For purposes of this constitution, the acronym RVGS stands for the Reno Video Game Symphony.
For purposes of this constitution, “Board”, “Board of Directors” and “RVGS Board of Directors” are all coequal terms.
For purposes of this constitution, “Symphony Program”, “Musical Ensembles”, “Performing Ensembles”, “Ensembles”, and “Music Program” are all coequal terms.
Article I: Board of Directors
- All policy making powers shall reside with the Board of Directors. These powers are limited to the following:
- The ability to fundraise from any legal source and through any legal means;
- The ability to schedule concert locations, dates, times and programming;
- The ability to market in the name of the RVGS;
- The ability to select seasonal and temporary Conductors;
- The ability to select Directors for ensembles not requiring Conductors;
- The ability to create and establish ensembles;
- The ability to dissolve ensembles;
- The ability to set admission policies for the ensembles;
- The ability to remove members of an ensemble;
- The ability to set specific season end and begin dates;
- The ability to cancel seasons;
- The ability to establish and dissolve committees as necessary;
- The ability to select Committee Heads, as well as to remove Committee Heads as necessary;
- The ability to set forth a business plan for the RVGS;
- The ability to set disciplinary and conduct policy for the ensembles;
- The ability to hire musicians on a temporary basis to fill key parts if necessary;
- The ability to hire outside contractors to further the stated goals set forth in the RVGS business plan;
- The ability to hire outside contractors to aid in the administration of tasks for which no Board Member or committee member is qualified or capable of performing;
- The ability to procure arrangements of video game music and review such music seasonally by whatever means they choose;
- The ability to partner with outside entities both public and private in the furtherance of goals set out in the RVGS business plan;
- The ability to negotiate and agree to official contracts on behalf of the RVGS;
- The ability to approve or reject decisions made by committees.
- The Board of Directors must approve any and all expenditures of RVGS funds before monies can be spent.
- All titles, charters, government forms, monies, accounts, holdings, legal and monetary contracts and other owned items must be in the name of the RVGS Board of Directors only.
- The Board of Directors shall be composed of as a group of five to seven members of various office. These offices shall be as follows: President, Vice President, Secretary, Treasurer, and Board Member.
- Members of the Board of Directors shall be elected by the existing Board membership for a term of two years in this rotating order:
- Odd numbered seats shall be elected in odd years
- Even numbered seats shall be elected in even years
- A declaration of candidacy for membership to the Board of Directors shall be submitted in writing to current the Board of Directors between March 31st and June 1st in order to be considered.
- Board Member appointments shall be completed by June 30th.
- The start of new Board Members’ term shall commence on July 1st.
- To become eligible as a candidate for election to the Board, a person must first complete ONE year of dedicated involvement in any of the RVGS performing ensembles or committees, contribute a single donation of no less than $10,000, or be a current member of the Board of Directors.
- Should a person want to join the Board of Directors that does not fulfill any of the above requirements, they can petition the Board with their stance as to why they should be considered for a Board Member seat. No more than one on a five or six person Board or two on a seven person Board may be appointed in this fashion.
- In order to be successfully elected to the Board of Directors, a candidate must win approval of the current Board of Directors with only ONE vote against and ONE abstention allowed.
- Board Members who resign before the end of their allotted term are no longer a Member of the Board of Directors and lose the ability to stand for election to the Board of Directors for SIX months.
- A Board Member may be removed from the Board of Directors if another Board Member moves for the removal of the individual and all other Board Members, besides the individual in question, vote to remove the individual.
- Board Members who have been removed are no longer members of the Board and may not stand for election to the Board of Directors for TWO years.
- A Board Member may be removed by the Board of Directors on a simple majority vote if he/she has been indicted for a criminal act against the RVGS or one of its members.
- An individual elected to replace resigning or removed Board Members are to serve out the remainder of the term assigned to the departing Board Member.
- In order to conduct RVGS business, it is required that a simple majority of Board Members be present at a meeting.
- The President, Vice President, Secretary, and Treasurer shall, along with holding their own office, retain the office of Board Member.
- The offices of President, Vice President, Secretary, and Treasurer shall be elected promptly after the membership of the Board of Directors has been decided for the year.
