Aubrey Band Boosters BY-LAWS

Transcription

1 Aubrey Band Boosters BY-LAWS Created February 19, 2009 Adopted by Membership April 28, 2009 Amended May 28, 2009 Amended March 27, 2014 Article I - Name The official name of the organization shall be the Aubrey Band Boosters (ABB). Article II - Purpose The Aubrey Band Boosters shall be a perpetual not-for-profit organization to: A. Provide financial support for unique projects which promote the band program, but are outside the domain and purpose of the school district revenue: including: but not limited to: travel to various music related activities. Band Directors "wish-lists" that have been approved by the school, scholarships for private lessons and summer music camps for students. B. Encourage the growth and development of a quality band program which complements and extends the educational options for young people. C. Operate within the University Interscholastic League Booster Club Guidelines. Article III Location The AHSBB principal place of business shall be in Denton County, Texas at the Aubrey High School located at 510 Springhill Road, Aubrey: Texas Article IV Membership A. Voting Members shall be any band parent/guardian whose student(s) participates on the Aubrey Middle School or Aubrey High School Bands. B. Booster members shall be any parent/guardian whose student(s) participates on the Aubrey Middle School or Aubrey High School Bands. Article V - Governing Authority A. The governing authority of the ABB will consist of six officers who will constitute the Executive Board. All the members of the Board are each entitled to one vote in matters to be decided in meetings of the governing authority. The President votes to break a tie. B. Two-thirds of the Board must be present at regular monthly meetings to establish a quorum to conduct official business. The President of the ABB may call emergency and "special call" meetings for the good of the Band Boosters; wherein a quorum would exist with the attendance of the elected officers of the Executive Board (president, 1 st Vice-President, 2 nd Vice-President, 3 rd Vice-President, Secretary, and Treasurer) and official business conducted. The minutes of an emergency and "special call" meeting should be delivered to the other members of the Board within seventy-two (72) hours by the Board Secretary. If the majority of the other members of the Board who were not able to attend an emergency and/or special call meeting objected to a decision made by the six officers, then a special meeting of the entire Board would be called to discuss the objections and a vote taken to approve or disapprove the motion. C. The President with the consensus of the Executive Board may establish standing Committees, Special Project Committees, and Ad-Hoc Committees. The President may appoint Chairs of these committees or may choose to allow the various committees to elect their own Chair. The Chair of each committee shall report directly to the 1

2 President. The President of the Board will be responsible to either present the Chair or representative of each committee to make reports at regular Board meetings or the President shall be responsible to make a report on behalf of the committee to the Board. The Chairs of the committees and the members of the committees will only have voting power on the committee level. The members of the Executive Board will vote to either accept or deny a vote of any and all committees. A representative of the committees will be responsible to deliver a full accounting of any and all monies either spent or collected in the exercise of a project to the President and the Treasurer of the Executive Board. A representative of a committee will also be responsible to deliver a short written summary of committee activities to the President and the Secretary of the Executive Board upon request. The President of the Board may choose to designate another member of the Board upon request. The President of the Board may choose to designate another member of the Board to represent the Board at any and all committee meetings. The President with the consensus of the Board will represent the Board at any and all committee meetings and speak on behalf of the Board. The members of any and all committees of the Executive Board of the ABB will be responsible to record summary minutes of all meetings for the purpose of documentation. D. Special designates may be appointed by the President of the Board, with the consensus of the Board, to represent the Board in the performance of special functions wherein a committee of people would not be necessary nor needed. These special designates shall report directly to the President for direction. The President may, as a courtesy, make periodic reports to the Board as to the actions of the special designates. The President will have the authority of the Board to appoint and change special designates, as needed. A full accounting of any and all funds expended and/or collected by the special designates shall be made available to the Treasurer of the Board and the Treasurer shall make a report to the Board in the monthly financial report. A record of all financial accountings will be included in the yearly/annual audit made by the Treasurer and reported to the Executive Board and the school district representative in the yearly Audit Summary Report. The same Report will be given to the new Executive Board at the first meeting held in September of each year. E. As suggested in UIL. Booster Club Guidelines, a school district representative with authority over booster clubs as well as administrators should be invited to all meetings. F. The Booster Club will keep an open and positive communication with the school administration and apprise them of all club activities. Article VI - Election of Officers A. ABB elections will be held each year during the month of May. All Board Members and Officers will continue service until June 1 st of the year. B. The President, in consultation and agreement with Executive Board, will appoint a representative to fill a vacancy due to resignation(s) or lack of participation between elections with Board approval at its next meeting. C. All members of the Executive Board shall represent their position for one year. D. At the conclusion of his/her term, a member of the Executive Board may run for an Officer's position on the Executive Board. In turn, Officers may rerun for their position or another Officer's position or as a Liaison member. E. If for any reason a Board Member cannot fulfill his/her full term of office and vacates the position, the President of the Board, in consultation with and with the approval of the Executive Board, shall appoint or elect someone to fill that position until the next general election. The President of the Board will have the authority to appoint a new member in the event that an election is not done within a reasonable time frame of thirty (30) calendar days from the day of resignation. Article VII - Officers A. Officers shall consist of President, 1 st Vice-President, 2 nd Vice-President, 3rd Vice- President, Secretary, and Treasurer. They shall constitute the Executive Board B. The Officers of the ABB will be elected on a member-at-large basis and voted on by the general voting members of the ABB. C. At the conclusion of his/her term, an officer may run for the same office or another office or seat on the Executive Board. D. The voting members of the general membership (includes all parent/guardians of the ABB) shall decide upon the number of terms a person may run for a particular office by either voting or not voting for a candidate for reelection. 2

