Constitution and Bylaws

Constitution

ARTICLE I: NAME
Section 1. The name of this organization shall be the WEST SALEM HIGH SCHOOL MUSIC BOOSTER ASSOCIATION.

Section 2. The short form of the name of the organization shall be the TITAN MUSIC BOOSTERS.

Section 3. The Titan Music Boosters are part of the West Salem High School Education Foundation, an independent, non-profit organization.

ARTICLE II: OBJECTIVES
Section 1. The objectives of the West Salem High School Music Booster Association are:

• A. To promote and maintain an enthusiastic interest in the various phases of music activity at West Salem High School.
  
• B. To lend all possible support, both moral and financial, to the Music programs of West Salem High School.
  
• C. To cooperate with those in charge of the West Salem High School to the end that the Music Department be brought to and be kept at the highest possible degree of efficiency.
  
• D. To build and maintain an organization which will help promote the general activities of the Music Department.
  
• E. To seek to have parents, teachers, administrators, and the public cooperate in furthering the endeavors of students in music related extra-curricular activities at West Salem High School.

ARTICLE III: MEMBERSHIP
Section 1. The membership of this organization shall not be limited. Anyone interested in the progress and development of the Music Department of West Salem High School is eligible for membership, subject to the approval of the Executive Board.

Section 2. Membership classifications:

• A. A REGULAR MEMBER must be a parent or guardian of a student in a performing music class or color guard for a minimum of one semester per current academic year.
  
  
• B. An ASSOCIATE MEMBER is anyone interested in supporting the objective of this organization, and shall become an Associate Member pending approval of the Executive Board.

ARTICLE IV: EXECUTIVE BOARD
Section 1. The officers of this organization must be Regular Members. The offices shall be:

• President
• Vice-President
• First Treasurer
• Second Treasurer
• Secretary
• Webmaster
• Band Chairperson
• Choir Chairperson
• Orchestra Chairperson
• three WSHS Music Directors (non-voting) and
• at-large members as needed and voted for by a majority of the executive board.

ARTICLE V: PROVISIONS FOR DISSOLUTION
Section 1. In the event of dissolution of this organization, all assets will be distributed in the following order of precedence:

• 1. Any organization legally formed within six months in support of the West Salem High School Music Department.
  
• 2. West Salem High School Band, Choir and Orchestra ASB Club Accounts.
  
• 3. Salem-Keizer School District with the intent of only being used in support of music programs in the District.
  

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ARTICLE I: EXECUTIVE BOARD
Section 1. Duties of Officers.

• A. PRESIDENT. The President shall be the chief executive officer of the organization and as such shall oversee the general supervision, direction, and control of the business and affairs. The President shall be the official representative to the WSHS Education Foundation. The President shall preside at all meetings of the members of the Executive Board, shall be an ex-officio member of the committees, co-sign checks on the accounts of this organization, and shall have such other power and duties as may be prescribed from time to time by the Executive Board.
  
• B. VICE-PRESIDENT. The Vice-President shall assume all duties of the President in his/her absence or disability and shall oversee the coordination of fundraising activities and such other assignments as delegated by the President.
  
• C. FIRST TREASURER. The First Treasurer shall be the custodian for all funds of this organization, which funds shall be deposited in such federally insured banks and other federally insured financial institutions as may from time to time be designated by the Executive Board. Funds of this organization shall be disbursed only by checks or other withdrawal orders of this organization signed by such officers or other persons as may be specifically authorized by the Executive Board. All non-budgeted expenditures over $50 shall require a majority approval by the Board. The signature of two (2) officers designated by the Executive Board shall be on all checks. The First Treasurer shall generally supervise the accounting and bookkeeping of this organization, shall report monthly to the Executive Board as to the financial condition and results of operations of this organization. The First Treasurer shall file, or cause to be filed, all forms required to retain the tax-exempt status for this organization.
  
• D. SECOND TREASURER. The Second Treasurer shall be responsible for the individual student accounts. In addition, the Second Treasurer will provide back up for the First Treasurer in maintaining financial records and all funds of this organization. The Second Treasurer shall audit the accounting and bookkeeping of this organization, shall report monthly to the Executive Board as to the financial condition and results of operations of this organization and as requested provide the status of individual student accounts.
  
• E. SECRETARY. The Secretary shall keep, or cause to keep, the records and minutes of all meetings, transact all correspondence, and retain a current membership roster. The Secretary will also insure distribution of information to the membership in electronic format.
  
• F. WEBMASTER. The Webmaster will design and maintain the Titan Music Booster website.
  
• G. BAND CHAIRPERSON. The Band Chairperson shall act as a liaison to the Band Director, and shall provide the lead in topics pertaining solely to the Band Program.
  
• H. CHOIR CHAIRPERSON. The Choir Chairperson shall act as a liaison to the Choir Director, and shall provide the lead in topics pertaining solely to the Choir Program.
  
• I. ORCHESTRA CHAIRPERSON. The Orchestra Chairperson shall act as a liaison to the Orchestra Director, and shall provide the lead in topics pertaining solely to the Orchestra Program.
  
