A-2 (a) Insignia and Their Use... XII-A-2 (b) Insignia Licensing Agreement... XII-A-5 3. Requesting Permission to Use Insignia... XII-A-6 4. International Awards... XII-A-7 5. President=s Lifetime Achievement Award... XII-A-8 SECTION XIII. Division A. Division B. Division C. SECTION XIV. Division A. SECTION XV. Division A. Mission Statement, Official Motto, Official Songs Mission Statement... XIII-A-1 Official Motto... XIII-B-1 Official Songs... XIII-C-1 Amendments to Policy Amendments to Policy... XIV-A-1 Parliamentary Authority Parliamentary Authority... XV-A-1 APPENDICES A. Committee and International Board Meeting Master Schedule... A-1 B. Certificate of Incorporation... B-1 C. Proof of Nonprofit Status... C-1 D. Chapter/Regional Liability Insurance... D-1 E. Incorporation of Chapters... E-1 F. Fees... F-1 1. Application for International Programs... F-1 2. Miscellaneous Fees... F-2 3. Per Capita Fees... F-3 4. Quartet Registration... F-4 5. Rebates to Regions... F-5 6. International Convention... F-6 7. Regional Competition... F-8 8. Per Diem... F-9 9. Mileage... F Pitch Pipe... F-11 G. Disclosure Statement... G-1 H. Whistleblower Protection Policy... H-1

7 SECTION I LOCATION OF INTERNATIONAL HEADQUARTERS

8 Sweet Adelines International Corporation Policy Book Section I, Div. A Adopted 3/10/95 Rev. 09/03 DIVISION A LOCATION OF INTERNATIONAL HEADQUARTERS The International headquarters of Sweet Adelines International Corporation shall be located at: 9110 South Toledo Avenue Tulsa, Oklahoma I-A-1

9 SECTION II ASSOCIATION WITH OTHER ORGANIZATIONS

10 Sweet Adelines International Corporation Policy Book Section II, Div. A, 1 & 2 Adopted 3/10/95 Rev. 06/04 DIVISION A ASSOCIATION WITH OTHER ORGANIZATIONS 1. AUTONOMY Sweet Adelines International Corporation is an autonomous organization. The organization s bylaws, policies, and rules take precedence over association with any other organization. 2. CORONET CLUB OF SWEET ADELINES INTERNATIONAL CORPORATION The Coronet Club is incorporated separately from Sweet Adelines International Corporation. Its relationship with Sweet Adelines International is defined in the Coronet Club Bylaws and in appropriate bylaws, policies, rules, and procedures that the International Board of Directors of Sweet Adelines International Corporation may from time to time adopt. 1. Membership: Anyone who is a member of an International Champion Quartet of Sweet Adelines International shall be eligible for membership in the Coronet Club. Membership is limited to: a. Those who were members of an International Champion Quartet at the time it won that title; and b. Any permanent replacement who has earned a gold medal by actively participating with an International Champion Quartet at three International conventions. c. A permanent replacement who has not yet earned a gold medal shall be considered an Associate Member. d. Membership in the Coronet Club is contingent upon continued membership in Sweet Adelines International. 2. Typical Activities: a. Presents an annual show at the International convention of Sweet Adelines International. b. Assists in quartet competitions at the International conventions of Sweet Adelines International. c. Serves as a consulting body in areas of special interest to quartets and to the International Board of Directors of Sweet Adelines International Corporation. 3. Reports: A copy of all Coronet Club reports, including minutes of the annual meeting of the Coronet Club, minutes of the Coronet Club Executive Committee meetings, and budgets and financial statements, are submitted to the Director of Meetings and Corporate Services for distribution to the International Board of Directors. II-A-1

11 Sweet Adelines International Corporation Policy Book Section II, Div. A, 3 Adopted 3/10/95 Rev. 03/08 3. YOUNG SINGERS FOUNDATION The Young Singers Foundation is committed to enriching the lives of young people by supporting educational opportunities in vocal music. 1. Relationship to Sweet Adelines International Corporation: a. The Young Singers Foundation is an official charity of Sweet Adelines International Corporation, and is supported primarily by donations from members of Sweet Adelines International. b. The work of the Young Singers Foundation is conducted by the Young Singers Foundation Management Committee, which is appointed by and reports to the International Board of Directors. II-A-2

12 Sweet Adelines International Corporation Policy Book Section II, Div. A, 4 Adopted 6/10/11 4. THE OVERTONE SOCIETY The Overtone Society is committed to ethically and professionally soliciting financial support from members and non-members to ensure a robust and stable financial position for Sweet Adelines International, to support and expand its programs, services, and facilities, and to protect and perpetuate our organization for future generations. 1. Relationship to Sweet Adelines International Corporation: a. The Overtone Society is the official charity of Sweet Adelines International Corporation, and is supported primarily by donations from members of Sweet Adelines International. b. Only gifts of $2,500 or more may be paid in installments and designated to fund a specific program, service, or facility chosen by the giver. Undesignated gifts are used to support programs, services, and facilities. c. The work of The Overtone Society is conducted by The Overtone Society Management Committee, which is appointed by and reports to the International Board of Directors. II-A-3

13 SECTION III MEMBERSHIP

14 Sweet Adelines International Corporation Policy Book Section III, Div. A, 1 Adopted 3/10/95 Rev. 03/08 DIVISION A CHAPTERS 1. CHARTERING NEW CHAPTERS Application for charter membership in Sweet Adelines International Corporation is made to the International Board of Directors through International headquarters. Before an application is approved, the following requirements and limitations are reviewed: 1. A prospective chapter may select a chapter name of its choice using the following criteria: a. A prospective chapter may not select a chorus name separate from its official chapter name. b. A prospective chapter may not select a chorus name that sounds like the name of any other currently chartered chapter or registered quartet. c. The choices submitted by the prospective chapter are approved by the Education Coordinator and the Membership Coordinator of the Region/Area to which the prospective is assigned. (see Section IV) 2. A minimum membership of fifteen (15) plus the director is required. 3. The established chartering fee is paid. (see Appendix F, 2.) 4. An Application for Chapter Membership is completed. 5. When an Application for Charter Membership receives a majority affirmative vote of the International Board of Directors, a charter is issued to the applying group. 6. If the International Board of Directors does not approve an Application for Chapter Membership, the applying group may submit a new application for consideration after a period of twelve (12) months. 7. In order to enter Regional competition a prospective chapter must be approved for charter at least sixty (5) days prior to the date of its Regional competition. III-A-1

15 Sweet Adelines International Corporation Policy Book Section III, Div. A, 2 Adopted 3/10/95 Rev. 03/08 2. RENEWAL OF CHAPTER MEMBERSHIP 1. Application for Renewal: a. Application for Renewal of Chapter Membership is due on May 1 each year. b. A minimum membership of fifteen (15) plus the director is required. c. The Application for Renewal of Chapter Membership must be accompanied by: (1) The required charter renewal fee. (2) The required per capita fee for each new member and each member renewing membership at this time. (3) The required comprehensive general liability insurance fee if the chapter is in an eligible location. 2. Competition Requirements: Except for chapters in Regions or Areas that hold biennial competitions, a chapter must have completed in a Regional or International competition at least once in the preceding three (3) years in order to renew chapter membership. Chapters in Regions or Areas that hold biennial competitions must compete for scoring or evaluation only, at least once in alternate contests in order to renew chapter membership. a. The preceding competition requirements for chapters that charter from January 1 through April 30, in any year, are applicable in the next fiscal year after they charter. b. A new chapter formed by two or more consolidating chapters, is allowed three (3) years from its charter date before it is required to compete in order to maintain its chapter. 3. Chapter Name Change: A chapter may change its official name at the time it applies for renewal of chapter membership in May or in December. The Education Coordinator and the Membership Coordinator must approve the name choices of the chapter before final approval at International headquarters. Requests for chapter name change must be accompanied by the current processing fee (see Appendix F, 2.). A chapter may not select a chorus name that sounds like the name of any other currently chartered chapter or registered quartet. III-A-2

16 Sweet Adelines International Corporation Policy Book Section III, Div. A, 2 Adopted 3/10/95 Rev. 03/08 2. RENEWAL OF CHAPTER MEMBERSHIP (Continued) 4. Renewal of Chapter Membership: If the Application for Renewal of Chapter Membership is not received by May 31, the chapter will be charged a late fee. 5. Extension for Renewal: If after May 31, a chapter has not fulfilled the charter renewal requirements, an extension of time until June 30 may be granted by the International Board of Directors. The extension does not include membership privileges. 6. Unable to Recharter: Any chapter that is unable to recharter, for any reason, must either apply for revitalization status or dissolve. Dissolved chapters may apply for prospective chapter status. III-A-3

17 Sweet Adelines International Corporation Policy Book Section III, Div. A, 3 Adopted 3/10/95 Rev. 03/98 3. SUSPENDED CHAPTERS A chapter may be suspended from Sweet Adelines International Corporation privileges (fail to be in good standing) for: 1. Failure to meet recharter requirements. 2. Failure to file Form 990 tax forms as required by the U.S. Internal Revenue Service. 3. Failure to pay Regional assessment. A Suspended Chapter: 1. Is not eligible to compete in Regional, Area, or International competitions. 2. Does not qualify to cast votes in an election of International Board members. 3. Cannot admit new members. Members of a Suspended Chapter: 1. May not be a contestant in any Sweet Adelines contest. 2. May not hold an International, Regional, or Area office or chair. III-A-4

18 Sweet Adelines International Corporation Policy Book Section III, Div. A, 4 Adopted 3/10/95 Rev. 09/99 4. CHAPTER REVITALIZATION A chapter that is unable to recharter by the June 30 extension deadline may request that the Education Coordinator (or in the case of Satellite Area chapters, the Worldwide Liaison) grant revitalizing status, not to exceed a period specified by the International Board of Directors. Two visits must be made to the chapter in revitalization by the Education Coordinator or her representative. During this specified revitalization period: 1. The chapter is considered in good standing. 2. Chapter members are required to pay the annual per capita fee. 3. Payment of the liability insurance fee is required. 4. The three-year competition requirement is waived. 5. Chapter members may not compete as a chorus, but members may compete in a quartet contest. 6. Chapter members have the option to perform at Regional or Area competitions, as a chorus for evaluation only. 7. The chapter will be exempt from paying the annual chapter rechartering fee. 8. Chapter members may vote in Regional and International elections. 9. At the end of the revitalization period, should the revitalizing chapter be unable to fulfill the rechartering requirements, it may request dissolution or prospective status. 10. A chapter that has been granted revitalizing status is ineligible for this status again for three (3) years from the end of the revitalization period. III-A-5

19 Sweet Adelines International Corporation Policy Book Section III, Div. A, 5 Adopted 3/10/95 Rev. 11/98 5. CHAPTER CONSOLIDATIONS 1. Definition of Consolidation: A consolidation occurs when two or more chapters each discontinue their independent existence and a new chapter if formed. The new chapter includes the memberships of the consolidating chapters, and assumes their assets and liabilities. a. All chapters involved in the consolidation dissolve and a new chapter is formed. b. If it wishes, the new chapter may retain the longevity date of the oldest chapter by notifying International headquarters. c. The new chapter retains the charters and documents of the dissolving chapters for historical purposes. 2. Vote: a. Each dissolving chapter must vote on the following motion: The Chapter is dissolved in order to consolidate into the proposed Chapter, such dissolution and consolidation to be effective the date the charter for the Chapter is approved by the International Board of Directors. (1) In order for this action to be valid, affirmative votes must be cast by at least two-thirds (2/3) of all members present and in good standing. (2) Good standing for the purposed of dissolution is defined as being up-to-date in the payment of per capita fees. b. The vote is to be taken at any regular meetings or special meeting called for that purposed provided that, in either case, notice of the question to be considered has been furnished to each member at least ten (10) days prior to the meeting. c. Voting may be in person or by absentee ballot. To be considered valid, any absentee ballot(s) must be received by the chapter president prior to the meeting. 3. Fee: To help defray the cost of paperwork necessary for a consolidation, each chapter involved shall remit a fee to International headquarters. This fee must be paid by each chapter involved before any paperwork is processed. This fee is nonrefundable and nontransferable. (see Appendix F, 2.) 4. Assets: If two or more chapters dissolve in order to consolidate, the former chapters assets are retained by the newly consolidated chapter, to be used in a manner that will best accomplish the general purposes for which the consolidated chapter was organized. III-A-6

20 Sweet Adelines International Corporation Policy Book Section III, Div. A, 5 Adopted 3/10/95 Rev. 03/99 5. CHAPTER CONSOLIDATIONS (Continued) 5. Financial: Each consolidating chapter must submit to International headquarters a complete financial statement covering its remaining assets at the time of its dissolution and application for consolidation. 6. Incorporated Chapters: If one or more of the consolidating chapters is incorporated, it must consult a local attorney to determine proper procedures for dissolution in its particular state. 7. Counseling: A counselor may be appointed by the International Board of Directors if needed to assist and advise the chapters during the consolidation process. III-A-7

21 Sweet Adelines International Corporation Policy Book Section III, Div. A, 6 Adopted 3/10/95 Rev. 03/08 6. CHAPTER DISSOLUTION In the event of a chapter dissolution, for whatever reason, it is required by chapter bylaws that assets of the dissolving chapter be distributed to Sweet Adelines International Corporation. (See Standard Form Chapter Bylaws, Article II). 1. Voting: Dissolution of a chapter must be voted on by the membership at a special meeting called for that purpose. All members should be notified as to the purpose at least ten (10) days prior to the meeting. Dissolution of a chapter requires a two-thirds (2/3) vote of the membership present and in good standing. The dissolving chapter must vote on the following motion: The Chapter is dissolved. Good standing for purposes of dissolution is defined as being up-to-date in payment of per capita fees. 2. Chapter Property (physical assets): a. Property of U.S. chapters may be sold prior to the final accounting or, in some cases, may be donated to another Sweet Adelines International Corporation chapter or another nonprofit 501 (3) organization. It is the chapter s responsibility to determine the tax status of a recipient. (Non-U.S. chapters refer to the version of Standard Form Chapter Bylaws created for your geographic location or, if none exists, to the tax laws of your specific location). b. Money from the sale of physical assets must first be used to settle outstanding debts. Any excess must be returned to International headquarters as part of the final accounting. c. If a dissolved chapter is granted prospective status within ninety (90) days of its dissolution, the former chapter s remaining assets are retained by the prospective chapter. Written notice to this effect must be received at International headquarters within thirty (30) days of the granting of prospective status. 3. Cash Assets: All funds remaining in the chapter s treasury must be turned over to the International organization with the final accounting report. 4. Final Accounting Report: A final accounting of the chapter s financial records should be prepared and reported to International headquarters. The final accounting shall include: a. Statement of Financial Position/Statement of Activity. b. Balance Sheet and Income/Expense statement for the completion of dissolution. c. Report on Disposition of Physical Assets. 5. IRS Form 990: The chapter s final IRS Form 990 must be prepared and filed with Internal Revenue Service and with International headquarters if the chapter s annual gross receipts are $25,000 or more, or if the chapter has filed a return in previous years.

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23 Sweet Adelines International Corporation Policy Book Section III, Div. A, 6 Adopted 3/10/95 Rev. 03/08 6. CHAPTER DISSOLUTION (Continued) 6. Charter Document: The chapter s charter document should be returned to International headquarters. III-A-9

24 Sweet Adelines International Corporation Policy Book Section III, Div. A, 7 Adopted 3/10/95 Rev. 06/95 7. CHAPTER SEPARATIONS ( SPLITS ) A chapter separation ( split ) occurs when members of a chorus leave that chapter to form a prospective chapter. 1. Assets: The financial and physical assets of the chapter are retained by the existing chapter. 2. Financial Obligations: After deducting any outstanding financial obligations, the chapter must return to each departing member any money given by her in escrow for future payment of International per capita fees or Regional dues, together with a statement of the member s account. 3. Separating Members: Departing members are subject to policy regarding transferring membership. (see Section III, Div. C, 5.) III-A-10

25 Sweet Adelines International Corporation Policy Book Section III, Div. B, 1 Adopted 3/10/95 Rev. 03/08 DIVISION B AT-LARGE MEMBERSHIP 1. CHAPTER-AT-LARGE 1. Definition: The purpose of Chapter-at-Large (CAL) is to provide membership affiliation and participation with the Region/Area and International organization for nonmembers or former or current members of Sweet Adelines International Corporation who are no longer able or who choose not to affiliate with a local chapter. A member applicant must be in good standing with her current chapter on the date of her application to CAL; a former member must have been in good standing (regarding due or monies owed) with her former chapter at the time of leaving that chapter (or have paid any amount owing subsequently) so that she is in good standing on the date of application to Chapter-at-Large. 2. Chapter-at-Large Per Capita Fee: (See Appendix F, 3.) 3. Regional Assessments: a. Each Chapter-at-Large member is assigned to a Region by the International Board of Directors. b. Chapter-at-Large members must pay Regional assessments to remain in good standing with the International organization and the Region. 4. Chapter-at-Large Members Receive: a. A membership card denoting CAL membership status; b. A subscription to The Pitch Pipe; c. Mailings concerning International conventions, Internationally sponsored educational classes and music schools, listings of supplies available from International headquarters, and other pertinent information; d. Member rates for registration and sales items including music. 5. Chapter-at-Large Members (in good standing) Are Eligible to: a. Attend any events open to members during Regional, Area, and International conventions; b. Attend Regional, Area, and International educational events, if other criteria for attendance at these functions are met; c. Belong to a registered quartet; d. Compete in quartet competition; e. Belong to a chapter in a region(s) other than the region in which they hold CAL membership, and compete with said chapters(s) in regional or international competitions. III-B-1

26 Sweet Adelines International Corporation Policy Book Section III, Div. B, 1 Adopted 3/10/95 Rev. 03/08 1. CHAPTER-AT-LARGE (Continued) f. Attend Regional/Area meetings and the Regional/Area Annual Membership Meeting (if applicable); g. Hold positions and offices at the Regional, Area, or International level; h. Vote in elections for Regional Management Team positions in the Region with which they are affiliated. CAL members votes are totaled, and the results are counted as one chapter s vote; i. Vote in the annual election for members of the International Board of Directors. CAL members votes are totaled, and the results are counted as one chapter s vote; j. Participate in International programs. 6. Chapter-at-Large Members Are Note Eligible to: a. Perform with a chartered chorus or compete with a chartered chorus in the region in which they hold CAL membership. b. Form or perform as a Chapter-at-Large chorus or as an unregistered quartet representing itself as a quartet of Sweet Adelines International Corporation. 7. Transfers: a. A Chapter-at-Large member is eligible to transfer her membership to an established chapter (upon acceptance by that chapter) or Member-at-Large affiliation without paying an additional per capita fee in the same fiscal year. Upon transfer, CAL membership automatically terminates.

