The Mile High Magicians Society

Overview

Article I. Name, Purpose, Fiscal Year & Quorum

The organization shall be known as The Mile High Magicians Society of Denver, Colorado. The Society serves the magic community as Assembly #37 of the Society of American Magicians and Ring #131 of the International Brotherhood of Magicians.

Its purposes are to foster a greater appreciation of magic, promote ethical standards within the magic profession, advance the talents and creativity of members, encourage fellowship and exchange of ideas, and support cooperation among those interested in the magical arts.

The Society’s fiscal year shall run from January 1 through December 31. A quorum for a business meeting shall be thirteen (13) or more active members, and a simple majority of votes cast shall be sufficient to approve or reject business matters.

Article II. Membership

Membership Classes

Associate Membership Provisions

• The Executive Committee may grant associate membership upon request of a sponsoring active or junior member.
• The Executive Committee may grant associate membership to an active or junior member who moves out of the Denver area while in good standing.
• Associate members do not receive the Society bulletin unless the prevailing delivery fees are paid.

Applications & Admission

• Membership applications must be submitted in writing.
• Applications must include written recommendations and signatures from three current active, life, or honorary members.
• Applicants must sign a secrecy pledge agreeing not to expose the secrets of magic to members of the lay public.
• Applications and current fees must be submitted to the Executive Committee for review and vote at the earliest possible date.
• If accepted, the bulletin editor will publish notice of acceptance in the next issued Society bulletin.
• As a condition of membership, each new member must appear in some official capacity before the Society at a designated meeting within one year of acceptance.

Article III. Officers & Executive Committee

Officers accountable to the membership shall be President, Vice-President, Secretary, Treasurer, Sergeant-at-Arms, and Bulletin Editor. The Bulletin Editor is appointed by the Executive Committee rather than elected. The Executive Committee may also annually appoint an Historian.

• The President and Vice-President must have been members of the Society for at least two years prior to election.
• All officers must be 21 years of age or older.
• The officers, together with any appointed members, constitute the Executive Committee.
• The Executive Committee may conduct all Society business except election of officers and amendments to the Constitution and By-Laws.
• Three elected officers constitute a quorum for an Executive Committee meeting.
• Minutes and results of Executive Committee meetings shall be communicated to the membership at least quarterly.

Society officers shall hold the corresponding office in IBM Ring #131 and SAM Assembly #37. During their term of office, the Society shall pay their IBM and SAM membership dues for that term, respectively.

Article IV. Elections & Terms

• Elected officers serve one-year terms concurrent with the Society’s fiscal year and may run for reelection.
• Officers are nominated at the August meeting.
• The Secretary mails ballots to each active member.
• Ballots must be returned in time for opening at the October business meeting.
• The person receiving the most votes for each office is declared elected and takes office on January 1 of the succeeding year.
• If a tie occurs, the Executive Committee immediately convenes to break it. No officer may participate in a tie-breaking vote that would allow them to succeed themselves.
• At least thirteen ballots must be cast for an election to be valid.
• No person may be nominated without prior consent.

Article V. Dues & Reinstatement

• Annual dues are due January 1 and payable no later than April 1 for the current year.
• Members whose dues are unpaid by April 1 may not vote on Society business until payment is submitted.
• If dues remain unpaid on April 1, membership expires.
• Reinstatement before the end of the current year requires payment of current dues plus a $5.00 reinstatement fee.
• Members who do not pay dues during the current year may rejoin at the then-current rate charged to a new member.

Article VI. Discipline, Suspension & Expulsion

A member may be suspended or expelled for just cause by majority vote of active members present at a scheduled hearing, following written charges filed by three or more active members.

• Charges must be filed with both the Ethics and Grievance Committee and the accused member.
• The Ethics and Grievance Committee evaluates the charges and may drop them without record or present them to the Executive Committee for action.
• Notice of charges and hearing details must be sent to the accused member by certified or registered mail.
• If the accused member fails to appear without valid prior reason, the member may be dropped from the roster and listed in poor standing.
• If two of the three accusing members fail to appear without valid reason, charges shall be dropped without record.

Definitions

• Suspended means deprived of all rights and privileges for a specified period determined by the Executive Committee and voted on by the membership.
• Expelled means permanent termination of membership.
• Just cause means conduct deemed injurious to the purposes of the organization or to the welfare and future development of the art of magic.

If a grievance is filed against an officer, the same procedure applies both to removal from office and, if warranted, removal from membership.

Article VII. Duties of Officers

President

Presides at meetings; establishes committees; appoints chairs and members; appoints members to the Board of Trustees; oversees the Society’s financial status with the Treasurer and Board of Trustees; and appoints members to other beneficial positions.

Vice-President

Performs the duties of the President in the President’s absence, performs other duties assigned by the President, and assists the President in carrying out presidential responsibilities.

Secretary

Records minutes of business meetings; provides copies to the Executive Committee; submits IBM and SAM reports; distributes membership rosters through the bulletin; handles election ballots; announces election results and other notices; provides required organizational reports; and ensures annual membership cards are created and delivered.

