Knoll Area Music
Parents Association
Constitution
Adopted
Amended
Amended
Amended
SECTION
I: TITLE
This
organization shall be known as the Knoll
Area Music Parent’s Association (hereinafter referred to as “KAMPA”).
SECTION
II: PURPOSES
The
purposes of KAMPA shall be to:
1.
Lend moral, financial and supervisory support for the
teachers’ programming.
2.
Promote an interest in band and choir music among pupils of
the
3.
Provide the students with:
a.
equal opportunities to participate in music programming, and
b.
opportunities for input and leadership.
4.
Support the teachers in non-musical areas, such as:
a.
fundraising,
b.
trip planning,
c.
concert chaperones, and
d.
other unspecified activities that may arise from time to
time.
SECTION
III: MEMBERSHIP
Membership
in KAMPA includes and is restricted to:
1.
All parents and/or guardians of students registered in:
a.
the
b.
the
c.
the
2.
Other persons at the approval of the Executive.
SECTION
IV: BOARD OF DIRECTORS AND EXECUTIVE
OFFICERS
1. The Board of Directors (hereinafter referred to as the
“Board”) shall be constituted at the Annual Meeting and shall be determined in
the following manner:
a.
President, to be elected;
b.
Vice-president, to be elected;
c.
Secretary, to be elected;
d.
Treasurer, to be elected;
e.
Communications Coordinator, to be elected;
f.
Fundraising Coordinator, to be elected;
g.
Parent Representative for:
1) Each Elementary School Band, to be elected;
2)
Winston Knoll High School Band, to be elected;
3) Winston Knoll High School Choir, to be elected;
h.
Band and Choir Directors, by virtue of position;
i. Past
President, by virtue of position;
j. Student
Representative (one representative for 30 members) for:
1)
Winston Knoll High School Band, to be elected by their
classmates.
2)
Winston Knoll High School Choir, to be elected by their
classmates.
k. Regina Board of Education Liaison Representative, by virtue of
position.
2. In lieu of a Secretary and a Treasurer, KAMPA may elect a
Secretary-Treasurer.
3.
The President, Vice-president, Secretary, Treasurer (or
Secretary-Treasurer) and the Past President are the executive officers of KAMPA
(hereinafter referred to as the Executive).
4.
Executive Officers shall be elected at the Annual General
Meeting to hold office for a term of one year.
5.
Retiring officers shall be eligible for re-election.
6.
Executive Officers may hold office a maximum of four
consecutive terms; however, if there are no candidates, the term may be
extended subject to the provisions of Section III until a candidate comes
forward.
7.
A retiring President shall automatically hold the office of
Past President for a term of one year.
8. The Board shall be empowered to:
a.
Manage all the affairs of KAMPA between annual meetings.
b.
Appoint standing or ad hoc committees as it deems necessary.
c.
Conduct or authorize the conduct of fund raising activities.
d.
Remove from office for just cause any member of the
Executive provided a quorum for a Board meeting is met.
e. Expend such funds as may be required to meet day-to-day
requirements subject to a limit imposed at an Annual General Meeting and
published in the Bylaws of KAMPA.
Approval for expending these funds must be given at the next monthly
meeting.
9.
The Executive may remove a Board member who fails to attend
five or more executive meetings in a term.
The resulting vacancy may be filled by appointment from the remaining
Board to complete the current term.
SECTION
V: MEETINGS
1. The Annual General Meeting of KAMPA shall be held each year in
September in place of the regular monthly meeting.
2. Notice of an Annual General Meeting shall be given to the
members by means to be decided by the Board; such notice shall be issued at
least seven days prior to the date of the Annual General Meeting.
3.
The Board shall meet at the call of the President, the
Vice-president or a Music Director.
4.
Meeting(s) procedures shall be governed by the rules
outlined in The Roberts Rules of
Order.
5.
Regular monthly meetings shall be held at a time and place
to be determined at the Annual General Meeting.
6.
Quorums must meet the following attendance parameters:
a. Annual General Meeting.
Fifteen (15) members of KAMPA present at the Annual General Meeting
shall constitute a quorum for the purposes of transacting business.
b. Board Meetings. Five
of the Board members present, which must include two (2) Executive Officers,
shall constitute a quorum to conduct business at a meeting of the Board of
Directors.
c. Regular Monthly Meetings. Ten (10) members of KAMPA present, which must
include two (2) Executive Officers, shall constitute a quorum to conduct business
at a regular monthly meeting.
SECTION
VI: AMENDMENTS
The Constitution and Bylaws may be amended by a majority
vote of the members present at the Annual General Meeting. The amendments must have been presented at
the immediately preceding meeting of the Board of Directors. The membership must be notified of such
amendments at least fourteen (14) days prior to the Annual General Meeting.
SECTION
VII: DISSOLUTION
Upon dissolution of the Association, any monies and/or other
property of KAMPA shall become the property of the Music Department of Winston
Knoll High School of the Board of Education,
Knoll Area Music
Parents Association
Bylaws
Adopted
Amended
DUTIES OF THE EXECUTIVE
1.
The President shall:
a.
Preside at all meetings of KAMPA.
b.
Represent KAMPA on the Winston Knoll Community Council, or
delegate
c.
Be an ex-officio member of all committees.
d.
Coordinate and/or delegate planning for annual tours.
e.
Have signing authority.
2.
The Vice-president shall:
a.
Assume all the duties of the President in his/her absence or
inability to act.
b.
Have signing authority.
3.
The Secretary shall:
a.
Keep the minutes of all Board and monthly meetings.
b.
Keep the minutes of the Annual General Meetings.
c.
Attend to all correspondence concerning KAMPA.
d.
Keep all correspondence on file.
4.
The Treasurer shall:
a.
