Boosters by-laws

TABLE OF CONTENTS

Article I- Meetings

Section 1

Regular monthly meetings of the organization shall be held at a place and a time designated by the organization.

Section 2

Special meetings may be called by a majority of members in good standing, by the President, or by a majority of the North Stafford Band Boosters (NSBB) Board of Directors (BOD).

Section 3

The NSBB BOD shall meet whenever necessary but no less than monthly during school year.

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Article II – Membership

Section 1

The officers of this organization shall consist of a President, Vice-President, Secretary, Treasurer and parliamentarian.

Section 2

The President shall appoint a Nominating Committee at least three meetings prior to the election (normally in January). This committee shall consist of three members in good standing but shall not include any active officers. The Nominating Committee shall coordinate the nomination of all officers to the BOD. The nominating committee will contact all members in good standing to solicit volunteers to run for office beginning at least two meetings prior to the scheduled election (normally in March). Once the nominees’ slate is presented to the membership the nominations are closed. Only members in good standing, who have consented to serve, and have a child in the NSHS band program, will be accepted into nomination. In addition, all candidates for the offices of President and Vice-President must have a child in the marching band. A quorum (minimum of ten members in good standing) must be present to conduct an election. Nominees or their designated representative will be allowed two minutes to speak prior to the vote. Elections shall be by secret ballot. Elections are decided by majority vote. In the event of a tie vote, additional votes will be conducted as previously described until the tie is broken.

Section 3

Election of officers shall normally be held at the general membership meeting in April. Newly elected officers will assume the duties of the NSBB BOD at the conclusion of the school year for a period of one full term. The President and Vice President shall not serve more than two consecutive terms in the same office. A term is defined as one full year beginning in June and ending in May.

Section 4

The only members eligible to vote are members in good standing as of two meetings (approximately two months)prior to the election through the election itself. Additionally, each family will get one vote during the election regardless of number of family members in good standing. These provisions are required to prevent last minute surges in membership for the purpose of influencing the election. Exact voting procedures will be approved by the BOD and published at least one meeting prior to the election. Failure to follow these procedures will render the election invalid.

Section 5

Any vacancy of an office shall be filled by a special election held at the next organizational meeting following the announcement of the vacancy.

Section 6

The NSBB BOD shall have the authority to appoint temporary officers in certain instances when a regular officer is unable to fulfill their duties. This appointment must be confirmed by members in good standing at the next regular meeting.

Section 7

The Marching Band organization consists of all groups involved in the criteria for judging in marching band competitions (i.e. marching band, pit, and auxiliary.)

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Article IV – Duties of Officers

Section 1: President

The President shall preside at all meetings of the organization and of the NSBB. The President shall appoint all committees and have general supervision of the work of the organization and shall be an ex-officio member of all committees of the organization with the exception of the nominating committee.

Section 2: Vice-President

The vice-President shall preside in the absence of the President and shall assist the president when called upon and shall perform such other duties as the President may direct.

Section 3: Secretary

The Secretary shall have custody of the Organization’s constitution and By-Laws and all other records and documents of the organization. The Secretary shall keep an accurate record of the meetings, activities of the organization, the BOD and shall transmit same to their successor. This record shall be the property of the organization and available for inspection by members upon request. The Secretary shall have charge of all correspondence. Copies of such correspondence shall be kept where appropriate and this file will be available to the members upon request. All records of correspondence will be transmitted to their successor.

Section 4: Treasurer

The Treasurer shall receive and disburse, with the approval of the organization or BOD, all organization funds and shall keep an accurate account of same. The Treasurer shall make a financial report to the organization or to the BOD upon request, and transmit the accounts and all undistributed funds to their successor. All checks must be signed by the Treasurer and one other officer, or a designated representative. The Treasurer shall keep full and accurate books of account which shall be the property of the organization and available for inspection by members upon request. An audit will be performed at the beginning of each term of a newly elected treasurer.

Section 5: Parliamentarian

The Parliamentarian along with the President, shall have oversight during the meeting regarding correct parliamentary procedures as established by these Constitution and By-laws and the most recent addition of Robert’s Rules of Order. The Parliamentarian will impose a time limit on all issues of debate, motions and discussions and ensure strict adherence to said time limits. The Parliamentarian will advise the President or presiding officer of incorrect parliamentary procedures.

