GUHSD Parent Music Advocacy Group

Bylaws

DRAFT 3/1/2015

Article I

Name and Purpose

 

Section A: Organization

1. This organization is a nonprofit, known as the GUHSD Parent Music Advocacy Group, and shall be referred to throughout this document as "PMAG.” 
   
   
2. PMAG is under the California Nonprofit Public Benefit Organization Law for charitable purpose. These exemptions qualify under section 501(c)(3) of the Internal Revenue code.
   
   
3. PMAG is under the California Nonprofit Public Benefit Organization Law for charitable purpose. These exemptions qualify under the Revenue Taxation code for the State of California, section 23701d(a).
   
   
4. No part of the net earnings of PMAG shall inure to the benefit of, or be distributed to, its members, trustees, officers, or other private persons.
   
   
5. The PMAG shall be authorized and empowered to contract for and/or pay reasonable compensation for all services rendered.
   
          
   
   Section B: Purpose
   
   The purpose of PMAG shall be to serve, support, and promote the students and activities of the GUHSD high schools through volunteerism, fundraising, and community outreach.  Band, color guard, drumline, wind, and other associated musical auxiliaries shall be referred to throughout the remainder of this document as “band program.”
   
    
   
   Objectives:
   
   

1. To lend financial, moral, organizational, and logistical support to the band program beyond what is specified by the State of California (article IX, section 5 of the California Constitution and title 5, section 350 of the California Administrative Code) as the sole responsibility of the school district.
   
   
2. To coordinate with (but not be directed by) the Administration, Grossmont Union High School District Administration, Music Departmenst and its representatives, and other Grossmont Union High School District booster organizations.
   
   
3. Notwithstanding any other provision of these bylaws, PMAG shall not conduct any activities prohibited of an organization exempt from taxation under 501(c)(3) of the Internal Revenue Code or any other applicable law.
   
   
4. PMAG shall not, except to an insubstantial degree, engage in any activities or execute any powers that are not in furtherance of the primary purpose of this organization.
   
    
   
    
   
    
   
   Article 2
   
   Membership
   
    
   
   Section A: Classes, Qualification and Rights of Members
   
   

1. PMAG shall have two classes of membership: active members and associate members.
   
   a.   Active members include parents and guardians of students actively enrolled in the band program or in past programs, who are willing to subscribe to the purpose and bylaws of PMAG. These active members shall have all the rights and privileges of membership including:
   
   

1. the right to vote in general membership meetings,
   
   
2. the right to nominate and vote for candidates for the board of directors,
   
   
3. the right to run for election.
   
   Each active member shall have one vote.
   
   b.   Associate members include individuals interested in promoting the purpose and functions of PMAG and do not meet the criteria for active membership. Associate members are ineligible to vote or serve.
   
   

1. Age requirement: none
   
   
2. Residency requirement: none
   
    
   
   Section B: Contributions/Accounts
   
   

1. In accordance with IRS guidelines for 501(c)(3) organizations and revenue taxation code for the state of California, section 23701d(a), all contributions made to PMAG shall be deposited into the general fund, and may not be assigned or allocated to any individual or family “account.”
   
   
2. All contributions are voluntary and do not constitute a prerequisite for band program participation. 
   
   
3. In accordance with state and federal guidelines, contributions shall be detailed onto individual reports. Contribution summary reports shall be provided to members monthly and donation receipts shall be provided to other donors for tax reporting purposes, as needed.
   
   
4. Family contribution histories are considered sensitive protected information (SPI). The PMAG treasurer shall be the holder of this SPI and it shall not be shared with members, district or individuals outside of PMAG without the expressed permission of the owner of the SPI.
   
   
5. Fundraising activities are an organizational mandate and are conducted throughout the fiscal year.  All fundraising revenues go into the general fund.
   
