Kennebunk High School Visual and Performing Arts Boosters CONSTITUTION and BY-LAWS

(Revised May 30, 2017)

ARTICLE I: NAME

This group shall be known as the Kennebunk High School Visual and Performing Arts Boosters (Hereinafter referred to as KHSVPA Boosters)

ARTICLE II: PURPOSE

It shall be the purpose of the KHSVPA Boosters to:

enrich the existing Kennebunk High School music, drama and arts programs and to support additional opportunities for learning.

ARTICLE III: MEMBERSHIP

Any person working to support the objectives stated herein is eligible for membership. EXCEPTION: Students are not eligible for membership. However, they may be invited to participate in the meetings. At the discretion of the person chairing a meeting they may be requested to leave the meeting during the debate of issues.

ARTICLE IV: DISBANDMENT

If for any reason the KHSVPA Boosters should disband or dissolve:

- All uncommitted funds in the treasury will be given to the RSU21 – Kennebunk High School Music and Art accounts.

By Laws

ARTICLE I: OFFICERS

1. The KHSVPA Boosters Executive Board (herein referred to as “The Executive Board” will consist of the following:

 President

 Vice President

 Secretary

 Treasurer

 Chairperson of Advertising  Chairperson of Ticket Sales  Chairperson of Concessions  Chairperson of Fundraising

 Chairperson of Publicity

2. Each officer will be elected for a term of one year at the spring general membership meeting. The term of office is from the date of election to the next year's spring general membership meeting and election.

ARTICLE II: DUTIES OF THE OFFICERS & CHAIRPERSON(s)

SECTION 1 - President

The President shall:

 preside at all general membership and Executive Board meetings of the group.

 appoint all special committees.

 be an ex-officio member of all committees.

 be a co-signer of all bank accounts.

 perform all other duties usually pertaining to the office.

SECTION 2: Vice President

The Vice President shall:

 assist the President in duties and responsibilities.

 preside at general membership and Executive Board meetings in the temporary absence of the President.

 assume the office of President (as defined in Section I) for the remaining term of a President who resigns, is removed, or is otherwise unable to serve as President.

SECTION 3: Secretary

The Secretary shall:

 maintain an accurate record (minutes) of all general membership meetings and Executive Board meetings. Minutes will be recorded and posted on the KHSVPA Boosters website.

 conduct the correspondence of KHSVPA Boosters.

 ensure all notices of meetings are sent out to the general membership.

 maintain an up to date mailing/email list of all registered booster members.

SECTION 4: Treasurer

The Treasurer shall:

 receive and deposit all monies of the KHSVPA Boosters.

 maintain an accurate record of receipts and expenditures and submit a summary of this record at each Executive Board and general membership meeting.

 disburse monies as approved by the KHSVPA Executive Board or voted upon by the KHSVPA general membership.

 pay routine and necessary costs of KHSVPA operations such as rent, licenses, postage, equipment, supplies, etc.

SECTION 5: Chairperson of Advertising Chairperson of Advertising shall:

 oversee all ad sales.

 train general members in advertising sales.

 maintain ad invoices and advertising templates.  serve as liaison with the advertising printer.

SECTION 6: Chairperson of Ticket Sales

Chairperson of Ticket Sales shall:

 coordinate ticket design and sales for the theater productions and other fundraising events.

 provide tickets to town locations for pre-sale, as needed.

 collect money from theater production ticket pre-sales and provide to RSU21 bookkeeper for deposit to RSU21 ticket account.

 establish and maintain online ticket program, which will deposit ticket money to RSU21 account.

SECTION 7: Chairperson of Concessions

Chairperson of Concessions shall:

 coordinate concession volunteers to donate concession refreshments and staff concession tables.

 coordinate production and sales of concession items, including CDs, calendars, etc.

 coordinate with school to provide tables, chairs, or other equipment needed to provide concessions.

 count concession money and provide to KHSVPA Treasurer for deposit into KHSVPA Boosters account.

SECTION 8: Chairperson of Fundraising

Chairperson of Fundraising shall:

 coordinate fundraising efforts on behalf of the boosters including communication and staffing of events.

 develop and propose fundraising ideas to the membership for discussion and approval.

 coordinate with RSU21 as necessary.

 oversee collection of fundraising monies and provide to KHSVPA Treasurer for deposit into KHSVPA Boosters account.