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28 Sweet Adelines International Corporation Policy Book Section III, Div. B, 2 Adopted 3/10/95 Rev. 03/08 2. MEMBER-AT-LARGE 1. Definition: The purpose of Member-at-Large (MAL) is to provide membership affiliation and participation with the International organization for nonmembers or former or current members of Sweet Adelines International Corporation who are no longer able or who choose not to affiliate with a local chapter or Region. A member applicant must be in good standing with her current chapter on the date of her application to MAL; a former member must have been in good standing (regarding due or monies owed) with her former chapter at the time of leaving that chapter (or have paid any amount owing subsequently) so that she is in good standing on the date of application to Member-at-Large. 2. Member-at-Large Per Capita Fee: (See Appendix F, 3.) 3. Regional Assessments: a. Member-at-Large members are not assigned to a Region and are not required to pay regional assessments. 4. Members-at-Large Receive: a. A membership card denoting MAL membership status; b. A subscription to The Pitch Pipe; c. Mailings concerning International conventions, Internationally sponsored educational classes and music schools, listings of supplies available from International headquarters, and other pertinent information; d. Member rates for registration at International events and sales items including music. 5. Members-at-Large Members (in good standing) Are Eligible to: a. Attend any events open to members during Regional, Area, and International conventions; b. Attend Regional, Area, and International educational events, if other criteria for attendance at these functions are met; c. Hold positions at the International level; d. Vote in the annual election for members of the International Board of Directors. MAL members votes are totaled, and the results are counted as one chapter s vote; e. Participate in International programs. 6. Members-at-Large Members Are Note Eligible to: a. Perform with a chartered chorus or compete in Regional, Area, or International quartet or chorus competitions. b. Form or perform as a Member-at-Large chorus or as an unregistered quartet representing itself as a quartet of Sweet Adelines International Corporation. III-B-3

29 Sweet Adelines International Corporation Policy Book Section III, Div. B, 2 Adopted 3/10/95 Rev. 03/08 2. MEMBER-AT-LARGE (Continued) 7. Transfers: a. A Member-at-Large member is eligible to transfer her membership to an established chapter (upon acceptance by that chapter) or Chapter-at-Large without paying an additional per capita fee in the same fiscal year. Upon transfer, MAL membership automatically terminates. III-B-4

30 Sweet Adelines International Corporation Policy Book Section III, Div. C, 1, 2, 3 & 4 Adopted 3/10/95 Rev. 11/08 DIVISION C MEMBERS 1. GENERAL 1. No maximum age limit may be established for membership in Sweet Adelines International Corporation. 2. If a New and/or Transfer of Membership Form (PC-1) received at International headquarters contains the name of any person once removed from membership of a chapter, the name is referred to the International Board of Directors for consideration. 3. Members of the International Board of Directors are member of Chapter-at-Large, in addition to any other chapter affiliation they may have. 2. PER CAPITA FEES (See Appendix F, 3) 1. The per capita fee includes the membership subscription cost of The Pitch Pipe. 2. The per capita fee may include a rebate to the member s Region. (See Appendix F, 5) 3. The per capita fees paid to the International organization are nonrefundable. 3. REINSTATEMENT A reinstatement fee is charged if the per capita fee is paid 45 days past the anniversary date, but less than one (1) year from the anniversary date. (See Appendix F, 3) 4. LONGEVITY 1. A member whose longevity in the organization has been interrupted, for whatever reason, may buy back her missing years at the current rate of her membership status, i.e., Regular, At-Large, or Youth, resulting in a record of continuous membership. 2. This offer does not affect the one-year reinstatement program. (See Section III, Div. C, 3. Reinstatement) III-C-1

31 Sweet Adelines International Corporation Policy Book Section III, Div. C, 5 Adopted 3/10/95 Rev. 11/08 5. CHAPTER MEMBERSHIP ADMITTANCE These are two voting options for accepting prospective members into the chapter; both admittance procedures are listed. Chapters may select the voting procedure that works best for them. Once the procedure has been selected, the chapter must continue with the same procedure for the fiscal year. OPTION #1: Vote by Chapter Membership Admittance to Membership Step 1 - A prospective member attends at least three (3) rehearsals of the chapter before being auditioned by the chorus director or a qualified music committee. Step 2 - Regardless of the outcome of the prospective member s audition, she must be told the results as soon as possible. Upon passing the audition, a prospective member receives a standard form Application for Membership, along with a copy of the chapter s bylaws and standing rules, for her review. If a prospective member does not pass the process of auditioning as stated in the chapter s standing rules, she does not receive the Application for Membership form. She should be informed that a prospective member may audition again after a period of one (1) year. Step 3 - Step 4 - Step 5 - The chapter membership chair presents the completed Application for Membership and the results of the audition to the chapter s board of directors** for evaluation and recommendation to the chapter before the membership votes. This chapter membership MUST have the opportunity to vote on an applicant. Applications are accepted by a two-thirds (2/3) affirmative vote of the members present and in good standing* at a regular meeting of the membership or a special meeting called for that purpose. A special meeting requires at least ten (10) days advance notice. Voting may be by secret ballot. If the chapter membership accepts the application, the Certification of Membership form, with the required per capita fee, is submitted to International headquarters for processing. Upon acceptance, a membership card is issued to the chapter for the applicant. Once the chapter receives the membership card, it immediately notifies the applicant in writing that she has been accepted for membership. If the application is denied by the International organization, notification is sent to the chapter with a copy of the letter to the applicant. *Good standing for membership voting privileges is defined as being up-to-date in the payment of all dues and assessments to the chapter, Region and International organization. Any member whose dues are current may vote to approve or disapprove an application. **Or chapter management team. III-C-2

32 Sweet Adelines International Corporation Policy Book Section III, Div. C, 5 Adopted 3/10/95 Rev. 11/08 5. CHAPTER MEMBERSHIP ADMITTANCE (Continued) OPTION #1: (Continued) Step 6 - If the chapter membership declines the application the applicant must be notified in writing and informed that a new application may be considered after a period of one (1) year, provided the prospective member passes the audition. A copy of the letter of notification is forwarded to the International headquarters. OPTION #2: Vote by Chapter Board of Directors** * * * * * If the chapter elects to use OPTION #2 of the membership admittance procedures, the chapter membership MUST be allowed to give input to the board regarding any prospective member. The method for giving and receiving input should be determined by the chapter membership at the same time that OPTION #2 is selected. Admittance to Membership Step 1 - A prospective member attends at least three (3) rehearsals of the chapter before being auditioned by the chorus director or a qualified music committee. Step 2 - Regardless of the outcome of the prospective member s audition, she must be told the results as soon as possible. Upon passing the audition, a prospective member receives a standard form Application for Membership, along with a copy of the chapter s bylaws and standing rules, for her review. If a prospective member does not pass the process of auditioning as stated in the chapter s standing rules, she does not receive the Application for Membership form. She should be informed that a prospective member may audition again after a period of one (1) year. Step 3 - Step 4 - The chapter membership chair presents the completed Application for Membership and the results of the audition to the chapter s board of directors** for evaluation and recommendation. Before the board** votes, the chapter membership must be allowed to give input to the board regarding any prospective member. Procedures should be defined in the chapter s standing rules. Applications are accepted by a two-thirds (2/3) affirmative vote of the chapter s board of directors** present and voting. Voting may be by secret ballot. **Or chapter management team. III-C-3

33 Sweet Adelines International Corporation Policy Book Section III, Div. C, 5 Adopted 3/10/95 Rev. 11/08 5. CHAPTER MEMBERSHIP ADMITTANCE (Continued) OPTION #2: (Continued) Step 5 - Step 6 - If the chapter s board of directors** accepts the application, the Certification of Membership form, with the required per capita fee, is submitted to International headquarters for processing. Upon acceptance, a membership card is issued to the chapter for the applicant. Once the chapter receives the membership card, it immediately notifies the applicant in writing that she has been accepted for membership. If the application is denied by the International organization, notification is sent to the chapter with a copy of the letter to the applicant. If the chapter s board of directors** declines the application the applicant must be notified in writing and informed that a new application may be considered after a period of one (1) year, provided the prospective member passes the audition. A copy of the letter of notification is forwarded to the International headquarters. **Or chapter management team. III-C-4

34 Sweet Adelines International Corporation Policy Book Section III, Div. C, 6 Adopted 3/10/95 Rev. 11/08 6. TRANSFERRING MEMBERS/TRANSITION PERIOD 1. Definition: A transferring member is one who transfers from one chapter to another. The transferring member retains continuous affiliation with the organization. 2. Transition Period: a. Members have the option of a 60-day transition period when transferring from one chapter to another. The transition period begins upon receipt of the Request for Transition Membership Status form at International headquarters. This may be submitted by either the chapter or the member. b. A member in transition relinquishes all chorus privileges, but she may compete in a quartet, serve on her Regional Management Team or on the International Board of Directors, hold Regional or International office, or serve in a committee position. c. A member in transition is required to pay the Regional assessment if it becomes due during transition. If she moves to another Region she may have to pay the assessment for that Region as well, even if she has already paid it in another Region. Payment of all applicable Regional assessments is necessary to be in good standing and eligible to compete. d. If a member in transition wants to return to her former chorus during the 60-day period, she does not have to pay the International per capita fee again. However, she must comply with the chorus admittance procedures and pay dues as specified in the chorus standing rules. e. If, after 60 days, a member has not transferred her membership to a chapter or to Chapter-at-Large, she forfeits her membership in the organization. 3. Transfer: a. Members transferred from one chapter to another do not pay an additional per capita fee for that fiscal year. Transfers into Chapter-at-Large or Member-at-Large pay Chapter-at-Large or Member-at-Large dues. (See Appendix F, 3.) b. Transfer of membership is not automatic. The member who wishes to transfer to another chartered chapter must meet the admittance requirements of the chapter to which she wishes to transfer. c. Chapter-at-Large or Member-at-Large members requesting transfer to a chartered chapter are required to meet that chapter s admittance requirements. d. The chapter accepting a transferring member must submit the following to International headquarters:

35 III-C-5

36 Sweet Adelines International Corporation Policy Book Section III, Div. C, 6 Adopted 3/10/95 Rev. 11/08 6. TRANSFERRING MEMBERS/TRANSITION PERIOD (Continued) (1) One (1) completed copy of the New and/or Transfer of Membership form with the transferring member s name listed. Her transfer status should also be indicated in the appropriate column on the form. Also included should be the person s mailing address, zip or postal code, address and Social Security, social or national insurance number, along with the membership number. (2) The current membership card of the transferring member. e. Upon receipt of the above at International headquarters. (1) The transfer is recorded on the International membership roll. (2) A new membership card is issued to the transferring member. f. Any person who has resigned from a chapter without submitting the Request for Transition Membership Status for is not eligible to transfer to another chapter later, since she is not longer a member of Sweet Adelines International Corporation. III-C-6

37 Sweet Adelines International Corporation Policy Book Section III, Div. C, 7 Adopted: 3/10/95 Rev. 11/08 7. YOUTH MEMBERSHIP Youth members 25 years of age or less as of their membership application date or annual renewal date are required to pay only one-half the regular International per capita dues, and receive full membership privileges. (See Appendix F, 3.) III-C-7

38 Sweet Adelines International Corporation Policy Book Section III, Div C, 8 Adopted: 3/10/95 Rev. 11/08 8. LIFETIME MEMBERSHIP 1. A Lifetime Membership in Sweet Adelines International Corporation is initiated and granted by the International Board of Directors to each Immediate Past International President. 2. A Lifetime Membership is available to members of Sweet Adelines International Corporation. The fee is nontransferable and nonrefundable. No annual per capita fee is paid after purchase of a Lifetime Membership. (See Appendix F, 3.) 3. If the lifetime member allows her chapter membership to lapse and decides to rejoin at a later date, she is not required to pay the International per capita fee. 4. Lifetime members who are members of Chapter-at-Large or Member-at-Large are not required to pay the Chapter-at-Large or Member-at-Large dues each year. 5. A Lifetime Membership is valid for the life of the individual, regardless of membership in a chartered chapter, Chapter-at-Large or Member-at-Large. 6. A Lifetime Membership is not affected by any subsequent increase in the International per capita fee. 7. The International President, with ratification by the International Board of Directors, annually awards Lifetime Membership to a member selected to receive the President s Lifetime Achievement Award, provided that member is not already a Lifetime member. 8. A Lifetime Membership shall be granted to any member who has reached the milestone of 50 years of continuous membership in Sweet Adelines International. The Lifetime Membership, and a 50-year membership pin, shall be presented at the international convention held in the same calendar year as the eligible member s 50-year anniversary. If an eligible member is unable to attend convention, the Lifetime Membership and pin shall be mailed to her prior to convention. A list of all 50-year Lifetime Membership recipients shall be published in the January issue of The Pitch Pipe following convention. III-C-8

39 Sweet Adelines International Corporation Policy Book Section III, Div. C, 9 Adopted: 3/10/95 Rev. 06/09 9. ASSOCIATE MEMBERSHIP If a chapter determines that it will offer associate membership, it must make such membership available to every member. The minimum requirements for associate membership are as follows: 1. An associate member must be a current or former chapter member. 2. An associate member holds all privileges of active membership in every chorus to which she belongs, except that she may not compete or perform in any Sweet Adeline chorus of which she is an associate member. 3. An associate member pays the full International per capita fee. 4. An associate member pays any Regional assessment due. 5. An associate member may reapply for full chapter membership at any time according to the membership and audition procedures established by the chapter she wishes to join.

40 III-C-9

41 Sweet Adelines International Corporation Policy Book Section III, Div. C, 10 Adopted: 3/10/95 Rev. 11/ DUAL MEMBERSHIP All chapters are required to offer the dual membership option to members who desire membership in more than one chapter, with the following parameters: 1. A member may hold membership in more than one chapter. 2. A member holding dual membership must select one chapter through which she will pay her International per capita fees. The dual member is responsible for chapter dues for all chapters with which she is affiliated. The dual member is responsible for Regional dues and assessments for all Regions with which she is affiliated. 3. A member must meet audition requirements of all chapters with which she is affiliated. 4. Dual members may compete with each chorus with which they are affiliated. 5. Directors may direct one chorus and sing with another chorus within the same contest.

42 III-C-10

43 Sweet Adelines International Corporation Policy Book Section III, Div. D Adopted 3/10/95 Rev. 03/08 DIVISION D REBATES TO REGIONS FROM PER CAPITA FEES 1. Regional Rebates: a. Regional rebates are paid to the Regions according to the schedule included in Appendix E, 5. b. Regional judging expenses may be applied to Regional rebates each year with the difference refunded or billed to the Region. III-D-1

44 SECTION IV GEOGRAPHIC BOUNDARIES

45 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 DIVISION A REGIONAL AND AREA BOUNDARIES Sweet Adelines International Corporation is divided into 28 Regions and the Satellite Area. NORTH ATLANTIC REGION #1 BORDER LAKES REGION #2 CONNETICUT MICHIGAN All counties All counties except: Allegan Jackson MAINE Baraga Kalamazoo All counties Barry Kent Berrien Keweenaw MASSACHUSETTS Branch Lenawee All counties Calhoun Livingston Cass Marquette NEWFOUNDLAND Delta Menominee Entire Province Dickinson Monroe Eaton Muskegon NEW HAMPSHIRE Gogebic Ontonagon All counties Hillsdale Ottawa Houghton St. Joseph NEW YORK Ingham Van Buren Includes these counties: Iron Washtenaw Clinton Essex ONTARIO Franklin Includes these counties: Algoma Manitoulin NOVA SCOTIA Brant Middlesex Entire Province Bruce Norfolk Cochrane Oxford RHODE ISLAND Elgin Perth All counties Essex Sudbury Grey Timiskaming VERMONT Huron Waterloo All counties Kent Wellington Lambton QUEBEC Entire Province NEW BRUNSWIK Entire Province PRINCE EDWARD ISLAND Entire Province IV-A-1

46 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section IV, Div. A LAKE MICHIGAN REGION #3 EAST CENTRAL REGION #4 ILLINOIS Includes these counties: Cook DeKalb Du Page Iroquois Kane Kankakee Kendall Will INDIANA All counties except: Benton Cass Elkhart Fulton Huntington Jasper Kosciusko Lagrange Lake La Porte Marshall INDIANA Includes these counties: Benton Miami Miami Cass Newton Newton Elkhart Noble Noble Fulton Porter Porter Huntington Pulaski Pulaski Jasper St. Joseph St. Joseph Kosciusko Starke Starke Lagrange Wabash Wabash Lake White White La Porte Whitley Whitley Marshall KENTUCKY All counties except: Ballard MICHIGAN Includes these counties: Allegan Kalamazoo Calloway Barry Kent Carlisle Berrien Muskegon Fulton Branch Ottawa Graves Calhoun St. Joseph Hickman Cass Van Buren Marshall McCracken IV-A-2

47 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section IV, Div. A EAST CENTRAL REGION #4 (Continued) MIDWEST GATEWAY REGION #5 OHIO IOWA All counties except: Includes these counties: Ashland Mahoning Benton Louisa Ashtabula Marion Cedar Mahaska Carroll Medina Clinton Marion Columbiana Mercer David Marshall Coshocton Morrow Des Moines Muscatine Crawford Ottawa Henry Poweshiek Cuyahoga Paulding Iowa Scott Defiance Portage Jasper Tama Erie Putman Jefferson Van Buren Fulton Richland Johnson Wapello Geauga Sandusky Keokuk Washington Hancock Seneca Lee Hardin Stark Harrison Summit Henry Trumbull KENTUCKY Holmes Tuscarawas Includes these counties: Huron Van Wert Ballard Graves Knox Wayne Calloway Hickman Lake Williams Carlisle Marshall Lorain Wood Fulton McCracken Lucas Wyandot PENNSYLVANIA MISSOURI Includes these counties: Includes these counties: Allegheny (except Greater Harmony Chapter) Adair Madison Fayette Audrain Maries Greene Bollinger Marion Washington Boone Miller Westmoreland Butler Mississippi Cape Girardeau Montgomery WEST VIRGINIA Callaway New Madrid All counties except: Carter Osage Berkley Jefferson Clark Perry Greenbrier Morgan Cole Phelps Crawford Pike ILLINOIS Dent Pulaski All counties except: Franklin Ralls Boone Kankakee Gasconade Randolph Cook Kendall Howard Reynolds DeKalb Lake Iron St. Charles Du Page McHenry Jefferson St. Francois Iroquois Stephenson Knox Ste. Genevieve Jo Daviess Will Lewis St. Louis Kane Winnebago Lincoln Scotland Macon Schuyler IV-A-3

48 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 MIDWEST GATEWAY REGION #5 (Continued) CAN-AM REGION #6 (Continued) Section IV, Div. A MISSOURI (Continued) MANITOBA Entire Province Shannon Warren Shelby Washington ONTARIO Stoddard Wayne Includes these counties: Texas Kenora Thunder Bay Rainy River CAN-AM REGION #6 MIDWEST PLAINS REGION #7 IOWA IOWA Includes these counties: Includes these counties: Buena Vista Kossuth Adair Lucas Butler Lyon Adams Madison Cerro Gordo O Brien Appanoose Mills Cherokee Osceola Audubon Monona Clay Palo Alto Boone Monroe Dickinson Plymouth Calhoun Montgomery Emmet Pocahontas Carroll Page Floyd Sioux Cass Polk Franklin Winnebago Clarke Pottawattamie Hancock Worth Crawford Ringgold Humboldt Wright Dallas Sac Decatur Shelby MINNESOTA Fremont Story All counties except: Greene Taylor Dodge Mower Grundy Union Fillmore Olmsted Guthrie Warren Goodhue Wabasha Hamilton Wayne Houston Winona Harrison Webster Ida Woodbury MONTANA KANSAS Includes these counties: All counties except: Carter Roosevelt Cheyenne Sherman Dawson Sheridan Decatur Thomas Fallon Wibaux Norton Wallace Richland Rawlins NORTH DAKOTA MISSOURI All Counties All counties except: Adair Cape Girardeau SOUTH DAKOTA Audrain Carter All counties except: Barry Christian Custer Meade Bollinger Clark Fall River Pennington Butler Crawford Lawrence Shannon Callaway IV-A-4

49 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 MIDWEST PLAINS REGION #7 (Continued) NEBRASKA (Continued) MISSOURI (Continued) Nemaha Seward Dent Pemiscot Nuckolls Sherman Douglas Perry Otoe Stanton Dunklin Phelps Pawnee Thayer Franklin Pike Pierce Thurston Gasconade Pulaski Platte Valley Greene Ralls Polk Washington Howard Randolph Richardson Wayne Howell Reynolds Saline Webster Iron Ripley Sarpy Wheeler Jasper St. Charles Saunders York Jefferson St. Francois Knox Ste. Genevieve ROCKY MOUNTAIN REGION #8 Lawrence St. Louis Lewis Scotland COLORADO Lincoln Scott All counties Macon Schuyler Madison Shannon MONTANA Marion Shelby Includes these counties: McDonald Stoddard Big Horn Petroleum Miller Stone Blaine Phillips Mississippi Taney Carbon Powder River Monroe Texas Choteau Prairie Montgomery Warren Custer Rosebud New Madrid Washington Daniels Stillwater Newton Wayne Dawson Sweet Grass Oregon Webster Fergus Treasure Osage Wright Garfield Valley Ozark Golden Valley Wheatland Hill Yellowstone NEBRASKA Judith Basin Includes these counties: McCone Adams Franklin Musselshell Antelope Gage Boone Garfield NEBRASKA Boyd Greeley Includes these counties: Burt Hall Arthur Deuel Butler Hamilton Banner Dundy Cass Holt Blaine Frontier Cedar Howard Box Butte Furnas Clay Jefferson Brown Garden Colfax Johnson Buffalo Gosper Cuming Kearney Chase Grant Dakota Knox Cherry Harlan Dixon Lancaster Cheyenne Hayes Dodge Madison Custer Hitchcock Douglas Merrick Dawes Hooker Fillmore Nance Dawson Keith IV-A-5