    
   
   Article 3
   
   Officers
   
    
   
   Section A: Nomination, Election of Officers and Terms of Office
   
   The term of office for all PMAG board positions shall be from June 20th through June 19th of the following year.  Terms of office shall not exceed three consecutive years in the same office except by unanimous approval of the PMAG board. Nominations for officer positions for the following term shall be conducted at a general membership meeting held at least one month prior to PMAG’s last general membership meeting of the current term.  Candidates may be nominated for each officer position up until the day of the vote. Voting for new officers shall take place by ballot during the last PMAG General Membership meeting of the current term.  Officers shall be elected by majority vote from the pool of candidates meeting the following criteria: 
   
   

1. Candidates can be nominated by current active members, or by self-nomination.
   
   
2. Candidates shall be active members of the school year described in the office term – exceptions can be made by unanimous approval of the board.
   
   
3. Co-chairs may be nominated and elected to fill committee chair and coordinator positions.
   
   
4. Vacancies may be filled from the active membership with a two-thirds (2/3) vote of the PMAG.
   
    
   
   Section B: Removal of an Officer
   
   Any member of the board may be removed from office in either of the following ways:
   
   

1. by officer’s signed resignation to the PMAG president, with departure date indicated.  In the case of the president’s resignation, the letter shall be addressed to the entire board.
   
   
2. by affirmation vote of two-thirds (2/3) of the elected board during any board meeting.
   
   
3. Resignation announcement during a board meeting.
   
    
   
   Section C: Duties of the Officers
   
   In accepting the post, each officer pledges to carry out the duties of the office to the best of his or her abilities with integrity and a sense of service to the band program in general and to each student individually. Officers pledge to attend meetings as required, to lend the benefit of their experience to the organization, and to actively participate in discussions and activities necessary to meet PMAG’s mission. Officers are expected to facilitate the transition of duties to their successors by delivering, on or before June 20th of each year, the following support and/or materials appropriate to their role: personal training, written training or guides, historical records, and tools.
   
   

1. President:  The president shall preside at all meetings of the board and general membership, shall appoint such committees as are necessary, and shall be the ex-officio member of all committees. The president shall represent (or shall appoint another officer to represent) PMAG at the monthly meeting of the GUHSD Advocacy Group, aka PMAG. The president shall meet regularly with the band director to ensure good communication and coordination. The president shall ensure timely annual submissions of financial and any other required documents are made in accordance with the GUHSD Guidelines for Booster Clubs manual.
   
   
2.  Vice President: The vice president shall preside in the absence of the president at any board and general membership meetings. The vice president shall meet with the president and treasurer to audit the financial records and present findings.
   
   
3. Treasurer: The treasurer, with respect to the general account, shall receive all monies paid to PMAG, pay all duly approved debts, keep accurate account of all transactions, and provide monthly reports to the board and at the general membership meetings. The treasurer shall deliver contribution summary reports to PMAG members and donation receipts for all other donors. The treasurer shall provide a semi-annual fiscal report and itemized monthly reports for approval.  Within three months of the end of the fiscal year, the treasurer shall meet with a tax preparer, as required.  Prepare all necessary documentation and ensure all documents required to maintain nonprofit status are appropriately filed.
   
   
4. Secretary: The secretary shall keep a record of all general membership, board, and special meetings. A report of the minutes shall be presented at all meetings for ratification. The secretary shall provide a sign-in sheet at all meetings to maintain a record of those in attendance. The secretary shall maintain an up-to-date inventory of all non-consumable items and equipment owned by PMAG.
   
   
5.  
   
     
   
   Article 4
   
   Committees
   
   General Powers and Restrictions
   
    
   
   Section A: Committee Formation
   
   

1. Committees and subcommittees may be organized, as needed.
   
   
2. Once a committee is organized, the elected member of the board shall become the Chair. Once a subcommittee is organized, the elected member of the board shall become a de facto member. The president shall be a de facto member of all committees.
   
   
3. Committees and subcommittees may be made up of two or more individuals.
   
   
4. Any member of a committee or subcommittee may present a report to the board and/or general membership; however the board member is ultimately responsible for ensuring appropriate and timely communications.
   
    
   
   Section B: Restrictions
   
   No committees shall enter into any contract or incur any indebtedness or financial obligation of any kind, except under the express authorization of the board.
   
