BYKOTA Gospel Music Association Bylaws
PREAMBLE
For the certain preservation of the principles of Southern Gospel Music, and to the end that this body may be governed in an orderly manner, we do establish and declare this Constitution and By-Laws.
NAME
This body shall be known as BYKOTA Gospel Music Ministries as chosen by original members of BYKOTA in January 1991. This name shall never be changed by decree of Leroy Lewis. BYKOTA means Be Ye Kind One To Another. Ephesians 4:32 Be ye kind one to another, tenderhearted, forgiving one another even as God for Christs sake hath forgiven you.
PURPOSE
To promote and produce Southern, Country, and Bluegrass Gospel music by:
Presenting the Gospel of the Lord Jesus Christ through gospel music
Preserving the heritage of traditional Southern gospel music
Enlisting singers solo, duets, trios, quartets and groups, along with individuals who may not sing or play but who love these types of gospel music and who want to be involved in helpful ways
Providing a platform (through BYKOTA concerts and functions) for each to present their talent and their profession of faith, through Gospel Music by writing and singing Gods wonderful message of love, grace and salvation.
BY-LAWS
ARTICLE I ORGANIZATION
Section I Officers
President may serve two terms of one year per term
Vice-President
Chaplain
Fellowship Chairman
Membership Chairman
Newsletter Editor
Publicity Chairman
Prayer Chairman
Secretary
Sunshine Chairman
Telephone one for Area Codes 214/972 and one for 817. Others may be added as deemed necessary by the body of members.
Treasurer
Youth Director
Officers may be added or removed as deemed necessary as the organization grows in membership.
Section II Board of Directors
The Board shall consist of the Lifetime Chairman Leroy Lewis, lifetime co-chairman Shawn Tate, along with 6 Directors to be elected from the body of BYKOTA membership. Elected Directors shall serve three-year terms, with expiring terms replaced each year by election of two new Directors to replace the two members whose term has expired. If the President is also an elected Board Member, he may serve in the full capacity as a regular Board Member.
Three year term 2 Directors
Two year term 2 Directors
One year term 2 Directors
Life time Leroy Lewis
Shawn S. Tate
As founder and chairman of the board, I, Leroy Lewis, reserve the right to name my successor, who will serve as the co-chairman of the board and in the same capacity as chairman in my absence and will take full leadership at my death or retirement or when I so desire. The co-chairman will work hand in hand with me in making decision for BYKOTA. I also reserve the right for myself and/or the co-chairman to man any officer position as we fill is necessary for the betterment of BYKOTA and with majority board approval.
1. Selection of Officers and Board of Directors
The Officers and Board of Directors of the organization shall be selected by vote of the membership. Officers and directors must be current members of the organization in good standing. The Board of Directors will elect their own speaker to Head the Board by majority vote of the board.
2. Time of Election
The members of the organization shall nominate candidates for officers and directors at the November business meeting. Ballots shall be sent out to the current membership and returned for final count by the December Christmas party. Results will be announced and new officers will take office in January.
3. Removal of Officers
Any officer or director elected by the membership of the Board of Directors may be removed at any time by the affirmative vote of the majority of the Board of Directors. Any officer or Board member that is absent for two or more business meetings without prior acknowledgement shall be removed from office by vote of the majority of the Board of Directors.
4. Vacancies
If any seat on the Board of Directors becomes vacant for any reason, the vacancy may be filled by the affirmative vote of the majority of the membership.
Section III Duties of Officers
President (May serve two consecutive terms of 1 year per term) The President shall be the chief officer of the organization. The president shall:
Preside at all meetings of the membership;
Present an annual report of the work of the organization at each annual meeting;
Be an ex-officio member of all committees;
See that all orders and resolutions of the board are carried into effect;
See all books, reports and certificates are required by law are properly kept or filed;
Vice-President The Vice-President shall,
In the absence or disability of the President, perform the duties and exercise the power of the President, and shall perform such other duties as the board of directors shall prescribe.
Appoint all committees, temporary or permanent
Line up guests singers/speakers for monthly business meetings and future events as needed.
In the event it is deemed necessary that the Vice-President take over the presidency, the Director of the Board shall presume the role of Vice-President.
Chaplain The Chaplain prays at our annual events, and shall contact members of BYKOTA, who are mentioned a the monthly meetings who are in need of prayer. Shall, at the request of the Vice President, lead the devotions at the monthly business meetings.
Fellowship Chairman The Fellowship Chairman shall be responsible for planning and promoting the monthly menu for business meetings and special events.
Membership Chairman The Membership Chairman shall introduce new members to the membership at each monthly business meeting; will find out why members didnt attend meetings and/or events if they were absent; contact the past due members to check the status of their membership. The Membership Chairman will also be responsible for membership records and maintaining the membership mailing list in coordination with the newsletter editor.
Newsletter Editor The Newsletter editor shall coordinate the monthly newsletter and maintain the current membership mailing list. The Newsletter editor shall reserve the right to place articles each month as purchased by the membership. Such as: poems, schedules of events, ads, business cards. Doctrinal statements will not be acceptable in BYKOTAs newsletter.
Publicity Chairman The Publicity Chairman shall be responsible for all forms of media, such as newspaper, radio, TV, and computer for advertisements of BYKOTA events and relevant newsworthy articles as approved by the Board of Directors.
Secretary The secretary shall
Record minutes of monthly business meetings, and present the minutes for approval at subsequent meetings
Keep the organizations minutes and full accounts in appropriate books
File any certificates or reports required by either federal or state statute
Attend to all correspondence of the organization
At the option of the Membership Chairman, he or she may assist in keeping membership records. The secretary, as needed, will assist with scheduling of singers at concerts and special events.
