Marshall County High School (MCHS) Band Boosters By-Laws Article I Name The name of this organization shall be the Marshall County High School Band Boosters and shall appear as such on all bank accounts, checks, deposit slips, and all correspondence originating from this organization. Article II Purpose The purpose of the Marshall County High School Band Boosters is to support the Marshall County High School Band program through fundraising, projects, and by giving freely of our time and talents for the success of the band, to enhance student participation in band and band related activities, assist the Band Director(s) in efforts to improve the band, encourage community support of the band program and activities, and boost school spirit. Article III Membership Section 1. Voting membership in the Marshall County High School Band Boosters is automatic for anyone whose child is a member of the Marshall County High School Band, guard or winter guard, winter Drumline, or LMS band and shall continue as long as a child is a member of the band program(s). Section 2. Social membership (non-voting) is open to anyone desiring to become a member. Article IV Meetings Section 1. The Marshall County High School Band Boosters shall meet monthly on the third Tuesday of each month. Meetings will be held at the MCHS Band Room unless so designated by the executive board. Meetings shall be for the purpose of receiving reports from officers, election of officers and members of the Executive Board, transaction of business, and general discussion on interest of membership. Section 2. Robert s Rules of Order shall govern all proceedings.
Section 3. Only Voting members are allowed to cast a vote on issues requiring a vote. Proxy votes are not authorized. Section 4. The presiding officer shall have the discretion to require a vote taken by secret ballot with the exception of officers and committee chairman. Section 5. A quorum shall consist of all voting members present. Article V The Executive Board Section 1. The general oversight of the club shall be vested in an Executive Board, which is under the principal of Marshall County High School. The Executive Board shall consist of the President, Vice-President/Parliamentarian, Secretary, Treasurer, the Band Director(s) and the Chairman of each major committee. Section 2. No member shall serve no more than three consecutive one-year terms as a member of the Executive Board in the same office. Section 3. Any vacancy arising in the Executive Board shall be filled by a majority vote of the membership. Any club member may submit nominees. A vote will be taken immediately after the closing of nominees to fill the vacancy. The person elected will complete the current term of the sitting board. Section 4. If a member of the Executive Board is absent from three (3) consecutive meetings of the club, the seat can be declared vacant by a unanimous vote of the Executive Board. Notice shall be entered in the minutes of the club. Section 5. The term of the Executive Board shall begin on June 1 st of each year and end May 31 st of the following year. Section 6. The Executive Board is authorized to function for the Marshall County High School Band Boosters between meetings and shall consist of officers under the provision of Article V, Section 6. The Executive Board shall meet upon the call of any Board member. A majority of its members shall constitute a quorum. Article VI Nomination and Election Section 1. Nominations for officers shall be made during the regular March meeting. Nominations for office shall be open to all club members. Nominations may be made verbally or in writing to a sitting Board member. Nominees for the following offices will be accepted: President, Vice-President/ Parliamentarian, Secretary, Treasurer, The Secretary will create ballots listing each seat and the nominees. The ballots are to be ready for the regular April meeting.
Section 2. Elections will be conducted during the regular April meeting. The presiding officer will explain the ballots to the membership. The presiding officer shall appoint a minimum of three members, not running for office, to act as election judges. The election judges will distribute one ballot to each voting member, collect completed ballots and tally the ballots. The results will be presented to the presiding officer who will announce the results. Article VII Duties of Officers Section 1. The Executive Board will work with the Band Director(s) in planning the program(s) for the Marshall County High School Band program and make recommendations to the general membership to actively further its purpose and policies. Section 2. The Executive Board shall meet a minimum of four times per year at the call of the President or upon request of at least five members of the board. The Board may adopt such rules and regulations as are not inconsistent with the by-laws. A majority of the members of the board shall constitute a quorum for the transaction of business. Section 3. The President shall serve as chairman of the Executive Board. He or she shall preside at all meetings of the Board and shall have general supervision of the business and activities of the Marshall County High School Band Boosters and shall perform such other duties as usually pertain the presidential office. Section 4. The Vice-President/Parliamentarian shall perform the duties of the President in the latter s absence from meetings or inability to discharge the function of the office and shall maintain good order and conduct at all meetings of the Marshall County High School Band Boosters in accordance with Robert s Rules of Order Section 5. The Treasurer shall have general charge of the financial affairs of the Marshall County High School Band Boosters, shall supervise the collection and disbursement of the funds of the Marshall County High School Band Boosters and shall submit hard copy financial reports to the Executive Board. Section 6. The Secretary shall keep and read minutes at each minute, file copies of committee reports and handle correspondence for the Marshall County High School Band Boosters. The Secretary shall keep a running account of all business matters and actions as they pertain to the Marshall County High School Band Boosters. Section 7. The Historian will keep a history of events, photographic records, and a scrapbook of the Marshall County High School Band.
