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By-Laws

Adopted 1970, revised 1975, 1980, 1982, 1983, 1989, 1998, 2001, 2004, 2008, 2013

Article 1—Name

The name of the organization will be the "Methacton Music Boosters."

Article 2—Purpose

The purpose of the organization will be to provide moral support, and financial and volunteer assistance to the Methacton School District music programs and their professional leadership.

Article 3—Membership

Membership will be available to any parent/guardian of a student involved in the Methacton School District Music Department interested in promoting the purpose of the Methacton Music Boosters.

Article 4—Officers

a. The officers of the organization will be president, vice president, secretary and treasurer.
b. Election of the officers will be held annually.
c. Officers may be elected to serve in the same office for not more than two consecutive years. This two-year term limit may be extended by 2/3 vote of the Executive Board.
d. In the event that a solitary individual cannot be found to assume the duties of any one of the board positions, two members may be elected to share the position as co-officers.
e. Officers must have a student(s) currently enrolled in high school.

Article 5—Elections

a. Election of officers will be decided by simple majority votes collected by secret ballot at a spring general membership meeting. In the event that there is only one nominee for each position, the vote can be collected by show of hands at a spring general membership meeting.
b. Prior to voting, nominations will be accepted from the floor.
c. Absentee ballots may be obtained from the secretary by any member desiring to vote in an election of officers. The ballot must be returned to the secretary in a sealed envelope to be opened at the election meeting.
d. Each member has one vote and no proxy votes will be accepted.
e. New officers will take office on or before July 1st following the election. All officers will deliver all official materials to their successors within thirty days of the election.

Article 6—Duties of Officers

a. The president will:

  • Preside at all meetings of the organization
  • Act as executive officer
  • Perform all duties usually associated with the office
  • Enforce a strict observance of the by-laws
  • Appoint special committees as required

b. The 1st vice president will:

  • Assist the president in such a manner as the president may direct
  • Preside at meetings in the absence of the president
  • Will serve as the Chairperson of the Nominating Committee

c. The secretary will:

  • Keep accurate records of meetings of the organization
  • Present minutes of the previous meeting at each executive board and general membership meeting for approval
  • Prepare and submit forms necessary for Methacton Music Boosters functions
  • Keep a file of correspondence and committee records and reports

d. The treasurer will:

  • Be custodian of all funds of the organization
  • Keep accurate records of all income and disbursements
  • Pay all invoices for approved activities
  • Maintain bank accounts
  • Present a complete financial report at each executive board meeting for approval
  • Present a summary financial report at each general membership meeting

Article 7—Management of Funds

a. The fiscal year will begin on July 1 and end on June 30.
b. All checks will require two signatures. Only officers are authorized to sign checks.
c. At the conclusion of any activity or fundraiser, only an Executive Board member is permitted to take charge of the funds.

Article 8—Executive Board

  • The Executive Board will consist of the officers of the organization, Coordinator of the Ways and Means Committee, and the directors of the MHS music programs. The music directors will be ex-officio, non-voting members of the organization.
  • The duties of the Executive Board will be to transact necessary business of the organization.
  • The Executive Board will appoint chairpersons of all committees, including the Coordinator of Ways and Means. Any vacancy occurring in the leadership of any committee will be filled by a member appointed by the Executive Board as soon as possible.
  • Any member of the Executive Board may be replaced by 2/3 vote of the Executive Board for failure to perform their duties as outlined in the by-laws
  • Will provide for the auditing of the finances of the organization and make this report available at the first general membership meeting of the next fiscal year.

Article 9—Meetings

  • There will be a minimum of 3 General Membership meetings during the course of the school year. These meeting dates will be determined by the president and announced at a minimum of two weeks advance notice.
  • There will be Executive Board meetings on the 2nd Tuesday of each month.
  • A quorum will be necessary to conduct business.
  • A quorum at General Membership meetings will consist of ten members of the General Membership present and voting.
  • A quorum at Executive Board meetings will consist of three members of the Executive Board present and voting. Executive Board meetings will be open to all interested general members. Questions and comments may be limited to a specific point in the agenda.
  • Meetings will be governed by Robert's Rules of Order, Revised.

Article 10—Committees

a. The Ways and Means Committee will consist of a Coordinator and chairpersons of the individual fundraising projects.

  1. Chairpersons will provide to the Coordinator a preliminary report of individual fundraising project within 48 hours.
  2. A written report of the fundraising project (including all income and expenses) will be submitted to the Coordinator within two weeks
  3. The Ways and Means Coordinator will submit a year-end report to the Executive Board summarizing all fundraising projects undertaken throughout the year.

b. A Nominating Committee comprised of the vice president and three other members of the Executive Board will recommend at least one nominee for each office by March 31. The consent of each candidate must be obtained before being made public.
c. Special Committees may be appointed by the President as needed.
d. A By-laws committee will be appointed by the president in March of even-numbered years to consider revisions and additions to the by-laws.

  1. Proposed revisions to the by-laws may be submitted to the executive board at any time.
  2. Proposals will be published, and one-month notice will be given prior to the vote for approval of any revisions.
  3. Revisions will be approved by a simple majority vote of members present at a general membership meeting.
  4. Absentee ballots may be obtained from the secretary by any member desiring to vote in a change in by-laws. The ballot must be returned to the secretary in a sealed envelope to be opened at the election meeting.

Article 11—Scholarship Fund

a. A General Scholarship Fund will be financially supported from the general operating budget. Funds will be placed into a certificate of deposit each year to guarantee endowment of the scholarships awarded. The amount to be contributed to the Fund will be  confirmed annually by the executive board.
b. Each year, up to three Methacton HS music students will receive a monetary scholarship award that will be payable each semester and is renewable for up to 4 years.

  1. One scholarship will be awarded to a graduating student who is pursuing music as their major in college. This will be known as the “MMB Music Major Scholarship”.
  2. Up to two scholarships will be awarded to graduating students who are going on to any post high school education. These will be known as the “MMB Music Alum Scholarship”.
  3. Multiple scholarships may be approved by the executive board.

c. The scholarship amount of $150 per semester per student for up to 4 years can be modified by the executive board based on financial ability to fund the scholarships. The scholarship is contingent upon submission of proof of registration for classes for the semester and for the MMB Music Major Scholarship, continuing pursuit of a degree in a music field.
d. In the event that the financial status of the organization cannot support the Scholarship Fund in a given year, suspension of the Scholarship fund will occur upon majority vote of the MMB executive board.

Article 12—Tax Exempt Status

a. The Methacton Music Boosters will be a tax exempt registered organization under section 501(c)(3) of the IRS tax code.
b. Per IRS tax code all fundraising proceeds will be allocated as general funds for the benefit of all music students. Specific portions of fundraisers will be allocated for budgetary items and for special music department trips. The funds will be shared equitably across all students participating.

Article 13—Dissolution of the Organization

a. Upon dissolution of the organization, all outstanding invoices will be paid.
b. After the payment of all outstanding invoices, all non-allocated funds will be returned to the Methacton HS Activities Account for exclusive use of the music department.