Sunshine Chairman The Sunshine chairman shall mail out cards to those who are hospitalized and as required by the board of directors.
Telephone Chairman (one for area code 214/972 and one for 817) others may be added as deemed necessary by the body of members) to call members residing within the applicable area code to remind them of regular meetings and special events.
Treasurer The treasurer shall
Receive and record all monies received as dues, love offerings and purchase of materials BYKOTA may offer for sale, etc
Be the official custodian of the organizations funds and securities
Be one of the officers that must sign checks and drafts of the organization
Disburse the funds of the organization as may be ordered by the board
Deposit all monies and other valuable effects in the name and to the credit of the organization a depository as shall be designated by the board
Bring to the attention of the board for approval any additional desired expenditure by membership
Provide the board with a monthly budget report prior to the monthly business meeting
Bank deposits will be made and monthly reports of money received and dispensed will be made at the monthly business meetings. Checks will be written on the BYKOTA bank account to compensate BYKOTA members for necessary expenses as pre-approved by BYKOTA, to pay Churches approved fees for use of the facilities, to purchase supplies as needed for the Convention and other activities, and any other expenses as voted on and approved by BYKOTA members.
Youth Director The Youth Director will be appointed as needed and with Board Approval and shall be responsible for youth meetings and special events.
ARTICLE II MEMBERSHIP
Section I Composition
This body shall be composed of persons who show a sincere love for and interest in Gospel Music as hereby defined: Southern Gospel, Country Gospel and Bluegrass Gospel. Such persons may participate by singing, playing, writing, promoting and listening. Any infractions by a member will be addressed by the Board of Directs first to resolve. If any further action is needed, such action will be taken by the majority vote of the membership.
Section II - Membership
1. Application for Membership
Persons desiring to become a member shall make formal application by receiving and completing an Application Form, and by presenting the application form along with applicable annual dues to an officer of BYOTA. Membership shall be renewed annually by payment of the dues. The month the application and dues are initially presented will determine the Annual Due Date. Any person or entity interested in the furtherance of gospel music, which makes application for membership agreeing to comply with conditions as may be prescribed by the Board of Directors, may become an active member of the organization. Membership automatically includes spouses of active members.
2. Annual Dues
Annual dues are currently $20.00. The dues amount may be changed by decision of the Board of Directors and approval of the BYKOTA members as shown by a majority vote.
3. Membership Standing
Members in good standing means dues are current. Members in good stating will receive a monthly Newsletter and occasionally other mail outs as deemed pertinent by the Board of Directors. Members in good standing are entitled to participate in the various concerts presented by BYKOTA throughout the year, as well as all other activities.
4. Grace Period for Payment of Annual Dues
Annual dues must be paid within a 3 month grace period following the Annual Due Date. If dues are more than 3 months delinquent the members will be dropped form all routine mailing lists. After 3 months, a new application will be required and a new Annual Due date will be established.
Section III Duties
Members are expected to be faithful in activities promoted by BYKOTA and active in efforts to enlarge the scope of promoting and performing Southern, Country and Bluegrass Gospel music.
Members are to attend a church that presents the gospel of Jesus Christ regularly.
Section IV Rights
All members who are in good standing may act and perform in the transactions of this organization and may be nominated/elected to officer positions.
ARTICLE III MEETINGS AND OTHER SCHEDULED ACTIVITIES
Section I Regular Business Meetings
Monthly business meetings are to be held in Churches. The date will be the first Monday of each month. Occasionally the first Monday will fall on a holiday, and when this occurs, the meeting may be moved forward one week.
Section II Special Business Meetings
Special business meetings of the organization may be called by the president or Board member on seven days notice to each board member, either personally, by mail or by fax. Such notice shall state the reason(s) for the special meeting. The president shall, by the request of the majority of the Board of Directors, or ten percent of the membership, cause a special meeting to be called.
Section III Quorum
At all meetings, the presence of four board members shall constitute a quorum and shall be necessary to conduct the business of the organization, and the act of the majority of board members present at any meeting at which there is a quorum shall be the act of the Board, unless otherwise specifically provided by these bylaws. If a quorum is not present at any time during the meeting, the board members present at that time may recess the meeting without notice other than announcement at that meeting, until a quorum is present.
Section IV Scheduled Concerts and Other Activities
The location of concerts will be decided upon at least two months prior to the concert date and will be churches BYKOTA is invited to use. Convention banquet and concert facilities must be determined and reserved several months prior to October. Locations may be suggested by the members. Final decision will be the responsibility of the Board. The Board of Directors will determine the location of the Fun Day Picnic held each May. Annual convention will always be held in a church and will never include awards for any category or action. Convention breakfast and banquet will always be provided free of charge. Annual scheduled events are:
Winter Jamboree 4th Saturday in January
Spring Fling 4th Saturday in March
Fun Day Picnic 4th Saturday in May
Summer Jamboree 4th Saturday in August
Convention 2nd Friday and Saturday in October Always in a church
Christmas Party 1st Monday in December (replaces monthly business meeting)
ARTICLE IV COMMITTEES
All committees of the organization shall be appointed by the Vice-President. The decisions and recommendations of all committees shall be subject to ratification by the Board.
ARTICLE V VOTING
At all meetings, voting may be by written ballot or show of hands, with the exception of board member final voting which shall be by written ballot. Voting of the membership may be conducted by mail when approved by a majority of the Board of Directors. There shall not appear any place on any written ballot any mark or marking that might tend to indicate the person who cast such ballot.
ARTICLE VI AMENDMENTS
This Constitution and By-Laws may be amended in whole or part by a two-thirds (2/3) majority vote of members present and voting at a regular business meeting. Notice and explanation of such proposed changes shall be given at the previous regular business meeting.