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The Southwestern region
of the american music therapy association

SWAMTA Bylaws

 


(Revised - Approved April 2, 2016)

 

ARTICLE I. Name and Composition


Section 1. The name of the organization shall be the Southwestern Region, American Music

Therapy Association, Inc., herein after referred to as the Region or SWAMTA.


Section 2. The Region exists as an auxiliary organization within the structure of the

American Music Therapy Association, Inc., herein after referred to as the AMTA

or the National.


Section 3. The Region will conduct its programs and activities in a nondiscriminatory

manner with equal opportunity being given to all, regardless of race, religion,

gender identity, sex, sexual orientation, disability, age, veteran status, ethnicity,

national origin, or socioeconomic status.


Section 4. This document does not supersede the bylaws adopted by the AMTA.


ARTICLE II. Purpose and Goals


Section 1. The purpose of the Region is consistent with that of AMTA: To advance music

therapy and to increase access to quality music therapy services (AMTA Bylaws,

Art II, Sec. 1).


Section 2. The goals of the Region shall be:


a. to provide professional development opportunities for music therapists

b. to participate in the operation of the AMTA through representation on

committees and the Assembly of Delegates

c. to further an awareness and acceptance of music therapy as a viable health

profession through job development, public relations activities and local

and state legislative action

d. to promote communication among members through Regional

publications


ARTICLE III. Membership


Section 1. Membership categories in the Region shall correspond to those approved by the

AMTA. Regional members of SWAMTA shall include those members of AMTA

who are residents of New Mexico, Oklahoma or Texas.


Section 2. Professional membership will provide the privilege of participation in the

activities of the Region, the right to vote, the right to hold office, and the right to

receive the newsletter and other communications of the Region.


Section 3. Associate membership will provide the right to participate in meetings of the

Region and to receive the newsletter and other communications of the Region.

Associate membership does not include the right to vote or hold office.


Section 4. Student membership shall provide the right to participate in meetings and

programs of the Region, the right to receive newsletters and other

communications of the Region, and the right to a 1/3 vote.


Section 5. Retired professional membership shall provide the same rights and privileges as

those for Professional membership. This membership status will be available as

long remains eligible by meeting the standards for this category established by

AMTA.


Section 6. Inactive membership will provide the privileges of participation in the activities

of the Region and the right to receive selected publications, but not the right to

vote or hold office.


Section 7. Regional Honorary Life membership may be conferred upon any person living

within the boundaries of the Region and shall recognize distinguished service in

the field of music therapy. This membership is conferred by the approval of the

Board of Directors. Regional Honorary Life members who qualify for

professional membership shall have all rights and privileges of such membership

without the payment of Regional annual dues. Regional Honorary Life

membership may be conferred upon a maximum of two (2) persons in any one

membership year.


Section 8. Membership classes in AMTA not listed herein shall be accorded the right to

participate in Regional activities, and receive selected publications.


Section 9. The membership year will coincide with that of the AMTA. The fiscal year shall

be determined by the Regional Board of Directors.


Section 10. Dues for all membership categories will be established annually by the AMTA

Board of Directors, with the approval of the AMTA Assembly of Delegates

(AMTA Bylaws, Art III, Sec. 4).


Section 11. Rights and privileges of membership will be restricted to those who are in good

financial standing with the Region.


ARTICLE IV. Officers


Section 1. The officers of the Region will be elective and appointive.


Section 2. The elective officers of the Region will be President, President-Elect, Immediate

Past President, Vice-President, Vice-President-Elect and Secretary. The President-Elect is elected to

serve two (2) years as President-Elect, two (2) years as President and two (2)

                        years as Immediate Past President. The Vice-President-Elect is elected to serve two (2) years as Vice-

                        President-Elect and two (2) years as Vice President. 


Section 3. The appointive officers of the Region will be Treasurer, Editor, Website Administrator, Publicity

Coordinator, and Parliamentarian. They will serve for a term of two (2)

years, or until the next election, at the pleasure of the President and the Board of

Directors. These officers may be held over from the tenure of one President to the

next but must be reappointed by the incoming President and approved by the

incoming Board of Directors.


Section 4. No elective officer will succeed himself or herself in office, but may be reelected

to that office after an intervening period of no fewer than four (4) years.


