SSMA By-laws
May 2, 2017 revision
Page 1 of 8
SHREWSBURYSCHOOLSPERFORMING ARTS ASSOCIATION,INC.
( “SSMA”)
Shrewsbury, Massachusetts
BY-LAWS
ARTICLEINAMES; Fiscal Year; DefinitionS
Thenameofthisorganization(herein known as the “Association”) shallbeShrewsburySchoolsPerforming Arts Association,Inc. It shall also do business as the “SSMA,” the “Shrewsbury Schools Music Association,” and the“Shrewsbury Schools Music/Theater Association.”
TheFiscalYearwillrunJuly1throughJune30.
“SPS” shall mean the Shrewsbury Public Schools.
ARTICLEIIPURPOSE
The Association’s purpose shall be:
Tolendallpossiblesupportinassistingandencouragingtheprogramofperforming artseducationintheSPS;
Toarouseandmaintainanenthusiasticinterestinthevariousactivitiesoftheperforming artsprograms;
Tocooperatewiththoseinchargeofperforming artsactivitiestotheendthattheseprogramsbebroughtto,andkeptat,thehighestdegreeofexcellence;
Toraiseandappropriatefundsforawards,scholarships,trips,uniforms,andotherAssociationfunctions; and
TograntscholarshipstodeservingseniorsofShrewsburyHighSchoolwhoplantoattendanaccreditedcollege,university,orconservatory.
ARTICLEIIIBOARD OF DIRECTORS
Section1Composition
Nomorethanthirtyvotingmemberswill complete the Association’s membership.
Amajorityofmembersshallbeparents/guardiansofstudentsactivelyparticipatinginan SPS performing arts group.
SPS performing arts staffmaynot be voting members, but shall be non-voting membersex-officio. Other SPS teachers and other non-SPS performing arts teachers may be voting members.
Section 2Term; Election; Attendance; Resignation
Terms of Board Members shall be one year, running July 1 to June 30.
At the Annual Meeting, the incumbent Board shall elect the new Board for the following year. Throughout the year, the Board may elect new members from interestedparties who haveattendedtwoconsecutiveBoardmeetings.
Anymemberunabletoattendameetingmustcontactan Officer,priortothemeeting. IfamemberisabsentfromthreeormoreAssociation meetingswithinaschool year or does not or cannotfulfillhis/herresponsibilities,the membermaybecontactedbyan Officertoascertainhis/herlevelofcontinuinginterest, and the Board may elect to remove the member.
Any member may resign by contacting an Officer in writing.
Section 3Powers
The Board of Directors shall have the power—
To aidtheOfficers,chair/serveoncommittees,participateinallmeetings,andperformAssociation activities.
TotransactnecessarybusinessinregularmonthlyAssociationmeetingwhileschoolisinsession,andsuchotherbusinessasmaybereferredtotheAssociation.
Toapprovetheplansofworkcarriedoutbyappointedcommittees.
TopresentreportsattheregularAssociation meetings.
ToapproveallAssociationexpendituresinexcessofthreehundred(300)dollars. ThePresidentorVicePresidentmayapproveexpendituresoflesseramountsattheirdiscretion.
Tocreatecommitteesotherthanthosenamedintheby-laws. Thechairpersonofanycommitteeshallbesubjecttotheprovisionsoftheseby-lawsand,ifnotavotingmember,shallbeaccountabletoavotingmember. Thesize,membership,etc.,ofthesecommitteeswillbedeterminedbythetaskathand.
Tofillallvacanciesinanyelectedoffice,inthemembershipofanycommittee,andinitsownmembership.
ARTICLEIVExecutive Committee
Section1Membership
TheExecutiveCommitteeshallconsistoftheAssociation’s OfficersandtheDirectorofPerforming Arts.
The Director of Performing Arts, or his/her delegate, shall be a non-voting member ex officio of the Executive Committee.
Section2Officers; Election; Eligibility; Term; Resignation; Vacancy
TheAssociation’s Officersshallbe:President,VicePresident,Secretary,Treasurer, and PastPresident.
TheOfficers, except for the Past President, shallbeelectedby the AssociationattheAnnualMeeting in advance of the following year. Officer elections shall be held after Board member elections.
NoOfficershallbeeligiblefor election unless also a Board member.
Terms of Officers shall be one year, running July 1 to June 30.
An incumbent officer may choose to serve a second year-long term without election, but after that second year must face election.
An Officer may resign by notifying the President or Vice President in writing.
Avacancyoccurringinanofficeshallbetemporarily filledbyvoteoftheExecutiveCommittee, until the next regularly scheduled meeting of the Board of Directors, when the Board shall elect a new Officer to finish the term.
