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ROAM By-Laws

ROAM  PROGRAM BYLAWS

Article I. Name

The name of this entity shall be ROAM – Reciprocal Organization of Associated Museums.

Article II. Purpose

The Reciprocal Organization of Associated Museums (hereinafter referred to as “ROAM” or “Association”) is an unincorporated organization of museums and cultural institutions with the purpose of providing their qualifying members with reciprocal benefits at participating museums for no additional cost. In achieving this purpose, ROAM recognizes these broad responsibilities:

· To offer accepted museums and cultural institutions the added benefit to qualifying members of reciprocal membership benefits at all participating museums and cultural institutions.

· To maintain current contact and qualifying membership information for each of the participating institutions;

· Participation in ROAM will remain at no cost to participating institutions.

Article III. Membership & Participation

Section 1. Member Institutions

Any museum or cultural institution interested in participating in ROAM to offer reciprocal benefits to their qualifying members may apply to participate by completing ROAM APPLICATION FORM online. The ROAM Board / Chairperson will accept applications based on the following criteria:

1.1 The Applicant agrees to offer ROAM benefits (listed in Article III, Section 4) to qualifying members of participating museums.

1.2 The Applicant has an established Museum Membership base and offers a Membership option equivalent to $100 USD or more.

1.3 The Applicant strives to meet the Characteristics of Excellence for U.S. Museums listed by the American Alliance of Museums.

Section 2. Fees.

2.1 There will be no cost to participate in ROAM.

2.2 Any costs associated with stickers or printed materials will be paid for by the individual participating institution. ROAM is not responsible for any cost accrued by participating institutions.

Section 3. Applications.

3.1 The ROAM Board/ Executive Committee will consider all new applications to ROAM on a quarterly basis.

3.2 Applicants must complete the application form and send to roam.museums@gmail.com.

3.3 The official ROAM member list will be updated when a new institution joins and will be sent out quarterly. It will be the responsibility of each member institution to update the list on their website / brochure from the master list provided by ROAM.

Section 4. Renewal / Removal / Termination

4.1 Renewal is automatic. Participating institutions, once accepted, will remain on the official list until otherwise noted.

4.2 If a participating institution wishes to be removed from the official list, they must email their request to the ROAM Chairperson. Their name will be removed at the end of the current quarter.

4.3 ROAM reserves the right to terminate the membership of any institution from the Association.

Section 5. ROAM Benefits

5.1 Qualifying Members of Institutions

5.1.1 Members of an institution at or above the $100 Annual Membership level may qualify for ROAM benefits. It will be the responsibility of the institution to identify their qualifying members by printing the ROAM logo /placing ROAM sticker on their qualifying member cards.

5.1.2 Institutions may reserve ROAM benefits for members at higher levels if they choose.

5.1.3 Institutions may not grant ROAM benefits to members paying less than $100 per year for Membership.

5.2 Qualifying Members of ROAM institutions will receive the following benefits:

5.2.1 Host institution’s member general admission price for at least two guests, plus any additional at the discretion of the host institution.

5.2.2 Host institution’s member shop discount.

5.2.3 Access to member-only events / lectures unless specifically restricted by host institution.

5.2.4 Member pricing for special events / lectures / exhibitions unless specifically restricted by host institution.

5.3 Restrictions

5.3.1 Institutions may restrict the follow ROAM benefits. Restrictions must be noted on the official list of participating museums. If you wish to make any restrictions to your ROAM benefits, they must be noted on your application form and approved by the ROAM Board/Executive Committee.

5.3.1.1 * ROAM privileges may be restricted for concerts/lectures/special exhibitions and ticketed events.

5.3.1.2 + ROAM privileges do not extend to other institutions members within a 25 mile radius.

5.3.1.3  ROAM privileges do not apply to the [specific Gallery/Exhibition/Attraction].

5.4 Identification of ROAM members

5.4.1 Membership Cards

5.4.1.1 The official ROAM logo will be sent to all member institutions in pdf / jpeg format.

5.4.1.2 Member institutions can either print the logo directly on their membership cards or order stickers to place on cards.

5.4.1.3 ROAM will provide a recommended vendor for stickers, but institutions can order from a vendor of their choice. Member institutions are responsible for purchasing their own stickers.

