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MOUNTAIN VIEW BAND PARENTS’ ASSOCIATION
CONSTITUTION
Adopted January
10, 2006
ARTICLE I – NAME
Section 1
The name of this
organization shall be the Mountain View Band Parents’ Association (MVBPA).
ARTICLE II – PURPOSE
Section 1
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To foster and
promote a positive image of the Mountain View High School and
feeder middle school band students and band programs within the
schools and the community at large.
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To provide
moral and financial support and service to the Mountain View
High School Band Program and to the band programs within the
feeder middle schools.
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To
cooperatively support the efforts of the Director of Bands and
staff to provide students with a music education that meets the
highest possible standards.
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Assist the
Mountain View High School and feeder middle school bands in
achieving growth in musicianship, in performance opportunities
and in the number of students participating at all levels.
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To foster an
appreciation within the Stafford County Public Schools and the
greater Stafford County community for the educational value of
strong band programs.
ARTICLE III – BASIC POLICIES
The following are basic policies of this association:
a.
The Association
shall operate under section 501(c)3 of the Federal Revenue Code (or
corresponding section of any future Federal tax code) as a
non-profit educational supporting organization.
b.
The Association
shall work with schools to provide quality education, including a
quality band program, for all children, recognizing that the legal
responsibility to make decisions has been delegated by the people to
the Stafford County School Board and its employees.
c.
The Association
may cooperate with other organizations and agencies concerning
education and band programs in the furtherance of the objectives of
the Association.
ARTICLE IV – QUALIFICATION FOR MEMBERSHIP
Section 1
Regular Members:
Parents and
guardians of students in the Mountain View High
School Bands and of students in the
middle school feeder bands are voting members upon signing the
membership roster and upon payment of any dues as stipulated in the
Bylaws.
Section 2
Associate Members:
Other persons interested in supporting the band programs may be
associate members, their contribution of dues entitling them to
participate in meetings and other functions of the Association but
not entitling them to vote on issues brought before the body or to
serve as officers save for the following exception. On a case by
case basis, associate members may be granted voting and/or office
privileges for the coming membership year by a 2/3 majority vote at
the Association’s annual meeting.
ARTICLE V – MEETINGS
Section 1
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A regular
meeting of this organization shall be held a minimum of every
other month of the school year beginning in September.
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Meetings of
the Executive Board may be held at such times and places as the
President and Board may determine.
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Special
Association meetings may be called by the President or the
Director of Mountain View High School Bands.
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The annual
meeting of the Association shall be held in May or June of each
year. At this meeting, any reports may be given to membership,
the next fiscal year’s budget will be adopted, and other
necessary business will be conducted. The last item of business
at the annual meeting shall be the election of officers for the
new year. Notice of the annual meeting shall be given in
writing at least two weeks prior to the scheduled meeting date.
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Parliamentary
procedure shall be observed in accordance with Robert’s Rules of
Order (revised), except where they conflict with the
Constitution and Bylaws, in such cases, the Constitution and
Bylaws shall govern.
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Minutes of
the all meetings shall be recorded and made public.
ARTICLE VI – OFFICERS
Section 1
a.
The officers of
this organization shall be the President, 1st Vice
President, 2nd Vice President, Corresponding Secretary,
Recording Secretary, and Treasurer. In addition, there shall be
three (3) Directors at Large serving as Committee Chairs. These
nine (9) plus the Director of Mountain View High School Bands shall
compose the Executive Board of the Association, with the President
having a vote only in the case of an Executive Board or Band
Association tie vote.
b.
The Principals of
the Mountain View Pyramid Schools, or their designees, and the
Mountain View High School Band Executive Officer (student) are
ex-officio members of the Executive Board and shall be invited to
attend Board meetings.
c.
Not less than one
(1) month prior to the April Association meeting, the President
shall appoint, with the Executive Board’s approval, a Nominating
Committee made up of three (3) members, all of whom will be eligible
for the membership the following year. No more than one member of
the Executive Board may serve on the Nominating Committee.
d.
The Nominating
Committee shall select at least one (1) candidate for each office
(excluding the Directors at Large) and shall report their
nominations to a meeting of the Executive Board. The Executive
Board shall, in turn, notify the voting membership of the nominees
for all offices at the regular April Association meeting. If the
annual meeting will occur June, this process may be delayed one
month, the voting membership receiving notification at the May
meeting. Additional candidates may be nominated from the floor at
the Association’s annual meeting only. Prior consent must be
obtained from any candidate before his/her name is placed in
nomination. A person and his/her spouse may be nominated as a
single officer with the exception of the office of Treasurer.
e.
