Constitution and Bylaws

Intercollegiate Music Association > Constitution and Bylaws

Amended February 14, 2004
Elizabeth City State University
Annual Conference

The Intercollegiate Music Association (IMA) was founded in 1960 on the belief that there was a need for non-competitive musical experiences and for the promotion of these experiences among several historically Black colleges and universities in Virginia and North Carolina. These founding institutions were members of the Central Intercollegiate Athletic Association (CIAA), an association primarily limited to competitive sports. Aware of the tremendous value of these athletic intercollegiate interactions, the IMA sought to develop music programs that promote academic camaraderie to a diverse student and faculty population, and subsequently expanded its member institutions to Maryland and South Carolina.


The IMA is dedicated to the promotion of academic and musical excellence in both large and small instrumental and choral ensemble performances. This commitment is promulgated through annual conferences, workshops, recitals, regional concerts, lectures, demonstrations, and other collaboratives, while advancing opportunities in music education, performances, and technology.


The name of this organization shall be the Intercollegiate Music Association, and shall also be referenced in this document as IMA or The Association.


The principal executive office of The Association shall be located at the institution of the presiding IMA president. At its discretion, the Board of Directors has the authority to establish the location elsewhere.


The historical documents and other pertinent records shall be archived at Virginia State University, the founding institution, until such time as the Board of Directors mandates to establish location elsewhere.


Section 4.1 Registered Agent. The Registered Agent of The Association is:
The Virginia State University
Department of Music
Virginia State University-Petersburg, VA

Section 4.2 Change of Registered Agent. Upon filing with the Secretary of State of Virginia of a change of registered agent, The Association shall without further action so record this change as an amendment to this article of its Bylaws.


The Association’s assets are dedicated to educational and charitable purposes and may not be used to personally benefit an officer, director, or other individual member. In addition, the assets must be transferred to another educational or charitable tax-exempt organization in the event of the dissolution of the Intercollegiate Music Association.


It shall be the purpose of the Intercollegiate Music Association to initiate, foster, and enhance the growth and development of music in the cultural life of its member colleges and universities and the communities in which they serve.


Colleges and Universities may become members of the Intercollegiate Music Association upon request and payment of annual dues. Institutional membership shall be maintained through annual participation at IMA conferences and other professional activities of the IMA. Institutional members shall host the annual conference in accordance to the rotation cycle of IMA.

Individuals may become members of IMA upon payment of an annual registration fee for the IMA Conference. Individual membership does not constitute voting privileges.

The Board of Directors may bestow honorary membership upon an individual. At the Board’s discretion, the annual registration (membership) fee may be waived. Honorary members shall have full voting privileges.


The organization shall be governed by a Board of Directors consisting of two (2) representatives from each member institution and an Executive Board consisting of President, President-Elect, Secretary, Treasurer, Public Relations Coordinator, Parliamentarian, the Student Senator Advisor and Historian/Archivist. All officers and board members must be in good financial standing within IMA. Commissions may be established to carry out the work of the Association during the interim between meetings.


There shall be a minimum of three (3) annual meetings of the Intercollegiate Music Association.

Section 9.1 The Annual Conference in which there is student participation shall be held in February.

Section 9.2 The Executive Board shall determine two (2) business meetings held during the summer and the fall. A quorum shall consist of a two-thirds (2/3) majority of members of the Board of Directors.


Section 10.1 The Executive Board shall govern all business of the Association. It shall have the authority to fill vacancies for expired terms, call additional meetings, recommend changes in annual dues, and act for The Association when it is not in session. The officers of the Association shall be President, President-Elect, Secretary, Treasurer, Public Relations Coordinator, Parliamentarian, and Immediate Past-President. These officers shall be elected at the annual conference for a two-year term and shall perform duties as specified in the Bylaws.

