Ponaganset High School Music Parents Association

Ponaganset High School Music Parents Association

 

Constitution & Bylaws

ARTICLE I
Name
1.The name of the organization shall be "Ponaganset Band Parents Association," hereafter referred to as the organization.

ARTICLE II
Purpose
1.By the pooling of efforts, ideas, and resources, to assist and support the Band Director(s) in providing an Instrumental Music Program that will be educational, enjoyable, and rewarding for the students, without interfering in any way with the control and/or management of the content, curriculum, policy, philosophy, and activities of the Instrumental Music Program rightfully under the purview of the Band Director(s) and/or the School Department.
2.To assist, when requested by the Band Director(s), in identifying areas for expansion and improvement of the Instrumental Music Program.
3.To assist, when requested by the Band Director(s), in the communication between the Band Director(s) and the parents/guardians of students in the Instrumental Music Program.
4.To encourage and foster community support and assist, when requested by the Band Director(s), in keeping the community informed as to the goals, purposes, and activities of the Instrumental Music Program.
5.To raise funds to provide for the Instrumental Music Program those items/services not covered by the Foster/Glocester Regional School Budget in order that the students may have music-related experiences above the basic level and beyond what the School Budget can reasonably provide; i.e., the organization shall not provide funding for basic items necessary to the proper functioning of the Instrumental Music Program, such as facilities, music, basic instruments, teacher salaries, etc.

ARTICLE III
General Membership
1.The General Membership of this organization shall consist of Active Members and Associate Members.
2.The Active Members shall be the parents/guardians of students enrolled in the Ponaganset High School Instrumental Music Program.
3.Active Membership for parents/guardians shall commence with the enrollment of the parents'/guardians' student in the Ponaganset High School Instrument Music Program and shall cease upon that student's withdrawal from the Program.
4.Active Members shall have one vote each on any matter under consideration at a regular or special meeting of the General Membership.
5.The Associate Members shall be any persons, within the following groups, who desire to foster the purpose and participate in the functions of the organization: current members of the Ponaganset High School faculty, students enrolled in the Ponaganset High School Instrumental Music Program, alumni of the Ponaganset High School Instrumental Music Program, and residents of the Foster/Glocester community.
6.Associate Membership shall commence upon registration with the Recording Secretary.
7.Associate Members shall have no voting privileges.
8.Neither Active nor Associate Members shall be required to pay a membership fee.

ARTICLE IV
Officers
1.The Officers of this organization shall be President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.
2.The Officers shall be Active Members elected at the Annual Meeting by the Active Membership and/or Active Members recruited and appointed, when necessary, by the Executive Board.
3.The Officers shall serve for a term of one school year, commencing from the close of the Annual Meeting.
4.The Officers shall serve without compensation of any sort.
5.Any Officer may be re-elected for any number of subsequent terms so long as Active Membership status is fulfilled.
6.In the event that an Officer's Active Membership terminates, the Executive Committee may waive the requirement that the Officer be an Active Member in order that said Officer's term may be completed.

ARTICLE V
Executive Board
1.The Officers and the Band Director(s) shall constitute the Executive Board.
2.A simple majority of the members of the Executive Board shall constitute a quorum.

ARTICLE VI
Standing Committees
1.The Standing Committees of this organization shall be the Budget, By-Laws, and Nominating Committees.
2.The Standing Committees shall be chaired or co-chaired by Active Members.
3.The Standing Committees shall be staffed by Active and/or Associate Members.
4.The Band Director(s) shall serve ex officio on all Standing Committees.
5.The Standing Committees shall conduct the business of the organization pertinent to said committees.
6.The Chairpersons and/or Co-Chairpersons of the Standing Committees shall be invited to attend meetings of the Executive Board, but shall not have voting privileges at said meetings.

BYLAWS

ARTICLE I
Parliamentary Procedure
1.The latest edition of Robert's Rules of Order, Revised shall govern the organization in all cases to which they are applicable and not inconsistent with any provision of these Bylaws.