The election of
officers shall be held at the Association’s annual meeting.
f.
Election shall be
by secret ballot only for an office for which there is more than one
(1) nominee. For offices with only one nominee, the election may be
conducted by voice vote or by a show of hands. If an election is by
secret ballot, tellers shall be appointed by the President to gather
and count ballots and return a signed summary to the President who
will announce the results. Ballots shall be retained fourteen (14)
days by the Recording Secretary who will make them available for
review by any voting member during this period.
g.
The candidate for
each office who receives a majority of the votes shall begin serving
alongside the current holder of that particular office in an
ex-officio capacity until the July 1 transition at which time they
will assume the full duties of their office. However, transition in
the offices of President, 1st Vice President, and
Treasurer will not occur until the annual audit has been completed
and the year’s tax forms have been prepared, signed, and filed with
the appropriate authorities (generally no later than August 1).
h.
The term of
office of the elected officers shall be one (1) year running from
July 1 through June 30 excepted as noted in Article VI, Section
1(g). Officers may serve no more than two (2) consecutive one (1)
year terms in that office. A member who serves six (6) months as an
Officer is considered to have served a full term in that office.
ARTICLE VII – QUORUM
Section 1
a.
Ten (10) percent of the voting membership shall constitute a quorum
for the transaction of business at any regular (or annual)
Association meeting.
b.
To vote in the election of Officers and to vote to amend this
Constitution and Bylaws, a person must have had voting rights for
the two (2) months prior to voting. The chairperson of the
Membership Committee shall provide a roll of those eligible to
vote, and the Membership Committee shall be the sole judge in
determining a voter’s eligibility.
c.
During meetings of the Executive Board a quorum shall consist of at
least 2/3 officers.
ARTICLE
VIII – AMENDMENTS
Section 1
a.
Any proposed
amendment to or revision of the constitution and bylaws shall be
submitted to the Executive Board who shall, in turn, submit such
proposed amendments for discussion to the members of the
Association. A vote may not be taken on such amendments by the
Association until the next meeting following the meeting at which
the proposed amendments are discussed. Voting shall be by secret
ballot. The President shall appoint tellers of election. The
Article VI, Section 1(f) procedures related to secret ballot shall
be followed.
b.
An affirmative
two-thirds (2/3) of all ballots cast shall be necessary for the
adoption of any amendments or revisions. Amendments and revisions
so adopted shall take effect immediately.
ARTICLE IX – DISSOLUTION
Any dissolution of the Association and termination of its affairs
shall take place in the following manner:
Section 1
The Executive Committee shall adopt a resolution
recommending that this Association be dissolved and directing that
the question of such dissolution be submitted to a vote at a special
meeting of members having voting rights. Written or printed notice,
stating that the purpose of such a meeting is to consider the
advisability of dissolving this Association, shall be given to each
member entitled to vote at such a meeting at least thirty (30)
calendar days prior to the date of such meeting. Such meeting shall
be held only on calendar school days during the academic year of the
schools.
Section 2
Approval of dissolution of this Association shall require
presence of a quorum and the affirmative vote of at least two-thirds
of the members present and entitled to vote at the special meeting.
Section 3
If dissolution is approved, this Association shall cease
and desist from further use of any funds or representation of the
name of Mountain View Band Parents’ Association and yield up and
surrender all of its books and records. All of the Association’s
assets and property after payment of outstanding debts and other
legal obligations shall be paid to the Mountain View High School, to
be used for the Mountain View High School Pyramid Band Programs if
any exist – otherwise, for other pyramid schools music purposes. If
neither Mountain View High School nor any of its feeder schools
exits, such assets shall be paid to Stafford County Public Schools
to be used for other schools’ music programs.
Section 4
However, if the named recipient is not then in existence or
no longer a qualified distributee, or is unwilling or unable to
accept the distribution, then the assets of this organization shall
be distributed to a fund, foundation or corporation organized and
operated exclusively for the purposes specified in Section 501C3 of
the Federal Revenue Code (or corresponding section of any future
Federal tax code).
Section 5
The Association serves at the discretion and with the
oversight of the Administration of Mountain View High School and the
Director of Bands of Mountain View High School. Dissolution of this
Association may be made by request of the Principal of Mountain View
High School with due process and in consultation with the
Superintendent of the Stafford County Public Schools.
BYLAWS
ARTICLE I – MEMBERSHIP
Section 1
a.
Those eligible
for membership as set forth in the constitution shall become members
upon payment of the membership fee as outlined in Article II of the
Bylaws.
b.
Members who have
paid their membership fee and have no outstanding debts to the
organization shall be considered members in good standing.
