VMB ByLAwS

Bylaws Southeast Polk High School Vocal Music Boosters

Article I: Name and Year

1. The name of this organization shall be The Southeast Polk Vocal Music Boosters.

2. The year shall begin on July 1 and end on June 30.

Article II: Purpose

1. The Southeast Polk Vocal Music Boosters is organized for the purpose of providing assistance and support to vocal music programs (High School, Junior High & Middle School) and staff in providing superior experiences, such as encouraging student growth, community cooperation, and fundraising.

Article III: Members

1. All parents, guardians, family, faculty, or community members (friends relatives, parents of former students, music teachers, school administrators, alumni) are welcome and encouraged to be a participant of the Vocal Music Boosters.

Article IV: Officers

1. The officers shall consist of the President, President-Elect, Secretary, Treasurer, Junior High Representative, and Middle School Representative. 

2. The officers shall serve without compensation. 

3. A vacancy in any office shall be filled by majority vote of members present at a monthly meeting. 

4. Secretary, Treasurer, Junior High Rep, and Middle School Rep serve one-year terms, renewable for up to two consecutive terms.

5. President-Elect serves a two-year commitment (year one as President-Elect, year two as President).

6. All officers must be elected at the May Vocal Music Booster meeting by a majority vote of members present at the meeting.  Any mid-year vacancies shall be filled by a majority vote of members present at a regular meeting.

7. All officers are subject to a criminal background check.

 
Article V: Duties of the Officers

President

• Preside over meetings

• Make agenda for each monthly meeting

• Oversee Vocal Music events

• Guide and mentor officers

• Liaise between Boosters and directors

• Appoint committee chairs (as needed)

• Coordinate Butter Braid and Cookie Dough sales

• Help maintain Booster website

• Complete other duties as necessary

President – Elect (Vice President)

• Assume duties of President (if President is absent)

• Assist with major events

• Prepare to succeed as President

• Help maintain Booster website

• Complete other duties as necessary

Secretary

• Keep Minutes

• Manage records and correspondence

• Preside over meetings if President & President-Elect are absent

• Coordinate communications as necessary

• Help maintain Booster website

• Complete other duties as necessary

Treasurer

• Manage funds

• Pay authorized expenses through school accounting

• Keep receipts and invoices

• Provide monthly reports

• May recommend fundraising

• Preside over meetings if others are absent

• Complete other duties as necessary

Junior High Representative

• Liaison to JH program

• Oversee JH events & fundraising

• Represents JH families

• Complete other duties as necessary

Middle School Representative

• Liaison to MS program

• Oversee MS events & fundraising

• Represent MS families

• Complete other duties as necessary

Article VI: Elections

1. Elections will be held at the Vocal Music Boosters final spring meeting. 

2. A Nominating Committee will be composed of the President, President-Elect, Vocal Music Directors, and two other current members. The committee will present a proposed slate of officers for the coming year. Additional nominations may be made from the floor at the annual meeting. No names shall be nominated without the consent of the nominee. 

3. Election is by simple majority of those in attendance at the meeting.

Article VII: Meetings

1. The meetings shall be held every month, August through June, unless voted otherwise at a previous general meeting.  No meeting will be held in December. 

2. The Vocal Music Boosters Officers may meet as necessary, separate from the general membership. 

3. All meetings shall include a review of previous meeting minutes, presentation of the current financial report, committee reports, and old and new business. 

4. The President may call a special meeting. 

5. The quorum shall be a majority of those present. 

6. The officers are expected to attend all meetings or notify president in advance with necessary materials. 

7. A Music Director must be present at all meetings for a vote / decision to be made on any item.

Article VIII: Fundraisers

1. Fundraisers shall be decided upon by the Officers and approved by a majority vote of members present at a general monthly meeting.

2. Any volunteer handling monetary funds at a fundraiser is subject to a criminal background check at the discretion of the officers.

Article IX: Use and Distribution of Assets, Earnings, or Income

1. Establish and approve the yearly budget at the first fall meeting. 

2. The unused monetary funds cannot be utilized without the approval of the general membership. Funds from any source shall be used for enhancement of the Vocal Music Program in support of the purposes of the organization. 

3. All reimbursements requests to directors or Booster members must be submitted in a timely manner to ensure they are honored by the school district.  The requested time to submit all reimbursement requests is within 30 calendar days of the receipt. 

4. All drafts of monetary funds on the treasury of the Vocal Music Boosters must be signed by the Treasurer and one other officer or a music director.

5. Non budgeted items can be added to the agenda for membership approval with 3 days’ notice prior to the monthly meeting. 

6. The Show Choir Invitational monetary funds shall be held as a separate line item in the budget. The funds shall be allocated to the Southeast Polk High School Show Choir program to advance the objectives of the organization.

7. The Southeast Polk High School Vocal Music Boosters is not organized as their own non-profit organization per Section 501(c)(3) of the Internal Revenue Code but are an extension of the SEP School District.  No member shall have any legal or equitable ownership of its funds or property.

Article X: Amendments of Bylaws

1. These bylaws can be amended at any regular meeting of the membership, so long as the proposed amendment was presented at the previous monthly booster meeting.  Approval of an amendment will require a 2/3 vote of those present. 

Article XII:  Dissolution

1. Upon dissolution of this organization, any remaining assets (funds and property) shall be distributed to the Southeast Polk Vocal Music Department or its successor.