Standing Rules & Procedures

  1. The Virginia Federation of Music Clubs (VFMC) shall hold its Annual Convention in a location to be determined by the Executive Board, with the approval of the Board of Directors. (April 2002)
  2. The Board of Directors shall meet twice annually, once prior to the Annual Convention and again, at the Call of the President, prior to December 1. The Board of Directors shall determine the time, date and location. (April 2002)
  3. 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 Chairman 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)
  4. 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)
  5. 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, said clubs/counselors are INELIGIBLE to participate in Festival. (August 2016)
  6. 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, said clubs/counselors are INELIGIBLE to participate in Festival. (August 2016)
  7. Student Individual Member dues must be paid by the postmark deadline of November 14th in order to participate in Student Auditions. (August 2016)
  8. 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)
  9. 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)
  10. Finance Committee recommends that honorarium amounts for the Virginia Representative to the National Board, and to the National Board Member(s)-at-Large, be approved on an annual basis. (August 2016)