50 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 ROCKY MOUNTAIN REGION #8 TEXAS NEBRASKA (Continued) All counties except: Keya Paha Phelps Archer Camp Kimball Red Willow Armstrong Carson Lincoln Rock Barley Cass Logan Scotts Bluff Baylor Castro McPherson Sheridan Bowie Childress Morrill Sioux Briscoe Clay Perkins Thomas Cochran Kent Collin King SOUTH DAKOTA Collingsworth Knox Includes these counties: Cooke Lamar Custer Meade Cottle Lamb Fall River Pennington Crosby Lipscomb Lawrence Shannon Dallam Lubbock Dallas (*) Lynn UTAH Deaf Smith Montague All counties Delta Moore Denton Morris WYOMING Dickens Motley All counties Donley Ochiltree Fannin Oldham ATLANTIC-GULF REGION #9 Floyd Parmer FLORIDA Foard Potter All counties except: Franklin Randall Bay Jackson Garza Red River Calhoun Okaloosa Gray Roberts Escambia Santa Rosa Grayson Rockwall Gulf Walton Hale Sherman Holmes Washington Hall Stonewall Hansford Swisher GREAT GULF COAST REGION #10 Hardeman Terry LOUISIANA Hartley Throckmorton All counties except: Haskell Titus Bossier Madison Hemphill Wheeler Bienville Morehouse Hockley Wichita Caddo Ouachita Hopkins Wilbarger Claiborne Richland Hunt Wise East Carroll Union Hutchinson Yoakum Jackson Webster Jack Young Lincoln West Carroll (*) Region #10 includes all of Dallas County south of a line beginning at the Dallas/Tarrant County line and following Highway 183 to Mockingbird Lane, Mockingbird Lane to Buckner Boulevard, Buckner Boulevard south to Interstate 30, Interstate 30 east to Texarkana. IV-A-6

51 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section IV, Div. A SEQUOIA PACIFICA REGION #11 PACIFIC SHORES REGION #12 (Continued) CALIFORNIA NEVADA Includes these counties: Includes these counties: Fresno Merced Carson City Lander Inyo Mono Churchill Lyon Kern San Bernardino (**) Douglas Pershing Kings San Luis Obispo Elko Storey Los Angeles (*) Santa Barbara Eureka Washoe Madera Tulare Humboldt White Pine Mariposa Ventura NEVADA Includes these counties: Clark Esmeralda Lincoln Mineral Nye PACIFIC SHORES REGION #12 CALIFORNIA All counties except: Fresno Imperial Inyo Kern Kings Los Angeles Madera Mariposa Merced Mono Orange Riverside San Bernardino San Diego San Luis Obispo Santa Barbara Tulare Ventura (*) Region #11 includes all of Los Angeles County except the following cities: Claremont, Diamond Bar, Glendora, Hacienda Heights, La Mirada, La Habra Heights, La Verne, Pomona, San Dimas, Rowland Heights, Walnut, Whittier, and unincorporated areas within the same proximity. (**) Region #11 includes Wrightwood and the surrounding community and that portion of San Bernardino County which lies north of State Highway 58 and Interstate 40 (including the city of Needles and the city of Barstow where these highways intersect). IV-A-7

52 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 NORTH PACIFIC REGION #13 GREATER NEW YORK REGION #15 ALASKA All counties NEW JERSEY Includes these counties: Bergen Essex Hudson IDAHO Includes these counties: Benewah Latah Middlesex Bonner Nez Perce Monmouth Boundary Shoshone Morris Kootenai MONTANA Lincoln County Passaic Sussex Union WASHINGTON NEW YORK All counties except: Includes these counties: Clark Bronx Queens Cowlitz Dutchess Richmond Kings (Brooklyn) Rockland BLUE RIDGE REGION #14 Nassau Suffolk New York (Manhattan) Sullivan MARYLAND Orange Ulster Includes these counties: Putnam Westchester Anne Arundel Prince Georges Calvert St. Mary s Charles LAKE ONTARIO REGION #16 NORTH CAROLINA NEW YORK All counties All counties except: Bronx Putnam SOUTH CAROLINA Clinton Queens All counties Dutchess Richmond Essex Rockland TENNESSEE Franklin Suffolk Carter Kings (Brooklyn) Sullivan Johnson Nassau Ulster Sullivan New York (Manhattan) Westchester Unicoi Orange Washington ONTARIO - All counties except: VIRGINIA Algoma Huron Oxford All counties Brant Kenora Perth Bruce Kent Rainy River WEST VIRGINIA Cochran Lambton Sudbury Includes: Elgin Manitoulin Thunder Bay Greenbrier Essex Middlesex Timiskaming Grey Norfolk Waterloo IV-A-8 PENNSYLVANIA Erie (except #1769 Flagship City Show Chapter)

53 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 LAKE ERIE REGION #17 LAKE ERIE REGION #17 (Continued) INDIANA PENNSYLVANIA (Continued) Includes these counties: Presque Isle Chapter in Erie County Adams Greater Harmony in Allegheny County Allen Melody Hills in Fayette County DeKalb Steuben Wells ATLANTIC BAY-MOUNTAIN REGION #19 MICHIGAN DELAWARE Includes these counties: All counties Eaton Lenawee Hillsdale Livingston MARYLAND Ingham Monroe All counties except: Jackson Washtenaw Anne Arundel Calvert OHIO Charles Includes these counties: Prince Georges Allen Lucas St. Mary s Ashland Mahoning Ashtabula Marion NEW JERSEY Carroll Medina Includes these counties: Columbiana Morrow Atlantic Hunterdon Coshocton Ottawa Burlington Mercer Crawford Paulding Camden Ocean Cuyahoga Portage Cape May Salem Defiance Putnam Cumberland Somerset Erie Richland Gloucester Warren Fulton Sandusky Geauga Seneca PENNSYLVANIA Hancock Stark Includes these counties: Hardin Summit Adams Dauphin Harrison Trumbull Bedford Delaware Henry Tuscarawas Berks Elk Holmes Van Wert Blair Forest Huron Wayne Bradford Franklin Knox Williams Bucks Fulton Lake Wood Cambria Huntington Lorain Wyandot Cameron Indiana Carbon Jefferson PENNSYLVANIA Centre Juniata Includes these counties: Chester Lackawanna Armstrong Fayette Clearfield Lancaster Beaver Lawrence Clinton Lebanon Butler Columbia Lehigh Cumberland Luzerne IV-A-9

54 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 ATLANTIC BAY-MOUNTAIN REGION #19 GOLDEN WEST REGION #21 (Continued) (Continued) PENNSYLVANIA (Continued) NEW MEXICO Lycoming Snyder All counties McKean Somerset Miffin Sullivan TEXAS Monroe Susquehanna Includes these counties: Montgomery Tioga Culberson Montour Union El Paso Northampton Warren Hudspeth Northumberland Wayne Jeff Davis Perry Westmoreland Presidio Pike (E. half of county) Philadelphia Wyoming MID-AMERICA REGION #22 Potter York Schuylkill ILLINOIS Includes these counties: WEST VIRGINIA Boone Includes these counties: Jo Daviess Berkley Lake Jefferson McHenry Morgan Stephenson Winnebago GOLDEN WEST REGION #21 IOWA Includes these counties: ARIZONA Allamakee Fayette All counties Black Hawk Howard Bremer Jackson CALIFORNIA Buchanan Jones Includes these counties: Chickasaw Linn Imperial Riverside Clayton Mitchell Los Angeles (*) San Bernardino (**) Delaware Winnishiek Orange San Diego Dubuque (*) Region #21 includes the following cities of Los Angeles County: Claremont, Diamond Bar, Glendora, Hacienda Heights, La Mirada, La Habra Heights, La Verne, Pomona, San Dimas, Rowland Heights, Walnut, Whittier, and unincorporated Areas within the same proximity. (**) Region #21 includes that portion of San Bernardino County which lies south of State Highway 58 and Interstate 40 (excluding the city of Barstow, the city of Needles, and the surrounding community of Wrightwood). IV-A-10

55 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 MID-AMERICA REGION #22 HEART OF DIXIE REGION #23 (Continued) (Continued) MICHIGAN TENNESSEE Includes these counties: All counties except: Baraga Iron Carter Unicoi Delta Keweenaw Johnson Washington Dickinson Marquette Sullivan Gogebic Menominee Houghton Ontonagon MOUT N SHORE REGION #24 MINNESOTA IDAHO Includes these counties: All counties except: Dodge Mower Benewah Latah Fillmore Olmsted Bonner Nez Perce Goodhue Wabasha Boundary Shoshone Houston Winona Kootenai WISCONSIN MONTANA All counties All counties except: Big Horn Musselshell HEART OF DIXIE REGION #23 Blaine Petroleum Carbon Phillips ALABAMA Carter Powder River All counties Chouteau Prairie Custer Richland FLORIDA Daniels Roosevelt Includes these counties: Dawson Rosebud Bay Jackson Fallon Sheridan Calhoun Okaloosa Fergus Stillwater Escambia Santa Rosa Garfield Sweet Grass Gulf Walton Golden Valley Treasure Holmes Washington Hill Valley Judith Basin Wheatland GEORGIA Lincoln Wibaux All counties McCone Yellowstone MISSISSIPPI All counties OREGON All Counties WASHINGTON Includes these counties: Clark Cowlitz IV-A-11

56 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 06/02 HEART OF AMERICA REGION #25 HEART OF AMERICA REGION #25 (Continued) ARKANSAS All counties TEXAS (Continued) Collingsworth King LOUISIANA Cooke Knox Includes these counties: Cottle Lamar Bossier Madison Crosby Lamb Bienville Morehouse Dallam Lipscomb Caddo Ouachita Dallas (*) Lubbock Claiborne Richland Deaf Smith Lynn East Carroll Union Delta Montague Jackson Webster Denton Moore Lincoln West Carroll Dickens Morris Donley Motley MISSOURI Fannin Ochiltree Includes these counties: Floyd Oldham Barry Newton Foard Parmer Christian Oregon Franklin Potter Douglas Ozark Garza Randall Dunklin Pemiscot Gray Red River Greene Ripley Grayson Roberts Howell Stone Hale Rockwall Jasper Taney Hall Sherman Lawrence Webster Hansford Stonewall McDonald Wright Hardeman Swisher Hartley Terry OKLAHOMA Haskell Throckmorton All counties Hemphill Titus Hockley Wheeler TEXAS Hopkins Wichita Includes these counties: Hunt Wilbarger Archer Carson Hutchinson Wise Armstrong Cass Jack Yoakum Bailey Castro Kent Young Baylor Childress Bowie Clay Briscoe Collin Camp Cochran (*) Region #25 includes all of Dallas County north of the following line (beginning at the Dallas/Tarrant County line): Highway 183 to Mockingbird Lane, Mockingbird Lane to Buckner Boulevard, Buckner Boulevard south to Interstate 30, Interstate 30 east to Texarkana. IV-A-12

57 Sweet Adelines International Corporation Policy Book Section IV, Div. A Adopted 3/10/95 Rev. 03/08 CANADIAN MAPLE LEAF REGION #25 ALBERTA TERRITORY Entire Territory BRITISH COLUMBIA Entire Province NORTHWEST TERRITORIES Entire Territory NUNA NUT TERRITORY Entire Territory SASKATCHEWAN Entire Province YUKON Entire Territory QUARTET OF NATIONS REGION #31 Includes these countries: England Ireland Scotland Wales The Netherlands NORDIC LIGHT REGION #32 Includes these countries: Denmark Finland Norway Sweden SOUTHERN CROSS REGION #34 Australia - Includes all states NEW ZEALAND REGION #35 Includes all states WORLDWIDE AREAS SATELITTE AREA #30 Includes countries no in an established Region or Area and Hawaii IV-A-13

58 Sweet Adelines International Corporation Policy Book Section IV, Div. B, 1 Adopted 3/10/95 Rev. 03/08 DIVISION B 1. WORLDWIDE AREAS 1. Definition of Worldwide Areas: The Worldwide Areas consists of all Areas outside of continental North America which have not yet achieved Regional status. 2. Area Management: Each Area except the Satellite Area is managed by an Area Management Team, as set forth in policy Section VII, Div. A, Creation of Areas: a. The International Board of Directors, at its discretion, may create Areas. (1) A geographic location outside of continental North, Central, and South America may petition the International Board of Directors for Area status. Factors such as number of members/choruses and stability of membership will be considered in granting or denying the petition. (2) Any Area other than the Satellite Area may remain in Area status for a period of up to five (5) years before which the Area Management Team must either petition the International Board of Directors for Regional status or transfer its choruses to the Satellite Area. (3) During the period in which any Area other than the Satellite Area is in transition to Regional status, the following funding structure will remain in effect: (a) The International organization annually will give the Area an amount equal to $2,000 (US) for education and $1,000 (US) for administration assistance; (b) The annual per capita dues will be set at $60. b. All other chapters and prospective chapters outside of continental North, Central, and South America will be included in the Satellite Area. IV-B-1

59 Sweet Adelines International Corporation Policy Book Section IV, Div. B, 1 Adopted 3/10/95 Rev. 03/08 1. WORLDWIDE AREAS (Continued) 4. Petition for Regional Status: An Area may petition the International Board of Directors for Regional status. Factors such as number of members/choruses, stability of membership, musical progress, and level of leadership available will be considered in granting or denying the petition. a. All Areas that meet established criteria, including the initial election/appointment of the Regional Management Team, will be granted Regional status at the time their petition is approved. b. Until Regional status is granted, the International support system for all Worldwide Areas, i.e., administrative funding, in-area travel funding, funding for one judge, and educational events, will remain as is. c. When Regional status is approved: (1) The International Board of Directors shall approve a Regional name submitted to it by the new Region. (2) The Director of Meetings and Corporate Services or the Corporate Secretary will forward an official copy of the Regional Bylaws to the new Team Coordinator; the bylaws will be dated as of the International Board of Directors approval of the petition. IV-B-2

60 Sweet Adelines International Corporation Policy Book Section IV, Div. B, 2 Adopted 3/10/95 Rev. 03/08 2. SATELLITE AREA 1. Geographic Coverage: A Satellite Area covers all geographic locales not assigned to a specific numbered Sweet Adelines International geographic Region or Area. 2. Prospective Chapter Contact: New prospective chapter contacts in the Satellite Area are reviewed by the Worldwide Liaison, who decides whether to recommend prospective status. Final approval of prospective status is granted by the Executive Committee and the International Board of Directors. 3. Mentor Assigned: Each chartered chapter and each prospective chapter in the Satellite Area is assigned a mentor by the Worldwide Liaison, who oversees the mentors. The International Faculty Coordinators may provide a pool of qualified faculty to serve as mentors, although it is not required that the selected mentor be a member of the International Faculty Program 4. Prospective Chapter Visits: Funded visits to a satellite chapter or prospective chapter are assigned as needed by the Worldwide Liaison, with the maximum of one visit every two years. The Worldwide Liaison recommends the funding and budget for the Satellite Area. IV-B-3

61 SECTION V INTERNATIONAL BOARD OF DIRECTORS

62 Sweet Adelines International Corporation Policy Book Section V, Div. A Adopted 3/10/95 Rev. 03/08 DIVISION A SELECTING A SLATE FOR THE INTERNATIONAL BOARD OF DIRECTORS (By the International Nominating Committee) 1. Nominee Questionnaires: Prior to the deadline for receipt of nominee applications at International Headquarters, the Nominating Committee Chair contacts the members of the Nominating Committee to solicit names of potential nominees for the slate. 2. Meeting of Nominating Committee: At its meeting, the Nominating Committee is furnished with one (1) copy of each potential nominee s application. Members of the Nominating Committee may not be considered as candidates for the International Board of Directors. 3. Voting: The Nominating Committee Chair conducts the discussion of the qualifications of all potential nominees, and instructs the committee members to vote for no more and no fewer than four (4) potential nominees in the first year of a three-year cycle beginning in 2008, and for no more or no fewer than eight (8) potential nominees in the next two consecutive years. The Nominating Committee Chair is a voting member of the committee. The Nominating Committee Chair and a staff member act as tellers. 4. Tabulation of Ballots: When all have voted, the tellers collect the ballots and retire to tabulate them. 5. Verification of Tabulation: The tellers count the ballots to be sure they agree with the number of voters and simultaneously verify that no more nor fewer than four names or eight names, as necessary, were selected on each ballot. 6. Tally Sheets: The tellers record the ballots on designated tally sheets. When all votes are counted, the two tally sheets must agree; otherwise the procedure is repeated until the tallies do agree. 7. Tie Vote: In the event a tie should exist in determining the fourth (4 th ) or eighth (8 th ) nominee for the slate, the Nominating Committee continues to vote until the tie is broken. 8. Recap Report: When it is determined that no discrepancy exists on the tallies, the tellers prepare the Numerical Recap Report and the chair prepares the Election Recap Report in duplicate, placing signature where indicated. V-A-1

63 Sweet Adelines International Corporation Policy Book Section V, Div. A Adopted 3/10/95 Rev. 03/08 SELECTING A SLATE FOR THE INTERNATIONAL BOARD OF DIRECTORS (Continued) 9. Disposition of Reports: The tellers seal the original tally sheets, Numerical Recap, and Election Recap Reports in an envelope which is given to the Director of Meetings and Corporate Services or Corporate Secretary and retained until all nominees have received notification of the results. 10. Reporting of Slate: The slate is reported to the International President. 11. Contents of Envelopes: Envelope #1 (To Director of Meeting and Corporate Services or Corporate Secretary) Tellers tallies Numerical Recap Report Election Recap Report All valid ballots Envelope #2 (To International President) Election Recap Report 12. Nominating Committee Meeting via Teleconference: The Nominating Committee may choose to hold its meeting via conference call after consulting with other members of the Nominating Committee. If the Committee elects to have a teleconference meeting the following protocol must be followed: a. The Chair of the Nominating Committee notifies the Director of Meetings and Corporate Services office of the date and time of the conference call. b. The Director of Meetings and Corporate Services office sets up the conference call. c. The Director of Meetings and Corporate Services office prepares official ballots for voting. The Chair of the Nominating Committee and the Director of Meetings and Corporate Services or Corporate Secretary serve as tellers. The Nominating Committee is furnished with one (1) copy of each potential nominee s application. A packet containing the potential nominees applications and the ballot (in duplicate) is mailed to each committee member. d. The Chair of the Nominating Committee conducts the discussion of the qualifications of all potential nominees, and instructs the committee members to vote for no more and no fewer than four (4) potential nominees in the first year of a three-year cycle beginning in 2008 and for no more or no fewer than eight (8) potential nominees in the new two consecutive years. e. At the end of the conference call the committee members return their ballots to the Chair of the Nominating Committee and the Director of Meeting and Corporate Services or Corporate Secretary, who act as tellers. The tellers collect the ballots and tabulate them. V-A-2

64 Sweet Adelines International Corporation Policy Book Section V, Div. A Adopted 3/10/95 Rev. 03/08 SELECTING A SLATE FOR THE INTERNATIONAL BOARD OF DIRECTORS (Continued) f. The tellers count the ballots to be sure they agree with the number of voters and simultaneously verify that no more nor fewer than four (4) names or eight (8) names, as necessary, were selected on each ballot. The tabulation of votes is verified with each teller. g. The tellers record the ballots on designated tally sheets. When all votes are counted, the two tally sheets must agree; otherwise the procedure is repeated until the tallies do agree. Tally sheets are provided for each teller. h. In the event a tie should exist in determining the fourth (4 th ) or eighth (8 th ) nominee, as necessary, for the slate, the Nominating Committee is notified and continues to vote until the ties is broken. i. When it is determined that no discrepancy exists on the tallies, the tellers prepare the Numerical Recap Report and the chair prepares the Election Recap Report in duplicate, placing signatures where indicated 13. The International President is immediate informed of the selection of the slate, and she in turn notifies all potential nominees. V-A-3