ARTICLE II
Meetings of the General Membership
1.Meetings of the General Membership shall be held on the second Monday of each month at 7:00 p.m. from September through June.
2.Should the regularly scheduled meeting of the General Membership fall on a Monday holiday, said meeting shall be held on the preceding or first Monday of the month.
3.In the case of cancellation of school on the day of the regularly scheduled meeting of the General Membership, said meeting shall be held on the subsequent or third Monday of the month.
4.The Annual Meeting shall be the regularly scheduled June meeting of the General Membership.
5.Any number of Active Members present at any meeting of the General Membership shall constitute a quorum.

ARTICLE III
Special Meetings
1.Special meetings of the General Membership may be called by the Executive Board or the Band Director(s).
2.Notification of the purpose and scheduled date and time of the special meeting shall be given through distribution of a notice to the Instrumental Music Students or other means to all Active Members.
3.No business other than that for which the special meeting was called may be transacted.
4.Any number of Active Members present at any special meeting shall constitute a quorum.

ARTICLE IV
Executive Board Meetings
1.At least one Executive Board meeting shall be held annually, on a date after the Annual Meeting and prior to the regularly scheduled September meeting of the General Membership.
2.Subsequent Executive Board meetings may be held throughout the school year as deemed necessary by any member of the Executive Board.
3.All proceedings of said meetings shall be presented at the next regularly scheduled meeting of the General Membership.

ARTICLE V
Nominations
1.A Nominating Committee shall be established at the beginning of the school year.
2.The Nominating Committee shall consist of at least one Active Member and the Band Director(s).
3.The Nominating Committee shall present at the Annual Meeting a list of candidates willing to hold office for the subsequent school year.
4.Nominations for office may also be made by Active Members. Such nominations must be submitted in writing to the Recording Secretary no less than ten days before the Annual Meeting.

ARTICLE VI
Elections
1.The election of Officers shall take place at the close of business at the Annual Meeting.
2.If there is only one candidate for an office, election shall be by voice vote; if there is more than one candidate for an office, election shall be by ballot.
3.A majority vote of any number of Active Members present shall constitute an election.

ARTICLE VII
Vacancies
1.Should the office of President become vacant, the Vice President shall serve the remainder of the term.
2.Should any other office become vacant, the Executive Board shall recruit and appoint an Active Member to serve the remainder of the term, with said appointment subject to a majority vote of the Executive Board.

ARTICLE VIII
Dismissal
1.Should the Executive Board determine that a member has knowingly and wilfully violated the Constitution and/or Bylaws of the organization, the Executive Board may recommend to the General Membership that said member be dismissed from membership.
2.The Executive Board must notify said member in writing of violations and intent to dismiss at least fifteen days prior to the meeting at which the Active Members present shall vote on said member's dismissal.
3.The dismissal of said member shall be dependent on a two-thirds majority vote of the Active Members present at said meeting.

ARTICLE IX
Duties of the President
1.The President shall maintain communication with the Band Director(s) and the other Officers of the organization throughout his/her term.
2.The President shall preside and maintain order at all meetings of the General Membership and the Executive Board.
3.The President shall put all motions, when seconded, to a vote at any meeting of the General Membership and the Executive Board.
4.The President shall coordinate and schedule Executive Board meetings in accordance with Article IV, Section 1 of these Bylaws, and shall coordinate and schedule any subsequent Executive Board meetings deemed necessary by any of the Officers and/or the Band Director(s).
5.The President shall supervise the business affairs of the organization.
6.The President shall act as judge of all elections, cast the deciding vote in case of a tie, and declare results.
7.The President shall enforce a strict observance of the Constitution and Bylaws of the organization.
8.The President shall recruit and appoint Chairpersons for all Standing Committees, subject to the approval of the Executive Board.
9.The President shall create any special committees deemed necessary to fulfill the business and activities of the organization and shall  recruit and appoint Chairpersons for said committees, subject to the approval of the Executive Board.
10.The President shall serve ex officio on all committees except the Nominating Committee.
11.Upon leaving office, the President shall transmit all property of the organization to his/her successor and shall provide advice and counsel, if and as needed throughout the subsequent term, to his/her successor.

ARTICLE X
Duties of the Vice President
1.The Vice President shall perform the duties of the President in the absence of the President.
2.Should the office of President become vacant, the Vice President shall serve the remainder of the term.
3.Upon leaving office, the Vice President shall transmit all property of the organization to his/her successor and shall provide advice and counsel, if and as needed throughout the subsequent term, to his/her successor.