Article VIII Removal from Office Any officer or appointee of the Marshall County High School Band Boosters may be suspended by a majority of the voting membership for malfeasance in office of for conduct unbecoming a representative of the Marshall County High School Band Boosters. Article IX Committees Section 1. Committees may be formed as the need arises. Committees are to be appointed in such a manner and under such terms as may be directed by the Executive Board. A majority of committee members shall constitute a quorum. Section 2. Committees shall decide the rules and regulations under which it will conduct its affairs, subject to the approval of the Executive Board. Section 3. Committee chairman or appointed member will submit a report to the Marshall County High School Band Boosters at each regular meeting. Any financial reports are to be submitted in hard copy to the Executive Board. Article X Projects Section 1. The Executive Board will meet with the Band Director(s) and recommend projects that the Marshall County High School Band Boosters can undertake. There may be as many projects as the Executive Board seems feasible. Exclusive of fundraisers reported at the beginning of each fiscal year, additional fundraisers will be used as necessary to meet the needs of the Marshall County High School and Lewisburg Middle School band programs. Section 2. Projects may be brought to the attention of the Executive Board at any regular meeting of the Marshall County High School Band Boosters. Section 3. Prior to the Marshall County High School Band Boosters engaging in any project, a proper investigation shall be made and a report made to the Executive Board. Section 4. Funds raised from such projects shall be directed to the Treasurer to be placed in the Marshall County High School Band Boosters bank account immediately following the conclusion of the project. Section 5. All projects must be brought before the Marshall County High School Band Boosters membership and approved by a majority of the quorum
Article XI Bank Accounts Section 1. The Treasurer will maintain, at a local bank designated by the Executive Board, a checking account for the Marshall County High School Band Boosters. Section 2. All funds collected by the Marshall County High School Band Boosters shall be deposited into this account as soon as possible after receipt. Section 3. The Treasurer will pay all approved bills within 30 days. No bills will be over 30 days old if funds are available and bills have been approved. Any bills over 30 days old will be noted on the financial report given at the regular monthly meeting. Section 4. No money may be drawn from the account without approval of the Marshall County High School Band Boosters membership. If in the event funds must be drawn between regular meetings, the President shall be notified. The President will contact each member of the Executive Board, brief them on the requirement and ask for their vote to authorize the expenditure of funds. The general membership shall be briefed of actions during the next regular meeting. Article XII Relationship of the Band Director(s) The Band Director(s) shall keep the Marshall County High School Band Boosters fully informed of all activities of the band. Article XII Internal Control Section 1. Members of the Marshall County High School Band Boosters who wish to solicit funds shall first notify the President or Vice-President of the Executive Board. An Executive Board member shall accompany any non-member following a vole of the majority of members. Section 2. The Treasurer shall, in addition to Article VII, Section 5., shall follow the practices below: All checks shall require the signature of the Treasurer, President, Vice- President, or Secretary The Treasurer shall submit a written financial report of the Sources and Uses of the funds of each of the accounts, which shall be in the format approved by the club. All bank statements shall be reconciled monthly.
Section 3. The following procedures will be followed for the administration of the cash control functions at the Concession Stand: Any two members of the Executive Board shall act as Bankers Each banker shall tally the funds separately. Each banker will sign a receipt signifying that they are in agreement of the total The cash and the receipt shall be recorded in the record book and then placed in the bank deposit bag. Cash will be sorted by denominations The Treasurer or other Executive Board member will make the deposit in the night depository immediately following the closing of the concession stand. Article XIV Amendments to the By-Laws Section 1. The By-laws may be amended at any time. Amendments must be submitted in writing, signed by at least five members of the Marshall County High School Band Boosters and filed at least thirty days prior to the being acted upon. Amendments may be acted upon immediately providing a unanimous consent of the quorum. Section 2. Amendments to By-laws require two-thirds approval of the quorum. Section 3. The By-law shall become effective immediately upon ratification.