http://bonlinband.org/feed

Monday, 21 of May of 2012

Print

By-laws

Bylaws

 Bon Lin Middle
School Band Boosters

 

 

Article I:  Association Name

The name of this organization is Bon Lin Middle School Band Boosters.

Article II:  Objectives

The objectives of Bon Lin Middle School Band Boosters are:

Section 1: To inspire and maintain an enthusiastic interest in the various activities and needs of the instrumental music department of Bon Lin Middle School.

Section 2: To lend all possible support, both moral and financial, to the instrumental music program of Bon Lin Middle School.

Section 3: To cooperate with those in charge of the instrumental music program, the middle school, and the Shelby County School Board to ensure the growth and success of
the band program.

Section 4:  To promote family and community involvement in the band program for the benefit of band students.

Article III:  Membership

Section 1: Members

  1. The membership of the Bon Lin Middle School Band Boosters shall be open to any parent or guardian of a student participating in
    the Bon Lin Middle School band program.
  2. The membership year shall run from June 1 through May 31 of the following year.

Section 2: Voting

Each member shall be entitled to vote on all issues brought before the Bon Lin Middle School Band Boosters membership, including the election of the Board of Directors and Officers, provided that no band family (all parents or guardians of astudent participant) shall have more than one vote per band student.

Section 3: Fees

  1. Establishment of Fees-Annual fees for the Bon Lin Middle School Band Boosters shall be established by the membership and shall remain in place until revised by the Board of Directors, subject to the approval of the membership.
  2. Annual Review of Fees-The board shall review annual fees each spring, based on the budget of the Bon Lin Middle School Band Boosters and the needs of the band program and shall recommend any changes in fees to the membership of the organization on or before the April/May meeting.
  3. Participation Requirement-The family of each band student participating in the band program is expected to participate in Bon Lin Middle School Band Booster sponsored events.
  4. Payment of Fees-Annual fees are due by September 1st of each year.  If necessary, payment plans may be arranged and set up by September 1st with the treasurer or band director.

Article IV:  Meetings

  1. Annual Meetings – There shall be an annual meeting of the Bon Lin Middle School Band Boosters held in April/May of each year at which time officers will be elected for the upcoming year.
  2. The Executive Board shall meet once each month during the school year.  The date and time shall be determined by the board at the beginning of their term of office.  Additional meetings may be scheduled as needed.
  3. General Membership Meetings – General Membership Meetings will be held at least three times per year at Bon Lin Middle School.
  4. Special Meetings
  5. Meeting at Call of President-The President, in concurrence with the Board of Directors may call a special meeting of the members upon 10 days notice.
  6. Meeting at Call of Board of Directors-A majority of the Board of Directors may call a special meeting of the membership upon 10 days written notice to the membership describing the purpose or purposes for which the meeting is to be held.
  7. Meeting at Call of Membership-If 10% of those entitled to vote on any issue properly before the Bon Lin Middle School Band Boosters sign, date and deliver to the secretary a written demand for a meeting describing the purpose or purposes for which the meeting is to be held, the President shall call such meeting upon 10 days notice to the membership.
  8. Attendance by Officer-All special meetings require the presence of the President or Vice President in order for a quorum to be present for the conduct of business.

Article V:  Basic Policies

Section 1: Compliance with County Policies

  1. Shelby County Policies-In addition to these bylaws, the Bon Lin Middle School Band Boosters will comply with policies concerning booster clubs and all other
    applicable policies established by Shelby County Schools and the Shelby County Board of Education, including policy #7015.2.
    If there is a conflict between these bylaws and Shelby County Board of Education Policy #7015.2, the policy shall govern.
  2. Revisions to County Policies-Revisions to Shelby County Board of Education policies applicable to the operation of booster clubs
    shall automatically be incorporated into these bylaws.