Section 5. The President will a) preside at meetings of the Region; b) call and preside at

meetings of the Board of Directors; c) appoint, with approval of the Board of

Directors, Regional officers, Chairpersons of standing committees, Regional

representatives to AMTA committees and Boards, and members of the Regional

Financial Advisory and Historical Committee; d) attend Regional Presidents’

meetings at National Conferences; e) maintain communication with and serve as

liaison between the Region and AMTA; f) approve all requests for reimbursement

or advancement of funds, g) submit annual reports to the membership at the

Regional and National Conferences, h) maintain a monthly log of business

conducted for two (2) years for information and study by the President-Elect, i)

hold ex officio membership on all committees, and j) perform other duties as

required. A vacancy in the office of President will be filled by the President-

Elect. In the event that the office of President-Elect is also vacant, the vacancy in

the Presidency will be filled by the Immediate Past President.


Section 6. The President-Elect will a) assist the President as requested; b) prepare to take

over the responsibilities of the Presidency by studying the duties of the President

through quarterly conferences with the President and review of the President’s

log; c) assume all duties of the President in case of resignation or absence of the

President; d) serve as membership chairperson and compile a Regional

membership directory in the spring of even numbered years; e) study the Bylaws

and related literature for the purpose of proposing revisions to these documents

where such revisions are necessary to keep the documents current and responsive

to the purposes and goals of the Region; f) submit reports to the membership or

Board of Directors upon request of the President; g) serve as representative to the

Assembly of Delegates; h) assume responsibility for mailing election ballots to

the membership within 14 days following the Regional Conference during oddnumbered

years and selecting one other member of the region not running for

office to assist with counting ballots; and i) perform any other duties as may be

assigned by the President or the Board of Directors. A vacancy in the office of

President-Elect occurring prior to or at the first Regional conference in the term

will be filled by a specially called election of the membership. Should the vacancy

occur after the first Regional conference of the term, the office will remain vacant

until the next regular election at which time the membership elects both a

President and a President -Elect.


Section 7. The Immediate Past President will a) assist the President as requested providing

continuity in the administration of the Region, b) chair the Nominating

Committee c) preside in the absence of the President and President Elect d)

succeed the Presidency in the case of disability or resignation of the President and

President Elect. A vacancy in this office will be filled by presidential appointment with approval 

of the Board of Directors. Priority consideration will be given to

former Presidents.


Section 8. The Vice President will: a.) serve as program chairperson for the Annual Regional

Conference and i.) perform all duties and responsibilities as outlined in the

Conference Planning Book, ii) appoint a local ad hoc committee to carry out

conference preparation and assist the committee as needed, iii.) maintain the

master Conference Planning Book, updating in accordance with the guidelines

outline in the book, iv.) on behalf of the Region, assume responsibility for and

sign the contract with the hotel in accordance with the guidelines outlined in the

Conference Planning Book, b.) fulfill other duties as assigned by the President or

the Board of Directors; c.) submit reports to the membership or Board of

Directors upon request of the President; and d.) preside at meetings in the absence

of the President, President-Elect, and Immediate Past President. A vacancy in the office

of the Vice President will be filled by the Vice-President-Elect.


Section 9. The Vice-President-Elect will assist the Vice President as requested, study the

duties of the Vice President in anticipation of assuming the responsibilities of the

Vice Presidency, and assume all duties of the Vice President in case of

resignation, disability, or absence of the Vice President. A vacancy in the office of

the Vice-President-Elect that occurs prior to or at the time of the first annual

conference in the term is filled by a special election of the membership through

the election process described in the Bylaws. A vacancy in the office of the Vice-President-

Elect that occurs after the time of the first Regional conference will remain vacant until the

next general election. 


Section 10. The Secretary will: a) record the minutes of all business meetings of the Region and the Board 

of Directors; b) send copies of the minutes to all Board of Directors members within 30 days of 

each meeting; c) publish minutes in draft-summary-of-motions format in subsequent issues of 

the regional newsletter, and d) maintain a rank order listing of Alternate

Delegates to the AMTA Assembly of Delegates. A vacancy in the office of the Secretary will be

filled by Presidential appointment and approved by the Board of Directors.


Section 11. The Treasurer will: a) pay all bills authorized by the President and/or Board of

Directors; b) keep an itemized account of all receipts and disbursements, to be

published annually in the Regional Newsletter; c) provide regular financial reports

to the Board of Directors; d) present a written financial report to the membership

at the Annual Regional Conference; e) chair the Regional Financial Advisory

Committee; and submit financial records for audit upon request of the Board of

Directors. 


Section 12. The Editor will: a) edit and supervise the publication of the Regional newsletter;

b) chair the Editorial Committee for the Regional newsletter; and c) submit

reports to the membership or Board of Directors upon request of the President.


Section 13. The Website Administrator will: a) Supervise and maintain the website for the region; b)

Receive, edit and post submissions to the website from regional members and

board members; c) Submit reports to the membership and Board of Directors

upon the request of the President; d) Be responsible for the online registration of

regional conference.