ARTICLE II – DUES
The annual dues of this association, if any, shall be
determined by the Executive Board each year with any increase being
contingent up on approval by the membership at the annual meeting.
The membership year will begin July 1.
ARTICLE III – DUTIES OF OFFICERS
Section 1
a.
The duties of the
Executive Board shall be to transact necessary business in the
intervals between Association meetings and other such business as
may be referred to it by the Association; to create standing
committees and to approve the plans of work of the standing
committees; to report on the work of the Association at regular
meetings of the association; to review and approve the accounts and
records of the Treasurer; to approve and oversee the budget and
approve expenditures within the limits of the budget.
b.
Executive Board
meetings shall be held as necessary for the conduct of business at a
time and place fixed by the board.
c.
A 2/3 majority of
the Executive Board shall constitute a quorum.
d.
The government of
the Association shall be vested in the Association voting
membership.
e.
All offices
except that of Treasurer may be co-held by legal spouses.
Co-holders of offices share a single Executive Board vote.
f.
The President
shall preside at all meetings of the Association and of the
Executive Board, and shall have general supervision over the affairs
of the Association subject to the direction and control of the
Board. The President shall appoint all Standing Committee
Chairpersons with the advice and consent of the Executive Board and
shall be an ex-officio member of these committees excepting the
Nominating Committee. With input from the membership, the President
shall establish meeting agendas. The President will sign and submit
tax documents to appropriate authorities on an annual basis. In
addition, the President shall guide the Board in the development and
upkeep of the Association’s 5-year plan.
g.
The 1st
Vice President shall perform all duties of the President should the
President be absent and shall assist in carrying out the objectives
of the Association. The 1st Vice President shall serve
as the Membership Committee Chairperson.
h.
The 2nd
Vice President shall perform the duties of the President should both
the President and the 1st Vice President be absent and
shall assist in carrying out the objectives of the Association. The
2nd Vice President shall serve as the Ways and Means
Committee Chairperson.
i.
The Recording
Secretary shall record minutes of board meetings and general
meetings, issue notices for all meetings, and perform such other
duties as prescribed by the Association and the Executive Board.
j.
The Corresponding
Secretary shall publish the monthly Association newsletter and
attend to such correspondence as prescribed by the Association and
the Executive Board. The Corresponding Secretary shall also serve
as chair of the Publicity Committee.
k.
The Treasurer
shall collect and keep all monies of the Association in banks
designated by the Executive Board, maintain a regular book of
accounts (which shall be audited at the end of each fiscal year),
submit an audit report at an early meeting of the following
administrative year, and perform all of the duties usually
associated with the office. The Treasurer shall cooperate with the
Finance Committee in administering the budget and shall assist in
the preparation of tax forms.
l.
Directors At
Large will be the Executive Board’s representatives on the Standing
Committees established by Article IV of the Bylaws.
m.
In the case of a
resignation or vacancy on the Executive Board, the President shall
nominate a member to fill the vacancy. The Executive Board will
vote (simple majority) to confirm the nominee at their next regular
or special Executive Board meeting. Upon confirmation the nominated
individual will assume the duties of the position.
ARTICLE IV – COMMITTEES
Section 1
a.
With the advice
and consent of the Executive Board, the President shall appoint all
standing committee chairpersons and an Association Parliamentarian
within (1) month after transition of officers.
b.
The
Parliamentarian shall serve only as an advisor to the President
in matters pertaining to parliamentary procedure.
c.
All committees
will prepare and submit to the Executive Board for approval a work
plan for the year’s activities prior to the September meeting each
year.
1.
The Membership
Committee shall endeavor to expand the Association membership to
its fullest possibility and to secure full attendance at all
meetings of the Association. A Telephone Subcommittee shall
be a part of this committee as well as a Hospitality Subcommittee
and a Volunteer Coordinator. The 1st Vice
President shall serve as chairperson of the Membership Committee.
2.
The Ways and
Means Committee shall plan and oversee all profit-making
projects including concession stand activities. The committee shall
establish policy governing the percentage, if any, of each
fund-raising project which shall be credited to student accounts.
The 2nd Vice President will serve as this committee’s
chairperson.
3.
The Finance
Committee shall, in consultation with the Director of Bands,
formulate a budget for the following year to be presented at the
annual meeting to the membership for consideration and adoption.
This committee shall appoint a Student Accounts Coordinator
to assist the Treasurer in the collection of student fees and in
maintaining detailed records of student fees and credits. The
Finance Committee shall oversee the implementation of checks and
balances for financial matters of the Association. The 1st
Vice President and 2nd Vice President shall be ex-officio
members of the Finance Committee. The committee Chairperson shall
be an ex-officio member of the Ways and Means Committee and shall
serve as an Association Director At Large.
