CONSTITUTION (1993, revised 2007)

Article I —Name
This organization shall be known as the American Choral Directors Association of Minnesota.

Article II — Purposes
1. To foster and promote choral singing which will provide artistic, cultural, and spiritual experiences for the participants.
2. To foster and promote the finest types of choral music to make these experiences possible.
3. To foster and encourage rehearsal procedures conducive to attaining the highest possible level of musicianship and artistic performance.
4. To foster and promote the organization and development of choral groups of all types in schools and colleges.
5. To foster and promote the development of choral music in the church and synagogue.
6. To foster and promote the organization and development of choral societies in cities and communities.
7. To foster and promote understanding of choral music as an important medium of contemporary artistic expression.
8. To foster and promote significant research in the field of choral music.
9. To foster and encourage choral composition of superior quality.
10. To cooperate with all organizations dedicated to the development of musical culture in America.
11. To foster and promote international exchange programs involving performing groups, conductors, and composers.
12. To disseminate professional news and information about choral music. Back to top

Article III —Membership
1. There shall be eight membership classifications, as defined in the national Bylaws, Article I: 1) Active, 2) Associate,
3) Student, 4) Retired, 5) Institutional, 6) Industry, 7) Paid Life, 8) Paying Life

2. Membership eligibility, methods of admission, privileges, tenure, and dues shall be as prescribed in
the Bylaws of the national Association. Back to top

Article IV —Government
1. The legislative powers of this organization shall be vested in the voting membership and in the State Board of Directors. The State Board shall have the general powers of administration of the affairs of the Association, with authority to submit and enact legislation.
2. The State Board shall consist of the elected and appointed officers as described in the Bylaws, Article II, Section A.
3. The fiscal year will be from July 1 to June 30.
4. The parliamentary principles set forth in Roberts Rules of Order shall govern in all cases not covered by the Constitution and Bylaws. Back to top

Article V — Elections
1. Nominations
Candidates for state offices shall be nominated by a committee consisting of the current President, the Vice-President, and the most recent available past Vice-President, with the current Vice-President serving as the Chair. Responsibility for conducting the elections shall be assumed by this committee. The nominating committee shall meet annually and submit a written slate of candidates for approval at the January board meeting. The slate shall be published in the Winter issue of the newsletter, and the election results printed in the next issue.
2. Elections
The members of the State Board shall be elected for a term of two years, according to the following schedule: Odd Numbered Years: President-Elect, Chairs of the Northeast, Southwest, and Metro-West Districts Even Numbered Years: Secretary, Chairs of Northwest, Southeast and Metro-East Districts Those elected shall assume office on the following
July 1. Back to top

Article VI — Amendments
1. The constitution may be amended by a simple majority of the members voting.
2. Voting on amendments shall be by mail, online,or at the annual state convention with each active, life, and retired member allowed one vote. Back to top

BYLAWS

Article I — Membership and Dues
The payment of dues for membership in the American Choral Directors Association of Minnesota automatically provides membership in the American Choral Directors.
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Article II — Government
The State Board is the legislative and policy-making body, and shall consist of fifteen members (of which ten are elected
and five appointed). The members are the President, President-Elect, Vice-President, Secretary, Executive Secretary,
Financial Chair, Newsletter Editors, Newsletter Advertising Chair, Membership Chair, and the six District Chairpersons. All
are voting members. The executive committee shall consist of the President, President-Elect, Vice-President, Secretary,
and Financial Chair.

Section A — The Duties of the Officers

1. The President (elected) …

a. shall be chief executive.
b. shall preside at all meetings of the state board of directors.
c. shall be empowered to make temporary rulings in emergency situations and to make ex-officio appointments.
d. shall be responsible for the annual state convention.
e. shall acquaint the President-Elect with the responsibilities of the office of President.
f. shall attend all division and national conventions.
g. shall appoint a Bylaws review committee the second year of his/her term.

2. The President-elect (elected — odd years) …

a. shall become familiar with all the functions of the organization and duties of the President.
b. shall perform the duties of the President in the event of that person's absence or inability to serve.
c. shall serve as Program Chair for the annual state convention.