Section 2: Code of Conduct and Adherence to Guidelines

All Bon Lin Middle School Band Booster members and adult volunteers assisting the band program shall treat students and adults in a professional and courteous manner and
shall otherwise adhere to the Bon Lin Middle School Band Booster guidelines as established by the board.

Section 3: Additional Policies

  1. Restriction on Fundraising Activities-No fundraising activities will be conducted within the school by the Bon Lin Middle School Band Boosters during school hours and students will not participate in fundraising during regular class periods.
  2. No Administrative Fees or Stipends-There will be no administrative fees or stipends to officers or general membership.

Article VI:  Board of Directors

Section 1:  Composition of Board of Directors

  1. Eligibility-Only members in good standing may be on the Board of Directors.
  2. Composition-The Board of Directors shall be composed of officers of the Bon Lin Middle School Band Boosters, as elected by the membership, and shall serve until the end of their term or until a successor is named.  The officers shall be President, 1st Vice-President, Secretary, Treasurer, Vice President of Communications, 6th Grade Representative, 7th Grade Representative and 8th Grade Representative.
  3. Limitation of Service-A board member may not serve more than two (2) consecutive, one year terms in the same office, unless such office cannot be filled in a timely fashion and the director agrees to serve until a successor is named.
  4. Election of Directors-Directors shall be elected by the membership at the April/May Annual Meeting from nominations made by the Nominating Committee and from the membership at such meeting.  No candidate may be nominated without providing consent to such nomination. The candidate must be present or the obtained consent must be in writing.
  5. Term-A director’s term shall begin on June 1 of each year and last through the end of the membership year (May 31 of the following year).

Section 2:  Vacancies

Except as otherwise provided in these bylaws, a vacancy of the Board of Directors or among the Officers of the Bon Lin Middle School Band Boosters may be filled by the
President, subject to the approval of the Board of Directors.  Should the President of the Bon Lin Middle School Band Boosters resign or be removed from office, the remainder of the term of the President shall be filled by the 1st Vice President.

Section 3:  Advisors to the Board of Directors

The following individuals shall be advisors to the Board of Directors, without the right to vote:

  1. Band Director
  2. Principal of Bon Lin Middle School or school representative
  3. Other individuals as may be elected by the Board

Section 4: Meetings of the Board of Directors

  1. Regular Meetings – The Board shall meet monthly at the call of the President.  A minimum of 48 hours notice must be given to
    Board members before each meeting, unless an emergency situation exists.
  2. Attendance  -Board members shall be required to attend all Board meetings and general membership meetings.  Board members should notify the President of
    an anticipated absence as soon as possible. Any member missing more than three (3) Board meetings or General Membership meetings without due cause, may be dismissed from the Board.  Those dismissed from the Board will be notified in writing.

Section 5: Removal of Directors, Officers, Committee Members

A Director or Officer may be removed from office upon the recommendation of a majority of the Board of Directors and upon the approval by a majority vote of
the members, taken at a meeting called for the purpose of removing the Director or Officer, and the meeting notice must state that one of the purposes of the
meeting is removal of the Director or Officer.

A Committee Member may be removed from office upon the approval of a majority of the Board of Directors.  The Board of Directors shall recommend such removal on a showing that the individual has failed to adhere to the bylaws or guidelines of the Bon Lin Middle School Band Boosters or has otherwise failed to meet his/her obligations.  Such individual shall be notified of the proposed removal at least 10 days before the vote of the members and shall be provided an opportunity to respond, in writing or in person, to any allegations.