- There may only be one Board Member in each of the offices of President, Vice President, Secretary, and Treasurer.
- The offices of President, Vice President, Secretary, and Treasurer are to be elected in the same manner as Board Member candidates, where the officer must be approved by the Board of Directors with ONE vote to abstain and ONE vote against allowed.
- The President of the RVGS is the official spokesperson for the RVGS unless and until the Board authorizes another member of the Board of Directors to fulfill this role.
- The President is responsible for setting the agenda of Board meetings and establishing the Rules of Decorum for meetings.
- The President is responsible for publishing the agenda of future Board meetings publicly at least one week in advance of said Board meetings.
- The President is responsible for scheduling meeting times and locations of the Board of Directors.
- The President has access to all RVGS bank accounts and funds, but is not allowed to use, authorize use of, move, or transfer these funds so long as the office of Treasurer is filled.
- The Vice President of the RVGS inherits all of the responsibilities of the President if the President is unable to perform his/her duties as determined by the RVGS Board of Directors.
- The Vice President is responsible for signing official documents for the RVGS.
- The Vice President is required to make copies of any documents signed on behalf of the RVGS and send them to the RVGS Secretary.
- The Vice President is responsible for counting the results of any vote held among the Voting Members of the RVGS.
- The Secretary of the RVGS is the assigned Minute Taker for every meeting involving the Board of Directors.
- The Secretary is responsible for delivering a copy of all decisions made by the Board of Directors that affect members of the symphony program to the Review Group.
- The Secretary must also make publicly available the attendance records of each member of the symphony program.
- The Secretary or the Board of Directors may select another person as Minute Taker in the event the Secretary is unable to fulfill her/his duties.
- The Secretary must retain minutes taken for later referral.
- The Secretary must retain copies of all documents signed by the RVGS.
- The Treasurer of the RVGS is the only person allowed to transfer monies in or out of RVGS bank accounts with the authorization of the Board of Directors.
- The Treasurer is the only person allowed to purchase items or handle monetary transactions on behalf of the RVGS.
- The Treasurer is responsible for taking accounts of all income and expenditures made by the RVGS.
- The Treasurer is responsible for issuing receipts to donors that request them.
- The Treasurer is responsible for producing accurate reports of available funds to the Board of Directors.
- No member of the RVGS Board of Directors is allowed to accept or request payment for their work on the RVGS Board of Directors.
Article II: Committees
- Committees are extensions of the Board of Directors and are thus required to work toward the goals set forth by the Board of Directors for each specific committee.
- Any decision made by a committee affecting members of the performing ensembles or requesting monies must be sent to the Board of Directors for approval.
- Committees shall be subject to regular oversight by the Board of Directors as determined by the Board of Directors.
- Committee Heads are appointed by the Board of Directors by simple majority and may be removed or replaced at any point by the Board of Directors.
- Committee Heads have the ability to conduct the operation of their committees as they so choose, which includes, but is not limited to, the organizational structure of their committees and the membership therein.
- The Board of Directors may not appoint an individual as a Committee Head without the written consent of that individual.
- The term for a Committee Head is one season and may be renewed an indefinite amount of times.
- Appointment of Committee Heads and the operation of committees is not subject to dispute or approval by the Review Group.
- In seeking the removal of a Committee Head, committee members of said committee may make written or verbal requests to the Board of Directors.
Article III: Review Group
- The Review Group is to be a representation of the members of the RVGS and as such must consist of active Voting Members elected by the other Voting Members.
- Representatives of the Review Group shall be elected to a term of two seasons which end with the election of a new Review Group and may be repeated indefinitely. The election of new Review Group members will be held once every other season at the beginning of the season.
- The time and method of election of new Review Group members shall be arranged by the current Review Group.
- At any time, the Review Group may call an election as necessary to fill vacant seats beyond the THREE required.
- If at least three members are not elected to serve on the Review Group after the third election, the Board of Directors shall have the power to appoint Review Group members as necessary to achieve a three member quorum.
- The Board of Directors may not appoint an individual to the Review Group without first obtaining that individual’s written consent.
