Fort Zumwalt North High School Music Boosters

FORT ZUMWALT NORTH HIGH SCHOOL MUSIC BOOSTERS

1 FORT ZUMWALT NORTH HIGH SCHOOL MUSIC BOOSTERS BY-LAWS Effective February 21, 2017 Article I Name The name of this organization shall be “The Fort Zumwalt North High School Music Boosters.”

Article II Objective

The Fort Zumwalt North High School Music Boosters is an organization that supports the musical education of the students at Fort Zumwalt North High School. The purpose of the organization is to promote and assist in the activities of the bands. Support is carried out with the guidance and direction of the band director(s).

Article III Basic Policies

The name of this organization or the names of any members in his or her official capacity shall not be used in connection with any commercial concern or with any partisan interest for purposes not appropriately related to the promotion of the objectives of this organization. Northing in these by-laws shall be construed to be in conflict with the procedures specified by the Fort Zumwalt School District for support organizations. In the event of dissolution of this organization, its assets shall be distributed to the Fort Zumwalt School District designated solely for the use and benefit of the Fort Zumwalt North High School Instrumental Bands.

Article IV Organization

The articles of this organization may be amended from time to time for the sole purpose of updating the organization. Proposed by-laws changes shall be posted in a conspicuous place in the band room a minimum of ten (10) days prior to the next regulatory scheduled meeting. Acceptance of the revised by- laws may be done by a majority vote of membership in attendance at the next regularly scheduled monthly general meeting. Revised by-laws, as approved by general membership, will be submitted to the Fort Zumwalt North High School principal and activities director. A file copy of the approved revised by-laws will be sent to the Fort Zumwalt District for their records.

2 Article V Membership and Dues

Membership shall be made available to any interested person who subscribes to the objectives and basic policies of the organization. Membership shall be on an open basis to include parents of band students, alumni and other interested persons. Membership runs May through April. The Music Director(s) shall also be enrolled as members of this organization.

Article VI Officers and Their Election

Each officer shall be a member of this organization and have a child participating in the band. The offices of this organization shall consist of:

1. President (Executive Officer)

2. Vice President (Executive Officer)

3. Recording Secretary (Executive Officer)

4. Treasurer 1 & 2 (Executive Officers)

5. Historian

6. Social Media Coordinator

7. Orchestra President (Program Director)

8. Orchestra Treasurer

Officers shall be elected annually in the month of April and announced at the May booster meeting. Outgoing officers shall resign their official duties following the June meeting. New officers will assume their duties by opening the June meeting and conducting new business. Officers shall serve for a minimum term of one year but no more than two years in one position. Additional position of Historian shall be selected by the President and approved by a vote of the Executive Board.

For continuity of the organization, a vacancy occurring in any office shall be filled for the unexpired term by a person appointed by the President and approved by the Executive Board and Music Director(s). In case a vacancy occurs in the office of President, the Vice President shall assume the duties of President and a new Vice President shall be appointed to fill the term.

Any officer or agent may be removed by the board of directors whenever in its judgment the bests interests of the organization will be served thereby, but such removal shall be without prejudice to the contract rights of any person so removed.

The President shall request nominations from the floor at the regularly scheduled March meeting. Only those persons who have signified their consent to nomination shall be announced for election at the April meeting by a vote of hands at the meeting to confirm election to the post.

3 If an office holder moves from the Fort Zumwalt North High School District and/or fails to attend two (2) consecutive meetings without notifications, the office shall be declared vacant. A new officer shall be appointed by the President and approved by the Executive Board and Music Director(s).

Article VII Duties of the Officers

President

The President shall preside at all meetings, shall announce all business that comes before the organization; authenticate by his/her signature all acts, orders, and proceedings of the assembly: shall appoint chairpersons of standing committees and ad-hoc committees as appropriate: shall be able to approve and sign checks prepared by the Treasurer: and shall declare each meeting adjourned when all appropriate business has been concluded. The President shall be an ex-officio member of all committees. Should the President not be able to conduct a meeting, the Vice President shall conduct such meetings in his or her place.

