Bylaws

Bylaws Southeast Polk High School Vocal Music Boosters - Last revised August 20, 2015

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 the music staff in order to provide superior musical experiences to our students.

Article III: Members

1. All parents and/or guardians of vocal music students of the Southeast Polk Schools are encouraged to be participants in the Vocal Music Boosters. 

2. Any other interested persons (friends, relatives, parents of former students, music teachers, school administrators, alumni) are invited to be a part of the Vocal Music Boosters.

Article IV: Officers

1. The officers shall consist of the President, President-Elect, Secretary, Treasurer, and Junior High 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. The offices of Secretary, Treasurer, and Junior High Representative are one year. Individuals in these positions may be elected for two consecutive terms. 

5. The office of President-Elect is a two year commitment: one year in the office of President-Elect and the following year as President. 

6. All officers shall be nominated and elected annually by the membership. 

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

Article V: Duties of the Officers

1. The President 

* shall preside over the Vocal Music Boosters meetings and make the agenda for each meeting. 

* shall be responsible for overseeing the Vocal Music events. 

* shall work with the officers to insure they understand and follow through with their responsibilities. 

* shall work as a liaison person between the Vocal Music Boosters and the Music Department. 

* shall appoint committee chairpersons as needed to accomplish the goals of the Music Boosters. 

2. The President-Elect 

* shall be responsible for assuming the duties of the president in his/her absence. 

* shall assist in overseeing the major Vocal Music events. 

* shall submit a detailed Annual Report of the Music Department/Vocal Music Boosters activities. 

* shall complete other duties as assigned. 

3. The Secretary 

* shall be responsible for keeping records and minutes of the Vocal Music Boosters meetings. 

* shall preside when the President and President-Elect are both absent. 

* shall coordinate communications including minutes and email notices. 

* shall develop and maintain the Vocal Music website. 

* shall complete other duties as assigned. 

4. The Treasurer 

* shall pay all debts of the organization through the school accounting system including

- approved budgeted items 

- non-budgeted items following the approval process. 

* must have an invoice, receipt, or detailed contract prior to payment of monies. 

* must provide monthly treasurer reports for all accounts. 

* shall preside in the absence of the other officers. 

* shall make recommendations for fundraising. 

* shall complete other duties as assigned.

5. The Junior High Representative 

* shall work as a liaison person between the Vocal Music Boosters and the Jr High Music Department. 

* shall oversee the junior high specific music events 

* shall coordinate and make recommendations for junior high fundraising 

* shall complete other duties as assigned.

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. 

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 in order for a vote / decision to be made on any item.

Article VIII: Fundraisers

1. Fundraisers shall be decided upon by a majority vote of members present at a general monthly

meeting. 

2. Any volunteer handling monies 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 funds cannot be utilized without the approval of the general membership. The monies from any source shall be used for enhancement of the Vocal Music Program in support of the purposes of the organization. 

3. All drafts of monies on the treasury of the Vocal Music Boosters must be signed by the Treasurer and one other officer or a music director. Non budgeted items can be added to the agenda for membership approval with 3 days notice prior to the monthly meeting. 

4. The Show Choir Invitational funds shall be held in an account separate from the general Vocal Music Boosters account. The monies shall be used for the Southeast Polk High School Show Choir program in support of the purposes of the organization. The unused Invitational funds may be utilized at the discretion of the directors with approval of the general Booster membership. 

5. The Southeast Polk High School Vocal Music Boosters is organized as a non-profit organization per Section 501 (c) (3) of the Internal Revenue Code and using the name of Southeast Polk Vocal Boosters and no member shall have any legal or equitable ownership of its funds or property. In the event of the dissolution of this organization, any funds or property remaining shall be turned over to the Southeast Polk Vocal Music Department.

Article X: Amendments of Bylaws

1. These bylaws can be amended at any regular meeting of the membership by a 2/3 vote of those

present, providing the amendment was submitted and read at the previous meeting.

Article XI: Parliamentary Procedure/Authority

1. All Vocal Music Boosters meetings shall be governed by both common sense and courtesy, and by

Roberts’ Rules of Order, Revised.