65 Sweet Adelines International Corporation Policy Book Section V, Div. B Adopted 3/10/95 Rev. 03/08 DIVISION B ELECTION OF INTERNATIONAL BOARD MEMBERS 1. Ballots: At least one hundred and twenty (120) days prior to the date of the Annual Meeting of the International Board of Directors, the list of nominees setting out the qualifications of each, the official ballot and the official envelopes for return of the ballot are mailed to each chapter, each member of Chapter-at-Large, and each member of Member-at-Large. 2. Deadline: The deadline date for receipt of the ballots at International headquarters is no later than ninety (90) days preceding the date of the Annual Board Meeting. Ballots may be returned to International headquarters by mail, , or telefacsimile (fax). 3. Tabulation of ballots: No later than sixty days (60) days prior to the date of the Board s Annual Meeting, the counting of the ballots is completed at International headquarters by staff member tellers under the supervision of the Director of Meetings and Corporate Services or Corporate Secretary. 4. Invalid Ballot: Any ballot shall be declared invalid if: a. It is received after the deadline date b. The proper official envelope has not been used in casting a mailed ballot. c. The selections have been recorded on an instrument other than the official ballot form. d. More or fewer than the indicated number of selections (either four or eight) have been marked on the ballot. e. Ties are marked on the ballot. f. Write-in names appear on the ballot. g. A ballot sent by or fax does not include the name and identification number of the chapter, Chapter-at-Large member, or Member-at-Large member submitting the ballot. 5. Ruling on Validity of Ballot: In the event there is a question concerning the validity of a ballot, the Director of Meeting and Corporate Services or Corporate Secretary shall request a ruling from the International Bylaws and Rules Specialist. 6. Tie Vote: In the event of a tie in determining the fourth director to be elected, the Director of Meetings Corporate Services and Corporate Secretary notifies the International President. The President then brings the matter to the Board for emergency action. In case of a Board tie, the vote of the Executive Committee decides. V-B-1

66 Sweet Adelines International Corporation Policy Book Section V, Div. B Adopted 3/10/95 Rev. 03/08 ELECTION OF INTERNATIONAL BOARD OF DIRECTORS (Continued) 7. Notification and Reports: When the Director of Meetings and Corporate Services is satisfied that all votes have been counted accurately, she notifies the International President then notifies the nominees of the election results. The following written report is then prepared for signature by the tellers and mailed to the International President and the Chair of the Nominating Committee. a. Number of valid ballots (by Region); b. Number of invalid ballots (by Region/Area); c. Breakdown of the reasons for invalid ballots; d. Total number of ballots received; e. List of chapters (by Region/Area) from which not ballots were received. In addition, the nominees receiving the most votes are listed in alphabetical order. The remaining nominees are listed next, also in alphabetical order. 8. Disposition of Ballots: The tally sheets and ballots are sealed in an envelope and retained until all of the nominees, International Board of Directors and others, as necessary, have received notification of the election results. The tally sheets and ballots are then destroyed. V-B-2

67 Sweet Adelines International Corporation Policy Book Section V, Div. C Adopted 3/10/95 Rev. 03/08 DIVISION C APPOINTING MEMBERS TO THE INTERNATIONAL BOARD OF DIRECTORS (Effective 5/1/96) Two Directors shall be appointed annually by the International Board of Directors. The appointment process shall be completed no later than forty-five (45) days preceding the Annual Board Meeting. 1. Solicitation of Names: The Chair of the Nominating Committee shall solicit from Board members names of potential nominees for appointment to the Board by December 1. Board members will be asked when making recommendations to consider the specific skills and strengths needed from these two members. 2. Slate: a. The Chair of the Nominating Committee forwards the list of names to the Executive Committee immediately following the December 1 deadline. If a nominee included on the list is elected to the International Board of Directors, her name will be removed from the list. b. Upon completion of the election of the International Board of Directors, the Executive Committee shall meet via teleconference to discuss potential nominees; in the event that a member of the Executive Committee is being considered as a potential nominee, she will be excused from the meeting. c. The Director of Meetings and Corporate Services or Corporate Secretary will record the oral votes of the Executive Committee. d. The four (4) nominees selected are notified of their selection by the International President, followed by confirmation letters including nomination acceptance forms for their signatures. Unsuccessful candidates are notified of the selection of the slate by letter from the International President. 3. Official Ballot: An official ballot and official envelope are distributed to all current members of the International Board of Directors, who vote for no more and no fewer than two (2) nominees. The official ballot is returned to International headquarters no later than forty-five (45) days preceding the date of the Annual Board Meeting. Ballots may be mailed, ed, or faxed to International headquarters. Mailed ballots must be enclosed in the official envelope provided; faxed or ed ballots must include the name of the Board member submitting the ballot. 4. Tabulation of Votes: The votes are tallied by at least three (3) staff member tellers under the supervision of the Director of Meetings and Corporate Services. V-C-1

68 Sweet Adelines International Corporation Policy Book Section V, Div. C Adopted 3/10/95 Rev. 03/08 APPOINTING MEMBERS TO THE INTERNATIONAL BOARD OF DIRECTORS (Continued) 5. Invalid Ballot: Any ballot shall be declared invalid if: a. It is received after the deadline date. b. The proper official envelope has not been used in casting a mailed ballot. c. The selections have been recorded on an instrument other than the official ballot form. d. More or fewer than two (2) selections have been marked on the ballot. e. Write-in names appear on the ballot. f. The name of the Board member submitting the ballot is not included on a faxed or ed ballot. 6. Ruling on Validity of Ballot: In case there is a question concerning the validity of a ballot, the Director of Meetings and Corporate Services or Corporate Secretary requests a ruling from the International Bylaws and Rules Specialist. 7. Tie Vote: In the event of a tie, the Director of Meetings and Corporate Services or Corporate Secretary immediately notifies the International President who brings the matter to the Executive Committee for vote. 8. Disposition of Tally Sheets and Ballots: The tally sheets and ballots are sealed in an envelope and retained until all of the nominees, the International Board of Directors, and others as necessary, have received notification of the election results. The tally sheets and ballots are then destroyed. 9. Notification: The four nominees are notified by the International President of the selection of the two appointees. V-C-2

69 Sweet Adelines International Corporation Policy Book Section V, Div. D Adopted 3/10/95 Rev. 03/08 DIVISION D FILLING A BOARD VACANCY BY MAIL VOTE Under the Corporate Bylaws, any vacancy on the Board of Directors shall be filled by a person selected by a majority vote of the remaining Directors. If a vacancy occurs when the Board is not in session, the Executive Committee selects a slate of two for each vacancy. The following procedure is used: 1. Selection of Slate: The Executive Committee canvasses members of the Board for suggested nominees and selects a slate of two for each vacancy to be filled. 2. Board Vote: The ballot is sent to each Board member by the Director of Meetings and Corporate Services or Corporate Secretary. After voting, each Board member returns her ballot to the Director of Meetings and Corporate Services or Corporate Secretary by mail, , or fax. Ballots are tallied by staff member tellers under the supervision of the Director of Meetings and Corporate Services, who notifies the International President of the voting results. 3. Voting Deadline: A majority vote for one nominee must be received within twenty (20) days from the date on the ballot or the election is declared void. 4. Void Election: In the event the election is declared void for lack of a majority for one nominee, the Executive Committee re-votes and the nominee receiving the majority is elected. 5. Notification: As soon as one nominee has received a majority of votes, the International President notifies both nominees of the voting results. V-D-1

70 Sweet Adelines International Corporation Policy Book Section V, Div. E Adopted 3/10/95 Rev. 03/08 DIVISION E REQUIRED ATTENDANCE AT MEETINGS Required Attendance at Meetings: 1. Attendance is required at the Summer, Midyear, and Annual International Board of Directors meetings. When a Board member is absent, regardless of cause, from two (2) consecutive International Board of Directors meetings, she is expected to tender her resignation from the Board. 2. Attendance by Executive Committee members is required at all scheduled Executive Committee meetings, including teleconference meetings, and the annual budget meeting held in February. When a committee member is absent, regardless of cause from two (2) consecutive Executive Committee meetings, including teleconference meetings, she is expected to tender her resignation from that committee. 3. If a Board or committee member knows in advance that she will be absent from the second meeting in sequence, she is expected to advise the International President in sufficient time for the International Board of Directors to select a replacement. 4. The International Board of Directors Annual Meeting is held the second weekend in March (Friday-Saturday); the Summer Meetings is held the third weekend in June (Friday-Saturday); and the Midyear Meeting is held the Saturday-Sunday immediately preceding the International convention. V-E-1

71 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section V, Div. F DIVISION F MAIL ACTIONS 1. Mail Actions: A mail ballot may be initiated only by the direction of a member of the International Board of Directors. All mail actions by the International Board of Directors must be recorded in a written memorandum and signed by each Board member. Mail actions not so recorded and signed must be ratified at the next Board meeting. 2. Action by Electronic Communication: A telefacsimile or electronic mail action by the International Board of Directors must be recorded in a written memorandum and signed by each Board member. Mail action not so recorded and signed must be ratified at the next Board meeting. 3. Additional Information: Duties are more completely defined in the Corporate Bylaws and Guide for International Board Members. V-F-1

72 SECTION VI INTERNATIONAL OFFICERS CHAIRS STANDING COMMITTEES SPECIAL COMMITTEES

73 Sweet Adelines International Corporation Policy Book Section VI, Div. A, 1 Adopted 3/10/95 Rev. 03/08 DIVISION A OFFICERS 1. INTERNATIONAL PRESIDENT Duties: 1. Serves as the Chief Executive Officer of Sweet Adelines International Corporation and Chair of the Executive Committee. 2. Attends all International Board of Directors meetings and Executive Committee meetings. 3. Serves as an ex officio member, without vote, of all International committees except the Nominating Committee. 4. See that all orders and resolutions of the International Board of Directors are carried out.. 5. Assures that all committees function and all officers fulfill their duties. 6. After furnishing appropriate bond, the cost of which is borne by the Corporation, is authorized by the International Board of Directors to sign checks, bank drafts, money orders, or other financial or legal instruments in the name of Sweet Adelines International Corporation. 7. Keeps the President-elect up to date on the status of the organization. 8. Is authorized by the International Board of Directors to make emergency decisions in consultation with the Executive Committee and Executive Management Team, subject to ratification by the International Board of Directors at its next meeting.. 9. Presides over all meetings of the International Board of Directors and the Executive Committee. 10. Conducts mail, , or teleconference discussions of Executive Committee and International Board of Directors business. 11. Makes special assignments, such as Parliamentarian for each Board meeting, installing officer(s) for International Board of Directors and chair of the election meeting. 12. Appoints special committees and chairs of the International committees. 13. May submit reports to the Board for the Summer, Mid-year, and Annual meetings. 14. With the President-elect, coordinates the implementation of the corporate strategic plan. 15. Represents Sweet Adelines International Corporation at meetings and functions of other organizations. VI-A-1

74 Sweet Adelines International Corporation Policy Book Section VI, Div. A, 1 Adopted 3/10/95 Rev. 03/08 1. INTERNATIONAL PRESIDENT (Continued) 16. Serves as Sweet Adelines International Corporation s representative to the World Harmony Council. a. Attends meetings of the council, usually held in July during the Barbershop Harmony Society (BHS) convention. b. Reports to the International Board of Directors on the activities of the Council. c. Corresponds with representatives of other member organizations as needed. d. Coordinates with the appropriate committees requests from other barbershop organizations for faculty/judges/performers. VI-A-2

75 Sweet Adelines International Corporation Policy Book Section VI, Div. A, 2 Adopted 3/10/95 Rev. 03/08 2. INTERNATIONAL PRESIDENT-ELECT Duties: 1. Serves as a member of the Executive Committee. 2. Attends all International Board of Directors meetings and Executive Committee meetings. 3. Exercises the powers of the President during the absence or disability of the President. 4. Is copied in on all the President s correspondence and kept up to date on all Sweet Adelines International Corporation business by the President. 5. Attends other meetings as requested by the President. 6. Carries out assignments from the President. 7. May submit reports to the International Board of Directors for its Summer, Mid-year, and Annual meetings. 8. With the President coordinates the implementation of the corporate strategic plan. 9. Represents the organization as requested by the International President. 10. After furnishing appropriate bond, the cost of which is borne by the Corporation, is authorized by the International Board of Directors to sign checks, bank drafts, money orders, or other financial or legal instruments in the name of Sweet Adelines International Corporation. VI-A-3

76 Sweet Adelines International Corporation Policy Book Section VI, Div. A, 3 Adopted 3/10/95 Rev. 03/08 3. INTERNATIONAL SECRETARY Duties: 1. Serves as a member of the Executive Committee. 2. Attends all International Board of Directors meetings and Executive Committee meetings. 3. Prepares for and records minutes of meetings, or further reports, as directed by the International Board of Directors. 4. Ensures that the books or files of the Corporation contain a clear and complete record of its activities. 5. Attends other meetings as requested by the President. 6. Assists the Corporate Secretary as needed in taking minutes, agenda items, recording action taken on recommendations, etc. during Board meetings. 7. With the International President, approved the Résumé of Board Action following each Board meeting. 8. Records minutes of the Election Meeting, and of Board and Executive Committee meetings when the Director of Meetings and Corporate Services and Corporate Secretary are excused. 9. Carries out additional assignments, especially in the area of official correspondence, which may be given to her by the International President. 10. May submit reports to the International Board of Directors for its Summer, Mid-year, and Annual meetings. 11. After furnishing appropriate bond, the cost of which is borne by the Corporation, is authorized by the International Board of Directors to sign checks, bank drafts, money orders, or other financial or legal instruments in the name of Sweet Adelines International Corporation. VI-A-4

77 Sweet Adelines International Corporation Policy Book Section VI, Div. A, 4 Adopted 3/10/95 Rev. 11/08 4. INTERNATIONAL TREASURER Duties: 1. Provides leadership, direction and guidance to the International Board of Directors with regard to long- and short-term financial management of the organization s resources. 2. Works closely with the Director of Finance and Administration to fulfill these assigned responsibilities: (b) (c) (d) (e) (f) (g) (h) (i) Serves as the chief volunteer financial officer of the organization and is authorized to sign checks or other financial or legal instruments in the name of Sweet Adelines International. The organization provides appropriate bond insurance for the International Treasurer. Serves as chair of the annual executive committee budget meeting. Attends all International Board of Directors and Executive Committee meetings. Works closely with the Director of Finance and Administration to ensure that appropriate financial reports are made available to the Board on a timely basis. Present financial reports, audits and budgets to the International Board of Directors for review and approval. May submit special reports to the International Board of Directors for the Summer, Mid-year, and Annual meetings. Is familiar with general financial policies and operations of not-for-profit organizations and financial markets. Serves as the International Board of Directors investment liaison and provides input to the organization s investment policy. Makes recommendations to the International Board of Directors for sound fiscal policies and practices to meet the goals and objectives of the organization s financial long-range plan. VI-A-5

78 Sweet Adelines International Corporation Policy Book Section VI, Div. A, 5 Adopted 3/10/95 Rev. 03/08 5. IMMEDIATE PAST PRESIDENT Duties: 1. Attends all International Board of Directors meetings and Executive Committee meetings. 2. Coordinates orientation of new International Board members. 3. Convenes and moderates an annual conference call in which representatives of The Overtone Society and the Young Singers Foundation discuss their plans and programs. 4. Carries out assignments given by the President. VI-A-6

79 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 1 Adopted 3/10/95 Rev. 06/11 DIVISION B STANDING COMMITTEES, CHAIRS 1. EXECUTIVE COMMITTEE 1. Composition: a. The Executive Committee consists of the President as chair, President-elect, Immediate Past President, Secretary, and Treasurer. b. Staff liaisons are the Director of Finance and Administration and Director of Meetings and Corporate Services. 2. Typical Duties: a. The Executive Committee makes decisions and/or recommends action on behalf of the International Board of Directors when the Board is not in session. Actions are ratified by the International Board of Directors. b. Following the annual election of officers, the newly elected Executive Committee meets to recommend to the International Board of Directors committee appointments and chairs based on prior input from the Board members and outgoing Executive Committee. c. The Executive Committee reviews the proposed annual budget at the annual budget meeting to the day preceding the Annual Meeting. 3. Additional Information: a. Meetings of the Executive Committee may be scheduled as needed by the International President. VI-B-1

80 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 2 Adopted 3/10/95 Rev. 03/08 2. INTERNATIONAL BYLAWS AND RULES SPECIALIST 1. Term: a. Member of the International Board of Directors; appointed by the incoming Executive Committee and ratified by the International Board of Directors. b. Appointment is for one (1) year, commencing May Staff Liaison: a. Staff liaisons are the Director of Meetings and Corporate Services and the Corporate Secretary. 3. Typical Duties: a. At the direction of and/or with the guidance and consent of the International Board of Directors, provides interpretation of existing Corporate, Regional/Area and Chapter Bylaws, policy, and advice on revisions to those documents. b. Makes a continual evaluation of existing bylaws and policy in light of current organizational trends, and prepares and recommends changes as they become necessary. c. Works closely with the governing bodies of Regions, Areas and Chapters to provide counsel in the formulation of standing rules. d. Works in close cooperation and coordination with the International Board of Directors, the Corporation s attorney and the Director of Meetings and Corporate Services. e. May serve as Parliamentarian to the International Board of Directors. f. Acts as advisor on bylaws and rules for Sweet Adelines International Corporation, its Regions, Areas and Chapters. g. Submits anticipated budget needs upon request. h. Reports to the International Board of Directors. i. Submits expense statements as needed. j. Approves Satellite Area chapter standing rules. VI-B-2

81 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 3 Adopted 3/10/95 Rev. 03/05 3. WORLDWIDE LIAISON 1. Term: a. Appointed by the incoming Executive Committee and ratified by the International Board of Directors. b. Appointment is for one (1) year, commencing May Staff Liaison: a. Staff liaisons are the Director of Communications and the Membership Coordinator. 3. Typical Duties: d. Reviews and evaluates each emerging Area annually. e. Acts as advisor to Worldwide members and Areas in transition. f. Coordinates and oversees satellite chapters and prospective chapters. (1) Provides input for development of a preliminary budget for the Satellite Area. (2) Recommends prospective status for new contacts. (3) Assigns mentors and oversees the Satellite Area mentor program. (4) Schedules and monitors musical and administrative visits to prospective chapters in the Satellite Area. g. Reports to the International Board of Directors. h. Provides input to the Director of Communications for the development of a preliminary budget for Worldwide Areas/Regions. i. Submits expense statements as needed. VI-B-3

82 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 4 Adopted: 3/10/95 Rev. 03/08 4. NOMINATING COMMITTEE 1. Composition and Term: a. This Committee is composed of five (5) volunteer members, three (3) International Board of Directors members appointed by the incoming Executive Committee and ratified by the International Board of Directors, and two (2) members from the membership at large appointed by the incoming Executive Committee and ratified by the International Board of Directors. Appointment is for one (1) year, commencing May 1. One of the volunteer members of the Committee is appointed Chair by the incoming Executive Committee and ratified by the International Board of Directors. b. The Committee shall be appointed and ratified at least three (3) months prior to the date set by the International Board of Directors for its regular Summer Meeting. c. Members of the Nominating Committee may not be considered as candidates for the International Board of Directors. d. Staff liaisons are the Director of Meetings and Corporate Services and the Corporate Secretary. 2. Duties: a. This Committee, under its Chair, prepares a report of nominations for this Corporation which shall name more than the number to be elected. After this report is prepared, no further nominations will be considered.. VI-B-4

83 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 5 Adopted: 3/10/95 Rev. 11/08 5. EDITORIAL REVIEW BOARD 1. Composition and Term: a. This Committee is composed of four or five (4 or 5) volunteer members - the President-elect, a member of the Education Direction Committee, one member from North America, and one or two members from outside North America. The Editorial Review Board is appointed by the incoming Executive Committee and ratified by the International Board of Directors for a term of one (1) year, commencing May 1. b. Staff members are the Director of Communications, the Director of Education, and the Director of Meeting and Corporate Services. 2. Duties: a. Assesses the accuracy, usefulness, and quality of editorial and advertising material submitted for publication in The Pitch Pipe. b. Assesses the accuracy, usefulness, and quality of material published in the SING ezine. VI-B-5

84 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6 Adopted: 3/10/95 Rev. 06/09 6. EDUCATION DIRECTION COMMITTEE 1. Composition and Term: a. This Committee is composed of five (5) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One of the volunteer members of the Committee is appointed Chair by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaisons are the Director of Music Services and the Director of Education. c. All appointments are for one (1) year, commencing May 1, unless otherwise indicated. 2. Typical Duties: a. Plans, supervises, and evaluates the work of the following Committees, with guidance and approval from the International Board of Directors: International Faculty Coordinators International Judge Specialists International Music Arrangers Program Coordinators Director Education Coordinators Young Women in Harmony Program Coordinators Published Music Sales/Marketability Committee b. Reviews and evaluates reports of these groups and makes recommendations to the International Board of Directors for approval. c. Oversees the planning and delivery of all internationally sponsored educational events. d. Monitors and updates the long-range calendar of educational events. e. Plans content and assigns faculty for classes at the International convention. f. Recommends to the incoming Executive Committee appointments of subcommittees under its jurisdiction. g. Oversees the Director Certification Program. h. Oversees the official chorus and quartet competitions. i. Oversees the development of the Young Women in Harmony Program. j. Conducts long-range planning. k. Delegates tasks as appropriate. l. Reports to the International Board of Directors. VI-B-6