3. The Vice-President (elected) …

a. shall automatically succeed to this office for two years following his/her term as President.
b. shall attend the board meetings as a voting member and shall serve as advisor to the board in all ACDA matters during his/her term.
c. shall be responsible for coordinating the summer Dialogue.
d. shall sit on the editorial board of the Star of the North Press.

4. The Secretary (elected — even years) …

a. shall keep the minutes and records of the association.
b. shall send the minutes to all board members within 30 days after each board meeting.

5. The Financial Chair (appointed) …

a. shall be responsible for the financial transactions of the association and maintain accurate financial records which will be approved by the board at each meeting.
b. shall make an annual report to the board at the June meeting.
c. shall make arrangements to have the books examined annually, and audited as required by the IRS.
d. shall provide budgets and reports to the national organization as required.

6. The Newsletter Editor (appointed) …

a. shall collect and disseminate information in accordance with Article V, Section B.
b. shall make recommendations to the board concerning necessary newsletter staff assistants, and nominate appropriate persons for positions: e.g., Associate Editor, Advertising Chair.
c. shall represent the newsletter staff at all meetings of the board.
d. shall sit on the editorial board of the Star of the North Press.

7. The District Chairs (6 elected) …

a. shall attend all state board meetings.
b. shall actively promote and coordinate ACDA activities within their respective districts, encouraging memberships and participation.
c. shall provide the newsletter editor with information of activities in their districts.
d. shall act as liaisons between the board and the general membership in their respective districts.

8. The Membership Chair (appointed) …

a. shall encourage and promote new and continuing membership.
b. shall receive and record memberships and forward them to the national office.
c. shall provide up-to-date lists of state membership for the President, President-Elect, Secretary, Treasurer, and District Chairs.

9. Newsletter Advertising Chair (appointed) …

a. shall seek to solicit advertising to produce income equivalent to 50% of the publication costs.
b. shall procure advertising for the convention program and other publications as deemed necessary by the board.

10. Executive Secretary (appointed) ...

a. shall work with the President, President-Elect, and Vice-President respectively to negotiate and contract for site rental, hotels, musicians, clinicians, and headliners for the state convention, Dialogue, and other activities sponsored by the organization.
b. shall work with President, President-Elect, and Vice-President respectively to arrange for any and all staffing of the state convention, Dialogue and other activities sponsored by the organization.
c. shall arrange for printing of all programs, publicity brochures, stationary, certificates of recognition, plaques, etc. as needed for the state convention, Dialogue and similar activities sponsored by the organization.
d. shall work with the Star of the North editor to insure timely and accurate printing and distribution.
e. shall work with the President and Financial Chair to create and oversee the annual budget.
f. shall be responsible for any communication and/or mailings that must go out to the state membership or members of the Executive Board. This may include reminders of deadlines, board meeting agendas, minutes from board meetings, etc.
g. with the Vice-President, shall oversee the election process.
h. shall oversee the award nominations process and scholarship applications.
i. shall order, store, and keep inventory of state organization materials and supplies.

Section B — Meetings

The State Board shall meet no less than two or not more than three times annually — in August, January, and June. An additional meeting may be held at the state convention.

Section C — Committees

1. Choral Repertoire and Standards Chairs (appointed)

a. Boychoirs
b. Children's Choirs
c. College and University Choirs
d. Community Choirs
e. Ethnic & Multicultural Perspectives
f. Junior High/Middle School Choirs
g. Male Choirs
h. Music in Worship
i. Senior High Choirs
j. Show Choirs
k. Two Year College Choirs
l. Vocal Jazz
m. Women's Choirs
n. Youth and Student Activities

Each Repertoire and Standards Area Chair …

i. shall advise the board and convention planners regarding the types of activities and sessions of interest to their respective areas.
ii. shall encourage and promote membership among directors in their respective areas.
iii. shall work with the North Central Chair of each respective committee in carrying out the duties
as specified by the National Standing Committee on Choral Repertoire and Standards.
iv. shall prepare an annual report on the status of their area and present it to the Division R & S chair and the state president.
v. shall annually prepare a Pick Six repertoire list and write an article for publication in the Star of the North.
vi. shall select and present music in their respective areas for Dialogue reading sessions.