Section 14. The Publicity Coordinator will: a) Establish and maintain social media

networking on behalf of the region; b) Establish and maintain contact with

companies, universities and organizations who may have an interest in advertising

within regional publications and on the website; c) Communicate with the

Website Administrator and Editor for the regional conference as needed to establish

advertising opportunities.


Section 15. The Parliamentarian will: a) maintain updated knowledge of Robert’s Rules of

Order, the Regional Bylaws and related literature; and b) serve as Parliamentarian

for all Board of Directors and Regional business meetings to assure that all

parliamentary procedures are observed.


Section 16. Should a vacancy occur in an elective position, other than President or President-

Elect, a special election will be held at the next annual Regional Business meeting

through the election process described in the Bylaws. The President with the

Approval of the Board of Directors will fill vacancies in appointive positions.

When necessary the President may appoint an officer pro tem until an election can

be held.


Section 17. Retiring elective and appointive officers shall deliver to their successors, or other

appropriate persons, all records, books, papers or other property belonging to the

Region within ten (10) days after vacating office.


Section 18. The elective and appointive officers of the Region are professional members in

good financial standing with the AMTA.


ARTICLE V. Meetings


Section 1. The annual meeting of the Region will be held in the spring during the Annual

Regional Conference; the location and date shall be determined by the Board of

Directors.


Section 2. A meeting of the Region may be called at the National Conference at the

discretion of the Regional Board of Directors.


Section 3. Special meetings of the Region will be called by the President if requested by

two-thirds (2/3) of the members of the Board of Directors or upon receipt of a

petition signed by a quorum of Regional voting members.


Section 4. Any one or more members may participate in a Board or committee meeting

by means of a conference telephone or similar communications equipment allowing all

persons participating in the meeting to hear each other at the same time. Participants are 

to state their name and be acknowledged by the President prior to speaking and the Secretary

or designated participant shall take notes including roll call. Motions made during the meeting

shall be submitted via email or other method of written communication. Participation

in a meeting pursuant to this bylaw will constitute being present at such meeting.


Section 5.  A minimum of three (3) meetings of the Board of Directors shall be held annually

(including meetings held during Regional or National conferences or by

conference calls).


Section 6. A quorum of the Board of Directors plus 5% of Professional membership of the

region will constitute a quorum for Regional business meetings.


ARTICLE VI. The Board of Directors


Section 1. The Board of Directors shall consist of eight (8) voting members: President,

President-Elect, Vice-President, Vice President-Elect, Immediate Past-President,

Secretary, Regional Student President, and one (1) Delegate elected by the

Regional Delegates to the AMTA Assembly of Delegates. The Treasurer, Editor, Website Administrator,

Publicity Coordinator, Parliamentarian, Government Relations Chairperson,

Continuing Education Chairperson, and Student Affairs Advisory

Board Chairperson will be ex officio members with no voting privileges.


Section 2. The Board of Directors will determine the long-range goals and objectives for the

Region, transact its general business, prepare an annual budget to be presented at

the Annual Regional Conference, and control the expenditure of regional funds.


Section 3. A quorum shall consist of two-thirds (2/3) of the Board of Directors, which shall

include at least two-thirds (2/3) of its voting members.


ARTICLE VII. Assembly of Delegates


Section 1. Primary and alternate delegates to the AMTA Assembly of Delegates will be

elected by the Region in the spring of odd-numbered years. The number of

delegates for the Region will be established by the AMTA Board of Directors.

The President and President-Elect shall serve as two of the Region’s delegates to

the AMTA Assembly of delegates.


Section 2. The Regional delegates’ term of office will be two (2) years coinciding with the

term of the AMTA National officers.


Section 3. The Regional delegates elected to the AMTA Assembly of Delegates will attend

all Assembly meetings and represent the concerns of the Region. Any delegate

who cannot attend a National Conference or Assembly meeting will inform the

President, who will then secure an alternate by contacting alternate Assembly

delegates as they appear on the rank order list maintained by the Secretary. If

vacancies remain once the President has contacted all elected alternate Assembly

delegates, delegates pro-tem may be appointed by the President, with the approval

of the Board of Directors.


Section 4. The elected Assembly delegates shall elect one (1) delegate, who is not a Regional

Officer, to represent them on the Regional Board of Directors.


Section 5. Delegates will serve two (2) year terms and may be re-elected.


