District 86 Band

East Peoria, Illinois

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ARTICLE 1 – NAME

Section 1.  The name of this organization shall be East Peoria Elementary District #86 Music Boosters Association (herein referred to as the Association) – a parent support group for the music performance groups in District #86 – Band, Orchestra and Chorus.

ARTICLE II – MEMBERSHIP

Section 1.  The parents or legal guardians of students enrolled in band, orchestra and chorus in schools housing these activities are members of the Association and, as such, may vote on matters pertaining to the Association.

Section 2.  Any interested person in the community may support the Association in any manner.

Section 3.  There shall be no discrimination in conditions of membership based upon race, religion, nationality, age or sex.

Section 4.  Any music parent may request a copy of these Bylaws, or any club record.

ARTICLE III – PURPOSE

Section 1.  It shall be the purpose of the Association:

1.       1. To promote District #86 music students and the music programs.

2.       2. This organization will strive to raise funds to be utilized for material, equipment and activities which benefit student members of the groups, as well as the Association itself.

ARTICLE IV – OFFICERS

Section 1.  The officers of the Association will consist of President, Vice President, Secretary, Treasurer, Nominating Chairperson, Fundraiser Chairperson, Building Representatives (Bolin, Glendale, Lincoln, CJHS) and teachers of performance groups.  These shall be known as the Executive Board.

Section 2.  The officers’ positions will be filled on a volunteer basis – it is our goal to make this as parent-oriented and directed as possible.

Section 3.  Officers will serve a one-year term with the option to fill the same position in the following year(s).  Any officer wishing to resign must submit a written resignation to the presiding officers.

Section 4.  Duties of the President

A.     A. To make an agenda before each meeting (this will not exclude non-agenda items from being acted upon.)

B.   B. To conduct the business before the assembly in order, recognize members entitled to the floor, and put to vote all questions which are in the course of proceedings and to announce the result of the vote, allowing a secret ballot upon a motion from the floor.

C.  C. The President may act on all committees but has NO AUTHORITY to act over the chairperson of any committee.

D.  D. The President shall appoint committee heads, as necessary.

E.  E. The President shall perform other duties usually pertaining to the office.

F.  F. Upon completion of his/her term, the President shall serve as an advisor to the new executive board.

G. G. In the event of vacancy of an office, the President will work with the Nominating Chairperson to expedite an election to fill the vacancy at the earliest opportunity.

H. H. The President, or his/her designee will represent the Association at the District #86 Parents’ Advisory board meeting, along with the Vice President.

Section 5.  Duties of the Vice President

A. A. The Vice President is encouraged to succeed the President the following year, if possible.

B. B. The Vice President will take over the duties of the President in his/her absence.

C. C. The Vice President will arrange for arrange for guest speakers for the meetings with the approval of the principal when appropriate.

E.  D. The Vice President, or his/her designee will represent the Association at the District #86 Parents’ Advisory board meeting, along with the President.

Section 6.  Duties Of the Secretary

A. A. To keep the records of the Association and the minutes of the meeting.

B. B. To be responsible for the Association’s correspondence.

C. C. To keep an accurate record of the Bylaws.

Section 7.  Duties of the Treasurer

A. A. To receive and record all monies of the Association and make deposits.

B. B. To pay out of the funds only as directed by the Club by check.

C. C. To keep an accurate record of receipts and expenditures.

D. D. To present an itemized Treasurer’s Report at each monthly meeting (report must be sent to the President prior to the meeting if the treasurer cannot attend).

E. E. Treasurer is required to transfer the books and signatory power to the newly elected Treasurer no later than two weeks following the last day of the school year.

F.  F. Treasurer is required to submit a financial report to the District office no later than two weeks following the last day of the school year, or as required by District auditors.

Section 8.  Duties of the Nominating Chairperson

A. A. To present a slate of officers for the following year at the March meeting.

B.  B.  In the event of a vacancy in an office, the Nominating Chairperson will work with the President to expediently hold an election to fill the vacancy.

C. C. To prepare voting ballots for the April meeting, if there is more than one nominee for an office.

D. D. To announce the election results at the May meeting.

E. E. To provide a copy of the Bylaws to the new officers.

Section 9.  Duties of the Fundraiser Chairperson

A. A. To make suggestions for the fundraising activity to be approved at the October meeting

B. B. To coordinate building representatives volunteers and delegate duties related to the fundraising activities.

C. C. To submit a final report upon completion of the fundraising activities.

Section 10.  Duties of the Building Representatives

A.  A. To act as the school representative to the Association and voice comments, questions and concerns in matters pertaining to the district music programs.

B.  B. To disseminate information to the staff and families at the respective school

C. C. To solicit help and coordinate Fund Raiser activities at the respective school. 

Section 11.  Duties of the Faculty Members

A.  A. To present teacher reports at each meeting.

B.  B. In the event of a teacher absence from a meeting, teacher reports should be forwarded to the President to be presented at the meeting.

C. C. Shall serve in an advisory capacity in giving ideas for funding for their programs and profession.

ARTICLE V – MEETINGS

Section 1.  Meetings shall be held on the last Monday (Tuesday, if holiday) of each month, August through April, excluding December.

Section 2.  The President and/or Executive Board may call a special meeting, if necessary.  Notice shall be made prior to the meeting by any one or all of the following methods:  e-mail, mail, public media, telephone or newsletter sent with the students.

Section 3.  Quorum for the Association shall constitute 10 or more members, at least 5 of which are Board members.

ARTICLE VI – FINANCES

Section 1.  This is a dues free organization.

Section 2.  All money will be placed in total into the Association’s own account.

Section 3.  Money will be used for the District #86 music performance groups.  All expenditures shall be by check.

Section 4.  All chairpersons shall submit written reports to the Executive Board.

Section 5.  A Budget Committee shall be formed for the purpose of preparing a proposed budget of the Parents’ Club Association’s funds at the September meeting. 

a.   a. The committee shall consist of the President (or appointee), Treasurer, the school administrative representative and the music teachers.  It is also desired that at least one parent represent each attendance center on this committee.

b.   b. Suggestions for expenditures of the Association’s funds may be submitted by any parent throughout the school year.

c.   c. The committee shall meet in September of each year to review these suggestions and prior year expenditures.

d.   d. The committee shall submit a proposed budget at the October meeting.

e.   e. The proposed budget shall provide for the expenditure of all funds available during the school year.

f.    f. The proposed budget shall be voted upon at the November meeting.

g.   g. The budget may be amended at any meeting  by 2/3 majority vote.

ARTICLE VII – COMMITTEES

Section 1.  The Executive Board will form committees, as necessary.

ARTICLE VIII – PARLIAMENTARY AUTHORITY

Section 1.  Roberts’ Rules of Order, Newly Revised will be followed in all matters not specified in these Constitution and Bylaws of the Association.

ARTICLE IX – AMENDMENTS

Section 1.  These Bylaws may be amended by majority vote at a regular meeting of the Association.

ARTICLE X -- DISSOLUTION

Section 1.  Upon dissolution of the Association, the Executive Board shall, after paying or making provision for payment of all outstanding liabilities of the Association, dispose of all assets of the Association exclusively for the purposes of, and following the intent of, the Association as directed by Article III of these Bylaws.  Any of the assets not so disposed of shall be distributed to East Peoria District #86, or its successor.