3 President 1. The President shall be the Chairperson for the organization and shall preside at all meetings of the Officers of the Executive Board in addition to general assembly meetings. 2. The President shall be elected for a term of one (1) year. The president may run for reelection to another term. The Board shall decide by election as to the number of terms the President will serve. 3. The President shall be the point of contact for the Band Director and Assistant Band Directors or his/her liaison. 4. One-month prior to the Annual Election, the President will call for a general nomination of Officers and Departmental representatives. 5. If for any reason the President cannot carry out the full term of his/her office and vacates the position, the Vice President shall assume the position without contest. 1 st Vice President/Membership 1. The 1 st Vice President will conduct Board meetings in the President's absence or by the President's delegation; The Vice President shall make formal reports to the President of all actions of the Board during the President's absence(s). 2. The 1 st Vice President shall attend all meetings of the Officers of the Executive Board and the general assembly. 3. The 1 st Vice President shall be elected for a term of one (1) year and may run for reelection. The voting members of the Booster will decide by election as to the number of terms the Vice President shall serve. 4. If for any reason the 1 st Vice President cannot carry out the full term of his/her office and vacates the position, the 2 nd Vice-President shall assume the position. 5. The 1 st Vice President will assist the President in the execution of duties and responsibilities of the Executive Board and the Booster Club. 6. The 1 st Vice President will conduct an annual membership drive at the beginning of the school year program to encourage active participation of parents and guardians of the band students in the booster club. 7. The 1 st Vice President will maintain a current list of member's names and contact information and provide regular communications of ARR business and band activities to the members. 2 nd Vice President/Fundraising 1. The 2 nd Vice-President shall be elected in the same manner as the other officers and shall attend all meetings 2. The 2 nd Vice-President shall oversee fundraising activities approved by the Executive Board of the organization and appoint committee heads and members as needed 3. If for any reason the 2nd Vice President cannot carry out the full term of his/her office and vacates the position, the 3 rd Vice-President shall assume the position until a special election is held or until the Board appoints a replacement. 3 rd Vice President/Publicity and Promotion 1. The 3rd Vice-President shall be elected in the same manner as the other officers and shall attend all meetings. 2. The 3rd Vice-President shall be in charge of the promotion of events of the ABB to the community at large and assist the band directors with publicity of the Band s events and awards 3. If for any reason the 3rd Vice President cannot carry out the full term of his/her office and vacates the position, the Treasurer shall assume the position until a special election is held or until the Board appoints a replacement. Treasurer 1. The Treasurer shall be elected in the same manner as the President and Vice Presidents and shall attend all meetings. 2. The Treasurer shall keep an account of the Booster property, as well as all monies received and expended and shall make expenditures as authorized by the governing authority. The Treasurer will present a proposed budget, identifying anticipated expenses by category and committee. An audit will be performed at the end of each year by the Treasurer and by a three person committee known as the Board of Trustees so the new Treasurer will have an audited statement at the beginning and the end of each term, 3. The Treasurer is authorized to open such accounts as may be required to perform his/her duties. Two signature authority for such accounts shall be required: 3

