PMA Meeting Minutes January 13, 2016

PMA Meeting Minutes
January 13, 2016
Norwood High School, Library
Call to Order: 7:15 pm
Welcome by Paul Campbell, PMA President
Attendance: Paul Campbell (President), Terry MacDonald (Vice President), Maureen Dimitriou
(Treasurer), Stacey Lane (Secretary), Donna Metcalf (Ways & Means), Michelle Morales (Ways &
Means), Christine Kohlsaat, Ed Ferris, Steve Conant, Cathy Moen, Tracy Jones, Phyllis McDonough,
Lisa Silletti
1. Approval of Meeting Minutes: Stacey Lane
Motion made and seconded to accept the Minutes of November 17, 2016: Approved
2. Approval of Treasurer’s Report: Maureen Dimitriou
Motion made and seconded to accept the Treasurer’s Report (November & December): Approved
There are a few outstanding MB Classic payments. Received reimbursement from Music Camp for
overpayment of camp tuition. Payments made for Madrigal Banquet and luncheon. Reimbursement
made for Great East truck rental expenses. Received donations from the Craft Affair and The Marine
Corps League.
3. Vice President: Terry MacDonald
Fine Arts Semi: February 5, 2016 at the Sheraton Four Points 6pm to 11pm.
Tickets ($35) available for NHS students in music & Fine Arts programs and CMS students in Marching
Band and Color Guard. DJ hired and down payment sent to venue. P. Campbell, T. MacDonald and
music staff will attend as chaperones.
Jazz classic: January 11, 2016. Volunteers are needed (volunteer Sign-up sheet). T. MacDonald will
also contact Jazz parents to request help. The classic is an adjudication to prepare for MAJE.
Not to be confused with Jazz Night to be held in May at the Sheraton Four Points.
Ballots for next year’s PMA Board will be distributed at the March PMA meeting.
4. Marching Band Classic : No report provided
5. Ways & Means: Donna Metcalf & Michelle Morales
Meadow Farms Fundraiser: Order pick-up went smoothly. Questioned whether or not this fundraiser
should be repeated next year.
CMS 6th Grade Concert: Merchandise sale, January 21, 2016
Orange Leaf Fundraiser: Email to owner to get total amount raised during concerts and remind him
that there is one more CMS Winter Concert remaining.
Car Wash: May 14, 2016 from 9am to 3pm. Only one per year allowed by Selectmen.
Trivia Night: Need to select a date. Possible date: April 8, 2016. Looking into getting the VFW
donated or discounted. The hall cost $250 last year.
6. Marching Band: No report provided
7. Music Camp: Received two camp tuition reimbursements for overpayment.
8. Instrumental:
Festival of Bands: January 14, 2016 at 7pm in the CMS gym. Admission: donations requested.
CMS Grade 6 Concert: January 21, 2016. Lauren Chisolm sent email stating she does not have any
choral parent volunteers. T. Jones has instrumental parent volunteers and will contact Lauren.
9. Choral Updates: Phyllis McDonough
Choral Collage: January 28, 2016 at 7pm, NHS.
Madrigals were invited to perform at the State House at Christmas time and received rave reviews.
They had their picture taken with Rep., John Rogers and Sen., Mike Rush. Celtic Strings have been
invited to perform at State House for St. Patrick’s Day
10. Publicity/Sponsor: Ed Ferris
Sponsor letters to be mailed out soon.
11. Director of Fine Arts: Cathy Connor-Moen
Barnes & Noble’s Nights: November 30, 2015 and December 1, 2015. Raised $465.
Music Drives us Grant: C. Moen is looking into applying. The last time we received the grant was in
2009. After receiving grant, must wait three years to apply again. May be used to underwrite the Jazz
or Marching Band program.
Wells Fargo Grant: E. Ferris has applied for this grant in the past, but it is for specific capital expenses.
Money is needed for repair and replacement of instruments. C. Moen has the specifics on the needs.
Festival of Bands Concert. A sampling of the music program 4-12th grade to take place, January 14,
2016 in the CMS Gym. Over 300 instrumental students will be seated at the same time for a one hour
concert. Each group will play one song: NHS with 8th grade, entire 4th grade, entire 5th grade, and
entire 7thgrade. Then all groups will play Beethoven’s 9th. Chairs (800) were rented. Donations
collected at the door will help defray the cost of the chair rental. C. Moen would like to thank the
instrumental music staff for organizing the event. Staff in the process of planning a similar
performance for orchestra students on June 1st.
12. President: Paul Campbell
The PMA has not received Mattress Sales incentive gifts (head phones & television). The owner has
been contacted. A PMA Google calendar has been created and shared with PMA Board members.
Boch Grant has been announced. An application will be submitted.
13. Action Items:
Band Closet needs to be organized. No long term storage of food items.
Parent emails: Parent coordinators need parent emails to request volunteers for events.
Donations Hannaford: Larger gifts over $100 are awarded monthly (eight week turn around) per town
for specific requests. The PMA should consider putting in a $2000 request for Music Camp (snacks,
camp supplies, nursing supplies, and personal care items)
Job Description: Each PMA position needs a written job description
Replacement PMA Positions: Recruit parents to shadow PMA positions and fill vacant positions
Quorum: 2015/2016 PMA Board, there are fourteen (14) voting Board Members. In order to have a
quorum, eight Board Members must be present.
Amazon Smile: When a customer shops at “”, Amazon will make a small donation
to a charitable organization of their choice. To participate, go to the site, scroll down and select
“Norwood Parents Music Association, Inc.” and the PMA will receive a donation of $0.5% of qualifying
New PMA Stationary: Possibly have Fine Arts students or a graphic design alumni redesign the logo.
New PMA website/server: Need new web server
Sponsorship: “Pay Less” monthly, reoccurring donations
Thank you Letters: M. Dimitriou will forward donation letters to S. Lane to write thank you notes.
14. Other Business:
P. Campbell has been contacted by singer-songwriter, Mary McAvoy. She has offered to perform
songs from her debut album “Wanderlust” at a PMA fundraiser at NHS. P. Campbell to investigate
further. 4EverFab a Beatles tribute band has also contacted the PMA to run a fundraiser. Ways &
Means to investigate further.
A viola was donated to the school music program. E. Ferris to send a letter to the donor
acknowledging the donation along with our tax ID.
15. Adjournment at 8:28 pm.
Minutes respectfully submitted by Stacey Lane.