85 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6 Adopted 3/10/95 Rev. 06/09 6. EDUCATION DIRECTION COMMITTEE (Continued) m. Reviews all educational materials. 3. Additional Information: a. The Education Direction Committee meetings are held the third weekend in August (two (2) days) Friday-Saturday, and the third weekend in January (two (2) days) Friday-Saturday. VI-B-7

86 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6, a. Adopted 3/10/95 Rev. 03/08 6., a. INTERNATIONAL FACULTY COORDINATORS 1. Composition and Term: a. This Committee is composed of three (3) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One of the volunteer member s of the Committee is appointed as Moderator by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaisons are the Director of Music Services and the Director of Education. c. All appointments are for one (1) year, commencing May 1, unless otherwise indicated. 2. Typical Duties: a. With the direction and consent of the Education Direction Committee (EDC), the International Faculty Coordinators monitor the International Faculty Program; specifically faculty performance, admission to the program, support services, and training. b. Reviews all faculty service and writes annual Faculty Progress Reports. c. Considers applicants to and advancements in the program and makes recommendations to the EDC. d. Reviews status of inactive personnel and notifies the EDC when, in its opinion, a member should be removed from the program. e. Reviews reports from teaching assignments and makes recommendations to the EDC when necessary, including recommendations for faculty assignments to Worldwide Areas as they transition to Regions. f. Provides input to the EDC for International Faculty education and training. g. Provides input for the program newsletter. h. Conducts long-range planning and makes recommendations to the EDC. i. Delegates tasks as appropriate. j. Reports to the EDC. k. Recommends to the EDC candidates for appointment as International Faculty Coordinators. 3. Additional Information: a. The International Faculty Coordinators meeting is held for one (1) day on the second Saturday in September. VI-B-8

87 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6, b. Adopted 3/10/95 Rev. 03/08 6., b., INTERNATIONAL JUDGE SPECIALISTS 1. Composition and Term: a. This Committee is composed of five (5) Certified Judges (a moderator and a Certified Judge in each judging category), appointed by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaison if the Director of Music Services. c. All appointments are for one (1) year, commencing May 1, unless otherwise indicated. 2. Typical Duties: a. At the direction of and/or with the guidance and consent of the EDC, evaluates the work of the member of the International Judging Program. b. Supervises the admittance procedure for the International Judging Program and makes recommendations to the EDC. c. Reviews graphs and tabulation of official panel service and writes the Judge Progress Reports for those judges retained in the program. d. Reviews all trial scoring and writes Judge Progress Reports. e. Considers applicants to the program and makes recommendations to the EDC. f. Considers advancement in the program and makes recommendations to the EDC. g. Reviews status of inactive personnel and makes recommendations to the EDC. h. Reviews Regional and International competitions and makes recommendations to the EDC when necessary. i. Evaluates Competition Coordinators and recommends to the EDC candidates for Competition Coordinators. j. Notifies the EDC when, in its opinion, a member should be removed from the program. k. Recommends to the EDC those members of the International Judging Program who should comprise the Official Judging Panels for Area, Regional, and International competitions. l. Recommends to the EDC candidates for Judge Analysts. m. Determines who will be invited to trial score at International competitions. n. Reviews the work of Panel Secretaries and recommends to the EDC those who should or should not be considered for future services. VI-B-9

88 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6, b. Adopted 3/10/95 Rev. 03/08 6., b. INTERNATIONAL JUDGE SPECIALISTS (Continued) o. Recommends to the EDC candidates for appointment as International Judge Specialists. After review, the EDC makes is recommendations to the incoming Executive Committee. p. Develops judge education and training in conjunction with the EDC. q. Conducts long-range planning. r. Delegates tasks as appropriate. s. Reports to the EDC. t. Provides input to Director of Music Services for program newsletter. 3. Additional Information: a. The International Judge Specialists meetings are held the fourth weekend in June (three (3) days) Thursday-Saturday, and the first or second weekend in December (two (2) days) Friday-Saturday. VI-B-10

89 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6, b., (1) Adopted 3/10/95 Rev. 03/08 6., b., (1) JUDGE ANALYSTS 1. Composition and Term: a. The Education Direction Committee, on recommendation of the Judge Specialists, appoints Certified Judges representing each judging category, to serve as Judge Analysts. The number will vary according to the number of judges. b. The appointment is for a period of one (1) year, commencing May Typical Duties: a. Reviews work of trial scorers. b. Provides trial scorers with direction for further development. c. Provides Judge Specialists with recommendations for advancement. VI-B-11

90 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6, c. Adopted 3/10/95 Rev. 03/08 6., c. INTERNATIONAL MUSIC ARRANGERS PROGRAM COORDINATORS 1. Composition and Term: a. This Committee is composed of three (3) Mastered or Certified Music Arrangers appointed by the incoming Executive Committee and ratified by the International Board of Directors. One of the volunteer member s of the Committee is appointed as Moderator by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaisons are the Director of Music Services. c. All appointments are for one (1) year, commencing May Typical Duties: a. Oversees the administration of the International Music Arrangers Program and reports to the Education Direction Committee (EDC). b. Recommends to the EDC the selection, evaluation, and promotion of the arrangers in the International Music Arrangers Program (IMAP). c. Provides input to the EDC on the development of arranger education. d. Organizes and supervises CMA review teams for music publications. e. Provides input to the EDC on policies and procedures. f. Conducts long-range planning and makes recommendations to the EDC. g. Delegates tasks as appropriate. h. Provides input for the program newsletter. i. Recommends to the EDC candidates for appointment as International Music Arrangers Program Coordinators. After review, the EDC makes its recommendations to the incoming Executive Committee. 3. Additional Information: a. The International Music Arrangers Program Coordinators meet via teleconference as needed or annually for one (1) day on the first Saturday in December. VI-B-12

91 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6, d. Adopted 3/10/95 Rev. 03/08 6., d. DIRECTOR EDUCATION COORDINATORS 1. Composition and Term: a. This Committee is composed of three (3) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One of the volunteer member s of the Committee is appointed as Moderator by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaisons are the Director of Education. c. All appointments are for one (1) year, commencing May Typical Duties: a. Plans and monitors director education programs. b. Oversees and updates the Director Certification Program. c. Conducts long-range planning and makes recommendations to the Education Direction Committee. d. Delegates tasks as appropriate. e. Reports to the Education Direction Committee. f. Recommends to the EDC candidates for appointment as Director Education Coordinators. After review, the EDC makes its recommendations to the incoming Executive Committee. 3. Additional Information: a. The Director Education Coordinators meet annually the first weekend one (1) day in August. VI-B-13

92 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 6, e. Adopted: 06/20/09 6., e. YOUNG WOMEN IN HARMONY PROGRAM COORDINATORS 1. Composition and Term: a. This Committee is composed of three (3) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One volunteer member of the Committee is appointed as Moderator by the incoming Executive Committee and ratified by the International Board of Directors b. Staff liaison is the Director of Education. c. All appointments are for one (1) year, commencing May Typical Duties: a. Oversees the planning and delivery of the Young Women in Harmony Program. b. Assesses regional Young Women in Harmony Program activity. c. Conducts long-range planning and makes recommendations to the Education Direction Committee. d. Delegates tasks as appropriate. e. Reports to the Education Direction Committee. f. Recommends to the EDC candidates for appointment as Young Women in Harmony Program Coordinators. After review, the EDC makes its recommendation to the incoming Executive Committee. 3. Additional Information: The Young Women in Harmony Program Coordinators meet annual the (TBD) one (1) day in (TBD). VI-B-14

93 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 7 Adopted: 3/10/95 Rev. 03/08 7. PUBLISHED MUSIC SALES/MARKETABILITY COMMITTEE 1. Composition and Term: a. This Committee is composed of the Music Arrangements Coordinator and five (5) volunteer members appointed by the Executive Committee and ratified by the International Board of Directors. b. Appointment is for one (1) year, commencing May Staff Liaisons: a. Staff liaison is the Director of Education. 3. Typical Duties: a. Determines marketability and suitability of music submitted for publication. b. Suggests titles for possible publication. c. Submits expense statements as needed. d. Reports to the Education Direction Committee. 4. Additional Information: a. The work of the committee is conducted via , fax, and teleconference as needed. VI-B-15

94 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 8 Adopted: 3/10/95 Rev. 03/08 8. YOUNG SINGERS FOUNDATION MANAGEMENT COMMITTEE 1. Composition and Term: a. This Committee is composed of three (3) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One of the volunteer members of the Committee is appointed Chair by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaisons are the Director of Finance and Administration and the Young Singers Foundation Assistant. c. All appointments are for one (1) year, commencing May 1, unless otherwise indicated. 2. Typical Duties: a. Plans, supervises, and evaluates the work of the following Committees and volunteers, with guidance and approval from the International Board of Directors: Scholarship Review Committee B Reviews scholarship applications and assures that all applicants meet the minimum requirements. Rates applicants on a scale of 0-5. Recommends scholarship recipients to the Young Singers Foundation Management Committee. Grants Review Committee B Evaluates grants for value to the advancement of vocal music for young singers; content, and merit of proposal; applicant=s qualifications; alternate sources of funding; and makes recommendations to the Young Singers Foundation Management Committee for grant awards. Marketing/Public Relations Committee B Develops public relations opportunities, resources, and materials to increase awareness of the Foundation and to support appeals for donations, with approval of the Young Singers Foundation Management Committee. Regional Liaisons B Helps raise funds at the local Sweet Adelines level. Solicitors B Organizes and oversees the solicitation of donations at International educational events and International convention. Silent Auction Chair B Organizes and oversees the Silent Auction and Foundation booth at the annual convention. Lobby Show Committee B Organizes and oversees the benefit Lobby Show at International convention. b. Oversees the grant and scholarship awards processes according to established criteria and procedures. VI-B-16

95 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 8 Adopted: 3/10/95 Rev. 03/08 8. YOUNG SINGERS FOUNDATION MANAGEMENT COMMITTEE (Continued) c. Oversees the planning and delivery of internationally sanctioned fundraising activities, including solicitations at International educational events and International convention. d. Recommends representative performers for International convention. e. Appoints subcommittees and volunteers under its jurisdiction, with ratification by the International Board of Directors. f. Develops long-range fundraising strategies. g. Presents budget recommendations to the International Board of Directors for approval. h. Delegates tasks as appropriate. i. Reports to the International Board of Directors. 3. Additional Information: a. The Young Singers Foundation Management Committee meetings are held the third Saturday in September one (1) day and/or by teleconference as needed. VI-B-17

96 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 9 Adopted 3/10/95 Rev. 03/08 9. MEMBERSHIP COMMITTEE 1. Composition and Term: a. This Committee is composed of three (3) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One of the volunteer member s of the Committee is appointed Chair by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaisons are the Director of Communications and the Membership Coordinator. c. All appointments are for one (1) year, commencing May 1, unless otherwise indicated. 2. Typical Duties: a. Develops programs and education that focus on membership recruitment, growth, and retention. b. Recommends content and faculty for membership classes at the International Convention and educational events to the Education Direction Committee and the International Board of Directors. c. Develops and reviews membership-related publications. d. Conducts long-range planning and makes recommendations to the International Board of Directors. e. Delegates tasks as appropriate. f. Reports to the International Board of Directors. 3. Additional Information: a. The Membership Committee meetings are held for one (1) day on the first weekend Saturday in September. VI-B-18

97 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 10 Adopted 3/10/95 Rev.06/ REGIONAL LEADERSHIP COMMITTEE 1. Composition and Term: a. This Committee is composed of three (3) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One volunteer member of the Committee is appointed as Chair by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaison is the Director of Meetings and Corporate Services and Corporate Secretary. c. All appointments are for one (1) year, commencing May Typical Duties: a. Monitors Regional leadership programs. b. Evaluates and appoints for approval by the Education Direction Committee. c. Until such time as Areas (prospective Regions) become Regions, evaluates and appoints an Area=s Communications Coordinator, Directors= Coordinator, Education Coordinator, Finance Coordinator, Events Coordinator, Marketing Coordinator, Membership Coordinator, and Team Coordinator for approval by the Education Direction Committee. d. Provides input to the Education Direction Committee for education and training of Regional and Area management teams. e. Develops and reviews training guides and literature for Regional leaders. f. Conducts long-range planning and makes recommendations to the International Board of Directors. g. Delegates tasks as appropriate. h. Reports to the International Board of Directors. i. Provides input to Corporate Secretary for Regional Leader Newsletter. j. Provides input to the Director of Education for educational content and faculty assignments for the Regional leader education forums at International convention. 3. Additional Information: a. The Regional Leadership Committee meeting is held the third Saturday in November for one (1) day. VI-B-19

98 Sweet Adelines International Corporation Policy Book Section VI, Div. B, 11 Adopted 10/16/ THE OVERTONE SOCIETY MANAGEMENT COMMITTEE 1. Composition and Term: a. This Committee is composed of three (3) volunteer members appointed by the incoming Executive Committee and ratified by the International Board of Directors. One of the volunteer members of the Committee is appointed Chair by the incoming Executive Committee and ratified by the International Board of Directors. b. Staff liaison is the Director of Meetings and Corporate Services and the Corporate Secretary. c. All appointments are for one (1) year, commencing May 1, unless otherwise indicated. 2. Typical Duties: a. Oversees The Overtone Society, a program of Sweet Adelines International that solicits financial support from members and non-members to fund specific programs, services, and facilities or to be deposited in the general fund if not donor-designated. b. Identifies and implements the fundraising strategies and tactics that result in receipt of cash contributions and pledges. c. Communicates consistently by way of The Pitch Pipe, The Pitch Pipe Lite, various newsletters, brochures, and other media with potential donors to describe Sweet Adelines efforts to achieve its mission and goals, emphasizing the participation of The Overtone Society in the process. d. Uses donor-designated gifts thoughtfully to achieve the mission or specific purpose for which gifts were designated. e. Acknowledges donor gifts promptly. f. Reports to the International Board of Directors. g. Presents budget recommendations to the International Board of Directors for approval. h. The Chair is the designated representative of The Overtone Society and communicates with the representative of The Young Singers Foundation Management Committee via the umbrella of the Patron Development Committee, which meets at least annually via teleconference, chaired by the Past International President. VI-B-20

99 Sweet Adelines International Corporation Policy Book Adopted: 3/10/95 Section VI, Div. C DIVISION C SPECIAL COMMITTEES Special committees and task forces are appointed by the International President as needed. VI-C-1

100 SECTION VII REGION AND AREA GOVERNANCE STRUCTURES

101 Sweet Adelines International Corporation Policy Book Section VII, Div. A Adopted 3/10/95 Rev. 03/06 DIVISION A REGION/AREA GOVERNANCE STRUCTURE The Regions and Areas of Sweet Adelines International Corporation are governed by eight-member management teams. 1. Terms: Each team member serves a two-year term, with no member serving more than three consecutive two-year terms on the Regional/Area Management Team. 2. Duties: a. Serves as middle management of and liaison to the International organization; implements and supports decisions made by the International Board of Directors. b. Formulates a regional mission statement. c. Develops and implements a comprehensive strategic plan that includes long-range plans for which each coordinator is responsible. d. Provides educational programs for all members of the region. e. Maintains a viable membership growth and retention program. f. Ensures that all financial resources of the region are managed in an effective and efficient manner. g. Appoints a Nominating Committee. h. Develops and implements plan for recruiting and training successors. i. Utilizes the educational opportunities provided by International. j. Maintains effective communications with chapter and Chapter-at-Large members. k. Evaluates regional events, each other, the effectiveness of the team, and team succession planning. l. Maintains a supportive and positive working relationship among team members. m. Defines the specific areas of responsibility for each coordinator and the areas in which coordinators have (shared) joint responsibility. n. Uses the process of consensus to arrive at team decisions. o. Supports decisions made by the team. p. Provides regular, comprehensive reports as requested by International headquarters. VII-A-1

102 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 1 Adopted 3/10/95 Rev. 06/09 1. COMMUNICATIONS COORDINATOR 1. Regional Appointment: A Communications Coordinator is appointed by the Management Team of each Region or Area. She is appointed for a two-year term, and may serve no more than three consecutive terms on the Regional/Area Management Team. 2. Typical Duties: a. Receives communications from the International organization and disperses to the region. b. Maintains internal communication channels among the Region/Area, chapters, and individual members. c. Develops and maintains the regional leadership database. d. Is responsible for the Regional/Area Web site and database design, implementation and maintenance, with input from the Marketing Coordinator. e. Maintains a complete record of Regional/Area meetings and activities. f. Is responsible for recording and preparing minutes of all meetings of the Regional/Area Management Team. g. Distributes copies of minutes to members of the team, Regional/Area chapters, and the Corporate Secretary at International headquarters. h. In consultation with the team, prepares and submits the year-end State of the Region/Area Report to the Corporate Secretary at International headquarters by the established deadline. i. In consultation with the team, prepares and submits a summary of the Annual Regional/Area Evaluation report to the Corporate Secretary at International Headquarters by established deadline. j. Collaborates with other members of the team to encourage and support membership growth and retention. 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appointing staff to assist with the implementation of responsibilities as needed. VII-A-2

103 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 2 Adopted 3/10/95 Rev. 06/09 2. DIRECTORS= COORDINATOR 1. Elected: A Directors= Coordinator is elected by the directors of chartered chapters in each Region or Area. She is elected for a two-year term, and may serve no more than three consecutive terms on the Regional/Area Management Team. 2. Typical Duties: a. Represents the interests of Regional/Area directors on the Regional/Area Management Team. b. Communicates with directors in her Region/Area to assess their needs. c. Communicates director s= needs and the needs of their chapters to the Education Coordinator. d. Provides and facilitates a forum for directors at Regional/Area events. e. Collaborates with other members of the team to encourage and support membership growth and retention. 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appointing staff to assist with the implementation of responsibilities as needed. VII-A-3

104 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 3 Adopted 3/10/95 Rev. 06/09 3. EDUCATION COORDINATOR 1. International Appointment: An Education Coordinator is appointed for each Region/Area by the Regional Leadership Coordinators with approval of the Education Direction Committee. She is appointed for a two-year term, and may serve no more than three consecutive two-year terms on the Regional/Area Management Team. 2. Typical Duties: a. Develops, coordinates, and monitors regional educational programs in conjunction with other coordinators. b. Plans curriculum for educational events such as seminars and workshops. c. Works in coordination with Events and Marketing Coordinators on marketing events. d. Coordinates regional faculty visits to choruses. e. Maintains five-year education plan document. f. Implements the chapter revitalization plan for maintaining the integrity of the musical product and administrative process as outlined in the RMT Handbook. g. Approves chapters and prospective chapters for public performance. h. Auditions Chapter-at-Large quartets for approval for public performance. i. Develops faculty or staff to assist in implementing regional educational programs. j. Appoints an Arrangers Coordinator who administers the program that offers training for aspiring arrangers within the Region/Area. k. Appoints a Young Women In Harmony Coordinator to educate and inform the musical leaders in each chorus about the YWIH program. l. Appoints a Directors= Certification Program Coordinator who administers the program within the Region/Area. m. Collaborates with other members of the team to encourage and support membership growth and retention. 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appoints staff to assist with the implementation of responsibilities as needed. VII-A-4

105 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 4 Adopted 3/10/95 Rev. 06/09 4. EVENTS COORDINATOR 1. Appointment An Events Coordinator is appointed by the management team of each Region or Area. She is appointed for a two-year term, and may serve no more than three consecutive two-year terms on the Regional/Area Management Team. 2. Typical Duties: a. Facilitates the securing of appropriate venues for Regional/Area programs and events, including site inspections and negotiation of contracts. b. Coordinates on-site arrangements for all Regional/Area meetings and events, including regional competitions. c. Serves as or oversees the work of the Chair of the Regional/Area Convention (CRC/CAC) as defined in the Guidelines for Regional Convention. d. Works in coordination with the Marketing and Education Coordinators on marketing events. e. Oversees registrations for all Regional/Area events. f. Collaborates with other members of the team to encourage and support membership growth and retention. 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appoints staff to assist with the implementation of responsibilities as needed. VII-A-5

106 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 5 Adopted 3/10/95 Rev. 06/09 5. FINANCE COORDINATOR 1. Appointment: A Finance Coordinator is appointed by the management team of each Region or Area. She is appointed for a two-year term, and may serve no more than three consecutive two-year terms on the Regional/Area Management Team. 2. Typical Duties: a. Ensures that all financial resources of the Region/Area are accounted for in an effective and efficient manner. b. Coordinates the long-range financial plan in conjunction with other team coordinators. c. Prepares and submits the annual budget for the Region/Area. d. Manages bank accounts and investments and keeps accurate and current records of all financial transactions. e. Receives all funds paid to the Region/Area and issues all payments. f. Negotiates contracts for equipment and services required by the Region/Area. g. Holds sole authority to sign contracts on behalf of the Region/Area. h. Coordinates projects to raise non-dues income. i. Presents a report on the Region=s/Area=s financial condition at meetings of the management team. j. Prepares an annual financial statement for submission to the Director of Finance and Administration at International headquarters. k. Submits accounting records for audit at the close of the fiscal year to a qualified person (or persons) selected by the management team or for examination or audit at any time as directed by the team. l. Files Annual 990 tax form (United States Regions) with the Internal Revenue Service by September 15 for the preceding year ending April 30. m. Files an annual financial report (Areas) with the Director of Finance and Administration at International headquarters by September 15 for the preceding year ending April 30. n. Provides advice and training to chapter treasurers and serves as a resource to chapters with financial questions. o. Provides financial information necessary to complete applications for corporate gifts/grants. p. Collaborates with other members of the team to encourage and support membership growth and retention.