ARTICLE VIII. Committees


Section 1. A representative to each AMTA standing committee, the AMTA Judicial Review

Board and to the AMTA Student Affairs Advisory Board shall be appointed by the

President with the approval of the Board of Directors. These representatives will:

(a) attend all National meetings of their respective committees; (b) perform

designed functions within the committee; (c) present a report to the membership

at Regional meetings. If for some reason they are unable to fulfill their duties,

they will notify the President within ample time for an alternate to be appointed.


Section 2. There will be four (4) Regional Standing Committees: Government Relations,

Employee and Public Relations, Affiliate Relations, and Continuing Education.

The Regional representative to the same named AMTA committee will serve as

chairperson for these Regional committees. When possible the committee will

consist of at least one representative from each state in the Region.


a) The Government Relations Chairperson will serve as liaison between the

Regional Board of Directors and the National and the other Regional

Government Relations Committees. The duties will include but no be

limited to i) serving as ex officio member of the Board of Directors, ii)

submitting reports upon request of the President, iii) attending National

meetings, iv) performing any duties assigned by the President, the Board

of Directors, and/or the National Committee Chairperson.


b) The Employment and Public Relations Chairperson will serve as liaison

between the Regional Board of Directors and the National and the other

Regional Employment/Public Relations Committees. The duties will

include but not be limited to i) submitting reports upon request of the

President, ii) attending National meetings, and iii) performing any duties

assigned by the President, the Board of Directors, and/or the National

Committee Chairperson.


c) The Affiliate Relations Chairperson will serve as liaison between the

Regional Board of Directors and the National and the other Regional

Affiliate Relations Committees. The duties will include but not be limited

to i), submitting reports upon request of the President, ii) attending

National meetings, and iii) performing any duties assigned by the

President, the Board of Directors, and/or the National Committee

Chairperson.


d) The Continuing Education Chairperson will administer the Continuing

Education Program for the Region. The duties of this position will

include, but not be limited to: i) selection and approval of providers of

Continuing Education Courses in the Region; ii) maintenance of ongoing

records of completion of courses; iii) submission of reports upon request

of the President; and iv) performance of any duties assigned by the

President and/or the Board of Directors.


Section 3. The President, with the approval of the Regional Board of Directors, may appoint

ad hoc Committees to perform specific duties as authorized. Duties of four such

ad hoc committees are as follows:


a) The Financial Advisory Committee will: i) assist the Board of Directors in

fiscal planning by providing a projected budget for the fiscal year and ii)

make arrangements for audit of financial records, as directed by the Board

of Directors.


b) The Membership Committee, chaired by the President-Elect, will: i) keep

an accurate listing of all members and their membership status; ii)

calculate and inform the President when a quorum has been met at all

regional business meetings; iii) develop programs to maintain and promote

membership in the Region; and iv) compile and send a membership

directory to all members in the spring of even numbered years.


c) The Historical Committee will make recommendations for maintaining the

collection and preserving all documents for the Regional Archives housed

at Texas Women’s University.


d) The Bylaws Revision Committee will convene as needed to review and

make proposed amendments. The President-Elect will chair this

committee.


Section 4. The Vice President in accordance with the Conference Planning Book will appoint

the members of a Local ad hoc Regional Conference Committee annually. The

committee will plan the logistics for the conference using the Conference

Planning Notebook and Budget Guidelines supplied by the Vice President. The

local committee chairs will receive a 50% reduced registration fee for that

conference.


Section 5. The Student Affairs Advisory Board Representative and a qualified alternate will

be appointed by the President of SWAMTA. The Student Affairs Advisory Board

Representative shall serve as the Regional Representative to the Student Advisory

Board of AMTA; attend Regional Board of Directors meetings; serve as a conduit

for student problems and concerns, referring to appropriate committees and

officers; keep the Regional Board of Directors advised of all regional and

national student activities; establish and/or maintain a handbook outlining job

responsibilities; submit a written report at the annual regional conference; and

coordinate and administrate the SWAMTA Internship Scholarship, and any other

student scholarships/awards initiated by SWAMTA or SWAMTAS.


Section 6. Each Committee Chairperson will: a) submit budget proposals for the upcoming

fiscal year to the Financial Advisory Committee at least one (1) month prior to the

Annual Regional Conference; b) submit a written report of activities and plans for

that committee; and c) surrender all records relating to their offices within ten (10)

days after vacating office.


ARTICLE IX. Nominations and Elections


Section 1. Regular elections will be held in the spring of odd numbered years.


Section 2. In a regular election, a Nominating Committee chaired by the Immediate Past

President, along with at least one representative from each state in the Region,

when possible, with the approval of the Board of Directors, will present the Board

of Directors with a slate of two (2) names for each elective office or Assembly

Delegate position becoming vacant in any election year. In the event of a

Nominating Committee Member accepting nomination for office, that member

should recuse self from the committee and a new Committee Member shall be

selected.