• J. MUSIC DIRECTORS. The Music Directors shall be the current West Salem High School Band, Choir and Orchestra Directors. These Music Directors shall receive all announcements of meetings and all reports related to this organization. They shall participate freely in meetings of the Board, but without vote. Normally the Board will not meet without the Music Directors in attendance.
  
• K. AT-LARGE MEMBERS. The at-large members will work on specific assignments and be voted onto the board as needed. Their position will terminate at the end of each school year. If the Executive Board sees a need for at-large members they will be added as necessary on a case by case basis determined each year.

Section 2. The Executive Board shall be composed of the officers of the organization and the Music Directors.

Section 3. The Executive Board shall have general supervision of the affairs of the organization.

Section 4. The Executive Board shall meet once a month and at the call of the President or one-third (1/3) of the Executive Board members.

Section 5. The Executive Board shall determine the time and place of the membership meetings.

Article II: ELECTIONS & APPOINTMENTS
Section 1. Election of officers and appointment of committee chairpersons shall be by:

• A. Nominations shall be made from the Regular Membership upon the consent of the person so nominated.
  
• B. Candidates for specific offices receiving the highest number of votes for specific offices, shall be elected as officers.
  C. Committee chairpersons shall be appointed by the Executive Board from the nominated candidates.
  
• D. The Music Directors shall be the current West Salem High School Band, Choir and Orchestra Directors.

ARTICLE III: FINANCES
Section 1. The fiscal year of this organization shall commence on July 1 and shall conclude on June 30. The Board shall establish a budget for the upcoming fiscal year prior to the June General Meeting.

Section 2. A records audit shall be made each year covering the fiscal year then ending and shall be presented to the annual meeting for acceptance by the Regular Membership and the new Executive Board. The books of the Association must be ready for audit by July 15 and completion of the "Financial Audit" shall be on or before September 30th of each year.

ARTICLE IV: MEETINGS
Section 1. Membership meetings shall be held monthly at a regularly scheduled date and time, to be determined by the Board.

Section 2. The annual elections meeting shall be held in April of each year, and shall include the election of officers. Nominations for officers shall be held in March of each year.

Section 3. Special meetings may be called by the President. In addition, a special meeting may be called by three (3) members of the Executive Board or twenty percent (20%) of the Regular Members submitting a request, in writing, to the Secretary, who shall call the meeting within one (1) week. A notice shall be sent prior to the March and April meeting announcing the upcoming nominations and elections.

Section 4. Notification of meetings shall be through electronic mail, alternative distribution and newsletters.

Section 5. An Executive Board quorum shall be constituted at any meeting by the presence of one (1) more than fifty percent (50%) of the Executive Board voting membership.

Section 6. A membership meeting quorum shall be constituted at any meeting (regular or special) by the presence of one (1) more than fifty percent (50%) of the Executive Board voting membership and those Regular Members in attendance.

Section 7. This organization shall be governed by the "RobertÕs Rules of Order" in all cases in which they do not conflict with the rules of this organization.

Section 8. No member or visitor shall discuss the teaching methods of the Music Directors during a regular or special meeting. Nor shall they discuss their child's or other students' academic or behavioral performance in the Music Programs. For such discussions, the concerned party shall arrange a private meeting with the appropriate Music director and/or school administration.

ARTICLE V: COMMITTEES
Section 1. Committees may be appointed for such objectives as the Executive Board may assign.

Section 2. The Executive Board shall be responsible for the operation of all committees.

ARTICLE VI: REIMBURSEMENTS & LIABILITIES
Section 1. Members of the Executive Board shall serve without compensation, but shall be entitled to reimbursement for expenses in accordance to policy.

Section 2. No board member shall be personally liable for the debts, liabilities, obligations of this organization.

Section 3. No member shall obligate the funds of this organization without prior authorization from a majority of the Executive Board.

ARTICLE VII: STUDENT ACCOUNTS
Section 1. Money in student accounts held by the Titan Booster Club will be dispersed on behalf of the students to pay for WSHS Music Program trips, uniforms or music expenses authorized by the Executive Board.

Section 2. In the event that a student graduates with funds remaining in his/her account, these funds may be transferred to a sibling, or held for one year in anticipation of a sibling attending WSHS. If there is no sibling who meets this criteria, remaining funds will be placed into the Titan Music Booster Club general fund.

Section 3. If a student transfers to another secondary school, the outstanding balance of their individual music account will be transferred to the music booster club of that institution. In the event that the student does not continue in music, or the institution does not have a music booster club, the balance of funds in this studentÕs individual account will be placed into the Titan Music Booster Club general fund.

Section 4. If a student drops out of the WSHS Music Program, but continues to attend WSHS, the funds will be held in the student's name until his/her graduation.

Section 5. Due to the non-profit status of the Titan Music Booster Club, funds from individual student accounts may not be turned over directly to students or their families. There are no exceptions.

ARTICLE VIII: FISCAL YEAR
Section 1. The fiscal year for this corporation shall be from July 1 to June 30 of each calendar year.

ARTICLE IX: AMENDMENTS
Section 1. New By-laws may be adopted or these By-laws may be amended or repealed by a two-thirds (2/3) majority of the Regular Members in attendance at a regular meeting.

Section 2. The Executive Board may draft new By-laws subject to the right of the members to adopt, amend, or repeal.

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