All Previous Meeting Minutes

We are in the process of converting all of our old meeting minutes into a format that will be searchable on our new site.  For now we are just posting them to make them available in the interum.   We appologise that these are not more organized but as we process these we will be removing them from this page.

norwoodpmaboardmember-ballot norwood_pma_meeting_june_2012 norwood_pma_meeting_may_9th2012

Bylaws – Updated January 1, 2012

Norwood Parents Music Association, Inc.
By Laws
January 1, 2012

Table of Contents:
Article I Corporation
Article II Purpose
Article III Membership
Article IV Membership Meetings
Article V Officers and Elections
Article VI Duties of Officers
Article VII Standing Committees
Article VIII Executive Board
Article IX Scholarship
Article X Other Activities
Article XI Parliamentary Authority
Article XII Amendment

Section 1.1 The name of the Corporation is NORWOOD PARENTS MUSIC ASSOCIATION, INC. herein after referred to as Norwood PMA.

Section 1.2 The principal office of the Corporation shall be located at Norwood, MA.

Section 1.3 The fiscal year of the Norwood PMA will begin September 1 to August 31.

The purpose of this organization shall be to foster, encourage and support the many aspects of music education in the Norwood Public School system, to enrich the scope of student involvement and to stimulate broad community involvement in the program.

The objective of the Norwood PMA is to assist the Director of Fine Arts in ensuring a comprehensive, high quality K-12 music education for all students in the Norwood Public Schools through fundraising, volunteer efforts, and community advocacy.

Section 2.1 The Norwood PMA will organize fundraisers to assist in supporting this objective.

Section 2.2 This non-profit Corporation shall be non-commercial, non-sectarian, and nonpartisan.

Section 3.1 Membership is open to all parents and/or guardians of children who are enrolled in the music program in the Norwood Public School system, plus all others who have formally expressed an interest in supporting the organization.

Section 3.2 All members have the right to address the Executive Board at regularly scheduled meetings, to introduce motions, to debate, and to hold office, except as provided herein.

Section 4.1 The Norwood PMA shall hold an annual meeting per each academic year.

Section 4.2 The voting body at all annual meetings of the Norwood PMA shall consist of a minimum of 50% members of the Executive Board and all members in attendance at the annual meeting. This voting body shall constitute a quorum of members at the annual meeting.

Section 4.3 A special meeting may be called at the discretion of the President.

Section 4.4 The regularly scheduled meetings of the Executive Board and the annual meeting shall be open to all members. Notice of such meetings including the place, date and hour shall be announced at a regular meeting of the Norwood PMA, published in a newspaper distributed in the Town of Norwood and/or posted on the Norwood PMA’s website at least seven days prior to any meeting.

Section 5.1 The elected board of officers of the Norwood PMA shall be President, Vice President, Secretary, Treasurer, and Director of Ways and Means. These offices may be held jointly by no more than two members or by an individual. The Director of Fine Arts shall be considered a non-elected, non-voting officer of the Norwood PMA. Elected board office positions can only be held by parents/guardians of currently enrolled Norwood Public Schools music students.

Section 5.2 The term of office for an elected officer shall be for one year and no elected officer shall be eligible to hold the same office for more than three consecutive years.

Section 5.3 The Nominating Committee, chaired by the Vice President and consisting of at least 2 other committee members, will be responsible for submitting, at least one month (April) before the annual meeting, a slate of officers to be voted upon and elected at the annual meeting. The newly elected officers and chairpersons will begin their transition as of July 1 and will assume their full duties as of September 1 of the same year. Should there be more than one nomination for any given elected office, the nominating committee will publicize a preliminary ballot vote, which will be held one month (April) before the annual meeting.  A majority vote of the Executive Board and all voting members present at the preliminary ballot vote will dictate the slate of officers to be presented at the Annual Meeting.