Vice President

The Vice President shall assist the President and shall perform the presidia responsibilities in the absence or unavailability of the President. The Vice President shall be able to approve and sign checks prepared by the Treasurer. The Vice President shall head the Auditing Board, along with two members of the general memberships, shall oversea and approve fundraising opportunities.

Recording Secretary

The Recording Secretary shall record the minutes of all general meetings and Executive Board meetings; shall be responsible for presenting the minutes at all meetings; and shall perform other duties as delegated to him or her. The Recording Secretary shall furnish each member of the Executive Board with a copy of the minutes from the previous meeting, shall maintain the membership list. The Recording Secretary shall be responsible for having an attendance sign-in sheet for each regular monthly Booster General Meeting; shall make any By-law revisions; shall be responsible for maintaining alumni list of students. The Recording Secretary shall determine if a quorum is present at each meeting in order to conduct business of the organization. A quorum is met if two officers and the director are present, or if three of the officers are present.

Treasurer 1&2

The Treasurer position duties will be shared by the two elected members. The Treasurers shall have custody of all funds of the organization; shall maintain a bank account which shall require only one of the Treasurer’s signature; shall maintain records of receipts and expenditures; shall present a written financial report at every regular meeting and at other times when requested by any general member or member of the Executive Board; shall prepare the budget documents and final budget statement for the fiscal year; shall make a full statement at the meeting when new officers officially assume their duties; and prepare and sign all checks as approved by the President or Vice President. The outgoing Treasurer is to prepare all yearend financial documents. All disbursements will be made in the name “Fort

4 Zumwalt North Band Boosters.” The Treasurer shall deposit any monies collected within 10 business days; shall make the bank statements and all corresponding registers and paperwork available to another Board member on a monthly basis in order to verify the bank statement reconciliation and will sign his/her approval; shall maintain expense sheets and receipts attached, for any outgoing money (checks and/or cash); shall provide profit and loss statements for each activity and present them to the Executive Board as requested. Shall have prepared Financial Statement at each general meeting. Shall distribute copies of the approved budget for the next fiscal year at the June general membership meeting and provide other copies as requested to general membership and/or Executive Board members.

Historian

The Historian shall be responsible for the custody and preservation of all archival material, pictures, videotapes, etc. pertaining to the activities of the Fort Zumwalt North High School Band Boosters and Band.

Social Media Coordinator

The social media coordinator shall be responsible for all promotion of the band, competitions, fundraisers, etc. via the official band Facebook, twitter and assist with updating the band web page as well as activities of the Fort Zumwalt North High Band Boosters.

Orchestra-President

The office of president of Orchestra and all duties shall be assigned to the Program Director.

Orchestra-Treasurer

The Treasurer shall have custody of all funds of the organization; shall maintain a bank account which shall require only the Treasurer’s signature; shall maintain records of receipts and expenditures; shall present a written financial report at every regular meeting and at other times when requested by any general member or member of the Executive Board; shall prepare the budget documents and final budget statement for the fiscal year; shall make a full statement at the meeting when new officers officially assume their duties; and prepare and sign all checks as approved by the President or Vice President. The outgoing Treasurer is to prepare all yearend financial documents. All disbursements will be made in the name “Fort Zumwalt North Band Boosters.” The Treasurer shall deposit any monies collected within 10 business days; shall make the bank statements and all corresponding registers and paperwork available to another Board member when asked in order to verify the bank statement reconciliation and will sign his/her approval; shall maintain expense sheets and receipts attached, for any outgoing money (checks and/or cash); shall provide profit and loss statements for each activity and present them to the Executive Board as requested. Shall distribute copies of the approved budget and provide other copies as requested to general Modulation Z membership and/or Executive Board members.