Article VII:  Powers and Duties  of Directors

Section 1: Powers and Duties of the Board of Directors

  1. General Powers-All corporate powers of the Bon Lin Middle School Band Boosters shall be carried out through the Board of Directors which shall have power to act for the membership and carry out the business of the Bon Lin Middle School Band Boosters between meetings of the membership as necessary and appropriate to carry out the mission and goals of the Bon Lin Middle School Band Boosters.
  2. Duties of the Board-The Board shall:
  1. Develop a recommendation for fees prior to the April/May meeting each year, subject to the approval of the membership.
  2. Develop budgets for the Bon Lin Middle School Band Boosters.
  3. Develop and oversee the fundraising activities of the Bon Lin Middle School Band Boosters.
  4. Oversee all standing committees and such other committees as may be established.
  5. Propose guiding and governing policies of the Bon Lin Middle School Band Boosters, subject to the approval of the membership.
  6. Purchase and maintain adequate insurance for the Bon Lin Middle School Band Boosters.
  7. Carry out such other activities as are necessary and proper in carrying out the mission and goals of the Bon Lin Middle School Band Boosters.

Article VIII: Officers

Section 1: Officers

  1. Listing of Officers-The officers of the Bon Lin Middle School Band Boosters shall be a President, 1st Vice-President, Secretary, Treasurer, Vice President of Communications, 6th Grade Representative, 7th Grade Representative, and 8th Grade Representative.
  2. Eligibility-Only members in good standing may serve as an officer of the Bon Lin Middle School Band Boosters.  No person shall serve on the Board of Managers in more than one elected capacity.

Section 2: Election of Officers

  1. April/May Annual Meeting-The officers for the upcoming fiscal year shall be elected by the membership at the April/May annual meeting from nominations made by the Nominating Committee and from the membership at such meeting.  No candidate may be nominated without providing consent to such nomination.
    The candidate must be present or the obtained consent must be in writing.
  2. Vote for Officers-The vote for officers shall be conducted by ballot.  If there is only one candidate for a particular office, the election may be held by voice vote
    or any other appropriate means.
  3. Term-An officer’s term shall begin on June 1 of each year and last through the end of the membership year (May 31 of the
    following year).

Article IX:  Duties of Officers

Section 1: President

The President shall:

  1. Have supervision over the business affairs of the Bon Lin Middle School Band Boosters and serve as the chief executive officer of the organization;
  2. Preside at all meetings of the Bon Lin Middle School Band Boosters and function as the Chairman of the Board of the Directors;
  3. Set the agenda for all meetings;
  4. Represent the organization at all band functions in cooperation with the Board;
  5. With the approval of the Board, appoint all committees and the chairperson for all committees, except as may be otherwise specified in these bylaws;
  6. Appoint an audit committee  to review the books of the treasurer at the close of the fiscal year;
  7. Be authorized to be a designated signatory for disbursement of funds; and
  8. Serve as an ex-officio member of all committees except the nominating committee and the audit committee;
  9. Appoints a parliamentarian for the Board.

Section 2:  1st Vice President

The 1st Vice-President shall:

  1. In the absence of the President or at the President’s request, assume all the duties of the President at Bon Lin Middle School Band Booster meetings or functions;
  2. Provide assistance to the President as needed; Appoint and serve as chairperson of the nominating committee;
  3. Serves as a liaison with feeder elementary schools;
  4. Serves as fundraising chairman and may appoint a committee to assist in fundraising.

Section 3: Secretary

The Secretary shall:

  1. Keep an accurate record of all Board and membership meetings and take care of all correspondence;
  2. Keep the membership records of the organization;
  3. Keep a record of Bon Lin Middle School Band Booster procedures, guidelines, historical information, operational information
    and job descriptions and provide copies of such information to the Board and school administration as needed;
  4. Be authorized to be a designated signatory for disbursement of funds;
  5. Assume such other duties appropriate to the office as may be assigned by the President and the Board.

