The Colorado Country Music Hall of Fame was established in 1999 to support, preserve and promote Country Music in the State of Colorado. Along with our filing as a non-profit 501-C(3) Corporation, certain documents are included here for public review and use by the Board and Membership. 

Articles of Incorporation | Board Minutes | By-Laws | Conflict of Interest | Financial Statements

By-Laws

Our By-Laws are available here for review and comment.

1. Organization...

1. The name of this organization will be “Colorado Country Music Hall Of Fame”. The acronyms “CCMHOF“ or “HOF”, or the words “Hall of Fame” may be used to shorten any written or spoken communications.

2. The organization will have a seal in the following form:

3. The organization will have a logo in the following two forms, displayed in color or in gray scale.

4. The organization will be constructed as a non-profit organization. All monies left over after expenses will be deposited in special accounts for the purpose of a future building for the CCMHOF, and be identified as such in the Treasurer’s Report.

5. The name of this organization may only be changed by a 2/3 vote of the General Membership. The same procedures must be followed in changing the name of the organization as is required in changes to these By-Laws as directed in Article Fifteen paragraph 1.

2. Purposes...

TO SUPPORT, PROMOTE & PRESERVE THE MEMORY OF COUNTRY MUSIC IN COLORADO.

1. The following are the purposes for which this organization has been established.

A. To recognize and honor individuals, past and present, who have contributed to the advancement of country music, by Induction into the CCMHOF.

B. To promote country music and entertainment on a professional level.

C. To promote education in the field of country music on all levels.

D. To perform publicly to raise funds in support of individuals in need and various charitable causes as approved by the Board of Directors.

E. To publish the Colorado Country Notes, a periodic magazine that promotes and reports on activities of our members, for our members, by our members.

3. Meetings...

1. Open membership meetings. Regular membership meetings of the organization will be held at least every other month, the time, date and location to be chosen by the president. The annual membership and election of officers meeting of the organization will be held between the 15th and 30th day of September each year. The exact date will be set by the Board of Directors. The presence of not less than eleven regular members at a membership meeting will constitute a quorum and will be necessary to conduct any business. A lesser number may adjourn the meeting for a period of not more than two weeks from the date originally scheduled. An advance notice of any membership meeting will be publicized for the purpose of notifying all members.

2. Board Of Directors meetings. Board of Directors meetings will be called by the president as deemed necessary. All Directors and Officers will be notified by telephone as to the time, date, and location of such meeting. Board of Directors meetings may also be called by the president at the request of three board members or five members of the active membership. A telephone vote of the Board of Directors is authorized to approve expending funds or addressing issues. These votes must be included in the following Board of Directors meeting minutes. Four members of the Board of Directors constitute a quorum for the purpose of conducting business, unless situations arise where seats are vacated for some reason. In this case, three board members constitute a quorum.

3. Special Meetings. Special meetings may be called by the president at the request of three board members or five members of the organization, using the same procedure as outlined above. Except for the business the special meeting was called to address, no other business will be conducted at a special meeting without the unanimous vote of all present at such meeting.

4. Voting...

1 At all meetings, except for the election of officers and directors, all votes will be via voice. For election of officers and directors, ballots will be provided. There must not appear, at any place on such ballot, any mark or marking that might tend to indicate the person who cast such ballot.

2. At any regular meeting or special meeting, if a majority so requests, any question may be voted upon in the manner and style provided for in the election of officers and directors as specified in Article 5 paragraph 5.

3. At all votes by ballot, the chairperson of such meeting will, prior to the start of the meeting, appoint a committee of three who will act as “Election Judges” and, at the conclusion of such balloting, certify the results in writing. The certified copy will be physically affixed to the minutes of that meeting.

4. No Election Judge may be a candidate for the office or be personally interested in the question voted upon.

5. The election of all officers and directors will be conducted by an official written ballot at the annual meeting of the membership. If only one candidate is nominated for any office, that office may be filled by acclamation in lieu of written ballot. All newly elected Board of Directors will be installed at the first General Membership Meeting scheduled within the first two weeks of January following the election. All candidates for any office must be present during the annual election of officers and directors. No one may be nominated in absentia. Voting by proxy will not be allowed.

5. Order of Business...

1. Roll call.

2. Reading of the minutes of the previous meeting.

3. Report from the Treasurer.

4. Reports from officers.

5. Reports from committees.

6. Old and unfinished business. New Business. Welfare of the organization.

7. Adjournment.

6. Board of Directors...

1. The business of the organization will be managed by a Board of Directors consisting of no less than seven members, which includes the officers of the corporation.