    
   
   Section C: Rules of Order
   
   Subject to revocation by the board, each committee shall have the power to adopt such rules as may be necessary for the conduct of the work entrusted to it.
   
    
   
    
   
   Article 5
   
   Meetings
   
    
   
   Section A: Meeting Schedule 
   
   

1. Meetings shall be held monthly.
   
   
2. The president shall publicize the date, time, and location of each meeting. The band director shall be notified of all meetings.
   
   
3. Special meetings may be called by the president or any two members provided sufficient notice is given to all board members specifying the date, time, and location designated.
   
   
4. Except when specified otherwise, meetings shall be made known and accessible to the general membership.
   
    
   
   Section B: Quorum
   
   

1. A majority of the members (not counting vacancies) shall constitute a quorum for the transaction of business.
   
   
2. Voting shall be limited to members, as outlined in Article 3.
   
   
3. Voting at meetings shall be in person and there shall be no proxies.
   
   
4. Unless otherwise noted, motions shall be carried with a simple majority.
   
    
   
   Section C: Agenda
   
   

1. The president shall prepare an agenda for all meetings.
   
   
2. Members shall be polled in advance of the meeting for items to be included on the agenda.
   
   
3. Individuals who wish to be included on the agenda shall present an outline to the president in advance.
   
   
4. Items for discussion or presentation not previously approved or added to the agenda may be allowed at the discretion of the members.
   
    
   
    
   
    
   
   Article 6
   
   Fiscal Year
   
    
   
   For the purposes of this article, the year described in the budget shall be referred to as the “current year,” while the year prior to the proposed budget shall be described as the “past year.”
   
    
   
   Section A: Budget
   
   

1. Preparing and approving an annual budget.
   
   
2. The board from the past year may prepare and present to the new board a recommended budget.
   
   
3. The fiscal year shall be July 1st to June 30th.
   
    
   
   Section B: Income
   
   

1. All funds collected in the name of the band program or PMAG shall be considered part of the general fund.
   
   
2. A separate account may be maintained for savings for a declared purpose to be declared in the budget and approved by the general membership; however, all funds deposited therein shall be subject to the same rules as the funds deposited into checking.
   
    
   
   Section C: Expenditures
   
   

1. Funds released from the PMAG account must follow all rules of expenditures.
   
   
2. Expenditures may not violate IRS or California state guidelines for non-profit organizations.
   
   
3. Funds set forth as ‘Authorized’ expenditure budget items may be expended without further action from the board.
   
   
4. Funds set forth as ‘PMAG Review’ expenditure budget items may only be expended with the majority approval of the group.
   
   
5. Expenses in excess of budgeted amounts or non-budgeted items up to two hundred dollars ($200) require the majority approval of the group.
   
   
6. Expenses in excess of budgeted amounts or non-budgeted items exceeding two hundred dollars ($200) require the majority approval of the group.
   
    
   
   Section D: Signatures
   
   

1. Two signatures are required on all checks from PMAG. Any two signatures of those designated shall be acceptable.
   
   
2. Typical signatories include the president, the treasurer, the vice president, and the secretary. Any member(s) may be assigned the responsibility.
   
    
   
   Section E: Disposition of Funds and Property on Dissolution
   
   In the event of dissolution of PMAG, the net assets shall be dispensed at the PMAG’s discretion and in accordance with current federal and state laws governing non-profit organizations.
   
    
   
   Article 7
   
   Bylaws
   
    
   
   Section A: Document
   
   A copy of the bylaws shall be available to each member of PMAG. The parliamentarian shall maintain the original document and the secretary shall maintain a copy.
   
    
   
   Section B: Changes
   
   These bylaws may be amended and/or repealed at any general membership meeting by majority vote of a quorum of active members provided that a written copy of the proposed amendments are available to all members at least ten (10) days prior to said meeting.
   
    
   
    
   
   Section C: Bylaws Committee
   
   A bylaws committee may be established at any time by board members and may include individuals from the active membership. The bylaws committee shall review suggested revisions. Changes that have been agreed upon by the committee shall be presented to the board for approval. If approved by the board, the revised bylaws shall be presented at the general membership meeting for a vote.