Section 4: Treasurer

The Treasurer:

  1. Shall receive all monies accruing to the association; shall deposit same in a approved depository under the name of the Bon Lin Middle School Band Boosters;
    and shall disburse the funds in accordance with these bylaws as needed by the organization, with an accounting of receipts and disbursements at each monthly
    meeting of the Board;
  2. Shall carry out the duties of the office in accordance with the Bon Lin Middle School Band Booster guidelines;
  3. Shall be authorized to be a designated signatory for disbursements of funds;
  4. Have checks or vouchers signed by two bonded officers: the Treasurer, the President, or Secretary;
  5. Shall present the proposed budget, upon completion by the Executive Board, to the Bon Lin Middle School Band Booster
    membership for its consideration and approval;
  6. May disperse funds in accordance with the approved budget;
  7. Present a Treasurer’s report at all Board meetings and General Membership Meetings;
  8. Notify Bon Lin Middle School Band Booster members of fees and deadlines;
  9. Have the accounts examined annually or upon change of officer by an auditor or an auditing committee of not less than three members appointed by the President, who, satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.

Section 5: Vice President of Communications

The Vice President of Communications shall:

  1. Assist in communicating with the membership concerning band program events and functions, by coordinating an email notification system or phone calls if
    necessary.
  2. Responsible for designing, organizing, and maintaining a website to communicate information to the membership.  Any updates must be approved by the Director
    of the Bon Lin Middle School Band.
  3. Contacts local newspaper and media to keep the community informed of Bon Lin Middle School Band Booster functions and
    achievements.  The Bon Lin Middle School Principal must approve anything being published.

Section 6:  6th Grade Representative

The 6th Grade Representative shall:

  1. Represent the 6th grade at the Executive Board meetings;
  2. Obtain chaperones for band functions, concerts, and trips
  3. Assume other duties as are assigned by the President or Board.

Section 7:  7th Grade Representative

The 7th Grade Representative shall:

  1. Represent the 7th grade at the Executive Board meetings
  2. Head a committee formed to manage and maintain band equipment and uniforms.
  3. Assume other duties as are assigned by the President or Board.

Section 8:  8th Grade Representative

The 8th grade representative shall:

  1. Represent the 8th grade at the Executive Board meetings
  2. Head a committee formed to plan the end of the year banquet. Purchases awards for the banquet as designated by the Bon Lin
    Middle School Band Director.
  3. Assume other duties as are assigned by the President or Board.

Article X:  Committees

Section 1: Establishment and Conduct of Committees

Unless otherwise specified, all committees shall be appointed by the President, subject to the approval of the Board of Directors.   All committees
and subcommittees shall carry out their responsibilities in accordance with the bylaws of the Bon Lin Middle School Band Boosters and the applicable guidelines
as developed and approved by the Board of Directors and the Bon Lin Middle School Band Boosters.  All fundraising activities and all expenditures are subject to the oversight and approval of the Board of Directors.

Section 2: Standing Committees

  1. Nominating Committee
    1. Appointment – The 1st Vice President shall appoint a nominating committee in February consisting of 5 members, three of whom shall be current voting members of the Board of Directors (counting the 1st Vice President).  Two members of the Nominating Committee shall be nominated by the 1st Vice President from the membership, subject to election by the membership.
    2. Chairperson – The 1st Vice President will serve as the chairperson of the committee.
    3. Duties – The Nominating Committee is charged with the responsibility of recommending candidates for offices for the coming term.  Candidate forms along with a job description list should be publicized to the membership, as well as to area fifth grade students that attend a feeder school to Bon Lin Middle School.  The committee is to confer with the candidates as to their willingness to serve, recommend candidates for each position on the Board, and report to the Board at their April meeting.  The chairperson is to report on the recommendations of the committee at the April/May General Membership meeting and receive further nominations at this time. The election of this elected Board will also take place at the April/may General Membership meeting.
  2. Fundraising Committee
    1. The fundraising committee shall be responsible for overseeing all fundraising
      activities of the Bon Lin Middle School Band Boosters and will follow all Bon
      Lin Middle School Band Booster guidelines for fundraising.
    2. The 1st Vice President will serve as the chairperson of the committee.
  3. Audit Committee or Auditor
    1. The audit committee or professional auditor shall review the financial records and any other records of the Bon Lin Middle School Band Boosters at the close of the fiscal year.  The Chairman and members of the Audit Committee shall be appointed by the President and the Audit Committee
      chairman shall provide a report to the membership at the first General Membership meeting of the year.  The
      President, 1st Vice President, and any other designated signatory for disbursements may not serve on this committee.