2. Other Committees and Positions

At the recommendation of the state board, the president shall be empowered to appoint ad hoc positions. Appointees shall maintain communication with the president and executive secretary and give a report at a state board meeting annually. Regular attendance at board meetings will not be required. These positions may include but are not limited to
i. Historian
ii. Web manager
iii. Registrar
iv. Honor Choir Coordinator Back to top

Article III — Election Procedures
Section A — Voting
The President-elect and the Secretary shall be elected by the total state membership by means of a first-class mailed ballot. The district chairs shall be elected by members of their respective districts and the election shall be by first-class mailed ballot.

Section B — Vacancies in Office
In case of a vacancy in any office during the elective term, the President shall be empowered to fill the vacancy by appointment until the term of office expires. Back to top

Article IV — Districts
The state shall be divided into six geographic districts as follows:

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Article V — Activities of the Association
Section A — State Convention
ACDA of Minnesota will hold an annual state convention on the weekend before Thanksgiving. The convention will not be held in any fiscal year in which Minnesota would host a division or national convention. The convention fees will be set annually by the State Board.

Section B — Dialogue
ACDA of Minnesota will sponsor an annual summer Dialogue in conjunction with the MMEA All-State Choir Camp. The Dialogue fees will be set annually by the State Board.

Section C — Newsletter
The official publication of ACDA of Minnesota will be the Star of the North, which shall be published during the months of October, February and May. News deadlines will be September 1st for the Convention issue, January 1st for the Winter issue, and March 15th for the Spring issue.
The president shall be empowered to eliminate publication of an issue or to add an issue.

Section D — Star of the North Press
The Star of the North Press, the publishing branch of ACDA of Minnesota, shall make available in published form scholarly works, pedagogical materials, and music or musical materials deemed appropriate by the editorial board.
The editorial board for the Star of the North Press shall consist of the editor of the Star of the North, the state Vice-President, a third member appointed from the State Board, and two members appointed at large.

Section E — Annual Awards Program
Four distinguished awards for outstanding contributions to choral music in Minnesota are presented annually at the ACDA of Minnesota state convention each November. The award titles are: F. Melius Christiansen Award; the Minnesota Choral Director of the Year; and the Outstanding Young Choral Director Award, and the VocalEssence Award for Creative Programming. Recipients of these awards are seleted by a secret ballot at a regular scheduled meeting of the state board. The board reserves the right to withhold conference of any award in any given year.

Award qualifications are as follows:

1. F. Melius Christiansen Award (established in 1973)

a. Lifelong conducting experience providing outstanding contributions and distinguished service to choral music in Minnesota.
b. Significant and noteworthy accomplishments that embody the distinction and significance of the name “F. Melius Christiansen,” founder and director of the St. Olaf Choir.

Explanatory Notes:
The name of F. Melius Christiansen was selected as being most appropriate in giving distinction and significance to the award, since it exemplifies the qualities and accomplishments for which the award will stand. The award was set up in 1973 with the approval of the Christiansen family. The plaque was designed by Jostens, and is manufactured by them upon request.

2. Minnesota Choral Director of the Year (established in 1988)

a. Nine or more years of conducting experience
b. Establishment of high performance and literature standards
c. Promotion of choral music in the community
d. Consistent ACDA membership
e. Attends and supports ACDA functions and state-wide activities
f. Contributes to ACDA through work in district, state regional or national conventions, committees, etc.

3. Outstanding Young Choral Director Award (established in 1988)

a. Eight years or less conducting experience
b. Establishment of high performance and literature standards
c. Promotion of choral music in the community
d. Consistent ACDA membership
e. Attends and supports ACDA functions and state-wide activities

4. VocalEssence Award for Creative Programming (established in 1996)
a. The purpose for this award is to uphold high standards of excellence in repertoire selection, to acknowledge and reward creativity in performing choral music concerts, and to affirm the importance of quality secondary and undergraduate choral training throughout the State of Minnesota.
b. The award will be presented annually through ACDA of Minnesota to a non-professional choral organization in the state of Minnesota. Award selection will be made by a review committee determined by Philip Brunelle. The decisions of the review committee will be final. A cash award will be given to the winning director.
c. There will be two categories of entrants alternating even/odd years. In even years the category will be College and University/Community Choruses, and in odd years Middle/Junior High School and High School.