2. The Board Of Directors will have the control and management of the affairs and business of the organization. Such board of directors will only act in the name of the organization when it is convened by its chairperson after due notice to all the board members of such meeting.

3. Each director will have only one vote at a meeting. Voting may not be done by proxy.

4. The Board of Directors may make such rules and regulations governing its meetings as it deems necessary.

5. Unexpected vacancies in the Board of Directors will be filled by a vote of the majority of the remaining members of the board for the rest of the term. The newly selected individual must then be sworn in as stipulated in Article 7, Section 13, of the by-laws. The President of the organization, by virtue of the office, will be chairperson of the Board of Directors. An officer or director may be removed from the board when sufficient cause exists for such removal. The Board of Directors may, by a majority vote, entertain grounds for removal against any officer or director. Notification must be made to that officer or director by certified mail with return receipt. That officer or director will have 7 days from receiving the notification to request a hearing and may be represented by counsel. The hearing must be held within 7 days of the request from that officer or director. The remaining Board of Directors will act as the hearing committee. The President will approve or disapprove absences of officers or directors from meetings. More than two (2) unexcused absences will constitute grounds for removal of office or directorship. A majority of the Board of Directors must vote for dismissal for any dismissal to occur. The President will notify said officer or director of removal. At that time the Board of Directors may appoint an interim officer or director. The Board of Directors will determine the parameters for any special awards and recognitions. The Board of Directors may, as the need arises, create “at Large Directorships” to provide representation from areas across Colorado. These positions may be filled by appointment by the Board of Directors until a meaningful election can be held for the designated area or areas. These “at Large Directors” will be appointed/elected for the term of one year and will have all responsibilities and privileges as described in Article Seven, and take office as described in Article Seven, Section 13, of these by-laws. No elected or appointed officer will perform any official act on behalf of the Hall of Fame without being duly sworn in by taking the oath of office. The oath of office will be administered by any past President of the organization, or in his stead, any former elected officer.

7. Officers...

1. The officers of the organization will be as follows.

A. President, elected each year.

B. Vice President, elected each year.

C. Secretary, elected each year.

D. Treasurer, elected each year.

E. Three Year Director, a new Three Year Director elected each year.

F. Two Year Director, filled by the previous years Three Year Director.

G. One Year Director, filled by the previous years Two Year Director.

H. A 2 or 1 Year Director may run for A-E above and if elected, must resign their Directorship. At that time an election will be held to fill the vacated position. The President will preside at all Board of Directors and General Membership Meetings; appoint all committees, temporary and permanent; see that all books, reports, certificates, as required by law, are properly kept and filed; be one of the officers who may sign checks or drafts of the organization. The President will act as the Chief Executive Officer of the organization. The Vice President will, in the absence or inability of the President to perform his or her duties, assume the duties of acting President of the organization with all the rights, privileges, and powers of the office. He or she will also be one of the officers who may sign checks or drafts of the organization. The Vice President will act as the Chief Operating Officer of the organization. The Secretary will record the minutes of all meetings; keep all records except financial; file any and all certificates required by statute, state and federal; give and serve all notices to members of the organization; present any and all communications to the board of directors, to include the minutes of the previous Board of Directors and General Membership Meetings; attend to all correspondence of the organization; and exercise all duties incident to the office of Secretary. He or she will also be one of the officers who may sign checks or drafts of the organization. The Treasurer will have the care and custody of all monies belonging to the organization; provide a written account of the finances of the organization to each member of the Board of Directors monthly, such report to be physically affixed to the minutes of the Board of Directors meeting; and will exercise all duties pertaining to the office of Treasurer. He or she will also be one of the officers who may sign checks or drafts of the organization.

8. Salaries...

1. No member of the organization will receive any kind of salary or compensation, except door prizes, from the Hall of Fame unless they are working under contract to perform. BOD are not eligible for door prizes.

2. The Board of Directors may hire musicians, entertainers, or complete bands on a contract basis.

3. It will require a majority vote of the Board of Directors present to hire any specialist in a certain field as the need arises. Such specialists could be in the financial field, accounting field, an attorney, etc. Members of the BOD may compete for awards and prizes at the annual festival.