Article XI: General Duties and Guidelines

Section 1: Fiscal Year

  1. The fiscal year of the Bon Lin Middle School Band Boosters shall be from June 1 to May 31 of the next year.
  2. Development of Budget
    1. Balanced Budget – The Bon Lin Middle School Band Boosters shall maintain a balanced budget.
    2. Initial Budget Recommendations – The band director shall present budget recommendations for the coming year to the Board by the end of March, based on anticipated expenses and the number of student expected to participate in the band program. The Board shall review and modify the budget as necessary to prepare a balanced budget proposal.
    3. Presentation to Membership – The proposed balanced budget shall be presented to the Bon Lin Middle School Band Boosters
      membership for its consideration at the April/May annual meeting.
    4. Budget Revisions – In consideration of unexpected opportunities to assist our band, the Board may vote to reallocate
      funds up to the amount of $1,000.00 without a General Membership vote.  Any adjustments to the budget in excess over
      $1,000.00 shall requirement amendment by the General Membership.  Adjustments to the budget may be proposed at
      any General Membership meeting with a 10 day notice.
  3. Disbursements – No disbursements of the funds of the Bon Lin Middle School Band Boosters shall be made unless approved,
    authorized and ordered by the Board.  The treasurer shall provide a reporting of all receipts and disbursements and
    obligations at each regular meeting of the Board and at General Membership meetings.
  4. Treasurer Signature Required – All checks, drafts or orders for payment of money (or obligations to pay money) shall be
    signed by at least two of the following three officers: the Treasurer, the President, and the Secretary.

Section 2: Fundraising

  1. In General – The Fundraising Committee shall provide general oversight (subject to the Board of Directors) to all
    fundraising activity of the Bon Lin Middle School Band Boosters and its members.
  2. Fundraising-Fundraising shall be conducted throughout the year for the purpose of raising funds (in addition to student fees) for the operation of the Bon Lin Middle School Band Boosters.
  3. The chairperson of the Fundraising Committee will work to solicit donations for the Bon Lin Middle School Band Boosters from
    individuals and the business community.
  4. All fundraising activities must be presented to the Board of Directors for its consideration and approval.  The board will ensure that approval is obtained by the Principal of Bon Lin Middle School before the fundraiser can begin.

Section 3: Reports to Members

  1. Treasurer’s Reports – The treasurer shall prepare a monthly financial report which shall become a part of the permanent
    records of the association.  Copies of the above mentioned financial reports shall be filed by the Treasurer with the
    Board and with such other persons or groups as the Board shall direct.
  2. Annual Financial Review – An independent review of the financial statements and records of the Bon Lin Middle School Band Boosters and its committees shall be conducted by an individual appointed by the President or by the Audit Committee in June of each year.  The Audit Committee shall present this report at the first General Membership meeting of the year.
  3. Outgoing Treasurer’s Report – Within 30 days of the close of the fiscal year, the outgoing Treasurer shall submit a year-ending
    financial review to the Executive Board and the Principal of Bon Lin Middle School and such review shall be made available to members.  The outgoing treasurer shall provide a copy of such review to the incoming Treasurer and, within 7 days of the close of the fiscal year, shall turn over all financial records to the incoming Treasurer.

Article XII-Procedures and other Provisions

Section 1: Applicable Procedures

  1. Voting – Unless otherwise provided in the Charter of these bylaws, all voting by the Bon Lin Middle School Band Boosters
    shall be by a simple majority of those present and voting.
  2. Rules of Procedure – The rules contained in Robert’s Rules of Order, Revised, shall govern the Bon Lin Middle School Band
    Boosters in all cases in which they do not conflict with the bylaws.
  3. Requirement of a Quorum – A quorum for the conduct of business by the membership of the Bon Lin Middle School Band Boosters will be 10% of the voting members, as verified by the Secretary and a quorum for the conduct of business by the Board of Directors shall be a majority of the voting members of the Board.