10.1.a. The President shall preside at all meetings of the Board of Directors and Executive Board and shall perform all the duties commonly incidental to that office. The President shall have authority to appoint committees, represent the organization, and speak on behalf of The Association in other arenas, and shall perform such duties as the Board of Directors may from time to time determine. These duties shall include, but are not limited to, appointing of committees, coordinating the work of all officers, promoting the welfare of the organization, representing IMA to related organizations and agencies, and serving as ex-officio member of all committees. Upon completion of the presidential term, he/she shall serve as Past President for one year on the Board of Directors and shall be responsible for institutional membership.

10.1.b. The President Elect, in consultation with the President and the host institution, shall arrange the program for the annual conference. He/She shall preside at meeting of the Board of Directors and Executive Board in the absence of the President, and at meetings where assigned by the President.

10.1.c. The Secretary shall provide staff work and services required to carry out the program of The Association; keep records of all proceedings and make full reports to the membership. The Secretary shall give notice of all meetings of the Board of Directors and of the committees of The Association. At the close of each fiscal year, the Secretary shall receive and transfer to The Association archive all materials for the previous year. The Secretary shall maintain a copy of minutes from the previous two years for referral in current Board meetings.

10.1.d. The Treasurer shall keep and maintain adequate and correct accounts of the properties and business transactions of The Association. The Treasurer shall arrange for an annual audit of The Association’s financial accounts by an independent Certified Public Accountant. The Treasurer shall submit a statement of dues and invoices to the member institutions following each Fall Board of Directors meeting.

10.1.e. The Public Relations Coordinator shall be responsible for the publicity and promotion of all IMA activities and shall execute a regular newsletter. He/she, in consultation with the host institution, shall manage the publicity for the annual conference.

10.1.f. The Parliamentarian shall assure that all business meetings are conducted in adherence to Roberts Rules of Order.

10.1.g. The Student Senator Advisor is the liaison between the students of the IMA member institutions and the IMA Board of Directors.

10.1.h The Historian/Archivist shall be responsible for the collection and storing of all programs, videotapes/DVDs, IMA Board Minutes and other pertinent information from all conference meetings of the IMA.

Section 10.2 The Board of Directors
The Board of Directors shall consist of two members from each member institution as determined by the Institution. The duties of the board shall be to develop the overall program and manage the affairs and activities of IMA.

10.2 a. Term of Office

10.2 b. Voting Privileges

10.2 c. Board Membership and Appointed Roles

Section 10.3 Committees
Ad hoc committees may be appointed by the Executive Board to carry out additional duties as needed.

Section 10. 4 Appointments and Commissions
The President shall designate duties and responsibilities of appointments in IMA.

10. 4.a. Ensemble Coordinator shall recommend each conductor, coordinate music to be performed at the annual conference and shall manage the distribution of all conference concert music and related materials. He/she will communicate with all member institution ensemble directors to assure needed personnel.

10. 4.b. The IMA Student Senate Advisor shall organize institutional student representatives attending the annual conference. The advisor will initiate, coordinate, and follow-up on activities of the Student Senators prior to, during, and after each annual conference.

10. 4.c. Commissions may be appointed to address questions of standards, collaborations, research, and other special topics as determined by the Board of Directors.

Section 10.5. Vacancies and Removal of Members of the Board of Directors
A vacancy in the Board of Directors occurs upon (1) the death, resignation, or removal of any director, (2) a board member who has missed three (3) consecutive meetings.


Authorization of the annual budget and necessary expenditures shall be presented by the Executive Board for the approval by the Board of Directors at the Annual Conference. The Executive Board shall authorize the necessary expenditures within the general program and budget as approved by the Association.

The Association establishes the institutional and individual membership fees upon the recommendation of the Executive Board. Fees are due and payable no later than October 31st for institutions and at the annual conference for individuals.


The fiscal year of the Association shall run from July 1 through June 30 of the following year.


The Executive Board shall assign a Constitution and By-Law Review Committee every two (2) years to make recommendations as needed. This Constitution and Bylaws shall be considered to be ratified thirty (30) days after receipt of a two-thirds (2/3) vote of approval of the Board of Directors.

This Constitution was revised in February 2004. It was unanimously accepted on June 17, 2004.
Additional amendments were added in February 2007 and unanimously accepted. This new revision of the Constitution has been revised in February 2013.