Bylaws of Woodbury Royals Band Boosters, Inc.
Effective June 16, 2009
Supersedes July1, 2008
The bylaws of the organization define why it was created and how it will operate.
ARTICLE I – Name and Purpose
Section 1. Name of Organization
This organization shall be known as the Woodbury Royals Band Boosters, Inc. Hereafter referred to as the Organization.
Section 2. Purpose
The purpose of this Organization shall be to bring together band parents and other interested persons to augment, support and promote the Woodbury High School band and instrumental music education programs. This organization is organized exclusively for charitable and educational purposes under section 501(c)(3) of the Internal Revenue Code, or any corresponding section of any future federal tax code.
ARTICLE II – Membership
Section 1. Membership
The membership of this Organization shall be open to all parents of Woodbury High School band students and other persons interested in the progress and development of the Woodbury High School band programs. The Woodbury High School Director(s) of Bands and Marching Band shall also be members of the Organization. All members, except the Director(s) of Bands and other paid music staff, shall enjoy all privileges of membership including voting, making motions and holding office. The Director(s) of Bands and other paid music staff may vote and make motions, but may not hold elected office.
Section 2. Dues
The cost of dues for the following year shall be designated annually by the membership at the meeting designated for annual election of officers. All parents that have paid these fees are considered members of the Booster Club for the designated school year. Dues are not pro-rated.
Section 3. Meetings
a. There shall be no fewer than six membership business meetings per school year, to be set at the beginning of each school year
b. Membership business meetings shall be held once a month. The date and time of these meetings will be determined by a majority vote of current members.
c. All meetings to be held in the WHS Band Room, unless otherwise designated.
d. The March membership business meeting shall be for the purpose of electing officers in addition to addressing other Organization business issues.
e. The President or the Executive Board may call special meetings. The purpose of the special meeting shall be stated in the call. Except in cases of emergency, at least one week’s notice will be given.
f. A quorum at any regular or called membership meeting shall consist of those who attend with a minimum of three members.
ARTICLE III – Executive Board
Section 1. Membership
There shall be an Executive Board of the Organization consisting of elected officers and the Director(s) of Bands. The Director(s) of Bands shall be voting members of the Executive Board.
Section 2. Duties, Powers and Responsibilities
a. The Executive Board shall have general supervision of the affairs of the Organization between established membership business meetings.
b. The Executive Board will make recommendations to the Organization and perform other such duties as specified in these Bylaws.
c. The Executive Board shall be subject to the orders of the Organization, and none of its acts shall conflict with action taken by the Organization or Director(s) of Bands.
Section 3. Meetings
a. The Executive Board will meet once a month. Date and time of this meeting will be determined by a majority vote of current Board members.
b. All meetings to be held in the WHS Band Room, unless otherwise designated.
c. A quorum at any regular or called Executive Board meeting shall consist of those who attend.
Section 4. Resignation of Executive Board members
a. An Executive Board member may resign at any time upon written notice to the Executive Board.
b. Except where specified for the resignation of elected offices, all vacated elected offices will be filled by a special election.
c. All vacated committee chairs, not served by elected officers, will be filled by appointment of the President.
ARTICLE IV – Officers of the Organization
Section 1. Officers Established
a. The officers shall consist of a President, Vice President, Secretary and Treasurer.
b. The term of office for each officer shall be one (1) year. Term of office shall begin at the May membership meeting when officers are installed.
c. Nothing contained in these Bylaws shall prohibit the nomination and election of two persons as “co-officers” for any office. Co-officers are encouraged for the offices of President, Vice President, and Secretary.
d. No Organization member shall hold more than one elected office at a time.
Section 2. General Duties
a. Officers shall perform the duties prescribed by these Bylaws and by the Parliamentary Authority adopted by the Organization.
b. It is the responsibility of each Officer to have oversight of and serve on one standing committee and to appoint a chair, co-chair and/or other members to that committee. Officers may choose to serve as the committee co-chair.
c. Responsibility of officers for those standing committees as assigned and designated by the Bylaws may be interchanged, with approval by the President, among officers who wish to serve on a different committee as long as the designated committees are being served.
Section 3. Duties of the President
a. The President shall preside at all Executive Board and membership business meetings, prepare an agenda, and ensure all meetings are conducted in a manner consistent with these Bylaws and parliamentary authority adopted by this Organization.
b. The President shall submit an annual report of all activities of the Organization at the end of each school year.
c. The President will serve as the liaison with the WHS Band Director(s) and as liaison will coordinate all Band Booster activities and correspondence.
d. The President shall appoint chair and co-chairpersons to standing and special committees authorized under these Bylaws, except where committees are otherwise designated as responsibilities of elected officers.
e. The President shall serve as ex-officio member of all standing and ad-hoc committees.
f. The President shall be responsible for the coordination and proper functioning of all committees and shall perform other such duties as may be assigned from time to time by the Executive Board or resolution of the Organization.