5. Awards Nominating Procedures

a. Nominations can be made by any member of the state organization.
b. Nomination forms are published annually in the Handbook/Directory and the Star of the North newsletter.
c. Nominators will be asked to assist the board by providing evidence of the nominee’s qualifications for the award and in obtaining biographical information.

Section F - Endowment Fund
Established in 1996, the F. Melius Christiansen Endowment Fund has two goals.
1) Fund a program of scholarships and grants to assist the training of choral directors at all levels.
2) Assist in funding the position of executive secretary.

The organization shall sponsor other activities and festivals in support of its purposes. Back to top

Article VI — Amendments
The Bylaws may be amended by a simple majority of the membership voting. Voting shall be at the annual state convention or by mail, with each active, life, and retired member allowed one vote.

POLICIES

Electronic and Internet Services (revised 2004):

• Electronic Advertising for Concerts
  Advertising of concerts can be done on the ACDA-MN email list for a fee of $20 per announcement. The fee is payable in advance. Make check payable to ACDA-MN and send to Wayne Kivell, 1003 Maple St., Northfield MN 55057.
  Likewise, concert announcements can be put on the ACDA-MN web site for a fee of $20 per announcement. The fee is payable in advance. Make check payable to ACDA-MN and send to Wayne Kivell, 1003 Maple St., Northfield MN 55057.
  The web site will be updated at least once a week or as needed.
  A $40 fee is required if both of the above advertising methods are desired.
  For electronic advertising, contact the Executive Secretary. Back to top

• Labels
  Member mailing labels may be purchased for one-time use at a cost of $40. These labels can be provided in hard copy or electronically. The fee is payable in advance. Make check payable to ACDA-MN. For labels, contact the membership chair. Back to top

• Notices of Position Openings
  As a service to its members, ACDA-MN will send to the membership, via email, notices of position openings in the choral/vocal field. Openings may also be posted on our web site. There will be no charge for this service.
  
  All positions to be advertised by ACDA must contain at least some responsibilities in the area of choral conducting or voice work. Positions in non-choral areas will be considered as paid advertising (see rates above). Back to top

• Notices to Borrow Music
  ACDA-MN will send to the membership, via email, requests to borrow out-of print music.
  
  ACDA-MN will not send requests to borrow in-print music for the following reasons.
  1) Borrowing takes business away from our industry members (music retailers, publishers, composers).
  2) ACDA-MN is not in the business of serving as a lending library.
  
  ACDA-MN does not discourage individual directors from borrowing music from other directors or choirs on their own.
  Back to top

• Notices for Auditions
  ACDA-MN will send, via email, without charge, one audition notice for member professional/community choirs per academic year. Subsequent notices may be sent at the usual rate of $20 prepaid. (See concert announcements) Back to top

Expense Reimbursements for Executive Officers (June 2003)
ACDA-MN will pay travel, shared room, and registration expenses for the President and President-Elect to attend national conventions, division conventions, and division meetings. These officers should at all times request funds from their employing institutions, in which case ACDA-MN will cover any of the above expenses not paid for by the employing institutions or the the national or divisional treasuries. Back to top

Registration Waivers (Revised August 2006)
Registration waivers for Dialogue:
President, President-Elect, Vice-President, Treasurer, Executive Secretary,
Registrar, Site Host, Director of Director's Chorus

Registration waivers for State Convention:
President, President-Elect, Vice-President, Treasurer, Executive Secretary,
Registrar, Site Host

[The following statement is to be sent to all presenters: We are pleased that you will be a presenter at (Dialogue/State Convention). Please be aware that if you decide to attend other sessions of the conference you will be expected to register.] (Suggested addition 2006) Back to top