Section 3Officers
President
ThePresidentshallpresideatallmeetingsoftheAssociationandoftheExecutiveCommittee;shallbea memberex-officioofallcommittees(exceptwhen otherwise disqualified);shall represent the Association in all matters; andshallperformotherdutiesusuallypertainingtotheoffice.
VicePresident
TheVicePresidentshallactasanaidetothePresidentandshallperformthePresident’s dutiesintheabsenceofthatOfficer.
Secretary
TheSecretaryshallkeepacorrectrecordofallAssociationmeetings,shallnotifytheBoard ofthesemeetingsandshallperformsuchotherdutiesasmaybedelegatedtohim/her. TheSecretaryshallalsokeepacorrectrecordofallExecutiveCommitteemeetingsandshallnotifyitsmembersofthesemeetings.
Treasurer
TheTreasurershallreceiveallmoniesoftheAssociation;shallgivereceiptsasappropriate,shallkeepapermanentandaccuraterecordofreceiptsandexpenditures;shallpayoutfundsonlyasauthorizedbytheBoard of Directors foramountsinexcessofthreehundred(300)dollarsoratthediscretionofthePresidentorVicePresidentforlesseramounts. TheTreasurershallpresentafullstatementofaccounttodateattheAnnualMeetingorspecialmeetinginlieuofandforthepurposesthereof,andateachmeetingandatsuchothertimeswhenrequestedbytheExecutiveCommittee.
TheTreasurer’srecordsandreportsshallbeexaminedannuallybyacommitteecomposedof2to3members(hereafterreferredtoastheTreasurer'sReviewCommittee)whoareappointedbytheExecutiveCommittee(exclusiveoftheTreasurer).An Executive CommitteemembermayserveontheTreasurer'sReviewCommittee,butinthatcase,maynotparticipateintheappointingofmemberstotheTreasurer'sReviewCommittee.
IftheTreasurer'sReviewCommitteeissatisfiedthattheTreasurer'srecordsandreportsarereasonablycorrect;Committee membersshallsignastatementtothateffect,tobeincludedinthefinalTreasurer'sreport.ThefinalTreasurer’sreportshallbecompletedwithinsixty(60)daysofthefiscalyear’s end.
IftheTreasurer'sReviewCommitteeisnotsatisfiedthattheTreasurer'srecordsandreportsarereasonablycorrect,theyshallinformtheExecutiveCommitteewhowillassumeallresponsibilityforfurtheraction.
IntheeventthatTreasurercannotfillher/hisentireterm,anewTreasurerwillbeelectedorappointed.Within30daysofthenewTreasurertakingoffice,theTreasurer'sReviewCommitteeshallcompleteareviewofthepreviousTreasurer'srecordsandreports,andreportresultsofthatreviewtotheExecutiveCommittee.
PastPresident
The Past President is avoluntarily and advisory role that honors the most recent President and maintains continuity. The Past President is not obligated to perform these duties, but is welcome to participate as the Past President wishes.
ThePastPresidentshallbeamemberwhohasservedasPresidentinthepreviousterm. The Past President shall serve for one year after her/his term as President has ended; after that year, if the incumbent President remains in office, then the office of Past President shall be vacant.
ThePastPresidentshallprovideassistanceandconsultationtothePresidentandtheExecutive Committee.
Section 4Power
The Executive Committee shall have the power—
To appoint (exclusive of the Treasurer) the Treasurer Review Committee to examine theTreasurer’saccounts.
To interprettheseby-lawstoresolveany case or issue in dispute.
Toappointanominatingcommitteeofnomorethanthree(3)membersthatincludesone(1)Officer,atleastfour(4)weekspriortotheAnnual Meeting. Nominationof Officers and Board members shallbemadeattheAnnualMeeting.
ARTICLEVSSMA SCHOLARSHIPCOMMITTEE
Section1Members; Eligibility; Chairperson
There shall be three members of the Scholarship Committee: an Officerand two additional Board members who may be Officers and who shall be elected by the Board.
No parent/guardianof a current applicant may be a committee member. Should the President be disqualified or choose not to serve, a designee shall be selected by and from the executive committee.
Section2Duties
The Scholarship Committee shall have the power—
To provideanappropriateapplicationformforallqualifiedstudentswhowishtoapplyforaScholarship,atleastonemonthpriortotheapplicationduedate.
To establishappropriateregulationsforfilingoftheabove-mentionedapplicationswiththeCommitteebyinterestedstudents.