Section 5.4 The Nominating Committee will also be responsible for submitting the names of Standing Committee Chairpersons as defined in Article VII, Section 7.2, one month before the annual meeting.

Section 5.5 All elections shall be made by a vote with the showing of hands and an elected board member shall cast one ballot at the annual meeting.

Section 5.6 Vacancies occurring in offices shall be filled by the Executive Board for the unexpired time, with the exception of the offices of President and Vice President, those of which will be filled under Article VI, Sections 6.1 and 6.2.

Section 6.1 The President shall (i) preside over the monthly meetings of the Executive board as well as the Annual Meeting; (ii) act as the official spokesperson and representative of the Corporation, (iii) appoint individuals to do special projects and create ad hoc committees and task forces as needed; and (iv) may be a participating member of any committee.

Section 6.2 The Vice President shall (i) assist in the duties of the presidential office; (ii) act in place of the President in the event of the President’s absence; (iii) assume the duties of the President, should the office of the President be vacated. Any Vice President who completes the presidential term of a President, who vacates the Presidency prior to the end of his/her term, shall be eligible to be elected to the office of President for an additional term, not to exceed three consecutive terms. Should the office of Vice President become vacant, the Executive Board members will be notified.  At that time, interested members should submit their name to the elected Board of officers for consideration for appointment. Any person, who completes the term of Vice President, shall be eligible to be elected to the office of Vice President for an additional term, not to exceed three consecutive terms.

Section 6.3 The Secretary shall keep the minutes of the meetings of the Norwood PMA and the Executive Board and shall perform such other duties as may be delegated to this office by the elected officers of the Board.

Section 6.4  The Treasurer shall (i) receive all monies of the Norwood PMA; (ii) shall keep an accurate record of receipts and expenditures; (iii) collect, receive and disburse all money subject to the approval of the Executive Board; and (iv) shall prepare an end-of-the-year report. The Treasurer shall report a statement of accounts at every meeting of the Norwood PMA and Executive Board, plus make a full report available to all members upon request. Further, all checks are to carry the signatures of both the President and Treasurer.

Section 6.5 The Director of Ways and Means shall coordinate the Corporation’s fund raising activities contingent upon the Executive Board’s approval of such activities.

Section 7.1 Committee Membership: Each committee shall consist of a chairperson and other committee member(s) as needed, with the exception of the nominating committee. See Article V, Section 5.3. All committee memberships shall be voluntary. The committee shall be under the direction of the Executive Board and shall assume such duties that are specified in these by-laws or as assigned to them by the Executive Board. Each committee shall review its functions annually, then submit an annual report to the Executive Board.

Section 7.2 The standing committees of the Norwood PMA will be posted annually on the PMA website. (

Section 7.3 Ad hoc committees may also be appointed per section 6.1 as the need arises.

Section 7.4 All Standing and Ad Hoc Committees may be chaired individually or jointly.

Section 8.1 The Executive Board shall consist of the President, Vice-President, Secretary, Treasurer, Director of Ways and Means, and the chairperson of each standing committee. The immediate past president and the Director of Fine Arts shall be ex-officio members, with only the past president having voting privileges.

Section 8.2 It is the duty of the elected officers and the Director of Fine Arts to transact urgent and necessary business (business with a deadline that falls between regularly scheduled board meetings) should the need arise. The President shall convene special meetings.

Section 8.3 The Executive Board shall meet a minimum of eight times per year. A majority vote of the quorum (>50%) of the individuals holding Executive Board positions is necessary to pass or reject the motions presented. All members of the Executive Board, with the exception of the Director of Fine Arts, shall have a vote on all motions presented to and/or by the Board.

Section 8.4 All members of the Executive Board, with exception of the Director of Fine Arts, shall have a vote on all motions presented to and/or by the Board. A majority vote of the quorum present is necessary to pass or reject the motion presented.

Section 9.1 The Scholarship Committee shall consist of the President, Vice President, Treasurer and the Director of Fine Arts. In the event a Committee person’s son/daughter or relative is applying for a scholarship, said committee person shall step down and be replaced by an appointee of the remaining elected board of officers.

Section 9.2 The Scholarship Committee will meet with the Director of Fine Arts two months (March) prior to the annual meeting to discuss the selection process and establish the number of scholarships and their monetary value. The proposed scholarships will then be presented to the Executive Board for an approval vote one month (April) prior to the annual meeting


Section 10.1 All activities must be approved by the Executive Board prior to the Corporation’s commitment and must support the purpose and objectives of the Organization.

Section 10.2 These laws shall govern all corporation activities initiated in good faith.



The rules contained in “Roberts Rules of Order Revised” shall govern this Corporation in all cases in which they are applicable and in which they are not inconsistent with these By-laws.



These By laws may be amended at any regular meeting by a majority vote of the members present; previous notice of such proposed amendment changes having been given at a regular meeting of the Corporation, published in a newspaper distributed in the Town of Norwood, or posted on the Corporation’s website.