Section 4. Duties of the Vice-President
a. The Vice President shall assume the duties of the President in his/her absence.
b. The Vice President shall oversee committees as assigned annually by the Executive Board.
c. The Vice President shall perform other duties from time to time as assigned by the President.
Section 5. Duties of the Secretary
a. The Secretary shall record the minutes of all Executive Board and membership business meetings of the Organization and shall submit a copy of such minutes along with any reports to the President and Band Director after each meeting.
b. The Secretary will maintain a record book in which the Bylaws, special rules and all meeting minutes are entered with any amendments to these documents properly recorded and documented. The record book should be available at each meeting.
c. The Secretary will assist the President and Director(s) of Bands with correspondence, as required.
d. The Secretary shall oversee committees as assigned annually by the Executive Board.
Section 6. Duties of the Treasurer
a. The Treasurer shall keep a full and accurate account of all receipts and expenditures of the Organization, having custody of all funds.
b. The Treasurer shall make a full financial report annually to the Organization, and make interim reports at all business meetings, providing balances on hand and any outstanding expenses.
c. The Treasurer shall be responsible for receiving any and all monies from fund raising activities.
d. The Treasurer shall be responsible for receiving and accounting for all monies at the close of each operation of concession stands.
e. The Treasurer shall perform all duties incident to the office of Treasurer, and such other duties from time to time as may be assigned by the President.
f. The Treasurer shall oversee committees as assigned annually by the Executive Board.
g. The Treasurer shall be responsible for filing or causing to have filed any required annual federal or state tax returns, any certifications for non-profit status and any other filings that may be required by a government agency to keep the Organization in compliance with applicable laws.
Section 9. Resignation of Officers
a. An elected officer may resign at any time upon written notice to the Executive Board.
b. In cases where an office or co-office is not filled, a special election will be held to complete the term of the vacated office.
ARTICLE V – Committees
Section 1. Appointment
a. The President shall appoint such committees as may be authorized by these Bylaws, resolution of the members, or by the Executive Board.
b. Except where otherwise designated by these Bylaws, the President shall appoint a chair and co-chair to head each committee.
c. All committee members appointed by the President or appropriate Officer shall be for a term coincident with the current school year.
d. Nothing in these Bylaws shall prohibit student band members from serving on a committee where proper and where their input is desired.
Section 2. Standing Committees
The Organization shall have the following standing committees to aid in the accomplishment of its objectives:
b. Marching and Pep Band
· Uniform Subcommittee
e. Concert and Jazz Band
· Uniform Subcommittee
Section 3. Fund-Raiser Committee
The Fund-Raiser Committee shall be responsible for raising funds to support the activities of the Organization. This includes planning fundraising projects for the Organization and submitting those projects to the Executive Board and Organization for approval. The Chair of this committee may appoint chairpersons for each separate fundraising project; however, project chairpersons may not be members of the Executive Committee.
Section 4. Marching and Pep Band Committee
The Marching and Pep Band Committee shall be responsible for equipment transportation, oversight of the Band Trailer, assuring that sufficient parent support is arranged, and appropriate band hydration is provided for all marching band or pep band activities.
Section 4.1 Uniform Subcommittee
A Marching ad Pep band Uniform Sub-committee shall be responsible for working with the Director(s) of Bands in securing new uniforms, repairing existing uniforms or any other assistance that may be needed to furnish uniforms for the bands. This committee shall be responsible for maintaining an inventory of all uniforms as well as assignment and retrieval of all band uniforms.
Section 5. Nominating Committee
The Nominating Committee shall be responsible for recruiting members to stand for election to the elected offices of the Organization
a. The Nominating Committee shall consist of three Organization members. The President and Director(s) of Bands shall appoint the Chairperson. The appointed Chairperson will select the committee members.
b. The Nominating Committee shall be appointed at least sixty (60) days prior to the March membership business meeting.
c. The Nominating Committee shall submit their nominations to the Executive Board two weeks prior to the March membership business meeting.
d. The Nominating Committee shall be responsible for presenting a slate of candidates for offices to the membership at the March membership business meeting.
Section 6. Publicity Committee
The Publicity Committee shall be responsible for the promotion of the WHS Bands, the Organization and all associated activities. The Committee is responsible for oversight of newsletter production and distribution, providing articles and photographs for the media and maintaining a scrapbook of band activities. The Committee shall work to create and encourage interest in all meetings and activities.
Section 7. Concert and Jazz Band
The Concert and Jazz Band Committee shall be responsible for, but not limited to, assuring sufficient parent support for concerts (i.e. distribution of programs, collection of donations, student supervision, and concert set-up), assisting the Directors with clerical tasks, and providing support for Concert and Jazz Band trips.
Section 7.1 Concert and Jazz Band Uniform Subcommittee
A Concert and Jazz Band Uniform Sub-committee shall be responsible for working with the Director(s) of Bands in securing new uniforms, repairing existing uniforms or any other assistance that may be needed to furnish uniforms for the bands. This committee shall be responsible for maintaining an inventory of all uniforms as well as assignment and retrieval of all band uniforms.