Limitation on Convention Appearances(2001)
It shall be the perogative of the convention program chair to limit consecutive or frequent appearances by choirs/directors at state conventions in favor of choir/directors who have appeared less frequently. Back to top

Honor Choir Audition Limits(January 2006)
Due to the high volume of auditions that ACDA of Minnesota receives every year, each director is asked to limit the number of student applications which they submit for each choir as stated below. Please only submit auditions to the judges that you believe may be honor choir quality. Please note, entry limits are per institution, not per school district. An institution is regarded as one school building, church or synagogue, private studio, or other regional and city choral ensembles. The entry limits are as follows:
Elementary Honor Choir: Limit of 15 from each institution
Anacrusis Boys Honor Choir: Limit of 10 from each institution
Anacrusis Girls Honor Choir: Limit of 10 from each institution
9th and 10th Grade Honor Choir: Limit of 20 from each institution with no
more than 10 on any one voice part Back to top

Repertoire & Standards Chairs' Attendance at Board Meetings(August 2003)
Repertoire & Standards chairs will attend two board meetings each year. January board meeting (to help with ideas for Dialogue & Convention) Thursday evening of Dialogue week - meet with President, President-elect, Vice President, Star of the North Editor, Executive Secretary and any other board members who can be present to outline responsibilities and process.
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Honor Choir Director Reimbursement(Revised 2005)
Honorariums will be paid to the conductor or accompanist following guidelines adopted by the ACDA-MN board. These guidelines are in direct compliance with those suggested by the national ACDA office and will apply to honor choirs at all levels of performance. An honor choir director will be paid: $250 for any session up to three hours in length, $375 for any session from three to five hours, and $500 for a session from five to eight hours long.

An accompanist will be paid: $125 for any session up to three hours in length, $187 for any session from three to five hours, and $250 for a session from five to eight hours long. In addition, the following expenses will be covered:
€ Travel expenses (if over 25 miles) from the location of residence to the Minnesota site of service. € Lodging at the designated event hotel. € A per diem for meals of up to $40. Back to top

Privacy Policy (January 2003)
PLEASE NOTE: All information contained in publications of ACDA of Minnesota is copyright protected. This includes (but is not limited to) addresses both physical and electronic published in the Star of the North, the Membership
Directory and on the website (http://www.acda-mn.org).

Any communications used via addresses obtained in published information is restricted to professional or personal use only. Commercial use of ACDA member addresses is strictly prohibited. This includes product promotion, cold calls and "spamming" (sending unsolicited emails).

Organizations may rent the use of member postal addresses for professional announcements (workshops, concerts, etc.) Organizations renting the list agree a onetime-use basis only. The email list may also be utilized, but only through the Executive Secretary. No emails will be released to non-members.

The email addresses of ACDA of Minnesota Leadership that appear on the website are for communications regarding ACDA of Minnesota only. Commercial use, including "spamming" is prohibited. Back to top

Inititation of ACDA of Minnesota-sponsored Choral Activity (1998)
Choral directors throughout the state often see the need to create a choral activity or function that will fill a void or enhance the art. Sponsorship by the American Choral Directors Association of Minnesota can be beneficial in the initiation of such an activity. This form must be submitted in order for ACDA of MN to consider sponsorship.

A. Mission Statement
B. Describe the Activity: Explain the need for the event and reasons for optimism of success of event.
C. Submit a Detailed Budget
1) Income sources
2) Expenses (Examples: clinician fees and expenses, printing of mailers and program, phone calls, postage)

ACDA sponsored activities receive:
1) ACDA name and logo for mailings and program
2) Advertising in the Star of the North newsletter up to 1/5 of a page
3) Mailing labels and stationery
4) Information resources: ideas for organization and implementation

Submit to your district chair (see Star of the North or the ACDA of MN Directory) for presentation to the state president and executive board.

AWARDS POLICY (2007)

Members currently serving on the state ACDA board are not eligible to
receive one of the annual awards presented by the organization (F.
Melius Christiansen Award, Choral Director of the Year Award, Young
Choral Director of the Year Award).

Likewise, current members of the FMC Endowment Committee are not
eligible to receive scholarships provided by the endowment fund.

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