Section 2: Amendments to Bylaws

All proposed amendments to the Charter and bylaws must be submitted to the President in writing and read to the membership at a regularly scheduled membership meeting immediately prior to the meeting in which the amendment will be put to a vote.  The President is authorized to request additional information that may be required to educate the Bon Lin Middle School Band Boosters members and facilitate a vote on the matter.  Failure to provide requested information will result in postponement of the amendment’s consideration.  The amendment may be approved by a two-thirds majority vote of those members present and voting.  No amendment to the Charter and bylaws may be voted upon without the members having at least 10 days notice that the amendment will be considered.

Section 3: Purchases of Real or Personal Property

  1. Approval Required
    - The Bon Lin Middle School Band Boosters will not carry out any plan, project or movement intended to expand, modernize, renovate or render maintenance to
    school-controlled or owned properties without obtaining approval from the Principal of Bon Lin Middle School.
  2. Purchase of Real Property – Any purchase of real property, including fixtures, by the Bon Lin Middle School Band Boosters for the purpose of expanding, modernizing or renovating school-controlled or owned property shall become the property of Bon Lin Middle School.
  3. Purchase of Personal Property – All personal property purchased by the Bon Lin Middle School Band Boosters to be used in furtherance of the goals and mission of the organization, whether or not used by students or faculty associated with the Bon Lin Middle School Band, shall remain the property of the Bon Lin Middle School Band Boosters.  No. purchase of personal property by Bon Lin Middle School Band Boosters to be used in furtherance of the goals and mission of the organization shall be deemed to be a purchase for Bon Lin Middle School unless the Board, by resolution, provides specifically that such property is to be donated to Bon Lin Middle School.
  4. Use of Personal Property – The Bon Lin Middle School Band Boosters may provide tangible property to be used by students in the Bon Lin Middle School Band, including band uniforms, instruments, and similar items.  The use of such property by students is at the sole discretion of the Bon Lin Middle School Band
    Boosters and such use is no indication that such property is purchased for Bon Lin Middle School.  The Bon Lin Middle School Band Boosters shall hold Bon Lin Middle School harmless with respect to damage that may occur to such property, unless such damage was caused intentionally.

Section 4: Conflicts ofInterest

  1. No Conflict – No director, officer, or chair of a committee of the Bon Lin Middle School Band Boosters shall engage in any activity that conflicts with the duties and responsibilities of the Bon Lin Middle School Band Boosters.
  2. Approval by Board-No director or officer of the Bon Lin Middle School Band Boosters shall engage in any transaction with the Bon Lin Middle School Band Boosters in which the director officer has a direct or indirect interest, unless such transaction is specifically approved by the Executive Board as follows:
    1. The material facts of the transaction and the interest of the director or officer are fully disclosed to the Board; and
    2. The Board by a vote of the majority of its members approves such transaction.  No member of the Board with a direct or indirect interest in such transaction may
      vote to approve such transaction.
    3. Tennessee Code – The provision of Tennessee Code section 48-58-302 concerning director and officer conflict of interest (and any succeeding legislation) shall apply to the Bon Lin Middle School Band Boosters. To the extent these bylaws conflict with the Tennessee Code, the Tennessee Code shall govern.

Article XIII – Dissolution

Should the Bon Lin Middle School Band Boosters cease to exist, after paying or adequately providing for the debts and obligations of the organization, any remaining funds or other assets shall be distributed into the General Fund of Bon Lin Middle School to be used as funds for the Bon Lin Middle School Band.  All records of the Bon Lin Middle School Band Boosters shall be turned over to Bon Lin Middle School.