- No election of Representatives to the Review Group may take place during time allotted for rehearsal.
- If there is no Review Group, any member may call for an election for the purpose of establishing a Review Group. That member shall be allowed to solicit other members of the RVGS for this purpose, provided that it does not occur during rehearsal time with the exclusion of any time allotted for announcements. That member may request any and all existing records maintained by all previous Review Groups from the Board of Directors.
- If there is no Review Group, all current members of the RVGS will be considered Voting Members
- The number of Representatives elected to the Review Group is to be representative of the number of current members of the symphony program and is not to be less than THREE nor consist of an EVEN number.
- For every 15 current members of the symphony program an additional Review Group seat becomes available with respect to the rules set above.
- The Review Group shall select a Chancellor to organize its meetings and record the results of votes among the Review Group.
- The Chancellor shall also be responsible for counting the results of any vote held among the Voting Members.
- The results of votes taken among the Review Group must be made public within one week of the vote being held.
- The Review Group shall review the decisions of the Board that affect members of the symphony program or pertain to monetary matters. For a monetary matter to be reviewed by the Review Group, the total expenditures of the Board of Directors must exceed $100 within a one week period.
- The Review Group must complete its review of Board decisions within one week of receiving minutes from the RVGS Secretary lest they be considered approved.
- In the event that the Review Group disagrees with a decision made by the Board of Directors it has the power to return the decision to the Board of Directors without approving it or sending it to a vote among the Voting Members.
- If the Review Group returns a decision to the Board of Directors, the Review Group must send with it feedback and edits for the Board of Directors to consider.
- If the Board of Directors returns the same issue to the Review Group for a second time, as determined by the Board of Directors, the Review Group must either allow the decision to be implemented or call a vote among the full group of Voting Members to veto the Board decision.
- Should the Review Group call a vote amongst all Voting Members, the Board of Directors and the Review Group may both elect and send representatives to state the reasoning for their decision to the Voting Members. These statements are to be made in a timely manner and no discussion between either representatives, the Voting Members, or the Board of Directors is to occur at this meeting. Voting Members present at the meeting are welcome to prompt and debate with either representatives, the Review Group, or the Board of Directors.
- The result of votes taken among the Voting Members of the RVGS are to be counted separately by both the Chancellor of the Review Group and the RVGS Vice President. In the event of a discrepancy, both parties must recount.
- A vote of disapproval by the Voting Members is binding and expires after one year, at which point the Board of Directors may revisit the issue.
- Members of the Review Group may not serve as Committee Heads, as a Member of the Board of Directors, or as a Director or Conductor of a musical ensemble.
- The Review Group shall select an attendance representative to record attendance among the ensembles. The attendance representative shall send their attendance reports to both the Review Group and the RVGS Secretary.
- If requested by the Review Group, the Board of Directors is required to provide the full unedited minutes of a meeting to the Review Group. The Review Group shall not publish the full minutes under any circumstances, but may publish decisions made by the Board of Directors.
- If requested by the Review Group, the Board of Directors is required to provide a full accounting of RVGS assets to the Review Group.
- Members of the Review Group may attend any Board meeting.
- The Review Group has the ability to vote on the re-election of a Board Member.
- In order to vote in the re-election of a Board Member, the Review Group must among themselves vote, by majority, to participate in the upcoming election.
- Once the Review Group has decided to participate in the re-election of a Board Member, each member of the Review Group must declare their voting stances to decide how the Review Group vote is to be cast.
- The voting stances of each Review Group member must then be put into writing, signed, and submitted to the Board of Directors at the time that the re-election voting commences.
- The Review Group must select from its membership a representative to attend the meeting where the re-election vote is to take place and to cast the Review Group vote.
- The vote of the Review Group shall hold the same value as a vote from a Board Member.
Article IV: Ensembles
- Ensembles of the RVGS are required to have either a Conductor or a Director leading and organizing them.
- Directors and Conductors are required to enforce disciplinary and conduct policy created by the Board of Directors.
- Where disciplinary and conduct policy has not been set by the Board of Directors, Directors and Conductors may create and enforce disciplinary policy as they see fit.