All officers shall deliver to their successors all official material at the close of June when outgoing officers resign their duties.

5 Article VIII Executive Board

The Executive Board shall consist of the officers of the organization, President/Vice- President/Secretary/Treasurer(s), and the band director(s). The Executive Board shall meet monthly or as needed throughout the year.

The duties of the Executive Board shall be:

1. To transact necessary business in the intervals between regularly scheduled meetings and the other business as may be referred to it by the organization.

2. To approve expenses within the limits of the budget.

3. To prepare and approve a budget which shall include the anticipated revenue and expenditures for the coming school year. Budget shall be submitted to general membership for approval at the June meeting.

4. To identify special activities and dates for the coming year.

5. An Executive Board quorum shall consist of three (3) of the four (4) officers, and one/or (1) director to conduct the business of the organization. Business of the organization may be held without one (1) band director should he or she grant permission, but will be notified of results of business conducted within one to five days after.

6. In the event of a conflict of interest between members of the Executive Board the Music director(s) shall have final say.

Article IX Auditing Board

The Auditing Board shall consist of the Vice President and two members appointed from general membership. The outgoing Vice President shall appoint two (2) members from general membership at the April meeting. The incoming Vice President and two (2) newly appointed members will form the Auditing Board.

The Auditing Board shall audit the Treasurer’s accounts annually prior to the June meeting and when satisfied that the Treasurer’s records and annual report are correct shall prepare a statement of the fact and append the statement with the signatures of all Auditing Board members.

No deficit budget will be allowed at the year end.

6 Article X Duties of standing Committee Chairpersons

Standing committees shall be set forth, and their duties defined in the Standing Rules. Committee chairs shall be appointed by the incoming President at the June meeting. This will be handled under new business after the installation of officers.

The Volunteer/Fundraising Coordinator(s) shall coordinate volunteers/chaperones for all events; shall set up work schedules for fundraisers and make sure we have Chaperones for all events where it is needed.

The Travel Coordinator shall be responsible for taking care of all (long term and short term) transfer of equipment to and from events. Use of any necessary rental equipment is coordinated through the Band Director and Executive Board.

The Uniform/Wardrobe Committee Chairperson shall organize and manage uniform projects for the organization in support of organizational goals under the guidance of the Executive Board.

The Social Media Committee Chairperson shall have the responsibility of publicizing events through social media, newspapers or various forms either directly or through school facilities under the supervision of the President or Vice President.

The Equipment Committee Chairperson shall be responsible for assisting the director(s) with equipment and props at all performances throughout the year.

The Food/Meal Coordinator Chairperson shall be responsible for assisting with organizing, preparing and serving all meals throughout the year with the exception of the River City Festival. This will include coordination of meals for out of town events and addressing any food allergy or special meal requirements of band members.

The End of Season Banquet Committee shall be responsible for scheduling, organizing and all other aspects of the end of season banquet held each May. This is coordinated through the Band Director and Executive Board.

The River City Festival Chairperson(s) shall be responsible for organizing, preparing and operating the annual fundraising festival event. This will be coordinated through the Executive Board and Band Director.

Article XI Meetings

Meeting dates and times for the following year shall be determined at the last meeting in June. Any meeting may be rescheduled, postpones or canceled due to schedule conflicts or other valid reasons. No meeting or scheduled Booster sponsored function will be held on a day in which school is closed due to severe weather.

Article XII Standing Rules

7 Standing rules for the day to day operation of the Band Boosters shall be set forth or amended by the Executive Board and approved by the directors. These standing rules shall be in force until modified or rescinded by the Executive Board. No standing rules shall be in effect that are in conflict with Federal, State, or Local laws, or in conflict with school policies. Whenever standing rules are amended, the amended rules shall be submitted to the Director(s) for approval, and then presented to the general membership for information purposes. The standing rules shall govern the day to day operations of the Band Boosters.