5.4.1.4 Printing the word “ROAM” or “Reciprocal Organization of Associated Museums” on membership cards will also be acceptable.

5.4.2 Official Lists

5.4.2.1 ROAM will send out an updated official list each quarter.

5.4.2.2 Member institutions will be responsible for updating the list on their own website or in any printed materials.

5.4.2.3 Visitors Services / Admissions staff should always have access to an updated list of participating institutions.

Article IV. Board of Directors

Section 1. Definition

1.1 The ROAM Board of Directors is the governing body of the Association. It shall conduct the business affairs of the Association, establishing and overseeing policies, procedures, and programs as necessary. It may create committees, units, or other groups as provided in these Bylaws, and may assign to each duties, responsibilities, and fields of activities. It shall keep membership informed on the affairs of the Association and shall report on its activities as necessary to the Association members.

Section 2. Affiliations

2.1 The Board of Directors may affiliate with or enter into cooperative arrangements with Museum organizations in the conduct of meetings or conferences or in the development and promotion of projects in line with the purposes and policies of the Association.

Section 3. Structure

3.1 The Board of Directors shall consist of the seven members, representing participating institutions.

3.2 If possible, the Board will be made up of representatives from many types of institutions including a large museum (more than 20,000 members), a small museum (less than 5,000 members), a free museum, a university museum, an art museum and a history museum.

Section 4. Terms and Limits.

4.1 The term of appointment shall be three years.

4.2 Board members may be elected for two consecutive three-year terms.

4.3 The Board Chairperson will have a term of three years. Duties of the Board Chairperson (as described in Article V, Section 8.1) will be passed to the next Chairperson every three years.

4.4 Should a Board Member leave their current position, the Board of Directors reserves the right to review the individual’s role on the Board.

Section 5. Meetings & Voting

5.1 The business of the Association Board of Directors, including voting, will be conducted by phone or email.

5.2 Rights of a director shall neither be delegated to another nor exercised in proxy.

5.3 A majority of the members constitute a quorum for the transaction of business.

Section 6. Executive Committee

6.1 There shall be an Executive Committee of the Board, to consist of the Chairperson and two Vice-Chairpersons. The Executive Committee shall meet at the call of the Chairperson and shall be empowered to act on behalf of the Board of Directors as specifically authorized by policy or Board action or in an emergency. The Executive Committee shall report all actions to the Board of Directors.

Section 7. Duties

7.1 Chairperson

7.1.1 The chairperson shall act as the head representative and will take on the majority of responsibilities of the Association.

7.1.2 On a quarterly basis, the Chairperson will update the master list of participating museums with new additions and any changes in contact information and email the list to all member institutions.

7.1.3 The Chairperson will be the primary contact for institutions interested in participating.

7.1.4 The Chairperson will inquire when notified of problems occur with reciprocal benefits.

7.1.5 The Chairperson, as a part of the Executive Committee, will identify and elect the next Board Chairperson and potential Board Members. The Board-at-large will ratify all Executive Committee selections.

7.1.6 The Chairperson will take on additional tasks as deemed necessary and reasonable by the Board of Directors.

7.2 Vice-Chairpersons / Board Officers

7.2.1 Vice-Chairpersons will directly assist the Chairperson with tasks related to the organization including responding to inquires and requests, master list maintenance and other duties as assigned by the Board of Directors.

7.2.2 Vice-Chairpersons, as a part of the Executive Committee, will identify and elect the next Board Chairperson and potential Board Members. The Board-at-large will ratify all Executive Committee selections.

7.3 Board Members-At-Large

7.3.1 Board Members will directly assist the Chairperson with tasks related to the organization including responding to inquires and requests, master list maintenance and other duties as assigned by the Board of Directors.

7.3.2 Board Members will vote on applications to participate, changes to the By-Laws, new Board members, new Chairpersons and Vice-Chairpersons and other organization business.

 

Article V. Committees

Section 1. Special Committees

1. The Association may establish special committees for the performance of duties which do not require continuity of attention. The term of appointment to special committees shall coincide with the calendar year.

2. Special Committees of the Association shall be: (1) Appointments, (2) Nominations, and Elections, and (3) Conference.

Article VI. Amendments

Bylaws may be adopted or amended at any business meeting of the Association or by ballot as provided in these Bylaws.