9. Committees...

1. There will be three classes of committees,

A. Required - for each term of the President.

1. By-Laws.

2. Events and Entertainment.

3. Hall of Fame Nomination (5 members).

4. Hall of Fame Selection, (all prior inductees of the HOF).

5. Election and Nominating.

6. Advertising.

7. Public Relations.

8. Volunteer.

9. Membership.

10. Publication.

11. Website.

B. Optional.

1. Building.

2. Historical.

3. Finance.

C. Temporary - for one particular activity.

1. Special Events.

2. Any other committee deemed necessary by the Board of Directors.

3. All chairpersons and members of all committees will be appointed by the President except 1A4 above.

10. Finances...

1. The Board of Directors may, by a majority vote, establish or change the banking institution used by the organization.

2. Two signatures will be required on all checks or drafts written against the organizations bank accounts. Signatures will be any two of the President, Vice President, Treasurer, Secretary or one alternate signature as chosen by the President from one of the other Board of Directors, except that officers from the same household will be prohibited from signing the same checks, drafts or withdrawals.

3. The organization’s Accounting Period will begin the 1st day of January and end the last day of December of each year.

4. No member of the Board of Directors or general membership can obligate or spend funds without approval of the Board of Directors.

5. CCMHOF funds will not be loaned to any member of the Board of Directors or any other member of the organization. Hardships may be assisted by a donation approved by the general membership, or a benefit sponsored by the HOF for the cause. A single financial obligation from any account will not exceed $500.00 unless approved by the General Membership.

11. Annual Festival...

1. An annual festival will be held in August of each year, unless designated otherwise in Section 2 of this article. It will be no less than 3 days and will be open to all fans, musicians, singers, entertainers, and promoters of country music. The date and location of the Annual Festival will be set by the Board of Directors. A special festival entry fee will be collected from any and all festival participants as deemed necessary by the Board of Directors. The amount of this entry fee will be set by the Board of Directors. An Awards Show and Banquet will be held during the annual festival; the time, date, and location to be set by the Board of Directors. The annual inductee show will also be presented during the annual festival in which the people chosen by the HOF Selection committee will be inducted into the Colorado Country Music Hall of Fame. It may be a part of the Awards Show. Rules and Regulations for all the contests will be set in writing by the Board of Directors sixty days in advance of the event.

12. Special Events...

1. Any and all events that carry the CCMHOF identity must be sanctioned by a majority vote of the Board of Directors.

2. Any current member may petition the Board of Directors for the use of the CCMHOF in conjunction with a special event.

3. The petitioner must provide a detailed description of the proposed special event to include:

a. Who or what the special event is for.

b. The purpose of the special event.

c. The reason the special event is needed.

d. The date & time of the special event.

e. The location of the special event.

f. What means will be used to satisfy the special event’s objective.

g. All advertisement must accompany the proposal as it will appear in promotion of said special event.

4. All events that carry the CCMHOF name must have at least one board member present at the special event and at least one board member must be part of the planning committee.

5. All proceeds will be collected and distributed under the supervision of the Board of Directors. All volunteers involved in the handling of such proceeds must be members of the CCMHOF.

6. All proceeds will be collected prior to the Beneficiary's receiving any gifts or monetary contributions.

7. Any individual or group of individuals that use the CCMHOF name and reputation, without a majority vote of approval by the CCMHOF Board of Directors, will face legal ramifications for their actions as well as having their CCMHOF membership revoked.

13. Self-Evident Rights...

All publications, web sites, membership lists etc. of the CCMHOF are intended for the sole use of the CCMHOF organization and any unauthorized use of these, without the expressed written consent of the CCMHOF Board of Directors, is strictly prohibited. All proposals and rights therein submitted to, accepted and used by the CCMHOF Board of Directors will then become the property of the CCMHOF exclusively.

14. Amendments...

1. These By-Laws may be altered, amended, repealed or added to by a 2/3rd vote of the General Membership present at the meeting. Only after a written notice that proposed changes will be presented has been mailed to the General Membership, at least 20 days prior to the meeting, will changes be voted on. The date, time and place of the meeting must also be stated in the mailed notice.

2. The By-Laws will be reviewed annually, in October or November, following the general election by a committee appointed by the President. Any proposed revisions must first be reviewed and endorsed by a majority of the Board of Directors, then presented to the General Membership as outlined in Article Fifteen, Section 1, no later than March of the following year.

3. At a General Membership meeting, any group of five or more members may propose By-Law revisions. These changes will be composed by the committee, reviewed by the Board of Directors and, if endorsed, presented for discussion and voting at the next General Membership meeting, according to Article Fifteen, Section 1.

Other Documents

Documents are available either or both in PDF and MS Word format.

PDF Word Document Date
Board of Directors Conflict of Interest Statement 04/19/2009
       
       
       
       
       
       
       
       

 

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