Section 3. The proposed slate of candidates will be presented to the general membership at

the first general business meeting of the annual Regional meeting prior to the

election. Additional nominations may be made from the floor at that meeting.


Section 4. Within 14 days following the Regional Conference during odd-numbered years,

ballots will be mailed by the President-Elect to the voting members of the Region,

allowing at least thirty (30) days from the postmarked date of the mailing for the

ballots to be postmarked for return. Ballots will contain space for write-in

candidates for each elective position.


Section 5. A simple majority of the votes is necessary for election to office. Positions on the

AMTA Assembly of Delegates and their alternates will be filled by rank ordering

of votes until the required number of positions is filled. A rank order of Alternate

Delegates will be maintained by the Regional Secretary. 


Section 6.  In a special election, a nominating committee appointed by the President with the 

approval of the Board of Directors presents the Board of Directors with a slate of names

for each seat on the Board of Directors becoming vacant at the time of any special

election.  The Board of Directors must approve the slate of names by majority vote prior

to submitting ballots to the membership. Ballots are to be mailed to all current

professional members, to be returned by the date indicated on the ballot, which will be

31 days from the date the ballot is sent. Ballots contain space for write-in candidates for 

each elected office. Candidates elected into vacant positions serve the remainder of the

term and can be nominated to run again for the next term.


ARTICLE X. Regional Publicity


Section 1. The Regional Publicity committee will coordinate the public affairs, including yet

not limited to the publication, website, social media, and solicitation for

advertisements, of the region. It shall be chaired by the Editor and consist of a

representative from each state in the region, when such representation is possible,

the Website Administrator, and the Publicity Coordinator.


Section 2. The name of the official Regional Publication shall be the Red River Valley (RRV).


Section 3. The Editor, who will also edit and supervise the publication of RRV will be

appointed by the President, with the approval of the Board of Directors, and shall

have complete autonomy over editorial policy and content within guidelines

approved by the Board of Directors. The Editor will be responsible for a)

submitting a budget proposal to the Financial Advisory Committee; b) obtaining

and managing funds related to the publication; and c) publication and

dissemination of the newsletter.


Section 4. The RRV will be published three (3) times per year on the website on the

following dates: February 10th, June 10th and October 10th. Once the newsletter is

placed on the website, a link to the publication will be emailed to the membership.


Section 5. The Website Adminstrator will be appointed by the President with the approval of the Board

of Directors, and shall have complete autonomy over editorial policy and content

of the website within guidelines approved by the Board of Directors. The

Website Administrator will be responsible for a) submitting a budget proposal to the

Financial Advisory Committee; b) obtaining and managing funds related to the

website; c) receive submissions from the membership, edit submissions when

necessary and post submissions to the website.


Section 6. The Publicity Coordinator will be appointed by the president with the approval of

the Board of Directors, and shall have complete autonomy over communication

and interaction with social networking sites on behalf of the region within

guidelines approved by the Board of Directors. The Publicity Coordinator will be

responsible for a) submitting a budget proposal to the Financial Advisory

Committee; b) obtaining and managing funds related to the publicity; and c)

maintaining communication with the treasurer and local publicity representative

for the regional conference each year.


ARTICLE XI. Parliamentary Authority


The current edition of Robert’s Rules of Order, Newly Revised, will be the authority for all

questions of Parliamentary procedure not covered by these Bylaws.


ARTICLE XII. Amendments


Section 1. These Bylaws may be amended at any general membership business meeting held

at the Annual Regional Conference by a two-thirds (2/3) affirmative vote of the

members present, with students receiving 1/3 vote. The proposed amendments

must be submitted in writing to that membership at least twenty-four (24) hours

prior to the meeting.


Section 2. The Bylaws may be amended by a mail vote solicited from the total membership

of the Region, the amendments having been submitted to that membership in

writing at least four (4) weeks before the vote is due, as necessary for changing,

adopting, or repealing an amendment, with students receiving one-third (1/3)

vote.


ARTICLE XIII. Recall of Officers and Delegates


Section 1. Any elective officer of the Regional Board of Directors may be recalled by vote

of the body. Such a recall vote will act to remove the individual as a member of

the SWAMTA Board of Directors and as an officer.


Section 2. A recall election is held when a quorum of members and a quorum of Board

members petitions in writing to the President of the Region for such a recall.

Should the recall election involve the office of the President, the written petition

should be directed to the President-Elect.


ARTICLE XIII. Dissolution


Upon the dissolution of the organization, SWAMTA, the assets of the organization will revert to

the AMTA National Office.





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