To awardaScholarshiptothestudentorstudents,ifany,who,intheopinionoftheCommittee,shouldreceivetheScholarship.
Section 3Rules
The Scholarships shall be awarded annually, at amounts determined by the Board. Scholarships may include, but are not limited to, the following: the Kathleen Viscardi, Dorothy Bell, Jack Feldheimer, Ralph Metcalf and Philip Koziara Scholarships.
TheCommitteeshallbeguidedinitsselectionbythefollowingrule:thesuccessfulapplicantmustbeasenioringoodstandingatShrewsburyHighSchoolwhoplanstoattendanaccreditedcollege,university,orconservatory,andwhohasdemonstratedexcellenceinthe performing arts.
AllscholarshipapplicationsshallbedeliveredtotheDirectorof Performing Arts nolaterthanthree(3)weekspriortothe Performing Arts Awardspresentation.
TheScholarshipCommitteemustsubmitthenamesofscholarshiprecipientstothePerforming ArtsAwardsCommitteeChairpersonnolaterthantwo(2)weekspriortothePerforming Arts Awardspresentation.
Announcement of scholarships will be made at the Performing Arts Awardspresentation.
Acheckwillbemailedtothesuccessfulapplicantaftersaidapplicanthasprovidedacopyofhis/herletterofacceptanceandanofficialmailingaddress.Suchmoniesshallbedesignatedtodefrayexpensessuchastuition,fees,andrelatedexpenses.
If all scholarships are not awarded, the remaining funds will be allocated at the discretion of the Board.
ARTICLEVIOTHER COMMITTEES
Section1Creation
TheExecutiveCommitteemaycreatesuchcommitteesasmayberequiredtopromotetheobjectivesandinterestsoftheAssociation.
Section2Chairperson
Allcommittee chairpersonsshallbeselectedby and from the membership of eachcommittee. Inlieuofsuchselection,aChairpersonmaybeappointedbytheExecutiveCommitteeand/orBoard.
TheChairpersonofallcommitteesshallpresentplansofworktotheAssociation.
ARTICLEVIIRULES OF ORDER; Conflicts of Interest; ANNUAL MEETING
Section 1Rules of Order
Therulescontainedin“Robert’sRulesofOrderRevised”shallgovernthisAssociationinallcasesinwhichtheyareapplicableandinwhichtheyarenotinconsistentwiththeseby-laws.
Unless otherwise stated, a majority vote shall be needed to pass any motion.
TheExecutiveCommitteeandthe Boardshallmakerulesfortheirgovernment.
AquorumatBoard meetingsshallbea majority of the voting members of the Board.
Section2Conflicts of Interest
Ifanythingconstitutesaknown conflictofinterestwhenholding adiscussion or taking a vote,themembershallexcusehimself/herselffromparticipation.
Section3AnnualMeeting
TheAnnualMeetingofthisAssociationshallbeheldneartheendoftheschoolyear,atwhichannualreportsshallbereceived and elections for the next year held. IntheeventthattheAnnualMeetingisnotheldforanyreason,theExecutiveCommitteeshallcallaspecialmeetinginlieu,andforthepurposes,oftheAnnualMeeting.
ARTICLEVIIIPARTICIPATIONWITHOTHERORGANIZATIONS
TheExecutiveCommittee,atitsdiscretion,shallhavetherighttoappointmembersoftheAssociationtorepresentitatmeetingsofanyorganizationorcommitteethereofwithwhichitdeemswisetocooperate,butnoactionofanysuchorganizationorcommitteeshallbebindingupontheAssociationuntiltheBoard of Directorshasvoteditsapproval.
ARTICLEIXAMENDMENTS; EFFECTIVE DATE
Theseby-lawsmaybeamendedatanyregularorspecialmeetingoftheAssociationbymajorityvoteoftheBoard of Directors,providedtheproposedamendment(s)havebeenpreviouslypresentedbytheExecutiveCommittee.
Such amendments shall be effective immediately upon passage.
Revisededitionoftheseby-laws assubmittedandapprovedbytheBoard of DirectorsonMay 2, 2017.
Originalrevision:November 13, 1990
Revision:April 6, 1993
Revision:May 2, 1995
Revision:October 2, 2001
Revision:Voted:February 5, 2008
Distributed:February 6, 2008
By-lawCommittee:JanetPope, MarthaDeering, NancyFreeman, PaulDobner, SandraWeed, RobHaller
Revision:Voted:April 26, 2011
By-lawCommittee:KarmenBogdesic,PaulDobner,KathyParks,LynnRoy,SandraWeedandLauraJohnson
Revision:March7,2012
Revision:May 2, 2017