4 a. One signature must belong to the Treasurer and the other that of the President or Board officer as designated by the President. b. All members of the Executive Board shall have their names and signatures on file at the bank. 4. The Treasurer shall keep a current written account of the fiscal status of the Booster to include all financial records of the organization. The records are available to the voting members via an agreeable appointment. One member of the Board of Trustees shall be present during the viewing of the records. 5. If for any reason the Treasurer cannot carry out the full term of his/her office and vacates the position, the Secretary shall assume the position. Secretary 1. The Secretary shall be elected in the same manner as the other Officers. 2. The Secretary shall keep a formal record of all meeting minutes in a record book. Minutes of meetings will be available to the voting members via an agreeable appointment. One member of the Board of Trustees shall be present during the viewing of the records. 3. Minutes to be given to each Board member will include the Treasurer's report. The Board must approve all minutes. 4. The Secretary shall keep an up-to-date listing of all qualified voting members. 5. The Secretary shall assist the President in the nomination of Officers and assist the Board of Trustees who will serve as the certifying officers for all elections. 6. If for any reason the Secretary cannot carry out the full term of his/her office and vacates the position, then the Officers and the Board will elect a member of the Executive Board to fill the position until the next general election. Article VIII - Voting A.Voting in all meetings for all matters placed before the general assembly shall be by show of hands or, if requested, by a majority of those in attendance by secret ballot. B.A quorum shall consist of a simple majority of the total eligible voting members that are present at any meetings. C.The Secretary shall certify voting members. Article IX - Committees The President/Officers/Board shall form Standing Committees, as needed. Annual standing committees include: Special Projects - This committee is responsible to conduct a variety of fundraising endeavors as deemed necessary by the Board. The Chairperson will be appointed by the President. Committee members will be drawn from the general membership. Audit Committee - By the end of each May, this Committee, consisting of the members of the Board of Trustees, will audit the Booster s account(s) and present the audited statement to the Executive Board. A copy of this audited statement will also be presented to the members of the newly elected Executive Board at the first meeting in their term. Article X - Meetings A. Meetings of governing authority shall be held monthly, or as needed, to be determined by the Board Majority and/or the President. Meetings will be held at the Aubrey High School Band Hall or at another location, if necessary. B. The President may call emergency and/or special meetings, as needed. C. All items requested to be placed on the agenda are required to be submitted to the President within 48 hours of the scheduled meeting. D. If a member of the governing authority is unable to actively participate in a meeting, it is recommended that they send an alternate representative with a written authorization to submit a proxy vote. 4

5 Article XI - Yearly Elections A. Annual Elections for members of the Executive Board shall take place during the month of May. Nominations for each office will be accepted during the meeting preceding the election. B. The Election Committee shall count the ballots and certify the voting C. The new Executive Board shall take office on the first day of June. D. The election will be held for a period of two weeks by the Election Committee in the event an election result is challenged. If an election result is challenged, a recount will be made by the Election Committee and the members of the Board of Trustees in a public place for any member of the general Booster membership to witness. If there is no change, the election results will remain certified. If the recount results in a change, then the Election Committee and the outgoing Board of Trustee shall certify the new results. Article XII - Amendments & Revisions A. Any amendments or revisions to the By-laws shall be voted on by the Board and ratified by the voting membership during the Annual Election. special election or Forum, B. Changing or adopting the By-laws takes a simple majority of the total eligible voting members as defined in Article VII. APPROVED and ADOPTED: Signature CERTIFICATION: I,, Secretary of the Aubrey Band Boosters, hereby certify that the foregoing is a true and correct copy of the bylaws of the Aubrey Band Boosters, duly adopted by the initial Executive Board on April 28, Signature 5

