Virginia Federation of Music Clubs
Standing Rules & Procedures
The Virginia Federation of Music Clubs (VFMC) shall hold its Annual Convention in a location to be determined by the hosting District, with the approval of the President. (August 2019)
The Board of Directors shall meet annually at the VFMC Convention and/or at the call of the President. All Fall Board Meetings shall be held virtually. (April 2023)
The VFMC Mary Smart Final Competition, Junior Division, shall be held annually. At the discretion of the President, the Third Vice President (Junior Counselor), and the Chair of the Competition, it may be held in conjunction with the Annual State Convention, or at a time, date and location determined by the President, the Third Vice President, and the Competition Chairman. (April 2002)
Senior Club dues are due no later than a postmark deadline of October 20th. A $25.00 late fee will be assessed after October 20th. If dues are not paid by November 14th, the club shall not be entitled to vote at the Annual Convention. If dues are not paid by the end of the fiscal year (Article IX, Section 2), clubs shall forfeit membership and be dropped from the roll. Any club joining VFMC after March 1st shall pay dues at that time which will be credited for the following year. (August 2016)
Senior Individual Member dues are due no later than a postmark deadline of October 20th. A $25.00 late fee will be assessed after October 20th. If dues are not paid by the postmark deadline of November 14th, participating clubs/counselors are INELIGIBLE to participate in Festival. (April 2018)
Junior Club Counselor dues are due no later than the postmark deadline of October 20th. A $25.00 late fee will be assessed after October 20th. If dues are not paid by the postmark deadline of November 14th, participating clubs/counselors are INELIGIBLE to participate in Festival. (April 2018)
Student Individual Member dues must be paid by the postmark deadline of November 14th in order to participate in Student Auditions. (August 2016)
Membership dues/fees shall be paid to the State Treasurer, who shall forward National dues/fees to the National Treasurer. All deadlines/fines shall be recommended by the State Finance Committee and approved by the Board of Directors. All state fees, fines and deadlines shall be set in compliance with National guidelines, and administered by the VFMC Treasurer. (June 2005)
Dues classifications/fees for Senior Division, Student Division and Junior Division shall be determined in accordance with National and State guidelines, and administered by the VFMC Treasurer. (June 2005)
a. Finance Committee recommends the honorarium amounts for the VFMC President, Representative to the National Board, and National Board Member(s)-at-Large be approved on a biennial basis and paid after attendance at an NFMC Convention/Conference.
b. No member can receive more than one VFMC honorarium.
Members with NFMC travel allocations are ineligible for VFMC honoraria. (April 2023)
The Recording Secretary shall send a draft of the complete minutes to each member of the Reading Committee for approval before the final draft is prepared for distribution and/or publication on the VFMC website. Following receipt, the reading committee shall then have a one-week time-frame in which to read and return them via email with any recommended corrections. (August 2019)
Standing Rules may be adopted/rescinded/amended by a majority vote at any business meeting without previous notice. (August 2019)
A minimum of two entries are required for any VFMC Award Competitions. (June 2021)
Any expenditure exceeding budgeted amount must be approved by the President, Treasurer, and Finance Chairman. (June 2021)
Maintain financial and secretarial files for seven years to comply with IRS requirements. (Sept. 2021)
All VFMC events will be conducted under the VFMC Code of Conduct policy which is posted on the VFMC website (November 2023)