SECTION 9: Chairperson of Publicity

Chairperson of Publicity shall:

 coordinate and oversee KHSVPA social media activities.

 maintain and update KHSVPA events via school calendar, KHSVPA website, and other social media venues.

 serve as liaison with the Visual and Performing Arts Department staff members to coordinate publicity for department events.

ARTICLE III: MEETINGS

1. General Membership of the KHSVPA Boosters meetings will be held in Fall, Winter, and Spring, and otherwise as required, as scheduled by the President, with a minimum of 7-days notice.

A. A quorum for general meetings shall consist of the membership present, to include at least four (4) of the Executive Board members.

2. The KHSVPA Boosters Executive Board will meet as necessary.

A. A quorum for the Executive Board meeting consists of at least four (4) of the Executive

Board members.

ARTICLE IV: VOTING

1. Voting will be conducted by a show of hands, or via email, with majority ruling. 2. There will be no proxy voting at any time.

ARTICLE V: COMMITTEES

SECTION 1: STANDING COMMITTEES

The following shall be Standing Committees of the KHSVPA Boosters:

1. Advertising Committee:

The Advertising Committee is staffed by volunteers from the KHSVPA membership, shall:

 under the direction and oversight of the Chairperson of Advertising, solicit advertisements and sponsorship for KHSVPA productions.

2. Scholarship Committee:

The Scholarship Committee and chairperson will be appointed annually by the Executive Board for a term lasting until the end of the current school year.

EXCEPTION: A person whose child is an applicant for a scholarship from the KHSVPA Boosters shall not serve on the Scholarship Committee.

The Scholarship Committee shall:

 provide information to the KHS student body regarding details and requirements of the scholarship.

 assure placement of the KHSVPA Boosters Scholarship Application Form in the guidance office  review all scholarship applications.

 award scholarships in accordance with the attached scholarship by-laws.  provide the name of the winners and award amounts to the Treasurer.

3. Fundraising Committee

The Fundraising Committee, under the leadership of the Chairperson of Fundraising, shall:

 coordinate, provide guidance as needed, and oversee all KHSVPA Booster fundraising activities for any group within the KHSVPA that requests fundraising for special events authorized by the general membership or Executive Board.

SECTION 2: NOMINATING OFFICERS

The President shall:

 prepare the slate of officers for the upcoming year based on input and interest solicited from the general membership.

 present the slate of officers to the general membership for a vote at the spring meeting.  conduct the election/counting of ballots

ARTICLE VI: EXECUTIVE BOARD MEMBERS

SECTION 1: MEMBERS: The Executive Board will consist of the following officers:  President

 Vice President

 Secretary

 Treasurer

 Chairperson of Advertising  Chairperson of Ticket Sales  Chairperson of Concessions

 Chairperson of Fundraising

 Chairperson of Publicity

SECTION 2: DUTIES: The Executive Board shall:

 establish the agenda for general membership meetings.

 review and approve or deny the Art, Drama, and Music Directors' budget requests.

 review and approve miscellaneous budget requests as they arise.

 address any special requests from membership.

 by a simple majority vote, appoint an interim replacement of any Executive Board member who resigns prior to the completion of his or her full term.

ARTICLE VII: AMENDMENTS

SECTION 1: The Constitution may be amended at a regularly scheduled General Membership Meeting or a special General Membership Meeting called by the Executive Board with 7 day’s advance notice, by a two-thirds (2/3) vote of the membership present. The amendment must be available to the General Membership for review and discussion 7 days prior to vote.

SECTION 2: The Bylaws may be amended by a two-thirds (2/3) vote of the Executive Board and will be in effect immediately. Notice of the amendment change and the proposed amendment will then be electronically mailed to the membership and available on the KHSVPA Boosters website for review a minimum of 7 days prior to a vote at the next general membership meeting for ratification. A two-thirds (2/3) vote of the membership present voting against the amendment, will result in the amendment being cancelled.

SECTION 3: No amendments to the Constitution or Bylaws are allowed that would modify the purpose of the group.

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