6 Pursuant to Article XII, Section A, of the Bylaws of the Aubrey Band Boosters (ABB), as adopted by the Membership April 28, 2009, the following Articles and/or Sections of the Bylaws of the Aubrey Band Boosters are hereby amended: Board of Trustees Amended to read: Executive Board Delete Board of Trustee and Replace with Executive Board in the following Articles: Article VII Treasurer, section 4 Secretary, section 2 Secretary, section 4 Article IX Committees - Audit Committee Article XI Yearly Election, section D Existing Bylaw Article V Governing Authority B. Two-thirds of the Board must be present at regular monthly meetings to establish a quorum to conduct official business. The President of the ABB may call emergency and "special call" meetings for the good of the Band Boosters; wherein a quorum would exist with the attendance of the elected officers of the Executive Board (president, 1 st Vice-President, 2 nd Vice-President, 3 rd Vice-President, Secretary, and Treasurer) and official business conducted. The minutes of an emergency and "special call" meeting should be delivered to the other members of the Board within seventy-two (72) hours by the Board Secretary. If the majority of the other members of the Board who were not able to attend an emergency and/or special call meeting objected to a decision made by the six officers, then a special meeting of the entire Board would be called to discuss the objections and a vote taken to approve or disapprove the motion. Amended to read: Delete If the majority of the other members of the Board who were not able to attend an emergency and/or special call meeting objected to a decision made by the six officers, then a special meeting of the entire Board would be called to discuss the objections and a vote taken to approve or disapprove the motion. Existing Bylaw Article VII Officers D. The voting members of the general membership (includes all parent/guardians of the ABB) shall decide upon the number of terms a person may run for a particular office by either voting or not voting for a candidate for reelection. Amend to read: Delete - by either voting or not voting for a candidate for reelection. 6

7 Existing Bylaw Article VII 1 st Vice President/Membership 4. If for any reason the 1 st Vice President cannot carry out the full term of his/her office and vacates the position, the 2 nd Vice-President shall assume the position. Amend to read- Add until a special election is held or until the Board appoints a replacement. Existing Bylaw Article VII Treasurer 2. The Treasurer shall keep an account of the Booster property, as well as all monies received and expended and shall make expenditures as authorized by the governing authority. The Treasurer will present a proposed budget, identifying anticipated expenses by category and committee. An audit will be performed at the end of each year by the Treasurer and by a three person committee known as the Board of Trustees so the new Treasurer will have an audited statement at the beginning and the end of each term. Amend to read Delete by a three person committee known as the Board of Trustee and Replace with the other Executive Board members and a member of the AISD administration. These first amendments were approved as proposed this 28 th day of May, These revisions/amendments were passed at a General Meeting of the Executive Board and voting members of the Aubrey Band Boosters. The motion was approved to clarify wording as presented by the Executive Board and all voting members approved with none dissenting. CERTIFICATION: I,, Secretary of the Aubrey Band Boosters, hereby certify that the foregoing is a true and correct copy of the bylaws of the Aubrey Band Boosters, as duly adopted by the initial Executive Board on April 28, 2009 and as amended on May 28 th, Signature 7