4.
The
Performance Committee is responsible for assisting the Director
of Bands in the logistical planning and preparation for the band
performances and educational trips. The committee should include a
Marching Uniform Subcommittee, a Concert Attire
Subcommittee, and a Logistics Subcommittee and shall
appoint a coordinator for each subcommittee. Coordinators should be
appointed by the committee chair for Color Guard and other special
interest groups with the band organization. Other subcommittees may
be formed with responsibilities as defined by the committee and
approved by the Board. This committee will work with the Finance
Committee in establishing the annual budget. The committee
Chairperson shall serve as an Association Director at Large.
5.
The Music
Education Advocacy Committee (MEA) will work with the Director
of Bands and school principals or their representative to determine
band program needs and to plan, facilitate and conduct activities to
address these needs and to promote harmonious, beneficial
relationships among the Mountain View High School Pyramid band and
music programs and other band and music programs within the Stafford
County Public Schools. The committee Chairperson shall serve as an
Association Director at Large. The MEA Chairperson shall work with
the Publicity Chairperson to disseminate information to enhance
community values regarding music education.
6.
The Publicity
Committee is responsible for informing the membership and the
public of all events involving the band or the Association. This
shall include the mailing of notices, use of the media (radio, TV,
and newspapers), and any other practical means. The Corresponding
secretary shall serve as committee Chairperson for the Publicity
Committee.
d.
The composition
of each of the above named committees shall be the prerogative of
that committee’s chairperson who may obtain as many subcommittees as
may be necessary to efficiently accomplish the purposes of the
group. The activities of all committees shall be subject to the
approval of the Executive Board.
e.
Special
Committees shall be appointed by the President as needed, with
the advice and consent of the Executive Board.
f.
A Rules
Committee shall be appointed by the President and Executive
Board to review these Bylaws in the spring of each even numbered
year recommending amendments and revision as deemed necessary or
useful.
g.
The Director of
Mountain View High School Band and the President shall be ex-officio
members of all committees.
ARTICLE V – ORDER OF BUSINESS
a.
Roll Call,
establish quorum
b.
Secretary’s
report
c.
Treasurer’s
report
d.
Old Business
e.
New Business
ARTICLE
VI – BUDGETING AND EXPENDITURE OF FUNDS
a.
An annual budget
will be constructed by the Finance Committee and submitted to the
membership for approval during the April Meeting. The membership
will vote to approve the budget during the Annual meeting.
b.
All expenditures
of funds not previously budgeted shall be individually approved by
the Executive Board prior to the expenditure. Executive Board
approval must include confirmation by the Treasurer that the bank
account can support the expenditure based on known budget planning
factors. All checks written against the account shall be signed by
the Treasurer and one additional Executive Board member previously
designated in writing.
c.
Under no
circumstances shall a MVBPA member expend personal funds in support
of the MVBPA, with the expectation for reimbursement, unless this
expenditure and a plan for reimbursement is approved prior to the
expenditure by the Executive Board and recorded clearly in the
minutes. All account activity of this nature must be supported by
appropriate receipts. Failure to obtain the Executive Board’s
pre-approval or failure by the member to provide appropriate
receipts justifying reimbursement will be grounds for refusal by the
Executive Board to reimburse the member.
d.
The MVBPA
Executive Board may elect to budget for an emergency fund of not
more than $250.00 annually in order to provide some flexibility to
address emergent needs when an Executive Board vote is not
practical. These expenditures must be approved by the President and
the Treasurer in advance of the expenditure.
ARTICLE VIII - PARLIAMENTARY AUTHORITY
Robert’s Rules of Order Newly Revised
shall govern the Association in all cases in which they are
applicable and in which they are not in conflict with these bylaws.
ARTICLE
IX – OTHER
The fiscal year of the Association shall begin 1 July and
end 30 June, the following year.
MOUNTAIN VIEW HIGH SCHOOL BAND PARENTS’ ASSOCIATION
EXECUTIVE BOARD
1.
PRESIDENT
2.
1ST
VICE PRESIDENT
3.
2ND
VICE PRESIDENT
4.
RECORDING
SECRETARY
5.
CORRESPONDING
SECRETARY
6.
TREASURER
7.
FINANCE COMMITTEE
CHAIRPERSON
8.
PERFORMANCE
COMMITTEE CHAIRPERSON
9.
MEA COMMITTEE
CHAIRPERSON
10.
STUDENT
REPRESENTATIVE/BAND EXECUTIVE OFFICER
11.
DIRECTOR OF BANDS
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