PCR-3 HIGH SCHOOL MUSIC PARENTS ASSOCIATION BYLAWS

As amended 04/14/2008

 

 

 

Article 1:  Name

This not-for-profit organization shall be known as the PCR-3 High School Music Parents Association (MPA).

 

Article II:  Purpose

In order to support and enhance the PCR-3High School music programs, the association shall provide encouragement and recognition for the students; furnish assistance to the music directors; promote parental involvement; and supply a communications network between the school, the home, and the community.  While we support the music department, it is the music directors' responsibility to clarify what type of support is needed and when it is desired.

Article III:  Membership

Section 1: Membership shall be open to anyone who wants to become a member of the Platte County Music Parents Association and has completed and returned a current membership registration form.

Section 2: Membership year shall be August 1 through July 31

Article IV:   Officers and their Election
The elected officers of the Platte County Music Parents Association shall be a President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer.  All officers must be members of the association.  Election of officers shall be held at the annual (April) meeting.  Officers shall be elected for a term of 1 year, and may not serve more than two consecutive terms in the same office.  Anyone serving in an office more than six months shall be credited as serving a full term.  Terms shall begin at the end of the May meeting.  Only one member per family shall be eligible to be a joint signatory* on the association's checking account.

Section 1: President:  The president shall preside at all Platte County Music Parents Association meetings; develop agendas; represent this association in meeting with other organizations or groups; and be a joint signatory* on the association's checking account.

Section 2: 1st Vice President:  The 1st Vice president shall preside in the absence of the president; provide communications between the school and the general membership; provide communications between the executive board and the general membership; and coordinate publicity for music activities.  The 1st Vice President shall oversee these committees: Communications, Awards and Recognition, Uniforms and Home Tailgates.  The 1st Vice President shall be the liason between the PCR-3 Booster Club and MPA.  The 1st Vice-President shall be a joint signatory* on the association's checking account.

Section 3: 2nd Vice President:  The 2nd Vice President shall preside in the absence of both the President and the 1st Vice President, act as a liason between the Treasurer and the Committee Chairs and shall oversee these committees: Ways & Means, Trailers and Away Tailgates.  The 2nd Vice President shall be a joint signatory on the association's checking accounts.

Section 4: Secretary.  The secretary shall establish and maintain a permanent record of all the association's activities.  Duties shall include recording of minutes.  The secretary shall be a joint signatory* on the association's checking account.

Section 5:  Treasurer.  The treasurer shall be responsible for all financial payments and receipts of the association, record all financial transactions; present monthly financial reports; keep all records as are necessary for a complete audit; and prepare a proposed annual budget.  The treasurer shall be a joint signatory* on the association's checking account.

Article V:   Voting
Only members of this association, present at the meeting, shall be allowed to vote.

Article VI:   Executive Board
The executive board shall consist of the elected officers and chairpersons of the standing committees.  The music directors shall be ex-officio** members of the executive board.

Section 1:  The executive board shall meet monthly and may make such decisions as require immediate action.

Section 2: In the event of a tie vote by the executive board, the issue shall be taken to the general membership for resolution.

Article VII:   Standing Committees
The standing committees of the Platte County Music Parents Association shall be Ways and Means, Membership, Communications, Awards/Recognitions, Band Trailer, Water, Webmaster, Home Tailgates, Away Tailgates and Uniforms.  Standing committee chairpersons shall be appointed by the combined elected officers and music directors.  All committee members shall be members of the association.
Section 1: Ways and Means.  The ways and means committee shall be responsible for selecting and coordinating ways to raise funds for the association.  All projects must be pre-approved by the executive committee.

Section 2: Membership.  The membership committee shall be responsible for recruiting members and keeping an accurate membership roster.  All dues collected shall be promptly turned over to the treasurer.

Section 3: Communications.  The communications committee shall be responsible for organizing and implementing a communications network within the association.  The communications committee will share communications responsibilities with the 1st Vice President.  Examples include the MPA Newsletter, public news releases, MPA school announcements, and phone-calling communications.