ARTICLE XI
Duties of the Treasurer
1.The Treasurer shall serve as Chairperson of the Budget Committee and be responsible for presenting a proposed budget to the Executive Board for review and approval at the Executive Board meeting to be held prior to the September meeting of the General Membership.
2.The Treasurer shall present the approved budget to the General Membership for adoption at the September meeting of the General Membership.
3.The Treasurer shall receive all funds due the organization, issue appropriate receipts, and be solely responsible for deposit of said funds in a depository designated by the Executive Board.
4.The Treasurer shall pay all bills of the organization upon authorization of the Executive Board and shall retain said bills as vouchers.
5.The Treasurer shall maintain accurate records of all financial transactions of the organization, and shall submit a complete financial report at all meetings of the General Membership and the Executive Board.
6.The Treasurer shall file appropriate tax forms as necessary to preserve the tax-exempt status of the organization.
7.The Treasurer shall make all records of the organization available for audit, and coordinate said audit, by an outside party after the May meeting and before the June meeting of the General Membership, said party to be determined by the Executive Board.
8.Upon leaving office, the Treasurer shall transmit all property of the organization to his/her successor and shall provide advice and counsel, if and as needed throughout the subsequent term, to his/her successor.

ARTICLE XII
Duties of the Recording Secretary
1.The Recording Secretary shall act as clerk of all meetings of the General Membership and the Executive Board and record all votes and minutes of said meetings.
2.The Recording Secretary shall maintain a record of all Active and Associate members which will also serve as a list of all members eligible to vote in elections.
3.Upon leaving office, the Recording Secretary shall transmit all property of the organization to his/her successor and shall provide advice and counsel, if and as needed throughout the subsequent term, to his/her successor.

ARTICLE XIII
Duties of the Corresponding Secretary
1.The Corresponding Secretary shall be responsible for conducting the correspondence of the organization as directed by the President.
2.The Corresponding Secretary shall maintain accurate records of all correspondence received and sent by the organization.
3.Upon leaving office, the Corresponding Secretary shall transmit all property of the organization to his/her successor and shall provide advice and counsel, if and as needed throughout the subsequent term, to his/her successor.

ARTICLE XIV
Duties of the Executive Board
1.It shall be the duty of the Executive Board to oversee the government and management of the organization between meetings of the General Membership.
2.It shall be the duty of the Executive Board to appoint Officers when vacancies occur for any cause other than expiration of the term.
3.It shall be the duty of the Executive Board to call for special meetings of the General Membership as needed.
4.It shall be the duty of the Executive Board to designate an outside party to audit the financial records of the organization.

ARTICLE XV
Duties of the Standing Committees
1.It shall be the duty of the Budget Committee to propose all estimated expenditures and recommend ways and means of raising the funds necessary to meeting said expenditures.
2.It shall be the duty of the By-Laws Committee to examine the rules by which the  organization operates and propose revisions as necessary.
3.It shall be the duty of the Nominating Committee to present a slate of Officers at the Annual Meeting.

ARTICLE XVI
Amendments
1.The Constitution and Bylaws of the organization may be revised, repealed, or amended at any time.
2.The Chairperson of the Bylaws Committee shall submit in writing any proposed changes to the Constitution and/or Bylaws for approval by the Executive Board.
3.Upon approval by the Executive Board, the proposed changes shall be presented for a majority vote at the next regularly scheduled meeting of the General Membership.

ARTICLE XVII
Dissolution
1.Upon dissolution or disbandment of the organization, any and all unallocated cash funds shall be turned over to the school for exclusive use by the Instrumental Music Department.
2.In the absence of an Instrumental Music Department, said funds shall be turned over to the school for exclusive use in college scholarship programs for students planning to pursue a Music Major.


© Copyright 1997-2015 Ponaganset High School Music Parents Association. All rights reserved.
PHSMPA c/o Ponaganset High School 137 Anan Wade Road Glocester, RI 02857

Like us on Facebook

PHSMPA Website Hosting donated by MouseWorks