Hollywood Sapphire Group Bylaws
May 2025
ARTICLE I - ORGANIZATION
Section 1: This organization shall be known as the Sapphire Group, and historically the chapter known as the Hollywood Sapphire Group.
Section 2: The Sapphire Group is a social organization and all of its Members are associated within the audio industry or its allied fields. The Sapphire Group’s purpose is to provide an opportunity for Members to meet informally for networking, and to discuss historical practices, current activities, technology, or events relating to the audio industry.
Section 3: The Officers of the Sapphire Group shall be a Chair, a Vice-Chair, a Secretary, and a Treasurer.
Section 4: Election of these Officers shall be conducted at the September general meeting in even-numbered years. The terms of office shall be two years, or until successors have been elected. All Officers may stand for re-election without a limitation on the number of terms.
Section 5: The Officers shall be assisted by a Membership Committee, a Program Committee, a Technical Committee, a Facilities Committee, and an Archive Committee as further defined in ARTICLE V.
Section 6: All Officers and Committee Members shall meet and conduct an organizational review on a semi-annual basis.
ARTICLE II - MEETINGS
Section 1: The general meetings of the Sapphire Group shall normally take place on the first Tuesday of each month. If such date falls on a Federal Holiday, the meeting shall be held on the second Tuesday of the month.
1a: When appropriate, meetings may be conducted in-person at a local restaurant; when at a restaurant, the meeting shall include dinner.
1b: To enable all individual Members’ participation, the meetings shall also be conducted virtually through a video conferencing platform.
1c: The Technical Committee shall coordinate with the Facilities Committee to make all appropriate arrangements for the video conferencing platform coverage at all meetings. The Technical Committee shall consult with, and assist all presenters with the requirements of the video conferencing platform.
Section 2: Notice of the meetings shall be sent, via e-mail, to the membership no less than one week prior to each scheduled meeting. When appropriate, the notice shall also include a dinner reservation form.
Section 3: All Members planning to attend an in-person dinner meeting must complete and submit to the Secretary, by the date specified, a confirming dinner reservation form for themselves and any guest(s) they intend to bring. If a Member does not show-up for dinner, they are nonetheless obligated to pay the Treasurer for the dinners they reserved.
ARTICLE III - MEMBERSHIP
Section 1: To be eligible for Active Membership in the Sapphire Group, a candidate shall have a technical, scientific, creative, and/or professional background in the audio industry or its allied fields. However, no sales person shall be eligible to become an Active Member unless he or she currently is, or previously has been, a practitioner within the audio industry.
Section 2: Candidates for Active Membership must attend three consecutive meetings as the guest of an Active Member, who may then submit a succinct, one page, petition on behalf of the Candidate for evaluation by the Membership Committee. The petition must be presented both in writing and verbally at a general meeting. Any objections to a Candidate must be submitted by an Active Member in writing, and within 30 days to the Membership Committee. The Membership Committee shall make its final recommendation to the Chair, who in turn will make the appropriate announcement at the subsequent general meeting.
Section 3: New Members shall be required to lead, or have scheduled a meeting discussion or presentation prior to, or within three months of, being accepted as an Active Member.
Section 4: The Secretary shall make an attendance record at each meeting, whether in- person or virtual. Any Active Member missing three consecutive meetings without a legitimate excuse — such as professional obligations, excessive travel time, family situations, or health conditions — shall be designated to inactive membership status, and shall be notified of this status by the Membership Committee.
4a: Inactive Members may be reinstated to active status by attending three consecutive meetings.
4b: Active Members unable to attend meetings on a regular basis due to a permanent and legitimate excuse shall retain Active Member status as long as the legitimate excuse remains valid.
ARTICLE IV – OFFICERS
Section 1: The Chair shall preside over all meetings. In the event the Chair cannot attend a meeting, the Chair shall appoint an Active Member to preside.
1a: When a meeting is held in-person, the Chair shall be responsible for determining the meeting venue and negotiating details with the venue.
1b: When a meeting is held in-person, the Facilities Committee shall make all appropriate arrangements to implement the Technical Committee’s meeting requirements.
Section 2: The Vice-Chair shall head the Program Committee. In the event of the absence or incapacitation of the Chair, the Vice-Chair shall assume the duties of the Chair.
Section 3: The Secretary shall maintain the meeting attendance roster and the membership database. The Secretary shall send to the membership notices of all meetings, and receive the reservations for in-person and virtual attendees.
3a: The Secretary shall be responsible to supervise the maintenance of www.hollywoodsapphiregroup.com, the official Website of the Sapphire Group.
Section 4: The Treasurer shall receive all money from the Members and shall pay all expenses of the Sapphire Group. The Treasurer shall keep an accounting of all funds received and expended by the Sapphire Group and provide a report to the Chair quarterly.