Treasurer

Receives and deposits Society funds; pays approved obligations; maintains accurate financial records; provides auditable financial statements to the President when requested and at least on February 15 and August 15 of each fiscal year; attends Society functions where money is handled or arranges an approved substitute; provides membership rosters to the Secretary; files required nonprofit paperwork and fees with the State of Colorado; and advises the Executive Committee on fiscal matters.

Editor

Produces and distributes the Society newsletter by the 5th of each month; includes announcements and flyers requested by the Executive Committee; maintains detailed monthly cost records and provides them to the Treasurer by the 15th of the following month; and publishes other Society-related materials requested by the Executive Committee.

Sergeant-at-Arms

Maintains order and decorum; ensures only active members attend members-only functions; greets at the door; directs setup and teardown of seating and staging arrangements; and ensures the venue is left in proper order after Society functions.

Historian

Maintains archives and permanent records of the club, including scrapbooks, charters, constitution and by-laws, policy manuals, tax-exempt information, photographs, videos, artwork, annual membership lists, award lists, and inventories of club-owned items and properties.

Article VIII. Use of Name & Emblem

The use of the name The Mile High Magicians Society, the initials MHMS, or the Society’s emblem on stationery or in any other manner is prohibited except by active members, and any such use remains subject to approval by the Executive Committee.

Article IX. Amendments

• Proposed amendments must be sponsored by three or more active members.
• The President directs the Secretary to mail the proposed text and a ballot to all active members.
• Ballots returned within thirty days are opened and counted by the Secretary.
• Results are announced at a scheduled meeting and/or published in the bulletin.
• At least one business meeting must be held between mailing the proposal and counting the ballots.
• At least thirteen ballots must be cast in favor of the proposed amendment(s) for the vote to be valid.

Article X. Policies, Procedures & Parliamentary Authority

The Executive Committee shall maintain a list of policies and procedures that provide working guidelines for normal club activities. This document shall be reviewed annually and amended as appropriate by the Executive Committee.

Where not in conflict with this Constitution, Robert’s Rules of Order shall govern meeting procedure and business conduct.

Article XI. Effective Date

This Constitution shall take effect on May 31, 2000. A copy shall be given to each active and junior member holding valid membership on that date, and to future members when submitting their application for membership.

By-Laws

By-Law #1: Code of Ethics

• Members shall refrain from inappropriate exposure of tricks, illusions, and magical principles except in educational instruction of other presenters.
• Members shall not furnish methods of magical effects to members of the lay public.
• A magical effect is one whose entertainment value and mystery depend upon the continued secrecy of its principle.

By-Law #2: Ethics and Grievance Committee

• The committee shall be formed when needed and shall function under the Executive Board, though no committee member may be a current officer.
• Five members in good standing for at least two years shall serve, elected by the Executive Board under the direction of the President.
• The committee investigates alleged violations and may bring serious matters to the Executive Board for action, including suspension or removal from membership.
• If a complaint is brought against a committee member, that person steps down and the President appoints a replacement to maintain five active members.
• Members may consult the committee when in doubt regarding ethical interpretation.

By-Law #3: Young Magicians Society Board

The Young Magicians Board supports junior and young associate members through events and acts as liaison with the Society of Young Magicians and Magical Youth International groups sponsored by the Society.

• A Board of Education shall direct and supervise curriculum, meeting schedules, and events.
• The Board shall have at least six members serving staggered three-year terms, with two replacements or reappointments each year.
• The Board maintains records relating to attendance, fees, insurance, curriculum, lecturers, and meetings.
• All members of the Board must be currently active members of SAM, IBM, or both.

By-Law #4: Board of Directors

• The Board encourages adherence to the Constitution, By-Laws, and the highest ideals of magic.
• It consists of two or more active members with at least two years of continuous membership, appointed by the President.
• The Board reviews the semi-annual Treasurer’s Report in June and audits the annual report in November, commenting at the December meeting.
• The Board stores records of former officers and ensures annual nonprofit registration fees are timely paid.

By-Law #5: Vacated Offices

• If the President’s office is vacated, the Vice-President assumes its duties.
• If the Vice-President’s office is vacated, the President may appoint a qualified member for the balance of the fiscal year.
• If the offices of Secretary, Treasurer, Sergeant-at-Arms, or Editor are vacated, the President may appoint a qualified member for the remainder of the fiscal year.

Policies & Procedures

These guidelines provide operational direction for conducting Society activities. They are intended to supplement, interpret, and extend the Constitution and By-Laws rather than replace them.

Standing & Temporary Committees

Chairpersons and members shall be appointed by the President and Executive Board with the concurrence of the appointees. The President may establish ad hoc committees as needed. The Vice-President, Secretary, and Treasurer shall review Executive meeting minutes annually and incorporate approved updates into the Policies and Procedures Guide.

Selected Policy Areas

Additional Topics Covered in the Source Text

• Good and Welfare Committee responsibilities, including the Broken Wand Ceremony.
• Honorary and life membership selection procedures.
• Meeting facilities and venue management.
• Order of Wizards guidelines.
• Payment of IBM and SAM dues for officers.
• Removal from office by impeachment procedure.
• Roster publication standards.
• Secretary/Scribe reporting duties.
• Show policies and performer compensation rules.
• Reserve management, auditing, and spending controls.