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Article V – Committees

Section 1

The standing committees of this organization shall be the Executive, Membership, Communications, Fundraising, Concessions, North Stafford Invitational and Scholarship Committee.

Section 2

Adhoc and special committees, other than those listed herein, may be designated as the need arises.

Section 3

Committees may be required to promote certain specific and stated objectives of the organization in addition to the duties implied by the name of the committee.

Section 4

Committee leaders shall be appointed by the President. These committee leaders may be asked to attend BOD, Executive Committee or general membership meetings in order to coordinate their activities and events.

Section 5

Executive Committee. The Executive Committee shall consist of the BOD and NSHS Music Directors. This committee, presided over by the NSBB President, shall consider all matters concerning the welfare of the organization. The Executive Committee shall normally meet one week prior to all regularly scheduled membership meetings in order to coordinate agenda items for the regular meeting and address any pressing issues. This meeting can be concurrent with the monthly BOD meeting.

Section 6

Membership Committee. The membership Committee shall be responsible for maintaining and promoting organization membership and maintaining records of attendance at each meeting.

Section 7

Communications Committee. The Communications committee shall be responsible for all organization publicity and public relations as well as informing members of activities and events and encouraging attendance at meetings. Section 8 Fundraising Committee. The Fundraising Committee shall have charge of all fundraising activities for the organization. All funds collected and all bills and receipts received by this committee shall be submitted to the Treasurer for deposit, recording and/or payment.

Section 9

Concessions Committee. The Concessions Committee shall be responsible for the operations of any and all refreshment stands operated by this organization during the school year. All funds collected and all bills and receipts received by this committee shall be submitted to the Treasurer for deposit, recording and/or payment.

Section 10

North Stafford High School Invitational Committee. The NSHS Invitational Committee shall have charge of all planning, coordination and execution of the annual NSHS Invitational.

Section 11

Scholarship Committee. The Scholarship Committee shall select winners of the annual NSBB Scholarship using the procedures delineated in the NSBBScholarship Procedures Guide.

Section 12

Uniform Committee. The Uniform committee shall inventory all uniforms, marching and wind ensemble uniforms. They will fit each band member with a uniform and help do small alterations. Provide help with the cleaning and preparing of uniforms for performances.

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Article VI – Budgeting and Expenditure of NSBB Funds

Section 1

An annual NSBB budget will be constructed by the BOD and submitted to the NSBB membership during the August meeting for the approval during the September meeting.

Section 2

All expenditures of NSBB funds not previously budgeted shall be individually approved by the BOD prior to the expenditure. BOD approval must include confirmation by the Treasurer the NSBB bank account can support the expenditure based on known budget planning factors. All checks written against theNSBB account shall be signed by the Treasurer and one additional BOD member previously designated in writing.

Section 3

Under no circumstances shall a NSBB member expend personal funds in support of the NSBB, with the expectation for reimbursement, unless this expenditure and a plan for reimbursement is approved prior to the expenditure by the BOD and recorded clearly in the BOD minutes. All account activity of this nature must be supported by appropriate receipts. Failure to obtain the BOD’s pre-approval or failure by the member to provide appropriate receipts justifying reimbursement will be grounds for refusal by the BOD to reimburse the member.

Section 4

The NSBB BOD may elect to budget for an emergency fund of not more than $250.00 annually in order to provide some flexibility to address emergent needs when a BOD vote is not practical. These expenditures must be approved by the President and the Treasurer in advance of the expenditure.

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Article VII – Parliament Authority

Section 1

The most recent edition of Robert’s Rules of Order , shall be used as a guide as to parliamentary procedure, insofar as they do not conflict with any provisions of this organization’s Constitution and By-Laws.

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Article VIII – Amendments

Section 1

These By-Laws may be amended/revised by resolution, adopted at any regular meeting of this organization by a two-thirds vote of the members present. Such proposed amendment/revisions must be proposed in writing (or typed) by a member at the regularly scheduled meetings immediate preceding that meeting at which the proposed amendment/revisions (numbered and dated) shall become a permanent record to attached to the Recording Secretary’s original file copy, and also distributed to those in possession of copies of these By-Laws.

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