107 VII-A-6

108 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 5 Adopted 3/10/95 Rev. 03/06 5. FINANCE COORDINATOR (Continued) 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appoints staff to assist with the implementation of responsibilities as needed. VII-A-7

109 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 6 Adopted 3/10/95 Rev. 06/09 6. MARKETING COORDINATOR 1. Appointment: A Marketing Coordinator is appointed by the management team of each Region or Area. She is appointed for a two-year term, and may serve no more than three consecutive two-year terms on the Regional/Area Management Team. 2. Typical Duties: a. Develops and provides marketing and public relations programs that promote chapter and Regional/Area events, and membership growth retention. b. Plans and implements marketing and public relations programs to increase membership growth and retention. c. Designs and implements plans to market events and products. d. Works in coordination with the Membership Coordinator on membership growth and retention plans. e. Works in coordination with the Events and Education Coordinators on marketing events. f. Works in coordination with the Communications Coordinator on Regional/Area Web site and database design, implementation, and maintenance. g. Maintains database of media contacts. h. Writes and distributes press releases and produces media kits. i. Invites media to regional events and serves as onsite media contact. j. Initiates media opportunities including on-air interviews and feature stories. k. Maintains database of advertising contacts. l. Designs, negotiates, and buys advertising in local media. m. Sells advertisements in Regional/Area publications. n. Collaborates with other members of the team to encourage and support membership growth and retention. 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appoints staff to assist with the implementation of responsibilities as needed. VII-A-8

110 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 7 Adopted 3/10/95 Rev. 06/09 7. MEMBERSHIP COORDINATOR 1. Elected: A Membership Coordinator is elected by the members of chartered chapters in each Region or Area. She is elected for a two-year term, and may serve no more than three consecutive two-year terms on the Regional/Area Management Team. 2. Typical Duties: a. Represents the interests of chapter management and membership on the Regional/Area Management Team. b. Communicates president/team leader and chapter needs and issues to the Regional/Area Management Team. c. Provides and facilitates a forum for presidents/team leaders at Regional/Area events. d. Instills in the members of her Region/Area an awareness of their relationship to the organization, to the Region/Area, and to other choruses. e. Develops a plan, in conjunction with the Education Coordinator, to teach chapters in revitalization ways to attract new members and retain existing ones. f. Plans and implements programs in the area of membership growth and retention. g. Works in coordination with Marketing Coordinator on membership growth and retention plans. h. Visits and maintains regular contact with chartered chapters to promote membership growth and retention programs. i. Guides prospective chapters through the Steps Toward Chartering program. j. Assists chapters in revitalization with growth and retention programs. k. Develops support staff to assist in planning and implementing programs such as (1) Steps Toward Chartering (2) Membership recruitment (3) Membership retention (4) Chapters in revitalization l. Appoints a Chapter-at-Large Coordinator to ensure CAL members awareness of and inclusion in Regional/Area events, programs, and publications. m. Appoints a Chapter Coordinator to maintain regular contact with chapter presidents/team leaders to assess and communicate chapter needs to the Membership Coordinator. n. Collaborates with other members of the team to encourage and support membership growth and retention. VII-A-9

111 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 7 Adopted 3/10/95 Rev. 03/06 7. MEMBERSHIP COORDINATOR (Continued) 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appoints staff to assist with the implementation of responsibilities as needed. VII-A-10

112 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 8 Adopted 3/10/95 Rev. 06/09 8. TEAM COORDINATOR 1. Appointment: A Team Coordinator is appointed for each Region or Area by the management team of each Region or Area. She is appointed for a two-year term, and may serve no more than three consecutive terms on the Regional/Area Management Team. 2. Typical Duties: a. Facilitates meetings of the Regional/Area Management Team. b. Coordinates the agenda for Regional/Area Management Team meetings with input from members. c. Reviews and approves all chapter standing rules. d. Reviews Regional/Area standing rules and job descriptions, and makes recommendations for necessary revisions. e. Maintains the region s long-range plan document. f. Maintains the Regional/Area calendar. g. Collaborates with the Communications Coordinator to distribute communications from International headquarters and in-region communications so that all communications are received in a timely fashion. h. Develops a support staff to assist in implementing responsibilities such as (1) Chapter standing rules review (2) Regional/Area calendar i. Collaborates with other members of the team to encourage and support membership growth and retention. 3. Responsibilities: Each Regional/Area Management Team member is responsible for: a. Maintaining contact with appropriate staff members at International headquarters. b. Maintaining comprehensive records and forwarding materials to her successor. c. Training her successor. d. Appointing staff to assist with the implementation of responsibilities as needed. VII-A-11

113 Sweet Adelines International Corporation Policy Book Section VII, Div. A, 9 Adopted 3/10/95 Rev. 03/99 9. COMPETITION COORDINATOR The Competition Coordinator (CC) is delegated the responsibility of coordinating the activities of Regional Convention that are directly related to the quartet and chorus competitions, including the competition facility, the stage and the backstage movement of contestants. 1. Appointment: a. A CC is appointed annually for each Region by the International Judge Specialists, with the approval of the Education Direction Committee. The annual term of appointment shall be from September 1 through August 30. b. A CC is appointed on an as needed basis for each Area by the International Judge Specialists, with the approval of the Education Direction Committee. The term of appointment shall be from September 1 through August 30, beginning in the year preceding the biennial Area Convention. 2. Typical Duties: a. With the Events Coordinator and Chair of the Regional/Area Convention (CRC/CAC), reviews and approves the Schedule of Events before it is submitted to the Director of Music Services for final approval. b. Participates in the selection and inspection of competition facilities. c. Conducts the Quartet and Chorus Directors Briefing Sessions. Collects List of Competing Members forms from chorus directors and forwards one (1) copy to International headquarters. d. Approves the plans for the backstage movement of contestants, including the traffic pattern and the schedule. e. Approves the plans for the competition stage, including curtain, shell(s), risers, lighting and sound. f. Is responsible for and supervises the signal system used by the Chair of the Official Judging Panel and used backstage to notify the emcee when the contestant is ready to perform. g. Supervises curtain pulling for the chorus competition. h. Makes regular reports to the Region/Area. i. Completes all reports requested by International headquarters. j. Performs all other duties as outlined in the Guidelines for Regional Convention (GRC). VII-A-12

114 SECTION VIII FINANCE

115 Sweet Adelines International Corporation Policy Book Section VIII, Div. A Adopted 3/10/95 Rev. 06/04 DIVISION A BANK RESOLUTIONS 1. Authorized Officers - Resolutions - Savings and Loan: The officers of the Corporation are authorized and directed to execute any and all bank resolution forms and saving and loan association resolution forms required by any of the Corporation s depository banks, with the exception of the Corporation s payroll and convention accounts, authorizing the following persons to withdraw by check, draft, order, or other instrument, funds of the Corporation: International President, International President-elect, International Treasurer, and the Director of Meetings and Corporate Services. 2. Authorized Officers - Resolutions - Payroll: The officers of the Corporation are authorized and directed to execute any and all bank resolution forms required for the payroll account at the Corporation s depository bank, authorizing the following persons to withdraw by check, draft, order, or other instrument, funds of the Corporation: International President, International President-elect, International Treasurer, and the Director of Finance and Administration and Accounting Administrator. 3. Authorized Officers - Resolutions - Convention Account: The officers of the Corporation are authorized and directed to execute any and all bank resolution forms required for the convention account at the Corporation s depository bank, authorizing the following persons to withdraw by check, draft, order, or other instrument, funds of the Corporation: International President, International President-elect, International Treasurer, Director of Finance and Administration, and the Director of Meetings and Corporate Services. 4. Authorized Officers - Resolutions - Investment Funds: The officers of the Corporation are authorized and directed to execute any and all bank resolution forms, savings and loan association resolution forms, and investment broker client agreement forms as required, authorizing the following persons to invest funds of the Corporation as approved by the officers of the Corporation: International President, International President-elect, International Treasurer, and Director of Finance and Administration. VIII-A-1

116 Sweet Adelines International Corporation Policy Book Section VIII, Div. B Adopted 3/10/95 Rev. 06/95 DIVISION B TAX FORMS Filing Federal Form 990 (990 EZ): 1. For the fiscal year ending April 30, the following entities must file with the U.S. Internal Revenue Service the Return of Organization Exempt from Income Tax (For 990 or 990 EZ) and Schedule A: a. Each U.S. chapter with gross receipts of $25,000 or more. b. Each U.S. prospective chapter in Step Two with gross receipts of $25,000 or more. c. Each Region with U.S. chapters and with gross receipts of $25,000 or more. d. Each chapter that has dissolved between May 1 and April 30 must file a final return if the chapter s annual gross receipts exceeded $25,000, or if the chapter has filed a return in previous years. 2. If unrelated business income is $1,000 or more, each of the above listed entities must also file Form 990T. 3. The tax forms must be filed with the U.S. Internal Revenue Service Center listed in the Instructions for Form 990 or 990 EZ by September 15. Copies of the 990 Forms must also be sent to International headquarters.

117 VIII-B-1

118 Sweet Adelines International Corporation Policy Book Section VIII, Div. C Adopted 3/10/95 Rev. 03/99 DIVISION C MISCELLANEOUS CORPORATE FINANCIAL POLICIES 1. Authorization to Purchase Capital Equipment: a. The Executive Management Team is authorized to purchase capital equipment as budgeted without approval. Any unbudgeted capital expenditures of over $10,000 must have the prior approval of the International President and International Treasurer. b. Items costing $200 or less will be expensed as a part of the operating budget rather than as a capital expense. VIII-C-1

119 Sweet Adelines International Corporation Policy Book Section VIII, Div. D Adopted 3/10/95 Rev. 03/01 DIVISION D FUNDS 1. Young Women in Harmony Fund: Young Women in Harmony contributions are used to help offset the expenses of administering the Young Women in Harmony program. 2. Bev Sellers Memorial Scholarship Fund: Bev Sellers Memorial Scholarship funds are used to award scholarships in vocal music and vocal music education. 3. Young Singers Foundation: Contributions to the Young Singers Foundation are used to fund expenses associated with educational programs in vocal music. 4. Ann Gooch Award Fund: The Ann Good Award is given annually to a member of a Worldwide Region, Area, or the Satellite Area for her outstanding contributions to the furtherance and development of Sweet Adelines International Corporation and the barbershop style as an American art form in her Region, Area, or Chapter. Members may contribute to the Ann Gooch Award fund, which was initially established by a private endowment. VIII-D-1

120 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section VIII, Div. E DIVISION E COMPREHENSIVE GENERAL LIABILITY INSURANCE 1. Comprehensive General Liability Insurance - Chapter: Upon payment of a required fee, Sweet Adelines International Corporation makes available, through a recognized insurance company, comprehensive general liability insurance coverage to each chapter in the United States, Canada, and United States territories or possessions, on an annual basis. The required fee is due and payable with the Application for Renewal of Chapter Membership on May 1 each year. 2. Comprehensive General Liability Insurance - Prospective Chapter: Upon payment of a required fee, Sweet Adelines International Corporation will make available, through a recognized insurance company, comprehensive general liability insurance coverage to each prospective chapter in Step Two in the United States, Canada, and United States territories or possessions, on an annual basis. The required fee is due and payable on May 1 of each year for any prospective chapter in Step Two. 3. Comprehensive General Liability Insurance - Region: Upon payment of a required fee, Sweet Adelines International Corporation makes available, through a recognized insurance company, comprehensive general liability insurance coverage to each Region in the United States, Canada, and United States territories or possessions, on an annual basis. The required fee is due and payable to International headquarters on May 1 of each year. VIII-E-1

121 Sweet Adelines International Corporation Policy Book Section VIII, Div. F Adopted 3/10/95 Rev. 03/01 DIVISION F PAYMENT BY CREDIT CARD 1. Forms of Payment: Payment of fees for services provided by Sweet Adelines International Corporation may be made by a Discover, Visa, or MasterCard credit card. Membership dues may be paid by credit card if submitted with one credit card number (preferably a chorus credit card). Multiple credit card numbers are not accepted. An administrative processing fee will be added when membership dues are paid by credit card. 2. Transfer/Refund: Registration fees are transferable but may not be refundable at Internationally sponsored events. VIII-F-1

122 Sweet Adelines International Corporation Policy Book Section VIII, Div. G, 1 Adopted 3/10/95 Rev. 03/08 DIVISION G INTERNATIONAL CONVENTION 1. REGISTRATION & ADMISSION 1. Registration: Members and nonmembers are required to pay a convention registration fee (see Appendix F, 6.) a. All members attending the convention, excluding those listed in Section VIII, G, 1, 3, must pay the convention registration fee. 2. Event Registration Sales: a. Event registrations to individual competition sessions are offered for sale to the general public thirty (30) days prior to the official opening of the convention, pending approve of the Director of Meetings and Corporate Services. See Appendix E, 6 for event registration fees. b. Each individual event registration fee also includes entry to any education classes at the convention. 3. Complimentary Convention Registration: The International organization provides complimentary convention registration for the following: International President and maximum of five (5) guests International Board and one guest each Past International Presidents Official Judging Panels Trial Scoring Judges Current International Champion Quartet members Director(s) of the current International Champion Chorus Emcees for each competition Representatives of other organizations, as appropriate Education Direction Committee Chair Director(s) of the Family Chorus Director(s) of the Harmony Classic winning choruses from the previous year only VIII-G-1

123 Sweet Adelines International Corporation Policy Book Section VIII, Div. G, 2 Adopted 3/10/95 Rev. 03/08 2. INTERNATIONAL CONVENTION ASSISTANTS 1. Selection: Convention assistants are selected by the Director of Music Services from recommendations from Regional Management Team members. The assistants work during the International competitions under the direction of International staff members in areas such as official judging panel concerns and traffic patterns. 2. Funding: Convention assistants receive a half-price convention registration fee for the following year. Discounts may not be applied to any other year s convention registration fee or to registration fees for any other event. VIII-G-2

124 Sweet Adelines International Corporation Policy Book Section VIII, Div. G, 3 Adopted 3/10/95 Rev. 03/08 3. CONVENTION SALES AREA 1. Authorized Sales Area: The Sweet Adelines International sales area is the only authorized sales area in the official convention space. Space in the sales area is limited to use by the following: a. International headquarters sales department. b. International Champion Quartets (limited to their approved recordings). c. International Champion Chorus, which may sell its approved recording for two years immediately following the year in which it wins. d. Member booth space is available for Regions, Areas, chapters, and registered quartets, for the purpose of selling fundraising items to benefit the Region, Area, chapter, or registered quartet (items approved in advance by the Director of Communications). e. Commercial booth space is available to members and nonmembers, on a space-available basis. Commercial members and nonmembers may distribute informational materials and order blanks and may sell merchandise on site. (see Section VIII, Div. G, 4., Exhibit Booths) 2. Sales Items: Number of sales items permitted is determined by the International Board of Directors and sales items must be approved in advance by the Director of Communications. International headquarters is not responsible for staffing of booths, collecting receipts, shipping inventory, etc. 3. Promotion: Sales items may be promoted only through these officially sanctioned media: convention program, convention newsletter, the big screens in the competition venue, or the Web cast. 4. Exhibit Booths: (see Section VIII, G, 4.) 5. Other Areas: Sales in any other areas of the official convention space must have prior authorization from the International Board of Directors. VIII-G-3

125 Sweet Adelines International Corporation Policy Book Section VIII, Div. G, 4 Adopted 3/10/95 Rev. 06/04 4. EXHIBIT BOOTHS 1. Booth Rental Space: Booth space is available for rent by Regions, Areas, choruses, and Sweet Adelines registered quartets for their respective fundraising activities in the exhibition hall during International convention on a spaceavailable basis. Space is available to commercial vendors for rental on a space-available basis for the purpose of display and distribution of materials and order blanks, and to sell their merchandise on site. Booth rental fees for both members and nonmembers are set by the International Board of Directors. (see Appendix F, 6.) VIII-G-4

126 Adelines International Corporation Policy Book Section VIII, Div. G, 5 Adopted 3/10/95 5. ENGRAVING OF TROPHIES AND AWARDS It is the responsibility of recipients of awards to have such trophies or plaques appropriately engraved and to ship traveling awards to the next convention. The receipted bills are sent to the Director of Finance and Administration at International headquarters for reimbursement. VIII-G-5

127 Sweet Adelines International Corporation Policy Book Section VIII, Div. H Adopted 3/10/95 Rev. 11/98 DIVISION H REGISTRATION FEES: REGIONAL AND AREA COMPETITIONS 1. Registration Competitions: a. Each chorus and quartet desiring to compete in a Regional competition is required to pay a specified entry fee at least sixty (60) days prior to the date of the respective Regional competition. (see Appendix F, 7.) b. A late fee, in addition to the specified entry gee, is charged to any chorus or quartet whose entry blank is received at International headquarters after its deadline date of sixty (60) days prior to its Regional competition. Lake entries are not accepted after forty-five (45) days prior to the Regional competition. c. Entry fees and late entry fees for Regional competitions are not transferable and are not refundable. 2. Area Competitions: Choruses and quartets entering a Worldwide Area competition may be required to pay a registration fee. Such fees are established by the Area.

128 VIII-H-1

129 Sweet Adelines International Corporation Policy Book Section VIII, Div. I Adopted 3/10/95 Rev. 11/98 DIVISION I INTERNATIONAL SEMINAR REGISTRATION FEES 1. A deposit of 50% of a seminar registration fee must accompany the registration for if: a. the registration fee is more than $100, and b. the registration fee is mailed more than ninety (90) days before a seminar. The balance of the registration fee is due sixty (60) days prior to the event. A reminder letter will be mailed from International headquarters. 2. The full registration fee must accompany the registration form when the registration fee is $100 or less. 3. The full amount of the registration fee or deposit is refunded if proper notice of cancellation is given sixty (60) days before the starting date of the seminar. 4. After the sixty (60) days, seminar fees are transferable but not refundable. Exceptions to this refund policy due to extenuating circumstances may be considered by the Director of Meetings and Corporate Services. 5. November fees for seminars will be established. Nonmember directors of Sweet Adelines International Corporation choruses may attend seminars at the member fee. VIII-I-1

130 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 1 Adopted 3/10/95 Rev. 09/96 DIVISION J REIMBURSEMENT FOR EXPENSES 1. GENERAL (see Appendices F, 8 and F, 9) 1. Submission of Expenses: In order to qualify for reimbursement from Sweet Adelines International Corporation the reimbursable incurred expenses (e.g., for internationally sponsored educational events, committee meetings, counseling assignments) must be submitted to the appropriate management staff for approval of said expenses within fifteen (15) days of the conclusion of such assignments. 2. Type of Reimbursement: When two forms of reimbursement are available from Sweet Adelines International Corporation for expenses incurred on the same day, the recipient is expected to accept the greater amount and forfeit the lesser amount. 3. Coaching/Teaching Assignments: Members may accept coaching or teaching assignments for pay in conjunction with Corporate-funded assignments, as long as all Corporate obligations have been fulfilled, and arrangements have been made in advance between both groups to share expenses. Any additional transportation, housing, meal expenses will be the responsibility of the employing group. (see Section VIII, Div. J, 8.) a. Members of the International Faculty are expected to work through Area or Regional leaders who may make other assignments to coach or teach for pay. b. A Sweet Adelines member who is hired by a Sweet Adelines entity should not solicit business from non-sweet Adelines organizations. 4. Deviation: Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer.