Keep an accurate record of all receipts and disbursements,
showing each activity or project separately.
b.
Have signing authority.
c.
Issue cheques for all disbursements approved by the Board of
Directors.
d.
Issue receipts when required for funds received.
e.
Present a financial statement for the close of the fiscal
year to the Annual General Meeting.
5.
The Communications Coordinator shall:
a.
Update the KAMPA website.
b.
Prepare and/or send out communications.
c.
Keep a current list of email addresses.
6.
The Fundraising Coordinator shall:
a.
Investigate new ideas for fundraising and ensure that they
meet school policies.
b.
Assist parents in organizing and running fundraisers by providing
guidance on KAMPA procedures.
c.
Ensure the Communications Coordinator has the details of
fundraisers in order that the information can be passed on to parents.
d.
Assist parents in keeping proper records of the fundraiser
and ensuring all funds are provided to the Treasurer in proper form for deposit.
e.
Provide a monthly report at the KAMPA meetings about the
current fundraisers and any completed since the last meeting.
7.
The Parent Representatives shall assist the Music Directors
in the non-musical operation of the bands.
They shall provide the link between the Executive and the music parents
of their school.
8.
The Music Directors shall be responsible for all aspects of
the operation of the bands and choirs and shall act as liaison between the
Regina Board of Education and the Board of Directors.
9.
The Past President shall assist the Executive in its
operations.
ELECTIONS
1.
The President, prior to the Annual General Meeting, shall
appoint a Nominating Committee.
2.
The Past President shall act as chairperson of the Nominating
Committee.
3.
If the Past President is unable to chair the nominating
meeting, the Vice-president shall assume those duties.
4.
The report of the Nominating Committee will be made at the
Annual General Meeting. Nominations may
be made after the presentation of the report.
5.
Elections of respective members of the Board of Directors
shall be conducted at the Annual General Meeting.
6.
Elected members shall take office at the beginning of the
new school year.
FISCAL YEAR
1, The fiscal year of KAMPA shall be from
August 1 to July 31.
2.
Money raised after May 1 in any fundraising effort shall be
credited to the following fiscal year.
FUNDS
1.
All funds of KAMPA shall be kept in a chartered bank, a
credit union or a trust company.
2.
The signing officers for the bank account(s) shall be the
Treasurer, President and Vice-president.
3.
Two signing officers must sign each cheque.
AUDITOR
An
auditor shall be appointed by the membership at a general meeting but need not
be a member. He/she shall audit the
financial records of KAMPA annually and shall present a report to the
membership at the first monthly meeting of the school year.
From the KAMPA Bylaws
FUNDS
General
1.
All funds of KAMPA shall be kept in a chartered bank, a
credit union or a trust company.
2.
The signing officers for the bank account(s) shall be the
Treasurer, President or Vice-president.
3.
Two signing officers must sign each cheque.
4.
The Executive may set a fee payable by the member students
or their families that will cover the projected operating costs for the current
fiscal year.
Fundraising
1.
All funds raised in any fundraising event shall remain the
property of KAMPA general revenue unless:
a.
If the student quits KAMPA during the school year and has a
sibling currently in KAMPA or an upcoming sibling in the upcoming school year,
in this event only, the funds will be automatically transferred or held over to
the sibling’s KAMPA account.
b.
If the student quits KAMPA and has no sibling registered as
a current KAMPA member or has no upcoming sibling in the upcoming school year,
in this event only, the student may request his or her funds be redirected in
accordance with the following rules of redirection of funds:
1)
The student must remain a registered student of Winston
Knoll Collegiate (WKC).
2)
The request for funds to be redirected must be made in
writing by the student or his/her parent/guardian and submitted to a KAMPA
executive member a minimum of seven (7) business days prior to the next monthly
KAMPA meeting.
3)
This written request will be reviewed and either approved or
denied by KAMPA members and executive at the next monthly meeting following
receiving said request.
4)
The event must be school sanctioned (ie Outdoor Ed or any
other school‑sanctioned event as they appear in the school).
5)
The request of funds must be made a minimum of thirty (30)
days prior to the said event.
6)
The funds requested cannot be greater than the funds
required for said event.
7)
The funds, upon approval, will be redirected to the approved
event’s treasury, not the student.
8)
If the student does not request a transfer of funds prior to
the KAMPA annual choir/band trip in the year the student quits KAMPA and has no
siblings, then these funds shall be transferred to general revenue and remain
the property of KAMPA.
9)
If the student’s upcoming sibling decides not to register in
KAMPA, in the first school year of the funds being held over, those funds shall
be transferred to general revenue and remain the property of KAMPA at the
beginning of said school year.
2.
Funds may be raised for general purposes, as payment for the
annual fee set by the Executive or for specific events (ex. high school band
and choir trips).
Specific
Event Fundraising
1.
Fundraising events shall be presented only at a monthly
meeting. The person in charge of an event
or scheme may schedule additional meetings to coordinate activities. In general, these events (in the case of
products sales) should not last longer than one month.
2.
Funds raised by or on behalf of a student will be held in
that student’s account as long as he/she is a member of KAMPA.
3.
Should a student withdraw from a specific event and remain a
member of KAMPA, funds raised will be carried over to the following year.
4.
If a student quits KAMPA but has a sibling still registered
with KAMPA, the funds raised for that student may be transferred to the
sibling’s account.
5.
If a student quits KAMPA and no siblings are registered with
KAMPA, any funds raised shall be transferred to general revenue.
6.
Funds raised will be applied first to the KAMPA annual fee
unpaid after November 1 in the current fiscal year.
7.
In the case of the annual High School Band and Choir Bus
Tour, a student may raise the actual cost of the trip plus a reasonable amount
to be determined by the Executive for food and spending money.
8.
The Executive may impose a limit on the amount of any funds
raised for any specific event.