- Directors and Conductors are responsible for setting rehearsal times and locations for their respective ensembles.
- Directors and Conductors shall be selected on a seasonal basis.
- Attendance shall be taken in each ensemble by a representative chosen by the Review Group who certifies the number and proportion of rehearsals that each member of the symphony program attended.
- Attendance reports generated by this representative must be sent to both the Secretary of the RVGS and Review Group.
- The attendance representative and Review Group must maintain a standing list of all Voting Members in the RVGS.
Article V: Membership
- Any person that performs or rehearses with an RVGS performing ensemble, and is not paid to do so, is considered a member of that RVGS performing ensemble as well as a member of the RVGS.
- Any person that volunteers on a committee or as a member of the Board of Directors, and is not paid to do so, is considered a member of the RVGS.
- In order to be a Voting Member or a Review Group Member, it is required that a member fulfill at least one of the following requirements:
- Attend two thirds of rehearsals in at least two seasons in the past year.
- Be active on a committee or the Board of Directors for at least one calendar year.
- b) Any member that does not agree with their attendance report may argue their case to the attendance representative or the Review Group.
- Concerning the temporary or permanent ejection of a member from the RVGS music program for reasons other than criminal activity against the RVGS or its members, ejection may only occur after:
- A member petitions the Board and states their case as to why another member should be ejected from the RVGS. The Board will hear their case, and if action is to be taken, the Board will call in the member in question to hear their rebuttal. At that point, the Board will either decide to take disciplinary action or to take the case to the Review Group to proceed with ejection.
- Should a member be ejected, terms of the ejection (temporary or permanent) will be set at the time of ejection and be presented to the Review Group along with the vote to eject. An ejected member shall be allowed to petition the Board to return to the program after half of their temporary ejection or at least a season (whichever is greater) has been served.
- Should the Board agree that the member should be ejected, the decision will be taken to the Review Group. A representative of the Board can be present to state the Board’s opinions, and then the Review Group decides whether to eject the member (agree with the board), provide feedback to the Board for further consideration, or call a vote for the Voting Members to decide.
- If the member in question is an active member of the Review Group and the Board decides to move forward with ejection, that member is to be removed from the Review Group for this discussion and vote and the Review Group will still be petitioned for their opinion. Should the remaining members of the Review Group not be able to reach a majority opinion in two weeks, the ejection will default to bypass the Review Group and go to a vote of the Voting Members.
- If the member in question is an active member of the Board of Directors, that person will be removed from the discussion and vote of the Board of Directors and the process will proceed as normal. If the Board of Directors cannot reach a majority opinion in two weeks, the petition will be taken to the Review Group.
- Members may be removed from the RVGS music program by a simple majority vote of the Board of Directors if the member being ejected has been indicted for a criminal act against the RVGS or a member of the RVGS.
Article VI: Miscellaneous
- Seasons will be split into spring, summer, and fall season. Seasons must end with a culminating musical event (examples include but are not limited to performances and recordings). Seasons shall be no shorter than six weeks and no longer than six months.
- End of season concerts may fall outside of their assigned seasons if necessary.
- Should the Board decide a season needs to be cancelled, they will present a proposal to the Review Group as to why the cancellation is necessary. While the season may be cancelled, rehearsals and workshops can still occur at the discretion of the Voting Members and the Board with the knowledge of no culminating event occurring. Should the reason for cancellation be due to logistical issues, the Board reserves the right to cancel the season regardless of how the Review Group decides to vote. Should members choose to rehearse and meet regardless, those rehearsals will not be affiliated with the RVGS.
Article VII: Ratification & Amendments
- The Board of Directors may, by unanimous vote, propose an amendment to this constitution. The amendment shall proceed to the Review Group to follow standard review processes with the exception of requiring a unanimous vote to approve the amendment. If the Review Group is directly affected by the proposed amendment, the amendment shall bypass the Review Group and be brought directly to the Voting Members for approval with a 75% threshold required for adoption.
- This constitution shall be considered ratified if the Board of Directors assents to its passage by a unanimous vote and if the Board Formation Committee concurs with majority approval.