131 VIII-J-1

132 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 2 Adopted 3/10/95 Rev. 11/98 2. INTERNATIONAL BOARD OF DIRECTORS STANDING COMMITTEE MEMBERS AND CHAIRS 1. International Board of Directors: a. Board Meetings (1) A per diem allowance at the current rate for each day of travel and required attendance at Board Meetings (normally four [4] days for the Summer Meeting in June, nine [9] days for the Midyear Meeting in the fall and four [4] days for the Annual Meeting in February or March) is paid to each attending Board member. (2) Other than per diem, the corporation pays only the following expenses for International Board members to attend Board meetings: (a) (b) Actual cost of single-occupancy housing. Actual round-trip portal-to-portal transportation cost, including baggage tips, of each attending Board member from her home to the meeting site. If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. (3) Board members-elect in attendance are reimbursed under the same provision as Board members. (4) Any deviation from require attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. b. International Educational Events International Board members receive per diem at the current established rate for each day of attendance at an International educational event. If food is provided at an educational event, per diem less the cost of food is paid. Per diem for travel days is paid in either instance. Actual cost of double-occupancy housing and portal-to-portal transportation is also paid. c. Other Board members (or others appointed by the International President) acting on behalf of the Corporation via counseling, in-office work or attending meetings other than regularly scheduled International Board meetings, receive a per diem allowance at the current rate for each day of portal-to-portal travel and required attendance. VIII-J-2

133 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 2 Adopted 3/10/95 Rev. 03/08 2. INTERNATIONAL BOARD OF DIRECTORS STANDING COMMITTEE MEMBERS AND CHAIRS (Continued) d. Expense statements of all Board members are submitted to appropriate management staff for approval before reimbursement is made. e. Expense statements are submitted when reimbursable expenses exceed $25, or quarterly. f. Board members are reimbursed for postage, minor office supplies and telephone expenses incurred in the performance of their duties. g. Board members may request telephone calling cards for Corporate use from the Finance and Administration Department. h. Board members may request Sweet Adelines International Corporation stationery, Board stationery, and business cards from the International Sales Department. 2. International Executive Committee Meetings: Members of the Executive Committee are reimbursed for attendance at all Executive Committee meetings including the annual budget meeting. 3. International Committee Meetings: a. Committees, Specialists, Coordinators meet as follows: Education Direction Committee International Music Arrangers Program Coordinators International Faculty Coordinators Judge Specialists Regional Leadership Coordinators Director Education Coordinators Young Singers Foundation Management Committee Membership Committee - Semiannually - Annually - Annually - Semiannually - Annually - Annually - Annually - Annually b. The Corporation pays only the following expenses of International committee members attending meetings that have been authorized by the International Board of Directors: (1) A per diem allowance at the current rate for each day of travel and required attendance for each committee member attending the committee meeting(s). (2) Actual cost of housing for each attending committee member. (3) Any deviation from require attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. b. Actual round-trip portal-to-portal transportation cost of each attending committee member. If travel is by automobile and the cost if not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates, nor be paid for extra housing costs incurred because of extended auto travel time. VIII-J-3

134 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 2 Adopted 3/10/95 Rev. 03/08 2. INTERNATIONAL BOARD OF DIRECTORS STANDING COMMITTEE MEMBERS AND CHAIRS (Continued) 5. Standing Committee Chairs: a. Standing committee chairs are reimbursed for postage, minor office supplies, and telephone expenses incurred in the performance of their duties. b. Standing committee chairs may request Sweet Adelines International Corporation stationery and telephone calling cards for Corporate use from the Finance and Administration Department. c. Expense statements of all standing committee chairs are submitted to appropriate management staff for approval before reimbursement is made. d. Expense statements are submitted when reimbursable expenses exceed $25, or quarterly. e. The Education Direction Committee Chair is funded for the following expense for her required attendance at the International convention and competitions, with arrival on Monday to allow attendance at the Tuesday technical rehearsal and departure on Sunday: (1) A per diem allowance at the current rate for each day of travel and required attendance. (2) Actual cost of single-occupancy housing. (3) Actual round-trip portal-to-portal transportation cost, including baggage tips, from her home to the convention site. If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. (4) Complimentary convention registration. 6. Standing Committee Members: a. Standing Committee members are reimbursed for attendance for postage and minor office supplies expenses incurred in the performance of their duties. b. Expenses for emergency long distance telephone calls are reimbursable. An emergency telephone call is considered necessary when a situation exists that cannot be resolved on a timely basis by the use of written correspondence or electronic mail. Standing Committee members may request telephone calling cards for Corporate use from the Finance and Administration Department. c. Standing committee members may request Sweet Adelines International Corporation stationery from the International Sales Department. d. Expense statements for standing committee members are submitted to appropriate management staff for approval before reimbursement is made. e. Expense statements are submitted when reimbursable expenses exceed $25, or quarterly. VIII-J-4

135 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 3 Adopted 3/10/95 Rev. 03/08 3. CHAIR/CO-CHAIR OF INTERNATIONAL EDUCATIONAL EVENTS 1. The chair/co-chair of an International educational event receives per diem at the currently established rate for each day of attendance at the event. If food is provided, per diem less the cost of the food is paid. Per diem is paid for travel days. Actual cost of housing and portal-to-portal transportation is also paid. a. Planning Meetings Funding, including per diem, housing and transportation, is provided to International educational event chair/co-chair to attend planning meetings. VIII-J-5

136 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 4 Adopted 3/10/95 Rev. 03/08 4. INTERNATIONAL FACULTY 1. International Faculty Teaching at International Educational Events: The Corporation pays the following to International Faculty Members who teach at Sweet Adelines International Corporation educational events: a. A per diem allowance at the current rate for each day of required attendance. If food is provided, the per diem amount less the cost of food is paid. b. Per diem is paid for travel days. c. Actual cost of housing. d. Actual round-trip portal-to-portal transportation cost. If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. e. Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. 2. Faculty Education: The Corporation pays the following to the members of the International Faculty for required attendance at Internationally sponsored training sessions and educational events of Sweet Adelines International Corporation: a. Actual cost of double occupancy housing and meals for each day of required attendance (travel days excluded). b. Complimentary registration, if applicable. c. Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. VIII-J-6

137 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 5 Adopted 3/10/95 Rev. 03/08 5. ARRANGERS 1. Arranger Education: The Corporation provides a maximum of five (5) $1500 scholarships per year to individuals chosen by the UMAP Coordinators and approved by the Education Direction Committee. The scholarships pay for one-on-one training with a Master or Certified Arranger and may be used for expenses such as transportation to the training location, mentor teaching fee, housing and meals at the training location, and reimbursement for mail and telephone charges. The scholarship recipient must submit expense forms for authorized expenses. Expenses exceeding the $1500 limit are the responsibility of the scholarship recipient. 2. The Corporation pays the following to Certified and Master Music Arrangers for required attendance at Internationally sponsored training sessions and educational events of Sweet Adelines International Corporation: a. Actual cost of double occupancy housing and meals for each day of required attendance (travel days excluded). b. Complimentary registration, if applicable. c. Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. VIII-J-7

138 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 6 Adopted 3/10/95 Rev. 03/08 6. INTERNATIONAL CHAMPION QUARTET In order to be funded as indicated below, all four (4) members of the current International Champion Quartet should attend the International convention for public relations appearances on behalf of the organization. 1. The Corporation provides $400 or actual round-trip portal-to-portal transportation, whichever is greater, for each quartet member to the International convention. 2. Actual cost of double occupancy housing and meals for each day of required attendance (travel days excluded). 3. Complimentary registration, if applicable. VIII-J-8

139 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 7 Adopted 3/10/95 Rev. 03/08 7. JUDGING 1. Official Judging Panel for International Competitions: a. Per Diem: A per diem allowance at the current rate for a maximum of six (6) days is paid to each member of the Official Judging Panel of the International quartet competitions and a maximum of seven (7) days is paid to each member of the Official Judging Panel of the International chorus competitions. b. Housing: Actual cost of housing, limited to five (5) nights for each member of the Official Judging Panel of the International quartet competitions and six (6) nights for each member of the Official Judging Panel of the International chorus competitions, is paid by the Corporation. c. Travel: (1) Actual portal-to-portal transportation cost for each member of the Official Judging Panel of the International quartet and chorus competitions. (2) If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. d. Complimentary Convention Registration: Complimentary registration, if applicable. e. Deviation: Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. 2. Official Judging Panel for Regional Competitions: Expenses for Official Judging Panels, except for housing, are advanced by the International organization. When all advances and expense statements have been received and paid, the accounting department totals all expenses, except for housing. Regions reimburse the International organization for their per capita share of the expenses based on the number of members in the Region as of April 30. EXCEPTION: Worldwide Regions reimburse the International organization for their per capita share of the expenses based on the number of members in the Region as of April 30, plus an additional $200. Each Region is responsible for actual cost of housing for no more than three (3) nights when contests are Held in continental North, Central, and South America; for actual cost of housing for no more than five (5) nights when contests are held outside continental North, Central, and South America; and for the Region s per capita share of the following expenses of each member of the Official Judging Panel for Regional competitions: VIII-J-9

140 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 7 Adopted 3/10/95 Rev. 03/08 7. JUDGING (Continued) a. Per Diem: Actual portal-to-portal transportation cost for each member of the Official Judging Panel of the International quartet and chorus competitions. If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. b. Per diem at the current rate per day for actual travel and judging days, not to exceed four (4) days, when contest are held within continental North, Central, and South America. c. Per diem at the current rate per day for actual travel and judging days, not to exceed seven (7) days, when contest are held outside continental North, Central, and South America. d. Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. e. A substitute judge, who serves only if an assigned judge does not arrive on site in time to judge the contest(s), is reimbursed as outlined for members of the Official Judging Panel. f. An assigned judge who is en route but is unable to judge the contest (s) because of circumstances beyond her control, is reimbursed as outlined for members of the Official Judging Panel. 3. Official Judging Panel for Area Competitions: Expenses for judging panels in Area competitions are shared by the Corporation and the Area. Any deviation from the above expenses must be approved by the International President and the Worldwide Liaison. The Area is responsible for paying or furnishing: a. Cost of housing during the contest weekend; defined as three (3) days. b. Housing as needed for the remainder of the required days. This housing may be in a member s home. c. All except one (1) share of the travel and per diem expenses. A share is calculated as follows: the sum of portal-to-portal expenses for all judges on the panel, plus the sum of per diem at the current rate per day for each judge, not to exceed eight (8) days, divided by the number of judges equals one share. The Corporation is responsible for paying one (1) share. VIII-J-10

141 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 7 Adopted 3/10/95 Rev. 03/08 7. JUDGING (Continued) 4. Judge Education: The Corporation pays the following to the members of the International Judging Program for required attendance at Sweet Adelines International Corporation training sessions or educational events: a. A per diem allowance at the current rate for each day of required attendance (travel days excluded), or food if provided. b. Actual cost of housing. c. Actual round-trip portal-to-portal transportation cost. If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. d. Complimentary registration, if applicable. e. Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. 5. Workshop for Approved Candidate Judges: The Education Direction Committee is authorized to hold a workshop for Approved Candidate Judges annually. This workshop is held in conjunction with a Regional competition. The Corporation pays the following to the Judge Specialists Moderator (or the Judge Specialists representative) for required attendance as the o-site coordinator of the Approved Candidate Judges (ACJ) Workshop: a. A per diem allowance at the current rate for each day of required attendance. Per diem is paid for travel days. b. Actual cost of housing. c. Actual round-trip portal-to-portal transportation cost. If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. d. Cost of registration, if applicable. e. Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. VIII-J-11

142 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 8 Adopted 3/10/95 Rev. 09/96 8. TRAVEL TO WORLDWIDE REGION Eligibility for Reimbursement: Anyone appointed or requested by the International Board of Directors to travel to a Worldwide Region on behalf of the Corporation is eligible for: 1. Round-trip portal-to-portal transportation. 2. A per diem allowance at the current rate for each day on which substantial activity is undertaken on behalf of the Corporation, or for one day following five (5) consecutive days in which substantial activity is undertaken on behalf of the Corporation. Travel days are included. 3. Actual cost of intra-area travel, either by ground or air, when done on behalf of the Corporation. 4. Actual cost of housing not to exceed reasonable local rates. 5. Cost of materials necessary to accomplish the work undertaken behalf of the Corporation is reimbursed if substantiated by a receipt. 6. Reasonable amounts are reimbursed for baggage tips based on customary standards. 7. Cost of telephone or electronic communications is reimbursable in instances when use of the postal service is not expedient. Personal calls are not reimbursable. 8. Faculty on Sweet Adelines International Corporation funded assignments should not accept assignments from non-sweet Adelines groups previous to or following their official assignment unless authorized by the International President, EDC Chair, and Worldwide Liaison in advance. (see Section VIII, Div. J, 1.) 9. Faculty who has been hired privately (interpreted to mean that the trip was scheduled independent of Sweet Adelines International Corporation Corporate funding) may accept non-sweet Adelines assignments upon agreement between both hiring parties. VIII-J-12

143 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 9 Adopted 3/10/95 Rev. 03/08 9. REGIONAL MANAGEMENT TEAM (Continued) 1. Reimbursement for Funded Training: The Corporation pays the following to Regional Management Team members for required attendance at Internationally sponsored training sessions or educational events: a. Actual cost of housing at the double-occupancy rate. b. Actual round-trip portal-to-portal transportation cost. If travel is by automobile and the cost is not substantiated by receipts, reimbursement is computed at the current rate per round-trip mile; however, compensation shall not exceed standard commercial vehicle transportation rates nor be paid for extra housing costs incurred because of extended auto time. c. Complimentary registration, if applicable. d. Any deviation from required attendance and reimbursement for such attendance is subject to the approval of the International President and International Treasurer. e. Food costs during the training sessions or educational events are borne by the respective Regions. The Corporation pays the following to Regional Management Team members for invited but voluntary attendance at Internationally sponsored training sessions or educational events, such as RMT Forum at convention: a. A stipend of $50 per day, two (2) days maximum. 2. Expense Statements: a. Expense statements from Regional Management Team members are submitted to the Corporate Secretary for approval before reimbursement is made. b. Expense statements for mileage should be submitted within two weeks after completion of the trip. c. In order to be honored, expense statements must be submitted no later than ten (10) days following the close of the fiscal year, April 30. d. Expenses for handouts for any and all classes are not reimbursable. e. Expense statements from designees acting on behalf of a Regional Management Team member must be submitted by the Regional Management Team member to the Corporate Secretary for approval. VIII-J-13

144 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 9 Adopted 3/10/95 Rev. 03/08 9. REGIONAL MANAGEMENT TEAM 3. Miscellaneous: Each Region and Area is allowed $1000 to help defray expenses of Regional/Area competition, including audio and video recording expense, equipment rental, and postage for returning master video recordings International headquarters. Payment of the $1000 is made as follows: $500 is mailed to the Finance Coordinator February 1; the remaining $500 is mailed to the Finance Coordinator upon receipt of the master video recordings at International headquarters by the third Friday of June. VIII-J-14

145 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 10 Adopted 3/10/95 Rev. 03/ FUNDED VISITS TO CHAPTERS 1. Mileage/Travel - Prospective Chapter Visits: The Corporation pays mileage at the current rate or airfare for the Education Coordinator or her representative to make two required precharter visits (if needed, a third visit may be approved by International) to each prospective chapter in the Region. The Corporation pays mileage at the current rate or airfare for the Membership Coordinator or her representative to make two required precharter visits (if needed, a third visit may be approved by the International) to each prospective chapter in the Region. a. Travel expenses in excess of $600 must have prior approval of the Director of Meetings and Corporate Services or the Corporate Secretary. b. In the event that a prospective chapter is located too far away to be visited by the Education Coordinator or her representatives these two visits may be replaced with evaluations of recorded performances of the prospective chapter. c. A visit report must be received by International headquarters before reimbursement is made for mileage or airfare expenses. 2. Mileage/Travel - Visits to Chapters in Revitalization: The Corporation pays mileage at the current rate for the Education Coordinator or her representative to make visits to chapters in revitalization. A maximum of two (2) visits per chapter are funded per fiscal year. a. Travel expenses in excess of $600 must have prior approval of the Director of Meetings and Corporate Services or the Corporate Secretary. b. A visit report must be received by International headquarters before reimbursement is made for mileage or airfare expenses. 3. Internationally Funded Visits to Chartered Chapters: The Corporation pays mileage at the current rate for the Education Coordinator or her representative to make visits to chartered chapters. A maximum of fifteen (15) visits per region are funded per fiscal year. a. Airfare in excess of $600 must pre-approved by the Director of Meetings and Corporate Services or the Corporate Secretary.

146 VIII-J-15

147 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 11 Adopted 3/10/ COMPETITION COORDINATOR (CC) Expenses incurred by the Competition Coordinator in the performance of her duties are paid by the Region, in accordance with Regional standing rules and/or procedures. VIII-J-16

148 Sweet Adelines International Corporation Policy Book Section VIII, Div. J, 12 Adopted 3/10/95 Rev. 03/ WORLDWIDE LIAISON Expenses incurred by the Worldwide Liaison in the performance of her duties as required by the International Board of Directors are paid by the Corporation. Expenses include: 1. Reimbursement for postage, minor office supplies, and telephone expenses incurred in the performance of her duties. 2. Expense statements are submitted to appropriate management staff for approval before reimbursement is made. 3. Expense statements are submitted when reimbursable expenses exceed $25, or quarterly. VIII-J-17

149 SECTION IX QUARTETS

150 Sweet Adelines International Corporation Policy Book Section IX, Div. A Adopted 3/10/95 Rev. 06/04 DIVISION A ANNUAL REGISTRATION OF QUARTET NAMES 1. Quartet Registration: a. A quartet may register its name and personnel annually with International headquarters by following these procedures: (1) A nonrefundable fee is required for each quartet registration. (See Appendix f, 4.) (2) Each member of a registered quartet must be a member in good standing of Sweet Adelines International Corporation, and each chapter represented by the quartet must be in good standing with the International organization. b. International Champion Quartets must register but the fee is waived. 2. Protection of Names: a. The name of a registered quartet is protected from registration by another quartet for the fiscal year of initial registration. To assure retention of the quartet name, the quartet must re-register with International headquarters by July 31 of each succeeding fiscal year. Any quartet wishing to enter Regional competition must be registered by January 15 of the year in which the Regional competition is held. b. The names of current and past International Champion Quartets are protected and may not be used or registered by another quartet. c. The names of quartets placing two (2) through 15 in the International Quartet Competition are protected and may not be used or registered by another quartet for a period of five (5) years from the end of the fiscal year when the latest ranking was achieved. The names of quartets placing two (2) through 15 in the International Quartet Competition that loses its ranking as a result of personnel changes may not be used or registered by another quartet for a period of five (5) years from the date when the latest ranking was achieved. d. The names of Regional champion, Area champion and wild card quartets are protected and may not be used or registered by another quartet for a period of one (1) year from the end of the fiscal year when the latest ranking as Regional champion, Area champion or wild card quartet was achieved. The name of Regional champion, Area champion and wild card quartet that loses its ranking as a result of personnel changes may not be used or registered by another quartet for a period of one (1) year from the date when the latest ranking as Regional champion, Area champion or wild card quartet was achieved. IX-A-1

