The President shall preside at all meetings of the Association. They should act as the chief officer of the Association during their term of office. The President may become involved as much as they desire in the operation of the Association. All committees are overseen by the President, who shall form them as one of their last acts as President-Elect.
The President is a member of the ABA Foundation Board (ex-officio member), which meets annually at the annual convention a day before the convention begins, usually Wednesday morning.
One to two years before the President’s Convention
Convention Planning Responsibilities
- Meet with convention host(s) to review Convention Guide, plan convention, facilities, performing organizations, activities, etc.
- Send Letters of Invitation to selected performing organizations. Work with convention host(s) in planning banquet entertainment, Past Presidents and Board of Directors Reception and Dinner, and all other convention details.
- The convention host(s) should receive an invitation to the Past Presidents and Board of Directors Reception (but not to the Past Presidents or Board of Directors Dinner, unless they are a member of either).
The office of President will require responsibility for personal expenses including travel for pre-convention visits, gifts for Past Presidents (if so desired), and other ancillary costs incurred. The President should be prepared to pay for their expenses to and from the convention with the exception of a room to be provided at the convention.
October
Convention Program
The President works with the convention host(s) and the Secretary-Treasurer on the program for the convention. The President is responsible for the daily agenda, as well as, helping to ensure that all ensemble programs are within the standard concert hour limit. This program is finalized in the fall so it can be printed by January and sent to the host(s) for inclusion in the convention welcome bags.
December
The Board of Directors meet either at the Midwest Clinic for a two-hour meeting, or they will meet online. Items for the meeting agenda may be submitted by any Board member. Periodically, when official business is pressing, the Board of Directors Chair may call an online meeting.
January 15
Deadline for the Membership Committee to submit Candidate Evaluation Questionnaires.
January (mid-end)
Past Presidents and Board of Directors Reception and Dinners
It is the responsibility of the President to arrange for and host the Past Presidents Dinner and the Board of Directors Dinner, which are held two evenings before the opening business meeting of the convention. The President selects the menu and notifies, by letter or digital invitation in January, the Past Presidents and Board members of the dinner and its cost, including gratuity per person. The invitation should request an RSVP with payment for the meal to be received by the President two weeks prior to the convention. The President will pay for the dinner with the money received from each Past President and Board member.
The President should be prepared to work with the Past Presidents on the detailed seating arrangements for the official banquet on Saturday evening. There will be no other special program at the Past Presidents or Board of Directors Dinners.
REQUIRED SCHEDULE OF CONVENTION AGENDA ITEMS
Day before the Opening of the Annual Convention (Wednesday)
- Foundation Board meets.
- Board of Directors meets.
- Nominating Committee meets.
- Membership Committee meets.
First Day (Thursday)
- A report from the Board of Directors (Board of Directors meeting held in December at the Midwest Clinic) may be in order (not usually done).
- Notice of proposed constitutional changes, if any. The Associates should be present when the Board of Directors report and constitutional changes are given.
- Report from the Membership Committee. The Associates must be dismissed before the Report of the Membership Committee.
Second Day (Friday)
- Action on Board of Directors report if there are significant issues. Action on proposed constitutional changes if any.
- The Associate Members (Associates) should be present while action is taken on the Board Report and constitutional changes but they may not vote. Normally, constitutional changes that involve the Associates should be considered at an Associates Meeting and passed by that group on the second day before coming to the floor for approval on the third day. This will keep them informed. The Associates must be dismissed prior to vote on membership.
- Action on Membership Committee recommendations.
Third Day (Saturday)
- Solicit invitations for future convention sites.
- Associates must be dismissed before Membership action, if any.
- Request comments and votes on future convention sites (approved first by the Board of Directors).
- Ending ceremonies.
SAMPLE AGENDA ITEMS
Important: The convention agenda, as prepared by the President, should be emailed at least two weeks in advance to the ABA Officers seated at the Head Table. The Immediate Past-President and Secretary-Treasurer will review the agenda to assure all convention needs are addressed.
First Day (joint meeting of Members and their spouses/partners] – Thursday
- Call to order and short welcome.
- Introduction of the host(s) who usually introduces a VIP who officially welcomes ABA to the convention.
- Introduction of Officers and Board of Directors.
- Introduction of the Past Presidents and their spouses/partners, if present. Introduction of widows of deceased members.
- Introduction of special persons, if any.
- Introduction of new members.
- Introduction of Associate Committee Chairman.
- Reports from the Secretary-Treasurer.
- Possible Board of Directors action by Chairman of Board.
- Proposed Constitution changes if any.
- Committee reports if time permits.
- Announcements, if any, then Associate Members, Spouses, and guests excused.
- Membership Committee Report.
- Committee Reports.
- Adjourn
Second Day – Friday
- Call to order.
- Introduction of new members not previously introduced. Introduction of members attending for their first time.
- Vote on proposed Constitution changes, if any.
- Committee Reports time permitting.
- Action on Board of Directors recommendation(s), if any.
- Announcements, if any, then Associate Members, Spouses, and guests are excused.
- Membership Committee report and voting on candidates.
- Adjourn.
Third Day – Saturday (This agenda is flexible depending on the previous days.)
- Call to order.
- Introduction of new members if any.
- Call for future convention site invitations.
- Committee reports if any.
- Letters for non-attendance (Regrets) read by President-Elect.
- Announcements if any, then Associate MembersSpouses excused.
- Membership Committee report and vote (if needed) from the previous day’s ballot.
- Call to order any unfinished business.
- Break.
- Spouses/partners and guests join Members and Associate Members.
- Memorials.
- Nominating Committee report by Nominating Committee Chair (Immediate Past Chairman of Board of Directors) and election of new Board members and Vice President.
- Closing ceremony – Board of Directors Chair or another Past President.
- New President’s announcements.
- Adjournment.
PROCEDURE FOR ENDING FINAL BUSINESS MEETING
Nomination Committee Report
The President calls on the Chair of the Nominating Committee who then calls on prearranged Past Presidents to make nominations for open positions on the Board of Directors and Officers.
(1) New President introduced: (President-Elect automatically succeeds to the Presidency). Introducing Past President will be ____________________________.
(2) President-Elect nominated: Nominating Past President will be _____________________________. (President then calls for other nominations. Vote is taken from the membership.)
(3) Secretary-Treasurer nominated: Nominating Past President will be ___________________________. (President then calls for other nominations. Vote is taken from the membership.)
(4) Member of Board nominated: Nominating Past President will be _______________________________. (Chair of Nominating Committee calls on next Past President.)
(5) Member of Board nominated: Nominating Past President will be ________________________________. (Chair of Nominating Committee calls on next Past President.)
(6) Vice President nominated: Nominating Past President will be __________________________________. (President then calls for other nominations. Vote is taken from the membership.)
(7) Remakrs, if any, from the newly elected Vice President.
Closing Ceremonies
- Chairman of the Board (Immediate Past President), or a Past President who is selected by the outgoing President, presents Past President Plaque and Past President Pin to the outgoing President .
- President’s departing remarks.
- President presents gavel to new President.
- New President’s remarks.
- Adjournment
Post-Convention President Responsibilities
Immediately following the convention, letters of appreciation should be sent to the following:
- Convention host and University Dean, President, etc. Participating bands and their directors.
- Sponsors for breakfast, coffee breaks, and other donations.
- Associate members, music industry, publishers, etc. who made contributions to the convention. (This is not necessarily for those given credit in the printed program for having contributed to Harris Fund Contributions).
- ABA Officers and Board of Directors.
- Guest speakers, if any.
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