Section 8. Temporary Committees
Such other committees, standing or special, shall be appointed by the President from time to time as the Organization or Executive Board deem necessary to carry out the objectives of the Organization.
ARTICLE VI – Elections
Section 1. Nominations
It shall be the duty of the Nominating Committee to recommend candidates for all Organization Offices. A member may make additional nominations from the floor during election.
Section 2. Elections
a. Officers are to be elected at the March membership business meeting.
b. All nominations shall be voted on by secret ballot (unless there is only one candidate, or co-candidates, nominated for office). Each candidate receiving a majority of votes shall be declared elected. In the event no candidate receives a majority of votes cast on the first ballot, additional ballots shall be taken between the top two (2) candidates until a candidate receives a majority of the votes, and is elected.
c. A majority of the members present and voting shall constitute an election.
Section 3. Installation of Officers
Newly elected officers are to be installed at the May membership business meeting. The incoming and outgoing elected officers shall meet jointly prior to the May membership meeting to perform planning for the upcoming year.
ARTICLE VII – Finance and Purchasing
Section 1. Fiscal Year
The fiscal year will begin July 1 and end June 30.
Section 2. Budget
a. The Treasurer shall prepare an annual budget with monthly projections. The annual budget will be prepared with the assistance of the Director(s) of Bands, presented to the Executive Board and approved by the membership at the membership business meeting in September.
b. Copies of the annual report of the prior year’s income and expenses prepared by the Treasurer shall be available to the membership at the September membership business meeting.
Section 3. Expenditures
a. Authorization to incur debts must be recommended by the Executive Board in the form of a motion for approval by the members of the Organization.
b. Expenditures of $200.00 or less encumbered by the Director(s) of Bands or a member, with pre-approval by the Executive Board at a regular meeting or by poll of the Board members, will be reimbursed by the Treasurer, providing the member completes the required reimbursement request form to include a valid receipt and the expenditure was for the enhancement of the Woodbury High School Bands or its tax-exempt purpose.
c. The Executive Board will have authority to approve expenditures of more than $200.00 but less than $500.00. Expenditures in this cost range must be presented to the Executive Board for approval prior to the expense being incurred.
d. Authorization for expenditures over $500.00 must be recommended by the Executive Board in the form of a motion for approval by the membership of the Organization before the expense is incurred.
Section 4. Financial Transactions
All financial transactions over $200 shall bear, as a minimum, the signatures of the President and Treasurer. All other financial transactions shall bear the signatures of the President or Treasurer.
Section 5. Audits
a. The Executive Board may request an annual audit of the Organization’s financial records.
b. Any audit must be conducted within thirty (30) days after the end of the fiscal year.
c. A qualified third party who was not a member of the outgoing Executive Board and is not a member of the incoming Executive Board must conduct the audit.
ARTICLE VIII – Fundraising
Section 1. Guidelines
All fundraising activities and their operations shall be within the parameters and guidelines of the South Washington County Board of Education as set forth in their policy.
Section 2. Approval
a. All fundraising projects shall be presented to the Organization to include the project and its operations, the estimated amount of monies to be raised and the purpose for which any monies will be used.
b. Such activities shall have the approval of all state, county and school administrators where required.
ARTICLE IX – Records and Property
Section 1. Records
A copy of the Constitution and Bylaws, annual financial report, minutes of each meeting and other pertinent data shall be kept on file in the offices of the Woodbury High School Director(s) of Bands and with the Secretary of the Organization.
Section 2. Property
a. Instruments, uniforms, and all equipment purchased by the Organization shall be classified as property of the South Washington County Board of Education and shall be placed on their inventory.
b. Disposal by sale of any instruments, uniforms, and all equipment purchased by the organization, or redistribution of these same items to support other band programs, must be approved by the Executive Board and the Director(s) of Bands with any proceeds to support the Woodbury High School Band program.
ARTICLE X – Director(s) of Bands
The Organization shall look to the Director(s) of Bands for leadership and guidance in identifying the needs of the band students and band program. The Director(s) of Bands shall be a member of the Executive Board and an ex officio member of all committees of this Organization.
ARTICLE XI – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern the Organization in all cases to which they are applicable and where they are not inconsistent with these Bylaws or any special rules of order the Organization may adopt.
ARTICLE XII – Amendment of Bylaws
These Bylaws may be amended by a two-thirds vote at any regular membership meeting of the Organization, provided the amendment was submitted in writing to the membership at the previous regular membership meeting or to the Executive Board thirty (30) days prior to the membership meeting.
ARTICLE XIII – Dissolution
This Organization may be dissolved at any regular membership meeting of the Organization, provided the motion to dissolve was submitted in writing to the membership at the previous regular membership meeting or to the Executive Board thirty (30) days prior to the membership meeting. Upon dissolution all assets of the Organization shall be distributed for one or more exempt purposes within the meaning of the Internal Revenue Code, in accordance with the Organization’s Articles of Incorporation, with preference that they be transferred to the South Washington County Board of Education to support the music program at Woodbury High School or to another organization serving the Woodbury High School Band program.