151 SECTION X PUBLISHED MUSIC INTERNATIONAL CONVENTION RECORDINGS MUSIC COPYRIGHT APPROVAL OF RECORDINGS

152 Sweet Adelines International Corporation Policy Book Section X, Div. A, 1 Adopted 3/10/95 Rev. 03/08 DIVISION A PUBLISHED MUSIC, INTERNATIONAL CONVENTION RECORDINGS, MUSIC COPYRIGHT, APPROVAL OF RECORDINGS 1. PUBLISHED MUSIC 1. Sweet Adelines International Corporation as Music Publisher: Sweet Adelines International Corporation is a recognized music publisher with the American Society of Composers, Authors & Publishers (ASCAP). 2. Written Agreement: A written agreement is executed with those who submit original music or arrangements for publication through the International organization. 3. Payment for Arrangements: Sweet Adelines International Corporation pays $500 per arrangement to the arranger(s) of each approved and published arrangement. The arranger also receives $.25 per copy sold of each published arrangement. No arranger s fee is paid for Young Women in Harmony arrangements. 4. Payment for Original Compositions: Sweet Adelines International Corporation pays $100 per original composition to the composer(s) of each approved and published original composition. If the composer(s) of an original composition is also the arranger, $200 is paid to the composer/arranger. 5. Complimentary Music: Complimentary copies of all Sweet Adelines International Corporation published music are furnished to Master and Certified Music Arrangers, Education Coordinators, and International Board members. X-A-1

153 Sweet Adelines International Corporation Policy Book Section X, Div. A, 2 Adopted 3/10/95 Rev. 10/10 2. INTERNATIONAL COMPETITION RECORDINGS 1. Assignment of Recording & Film Rights: As a condition of entering the International quartet, chorus, Harmony Classic, or Rising Star competitions, each competing group is required to sign an Assignment of Recording & Film Rights, granting permission to Sweet Adelines International Corporation to record the group s live contest performance, and agreeing to abide by recording obligations for convention recording purposes. 2. Song Selection: In cases where there are no auditorium restrictions or additional costs involved, song selections for the convention recordings are made from live contest performances the International organization. 3. Failure to Meet Requirements: Any quartet or chorus that fails to meet its obligations to record, as specified in the Assignment of Recording and Film Rights, is required to submit, at its own expense, a satisfactory audio recording recorded according to instructions furnished by the Director of Music Services. This recording is to be submitted within thirty (30) days following the convention. 4. Convention Recording Songs: Any decision regarding the song(s) that appear on the convention recording is made by the Education Direction Committee Chair and/or those designated by her to produce/master the recording. 5. Complimentary Copies - Video Recordings: The following receive complimentary copies of quartet and chorus video recordings: International Board of Directors Education Direction Committee Judge Specialists 6. Complimentary Copies - Audio Recordings: The following receive complimentary copies of quartet and chorus audio recordings: International Board of Directors Each individual quartet member performing on the quartet recording The director of each chorus performing on the chorus recording All current Education Coordinators 7. Disclaimer: The following disclaimer will appear on all International recordings: The distribution, sale or advertising of official Sweet Adelines International recordings does not necessarily constitute endorsement of the contents as contest material. 8. Routine Requests: The Director of Music Services is authorized to approve routine requests by Sweet Adelines choruses and quartets to use competition recordings for promotional and educational purposes. X-A-2

154 Sweet Adelines International Corporation Policy Book Section X, Div. A, 3 Adopted 3/10/95 Rev. 03/00 3. USE OF COPYRIGHTED MUSIC It is the policy of Sweet Adelines International Corporation to require that all necessary permissions, grants of rights, and licenses for the use of musical works in any public performances and on any recordings, either audio or visual, have been secured and that all applicable fees and/or royalties for such uses of musical works are paid. In furtherance of this policy, Sweet Adelines International Corporation requires all of its performance groups competing in Regions, Area, and/or International contests, or performing at internationally sponsored events, to sign a copyright clearance from warranting that with respect to the musical works they intend to use in competition or during the event, they have obtained all necessary permissions, grants of rights, and licenses for the use of such musical works. Upon request from Sweet Adelines International Corporation, any performance group shall produce copies of all such permissions, grants of rights, and licenses for any musical work performed at a Sweet Adelines International Corporation event. Sweet Adelines International Corporation will include on any recording, audio or visual, only those musical works for which the necessary permission, grants of rights, and licenses have been secured. X-A-3

155 Sweet Adelines International Corporation Policy Book Section X, Div. A, 4 Adopted 3/10/95 Rev. 03/08 4. APPROVAL OF RECORDINGS When a Sweet Adelines International Corporation Region, Area, chorus or quartet produces a recording (audio or video) and uses the name Sweet Adelines International Corporation, or advertises the recording in a Sweet Adelines International Corporation publication, or sells the recording at any Sweet Adelines International Corporation function, the following requirements must be followed. It is the responsibility of the Sweet Adelines performance group to clear all music used in any recording and to pay applicable licensing fees. A copy of the recording may be requested at the discretion of the Director of Music Services. 1. Style: Recordings should include material representative of the barbershop style. 2. Disclaimer - Recordings: The following disclaimer must appear on all recordings advertised in Sweet Adelines International Corporation publications or sold at Sweet Adelines International Corporation events: Performance of songs on this recording does not necessarily constitute endorsement of the arrangements as contest material. 3. Disclaimer - Advertisements: The following disclaimer must appear with all advertisements for the recording: The distribution, sale or advertising of unofficial is not a representation that the contents of such are appropriate for contest use. X-A-4

156 SECTION XI THE PITCH PIPE SUBSCRIPTIONS AND ADVERTISING

157 Sweet Adelines International Corporation Policy Book Section XI, Div. A Adopted 3/10/95 Rev. 03/99 DIVISION A THE PITCH PIPE 1. Official Publication: The Pitch Pipe is the official publication of Sweet Adelines International Corporation and is published four times a year. It is published in accordance with the requirements of the U.S. Postal Service nonprofit publications mailing permit. 2. Subscriptions: a. A subscription to The Pitch Pipe is included with the International per capita fee for each member Sweet Adelines International Corporation. b. Annual subscriptions to The Pitch Pipe may be purchased by contacting International headquarters. U.S./Canadian and foreign subscription rates appear in each issue of the magazine and are available upon request from International headquarters. c. Subscription rates are set by the International Board of Directors. Any change to the subscription rates must be approved by the International Board of Directors. 3. Display Advertising Rates - The Pitch Pipe: Displaying advertising rates for The Pitch Pipe are set by the International Board of Directors. All changes to advertising rates must be approved by the Board. Rates are available upon request from the Communications Department. These are two (2) classes of display advertising rates: The Organizational Group Rate applies to products or services advertised by Sweet Adelines International Corporation quartets, chapters, Areas, or Regions for the exclusive benefit of the group. This rate includes but is not limited to the advertising recordings. The Commercial Rate applies to nonmembers and to members advertising products or services for the profit of the individual or company, not exclusively benefitting a Sweet Adelines group. 4. Classified Advertising - The Pitch Pipe: a. The classified advertising rate is set by the International Board of Directors. Any change to the classified advertising rate must be approved by the Board. The rate is published in each issue of the magazine and is available upon request from the Communications Department. Maximum is fifty (50) words per ad. b. Only Sweet Adelines International Corporation members and member groups may advertise in the Classified section. c. The content of each ad must pertain to the business of managing chapter, quartet, or Regional/Area activities in Sweet Adelines International Corporation. XI-A-1

158 Sweet Adelines International Corporation Policy Book Section XI, Div. A Adopted 3/10/95 Rev. 06/96 THE PITCH PIPE (Continued) d. Payment must accompany the ad insertion request. 5. Disclaimers: a. Barbershop Harmony Recordings Disclaimer The following disclaimer must appear on all advertisements of barbershop harmony records in The Pitch Pipe: The distribution, sale or advertising of unofficial recordings is not a representation that the contents of such recordings are appropriate for contest use. b. Commercial Advertisements Disclaimer (Member/Nonmember) The following disclaimer must appear on all advertisements of barbershop harmony records in The Pitch Pipe: The acceptance of this advertisement by Sweet Adelines International does not necessarily signify endorsement of the product or service. c. Sweet Adelines International Corporation reserves the right to refuse and/or limit advertising submitted for use in its official publications as governed by the policies and bylaws of the organization. Products and services advertised shall be related to the activities of the organization or to other areas of interest to women. Restrictions include, but are not limited to, alcohol, tobacco, and firearms. Products, services, and advertisements shall be in good taste and in keeping with the desired image of the organization, as determined by the Editorial Review Board. 6. Gratis Ads: Each year s International Champion Quartet and International Champion Chorus are provided one-time gratis space, up to one-half page in size, black-and-white composition, for advertising their respective recordings in The Pitch Pipe. XI-A-2

159 SECTION XII USE OF DIRECTORIES NAME AND INSIGNIA INTERNATIONAL AWARDS

160 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 1 Adopted 3/10/95 Rev. 03/08 DIVISION A 1. USE OF DIRECTORIES All chapter, Regional/Area and International mailing lists and directories shall be used only for purposes relating to the business of Sweet Adelines International Corporation. This may include use by chapters, Regions, and Areas for fundraising projects and use by Certified International Faculty and Certified Music Arrangers in promoting their teaching or arranging services to chapters and Regions/Area. No list or directory shall be used for solicitation, for personal gain, or provided to nonmembers, except as directed by the International Board of Directors. XII-A-1

161 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 2, a. Adopted 3/10/95 2., a. INSIGNIA AND THEIR USE 1. Sweet Adelines International Corporation Insignia Use: The double treble clef insignia shown below are the official Corporate insignia of Sweet Adelines International Corporation. These are the exclusive insignia to be used to represent the Organization. The name Sweet Adelines International and the insignia pictured below are registered with the U.S. Patent and Trademark Office. Official Logo Official Symbol For all official written communication the official designated colors for the use of the double treble clef symbol on stationery and other Corporate items are Pantone #285 (blue), or black. The words Sweet Adelines International Corporation should appear in black. The symbol and type may be reversed to white for use on dark backgrounds. On chapter stationery the logo will be in the official designated colors for the double treble clef symbol. Both the words and symbol may be printed in black on stationery. At no time should both the symbol and words be printed on stationery or other written communication in blue. When it is used on articles other than official printed material, the exact symbol must be used without modification of any kind and may appear in any solid color on any solid background. Sequins and metallic are considered solid when all one color. When used on jewelry items, the logo may be gold or silver and stones may be any solid color. The typeface for SWEET ADELINES INTERNATIONAL CORPORATION is Times Roman, and the style is large and small capital letters as shown. When used in conjunction with the double treble clef symbol, the words should appear in this type face and style, stacked on two lines and centered under the symbol whenever possible, as shown above. When the Corporation s name, Sweet Adelines International Corporation or Sweet Adelines, is used without one of the insignia, it should not appear in script type face and the design should not resemble the split note logo. XII-A-2

162 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 2, a. Adopted 3/10/95 Rev. 03/99 2., a. INSIGNIA AND THEIR USE (Continued) The double treble clef symbol shall not be modified or integrated with another symbol. If a Sweet Adelines International Corporation member, quartet, chorus, Region, or Area wishes to use on its stationery or other items the double treble clef symbol or logo as well as its own quartet, chorus, Regional, or Area symbol, the two insignia should be separated by sufficient space that they do not appear to be a composite symbol. Camera-ready copies of the official Sweet Adelines International Corporation insignia are available from the Communications Department at International headquarters. Members of Sweet Adelines International Corporation may use the double treble clef insignia, but permission must be obtained from the Director of Communications at International headquarters if the items on which the symbol, logo and/or name appear are offered for sale. 2. Harmonize the World Logo use: The symbol shown below is the official Harmonize the World logo of Sweet Adelines International Corporation. Members of Sweet Adelines International Corporation may use this symbol, but permission must be obtained from the Director of Communications at International headquarters if the items on which it appears are offered for sale. Harmonize the World Logo XII-A-3

163 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 2, a. Adopted 3/10/95 2., a. INSIGNIA AND THEIR USE (Continued) 3. Sweet Adelines, Inc. Insignia use: Use of the Sweet Adelines, Inc. insignia pictured below is restricted. The restriction applies to members of Sweet Adelines International Corporation as well as to nonmembers. The name Sweet Adelines, Inc. and the insignia pictured below are registered with the U.S. Patent and Trademark Office. a. Floradora Girls Logo Floradora Girls Symbol b. Split Note Logo c. Silhouette Logo Silhouette Symbol d. Former Harmonize the World Symbol XII-A-4

164 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 2, b. Adopted 3/10/95 2., b. INSIGNIA LICENSING AGREEMENT Sweet Adelines International Corporation will grant a non-exclusive license to members and nonmembers to use the registered trademark commonly known as the double treble clef, the name Sweet Adelines International, and/or any of the Corporation s official insignia on products created for sale only to members of Sweet Adelines International Corporation. This agreement includes the following requirements and limitations. 1. Time Period: Licensing agreements are valid for one year. 2. Fees: a. Chartered choruses, quartets, Areas, and Regions are exempt from licensing fees. Section XII, Div. A, 2. a. and Section XII, Div. A, 2, c. state the criteria that apply when using official insignia. b. Chartered choruses, quartets, Areas, and Regions may not assign this right to use official insignia, without paying a licensing fee, to any commercial vendor, regardless of the vendor s membership status in Sweet Adelines International Corporation. c. Commercial vendors, whether or not such vendors are members of Sweet Adelines International Corporation, will be charged at a rate set by the International Board of Directors that is subject to periodic review. 3. Inspection: a. Sweet Adelines International Corporation monitors quality by periodically inspecting the representative samples of goods produced by licensees once a year. b. As stated in the agreement, licensees will provide for auditing purposes records that pertain to the advertising, promotion, manufacturing, and distribution of goods described in the licensing agreement. 4. Termination of Agreement: a. Sweet Adelines International Corporation may terminate any licensing agreement if inspections indicate unacceptable production quality. b. Sweet Adelines International Corporation may terminate any licensing agreement if evidence indicates any attempt to withhold any fees to which the Corporation is entitled. c. Sweet Adelines International Corporation may terminate any licensing agreement if evidence indicates infringement by a third party. d. The agreement will be terminated when all items described in it have been sold by the vendor or when the time period of the agreement expires, whichever comes first. e. The agreement will be terminated should the selling price increase on the product described in it. XII-A-5

165 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 3 Adopted 3/10/95 Rev. 03/99 3. REQUESTING PERMISSION TO USE INSIGNIA When a chapter, quartet, Region, or Area desires to sell an item personalized with Sweet Adelines International Corporation, or one of the official insignia, permission must be requested from the Director of Communications at International headquarters. Permission for a sales item may be granted, provided that the item is not considered as competitive with items sold by the International Sales Department, and provided the quality of the item reflects the desired image of the International organization. 1. The Request Should Include the Following Information: a. An actual sample or commercial artist s completed sketch. b. The use for which the item is intended. c. The quality of the item planned to be purchased and sold. d. The expected sales price. e. Promotional plans. 2. Reordering Previously Approved Sales Items: In the event it is planned to reorder a previously approved sales item, permission must be requested again, as it is possible that circumstances regarding the item may have changed to the point that permission can no longer be granted. XII-A-6

166 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 4 Adopted 3/10/95 Rev. 06/04 4. INTERNATIONAL AWARDS Sweet Adelines International Corporation provides medals and/or charms for choruses and quartets placing first through fifth in Regional and Area competitions; choruses placing first through tenth in International chorus competitions; quartets placing first through tenth in International competitions; quartets placing first through fifth in the Rising Star quartet competitions; and choruses placing first through fifth in Division A and AA of the Harmony Classic Competitions. These medals and charms are exclusive to Sweet Adelines International Corporation and should not be modified or altered in any manner. XII-A-7

167 Sweet Adelines International Corporation Policy Book Section XII, Div. A, 5 Adopted 3/10/95 Rev. 09/99 5. PRESIDENT S LIFETIME ACHIEVEMENT AWARD The International President annually awards the President s Lifetime Achievement Award to a member of the organization in honor of her contributions to and achievements in the organization. The member will receive lifetime membership in the organization if she is not already a lifetime member. The award is presented at the annual International convention. XII-A-8

168 SECTION XIII MISSION STATEMENT OFFICIAL MOTTO OFFICIAL SONGS

169 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section XIII, Div. A DIVISION A MISSION STATEMENT Sweet Adelines International Corporation is a worldwide organization of women singers committed to advancing the musical art form of barbershop harmony through education and performances. XIII-A-1

170 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section XIII, Div. B DIVISION B OFFICIAL MOTTO The official motto of Sweet Adelines International Corporation is Harmonize the World. XIII-B-1

171 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section XIII, Div. C DIVISION C OFFICIAL SONGS The official songs of the International organization are Harmonize the World and How We Sang Today! XIII-C-1

172 SECTION XIV AMENDMENTS TO POLICY

173 Sweet Adelines International Corporation Policy Book Section XIV, Div. A Adopted 3/10/95 Rev. 10/95 DIVISION A AMENDMENTS TO POLICY 1. Governance policies as set forth in this document are superseded only by the Corporate Bylaws. 2. Policy may be rescinded, amended, or waived by a majority vote of the International Board of Directors. 3. When the Board is not in session, the International President has discretionary power to waive policy in matters of urgency, subject to ratification by the Board at its next meeting. XIV-A-1

174 SECTION XV PARLIAMENTARY AUTHORITY

175 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 Section XV, Div. A DIVISION A PARLIAMENTARY AUTHORITY The rules contained in Robert s Rules of Order, Newly Revised shall govern Sweet Adelines International Corporation in all cases to which they are applicable and in which they are not inconsistent with bylaws and policies, standing rules, or procedures that Sweet Adelines International Corporation may adopt. XV-A-1

176 APPENDICES

177 Sweet Adelines International Corporation Policy Book APPENDIX A Rev. 05/10 COMMITTEE AND INTERNATIONAL BOARD MASTER MEETING SCHEDULE The International Board of Directors agreed to implement this revised schedule beginning May 1, International Board of Directors Meetings (IBOD) March Annual 1 st weekend (2 days) Friday-Saturday June Summer 2 nd weekend (2 days) Friday-Saturday Midyear Saturday-Sunday preceding International Convention International Executive Committee/Annual Budget Meetings (EC) February 1 st Saturday The Overtone Society Management Committee (by teleconference as needed) YWIH Program Coordinators February 3 rd Saturday Membership Committee September 1 st Saturday YSF Management Committee May 3 rd Saturday Regional Leadership Committee (RLC) November 3 rd Saturday Education Direction Committee (EDC) January 2 nd weekend (2 days) Friday-Saturday August 3 rd weekend (2 days) Friday-Saturday International Judge Specialists (IJS) June 4 th weekend (3 days) Thursday-Saturday December 1 st weekend (2 days) Friday-Saturday Director Education Coordinators (DEC) August 1 st Saturday International Faculty Coordinators (IFC) September 3 rd Saturday International Music Arranger Program Coordinators (IMAP) November 2 nd Saturday International Education Events July 3 rd or 4 th week Note: The first weekend of the month as described by Sweet Adelines International Corporation includes Friday and Saturday, i.e., if the first of the month falls on Saturday, the first weekend would be the following weekend. Appendix A-1

178 Sweet Adelines International Corporation Policy Book APPENDIX A Rev. 03/10 APPENDIX A (Continued) CALENDAR JANUARY 2 nd weekend (2 days) Friday, Saturday Education Direction Committee FEBRUARY 1 st Saturday Saturday Executive Committee Budget Meeting 2 nd Saturday Saturday YWIH Program Coordinators MARCH 1 st weekend (2 days) Friday, Saturday International Board of Directors MAY 3 rd Saturday Saturday Young Singers Foundation Management Cmte. JUNE 2 nd weekend (2 days) Friday, Saturday International Board of Directors 4 th weekend (3 days) Thursday, Friday, Saturday Judge Specialists JULY 3 rd or 4 th week (3 days) Thursday, Friday, Saturday International Education Events AUGUST 3 rd weekend (2 days) Friday, Saturday Education Direction Committee 1 st Saturday Saturday Director Education Coordinators SEPTEMBER 1 st Saturday Saturday Membership Committee 3 rd Saturday Saturday International Faculty Coordinators OCTOBER Midyear Meeting (may Saturday, Sunday International Board of Directors occur Sept. - Nov.) NOVEMBER 2 nd Saturday Saturday IMAP Coordinators 3 rd Saturday Saturday Regional Leadership Coordinators DECEMBER 1 st weekend (2 days) Friday, Saturday Judge Specialists Note: The first weekend of the month as described by Sweet Adelines International Corporation includes Friday and Saturday, i.e., if the first of the month falls on Saturday, the first weekend would be the following weekend. Appendix A-2

179 Sweet Adelines International Corporation Policy Book Adopted 3/10/95 APPENDIX B CERTIFICATE OF INCORPORATION Appendix B-1