Section 4: Awards/Recognitions.  The awards/recognitions committee shall be responsible for ordering board approved patches and plaques, and planning and implementing social recognitions for significant music accomplishments (examples include posters, decorations, or treats following a high rating at a competition.)

Section 5: Band Trailer.  The band trailer committee shall be responsible for loading and pulling the trailer to Band events.

Section 6: Water.  Maintain on-hand stocks of water and ensure its availability for Band members at all home and away .events.

Section 7: Webmaster.  Coordinate with the Communications Chair and various Committee Heads to update and maintain the PCR-3 MPA website.

Section 8: Home Tailgates.  At the Band Directors' discretion, organize pre-event meals for selected Home events, including games, contests and special events.

Section 9: Away Tailgates.  At the Band Directors' discretion, organize and transport meals for away Band events, including competitions, exhibitions, parades, etc.  MPA will finance each event, according to a pre-approved budget.

Section 10: Uniforms.  Will work with the Band Directors to ensure that the Band uniforms are maintained properly.  This will include cleaning, pressing and minor repair

Article VII.   Special Committees
Special committees shall include an audit committee and a nominating committee.  Other special committees may be appointed as necessary by the executive board.

Section 1: Audit Committee.  The executive board shall appoint an audit committee annually at the April meeting and will report their findings at the June meeting after the May/end-of-school year close and whenever there is a change of treasurers.  This committee shall audit the treasurer's books and report its findings at the next general meeting.

Section 2: Nominating Committee.  The nominating committee shall consist of three members elected by the general membership.  The president shall not serve on the nominating committee.  The committee shall present a slate of nominees at the April meeting.  No person shall be nominated for office without his/her consent.

Article IX.   Vacancies
If an officer or Committee Chair is unable to serve their complete term, the following provisions will determine the selection and installation of their replacement.
Section 1: In the event that the office of the President is vacated, the 1st Vice President shall become the President for the remainder of the term.

Section 2: In the event that any other elected office is vacated, the executive board shall appoint someone to fill that office for the remainder of the term.  The appointment shall be subject to approval by the general membership.

Section 3: In the event that a standing or special committee chairperson is vacated, the executive board shall appoint a new chairperson for the remainder of the term.

Article X.   Meetings
Regular meetings of the PCR-3 MPA Board and Membership will follow these general guidelines.  Additional meetings may be scheduled at the discretion of the Executive Board
Section 1: The executive board (elected Officers and Committee Chairs) shall meet monthly, no fewer than eight (8) times per year; all meetings shall be open to the general membership.  A majority of the executive board shall constitute a quorum.

Section 2: Full membership meetings may be scheduled as needed, with a minimum of four per year.  Meeting dates shall be established by the executive board at the beginning of the year.  Whenever possible, members shall be given one week's notice of special meetings and/or changes in the meeting schedule.  Ten members shall constitute a quorum for general membership meetings.

Section 3: Meetings of the full membership shall be called by the Executive Board as they deem necessary.
Section 4: The annual meeting shall be the regularly scheduled April general membership meeting.

Article XI:   Amendments
Bylaws may be amended by a vote of the general membership.  One month's notice shall be given.  Proposed amendments shall be presented to the executive board, then to the general membership.  A two-thirds vote of members present is required to amend bylaws.

Article XII:   Disbandment
If at any time the Platte County Music Parents Association votes to disband, any balance remaining in the Association's account after all bills are paid shall be given to the Platte County High School Music Departments.  A vote to disband may only be taken at a special general membership meeting set for this purpose.  Written notice must be given to all members at least thirty days prior to the meeting.  A two-thirds vote of members present shall be required to disband.

*  Joint signatory means that all checks on the association's account must be signed by TWO of the officers specified.  At least two (2) joint signatories should sign any checks issued by MPA

** Ex-officio means that this person has full voting and discussion privileges, but is not required to attend and does not count in the number required to constitute a quorum.