Constitution and Bylaws

 

ARTICLE I. OFFICIAL NAME 

 

The official name of this organization shall be the Edwardsville High School Band Boosters. 

 

ARTICLE II. PURPOSES 

 

The Edwardsville High School Band Boosters are organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. 

 

The (Edwardsville High School Band Boosters) is an non-profit organization whose purposes goals are: 

 

Section 1. To establish and maintain an enthusiastic community interest in the various functions of the Edwardsville High School Band Program. 

 

Section 2. To lend all possible support, both moral and financial, to the Edwardsville High School Band Program. 

 

Section 3. To cooperate with those in charge of the Edwardsville High School Band Program and to the end that this department be kept at the highest possible degree of efficiency. 

 

ARTICLE III. MEMBERSHIP 

 

Section 1. All parents or guardians of students enrolled in the Edwardsville High School Band Program will be voting members of the Edwardsville High School Band Boosters. 

 

Section 2. Any other person who is interested in the organization may be designated as an Honorary Member without voting privileges. All Edwardsville High School music faculty will be considered Honorary Members in a non-voting capacity. 

 

ARTICLE IV. OFFICERS 

 

Section 1. The officers shall be: President, Vice-President, Secretary and Treasurer. No elected officer may serve in the same office longer than two consecutive years. 

 

Section 2. The president shall preside at all meetings of the organization, appoint all committees, and shall be ex officio, a member of all committees. 

 

Section 3. The Vice-President shall assume all the duties of the President in his/her absence, and serve as the chair of the Ways and Means Committee. 

 

Section 4. The Secretary shall keep all records and minutes of all meetings in permanent form and conduct correspondence. 

 

Section 5. The Treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of year when requested by the executive board, and make a full report at the end of the year. 

 

Section 6. The term of office shall coincide with the school year, July 1st of the current year through June 30th of the following year. 

 

ARTICLE V. THE EXECUTIVE COMMITTEE 

 

Section 1. The Executive Committee shall be composed of the officers of the organization, its immediate past-president, an appointed member of each of the standing committees, and acting in an advisory capacity, the officers of the Edwardsville High School Band. 

 

Section 2. It shall be the duty of the Executive Committee to have general supervision of the affairs of the organization; to prepare a budget for presentation at the last regular meeting of the school year, and to carry on the business of the organization between meetings. 

 

Section 3. The Executive Committee shall meet previous to regular meetings to prepare and present a proposed program to the membership at the regular meeting. Additional meetings may be called by the President, as needed. 

 

Section 4. Quorum. Half the number of the board members plus one constitutes a quorum. 

 

Section 5. Removal and vacancies. See Article II, Section 3 and 4. 

 

ARTICLE VI. EQUIPMENT 

 

All equipment and materials purchased by the organization shall be for the Edwardsville High School Band and donated to the Edwardsville Community Unit School District No. 7. 

 

ARTICLE VII. ELECTIONS 

 

Section 1. A nominating committee chairperson shall be appointed by the President and the Edwardsville High School Head Band Director at the first regular meeting of each year. The slate will be presented at the next-to-last regular meeting. Nominations may be made from the floor at the last regular meeting at which time the elections will be held. 

 

Section 2. At the last regular meeting of the school year the officers for the ensuing year shall be elected. 

 

Section 3. If the office of president is vacated before expiration of a term, the vice-president shall assume the office of the president. For any other office vacated before expiration of a term, a nominating committee will be formed and will select nominees for vacant positions. Elections will be held at the next general meeting. 

 

Section 4. Removal from office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given. 

 

ARTICLE VIII. MEETINGS 

 

Section 1. The regular meeting of the organization shall be the second week of September, November, January, March and May at 7 p.m., or at a time and place determined by the executive board at least one month before the meeting. The annual meeting will be held during the May regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that shall arise. Meeting notification will be via email and/or flyers mailed to each member at their residence at least one week prior to the meeting. 

 

Section 2. Special meetings may be held on the call of the President, with a minimum of two days notice. A statement of purpose will be included. 

 

Section 3. Quorum. The quorum shall be 10 members of the organization. 

 

ARTICLE IX. AMENDMENTS TO CONSTITUTION 

 

This Constitution may be amended by submitting a written copy of the proposed amendment at either a special meeting called for the purpose of acting on the proposal or at any regular meeting. If this Constitution is being amended at a regular meeting, the proposed amendment must have first been submitted at the previous regular meeting. A two- thirds vote of the members present shall be required to amend the Constitution. 

 

BY-LAWS 

 

ARTICLE X. EXPENDITURES 

 

All bills are to be approved at regular meetings of the Executive Committee. 

 

ARTICLE XI. STANDING COMMITTEES 

 

The authorized standing committees shall be: 

 

a. Membership 

 

b. Ways and Means 

 

c. Publicity 

 

d. Hospitality 

 

e. Uniforms 

 

f. Nominating 

 

These committees shall consist of no less than three (3) members and chairperson must be voting member of the organization. 

 

Section 1. Membership: It shall be the duty of the Membership Committee to recruit new members for this organization. They will contact parents of incoming band students and all other interested persons. 

 

Section 2. Ways and Means: It shall be the duty of the Ways and Means Committee to plan fund raising projects. The proceeds of such projects shall be used exclusively for the furtherance of the purpose of the organization. 

 

Section 3. Publicity: It shall be the duty of the Publicity Committee to keep the activities of the organization before the public and members. 

 

Section 4. Hospitality: The Hospitality Committee shall provide occasional refreshments and be responsible for organization of the telephone tree, plan the Senior Banquet and the Senior Reception. 

 

Section 5. Uniforms: The Uniform Committee shall be responsible for inventory, maintenance and distribution of the uniforms. 

 

Section 6. Nominating: See Article VII, Section 1. 

 

Section 7. The board may appoint additional committees as needed. 

 

ARTICLE XII. PROCEDURE 

 

Except as otherwise herein provided, Robert’s Rules of Order, Newly Revised, govern the procedure of this organization. 

 

ARTICLE XIII. AMENDMENTS TO BY-LAWS 

 

These By-Laws may be amended as outlined in Article IX of the Constitution. 

 

ARTICLE XIV. AUDITING 

 

The President shall appoint a committee of two (2) at the next- to-last regular meeting to review the books before the last regular meeting. 

 

ARTICLE XV. FINANCES 

 

Section 1. A tentative budget shall be drafted in January for the following school year and approved by a majority vote of the members present at the last regular meeting of the school year (May). 

 

Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information 

 

Section 3. The board shall approve all expenses of the organization. 

 

Section 4. Two authorized signatures shall be required on each check over the amount of $1,000. Authorized signers shall be the president and treasurer. 

 

Section 5. The treasurer shall prepare a financial statement at the end of the school year to be reviewed by the Audit Committee. 

 

Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the Band. 

 

Section 7. The fiscal year shall be January 1st through December 31st July 1st through June 30th. 

 

ARTICLE XVI. PARLIAMENTARY AUTHORITY 

 

Robert’s Rules of Order shall govern meetings when they are not in conflict with the organizations by-laws.  

 

ARTICLE XVII. STANDING RULES 

 

Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference. 

 

ARTICLE XVIII. DISSOLUTION 

 

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at a meeting. 

 

Upon dissolution of the organization, assets shall be distributed or one or more of the exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such asset not disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principle office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. 

 

ARTICLE XIX. AMENDMENTS 

 

These bylaws may be amended at any regular or special meeting, providing that previous notice was given at the prior meeting in writing and then sent to all members of the organization by the secretary. Notice may be give by postal mail, email, or fax. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.