ARTICLE V: COMMITTEES
Section 1: The Chair shall appoint a Membership Committee consisting of three Active Members. The Membership Committee shall review all petitions for Active Membership in the Sapphire Group and any Member’s request for exemption from inactive status. Upon review, the Membership Committee shall forward its recommendations to the Chair for appropriate action.
Section 2: The Vice-Chair shall head the Program Committee, which shall consist of two additional Active Members. It is the responsibility of the Program Committee to select and coordinate discussion topics, programs, and presenters for the general meetings.
Section 3: The Chair shall appoint a Technical Committee whose responsibilities shall include: a) determining and specifying the technical requirements necessary to conduct all in-person/virtual meetings and their associated presentations; b) making specific recommendations for the equipment required to conduct all in-person/virtual meetings.
Section 4: The Chair shall appoint a Facilities Committee. The Facilities Committee, in association with the Technical Committee, shall be responsible for the provision, maintenance, set-up, and strike of the technical facilities required for all meetings.
4a: When appropriate, the Facilities Committee may rent or purchase the equipment required for the proper conduct of the meetings.
4b: The Chair and Treasurer shall approve in advance all facilities expenditures and any required equipment rental.
Section 5: The Chair shall appoint an Archive Committee. The Archive Committee shall be responsible for the collection and maintenance of all documents, materials, recordings, and similar records of the Sapphire Group.
Section 6: Additional Committees may be established, as deemed appropriate by the Chair.
Section 7: All Committee Members must be Active Members of the Sapphire Group.
ARTICLE VI - FINANCE
Section 1: In order to cover the regular operating expenses of the Sapphire Group, an annual membership fee may be required for Active Membership; said fee shall be determined by the Officers.
Section 2: The regular collection and distribution of all Sapphire Group funds shall be under the direct supervision of the Treasurer, and shall be reviewed by the Chair on a quarterly basis.
2a: Expenditures for equipment or facilities in excess of $100.00 must be reviewed and approved in advance by the Chair.
Section 3: The Chair and the Treasurer shall establish the fee charged for in-person and virtual meetings. Each Member shall pay to the Treasurer the amount specified for in- person and virtual meetings, and that of any guest(s) attending a meeting for the first time. The Members are also responsible to pay directly any tips, incidentals, or extra amounts to cover their personal in-person dinner expenses.
3a: Active Members that have made a timely in-person dinner reservation with the Secretary shall be afforded a $5.00 discount on the price of his or her dinner. All other Members and guests shall pay the established amount.
Section 4: Disposition of all funds accrued shall be determined by the Chair and Treasurer and must be for the benefit of the Sapphire Group as a whole.
ARTICLE VII – CODE OF CONDUCT
Section 1. All Sapphire Group Officers, Committee Members, Active Members, and their guests shall maintain a high standard of personal and professional conduct. This Code of Conduct is binding on all Members and their guests who are responsible for maintaining ethical behavior as set forth herein.
Section 2: There is no place in the Sapphire Group for persons who violate recognized standards of decorum. Members and their guests are expected to act with due respect and refrain from acts that will degrade themselves or tarnish the reputation and best interests of the Sapphire Group and/or its Members.
Section 3: Behavior considered unacceptable includes conduct that: (a) is unruly, disruptive, lewd, or illegal in nature; (b) dangers the healthy, safety, security, or comfort of others, including behavior caused by intoxication or substance abuse; (c) knowingly and/or falsely discredits the reputation of a Member; or (d) defames, maligns, or makes false accusations concerning another Member.
Section 4: Violations of this Code of Conduct shall be reviewed and resolved by the Officers of the Sapphire Group, and if appropriate, through Legal Counsel.
Section 5: Violations of the Code of Conduct may result in disciplinary action, including being refused admission or ejected from a meeting, or the suspension or expulsion of Sapphire Group membership. This Code of Conduct is subject to change, and may be amended by the Officers of the Sapphire Group who are responsible for continuous review of this Code.
ARTICLE VIII – LEGAL
Section 1: Under the supervision of the Chair, the Sapphire Group may retain the services of Legal Counsel to represent the Sapphire Group and maintain any intellectual property rights.
Section 2: All official correspondence, of or by the Sapphire Group, shall be conducted by the Chair and Secretary, and, if appropriate through Legal Counsel.
Section 3: These Bylaws must be approved, and may be amended by a two-thirds majority of the Active Members at a regular meeting. Official notice of such approval must be sent to the membership at least two-weeks in advance of such meeting.
Section 4: The Chair may appoint a Bylaws Committee, whose responsibility shall be to periodically review the Bylaws and make appropriate recommendations for amendments.