8 Pursuant to Article XII, Section A, of the Bylaws of the Aubrey Band Boosters (ABB), as adopted by the Membership April 28, 2009, as amended on May 28, 2009, the following Articles and/or Sections of the Bylaws of the Aubrey Band Boosters are hereby amended: Article II PURPOSE To add a non-discrimination clause and to add the ABB support the Aubrey Independent School District A. Provide financial support for unique projects which promote the band program, but are outside the domain and purpose of the school district revenue: including: but not limited to: travel to various music related activities. Band Directors "wish-lists" that have been approved by the school, scholarships for private lessons and summer music camps for students. B. Encourage the growth and development of a quality band program which complements and extends the educational options for young people. Amend to read: A. ADD All activities supported by the Band Boosters shall not discriminate against any student, adults or groups upon the basis of their race, color, creed, religion, national origin, sex, gender, age, marital status and abides by the Non-Discrimination Policy set in place by the Aubrey Independent School District and the University Interscholastic League. Amend to read: B. ADD with the agreement of the Aubrey Independent School District Article IV MEMBERSHIP To describe who is able to become a member, to include former students, teachers, relatives of students and a nondiscrimination clause. A. Voting Members shall be any band parent/guardian whose student(s) participates on the Aubrey Middle School or Aubrey High School Bands. B. Booster members shall be any parent/guardian whose student(s) participates on the Aubrey Middle School or Aubrey High School Bands. Amend to read: ADD and any person who has a vested interest in the success of the Aubrey Band programs. Amend to read: ADD and any person who is interested in supporting the Aubrey Band programs. Amend to read: ADD C. The Aubrey Band Boosters shall not discriminate against any qualified members, upon the basis of their race, color, creed, religion, national origin, sex, gender, age, marital status, and abides by the Non-Discrimination Policy set in place by the Aubrey Independent School District. 8

9 Article VI ELECTION OF OFFICERS To delete unnecessary wording D. At the conclusion of his/her term, a member of the Executive Board may run for an Officer's position on the Executive Board. In turn, Officers may rerun for their position or another Officer's position or as a Liaison member. Amend to DELETE in its entirety Article VII OFFICERS To clarify term limits B. The Officers of the ABB will be elected on a member-at-large basis and voted on by the general voting members of the ABB. C. At the conclusion of his/her term, an officer may run for the same office or another office or seat on the Executive Board. Amend to read: ADD B. The Officers of the ABB will be elected on a member-at-large basis and voted on by the voting members present at the Election Meeting. Amend to read: ADD and for the same officer position for one (1) additional term or for another officer position, for a limit of two terms per each officer position. D. The voting members of the general membership (includes all parent/guardians of the ABB) shall decide upon the number of terms a person may run for a particular office by either voting or not voting for a candidate for reelection. Amend to- DELETE in its entirety Article XII DELETE AMENDMENTS & REVISIONS AMEND to AMENDMENTS REVISIONS, REVOCATION AND DISSOLUTION To simplified voting on amendments, to add a Revocation and Dissolution Clauses A. Any amendments or revisions to the By-laws shall be voted on by the Board and ratified by the voting membership during the Annual Election. special election or Forum, Amend to read: ADD Any amendments or revisions to the By-laws shall be voted on by the Board and ratified by the voting membership with a simple majority of voting members present during any general meeting with prior notice of proposed changes. B. Changing or adopting the By-laws takes a simple majority of the total eligible voting members as defined in Article VII. Amend to DELETE in its entirety. 9

10 Amend to read: ADD B. If at any time the general membership of the Band Booster Organization feels the direction of the group is contrary to the best interests of the students, the Director(s) or the band program, any member may make a motion for the dissolution of a member, Officer, or the Organization as a whole. A motion for dissolution from the general membership must pass with a three-fourth majority vote. Amend to read: ADD C. Upon the dissolution of this organization, any assets remaining after all liability of the ABB have been paid, shall be distributed to the Aubrey Independent School District for the sole purpose of use in its Fine Arts Program, within the meaning of Section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. These amendments were approved as proposed this 27 th day of March, These revisions/amendments were passed at a General Meeting of the Executive Board and voting members of the Aubrey Band Boosters. The motion was approved to clarify wording as presented by the Executive Board and all voting members approved with none dissenting. CERTIFICATION: I,, Secretary of the Aubrey Band Boosters, hereby certify that the foregoing is a true and correct copy of the bylaws of the Aubrey Band Boosters, as duly adopted by the initial Executive Board on April 28, 2009, as first amended on May 28 th, 2009 and secondly amended on March 27 th, Signature 10

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