MAULDIN HIGH SCHOOL BAND BOOSTERS ASSOCIATION
Revised: October 2, 2001
1. Purpose
The purpose of the Mauldin High School Band Boosters, hereinafter referred to as the BOOSTERS, is to provide support to the Mauldin High School Band. The BOOSTERS support shall consist of providing operating funds, volunteer services and organizational coordination as requested by the Band Director to the fullest extent possible.
2. Mission
The mission of the BOOSTERS shall be to work together with the Band Director and professional
staff to:
·
Promote and encourage the band to reach its fullest potential·
Support the music and performance program defined by the Band Director·
Promote the interests of the Band within the local community3. Scope of Support
The BOOSTERS shall provide support to the Band program and all performance groups comprising the Band including, but not limited to, Competition Band, Color Guard, Jazz Bands, and Concert Groups.
4. Legal Definitions
The BOOSTERS are a 501(c)(3) tax-exempt organization that provides support to the Band in compliance with and under the auspices of the Greenville County School District (GCSD). The BOOSTERS fiscal year is from July 1 to June 30, and is consistent with the GCSD fiscal year.
The principal office for the transaction of the business of the BOOSTERS is located at 702 Butler Road in the City of Mauldin, County of Greenville, State of South Carolina. The
Executive Board has full power and authority to change the principal office from this location to another location within the same county at any time.
1. Membership
Membership in the BOOSTERS shall be open to all parents of students currently enrolled in the Band and others who support the purposes and mission of the BOOSTERS. The BOOSTERS shall have two (2) types of membership: Associate and Friends.
(a) Associate Membership and Privileges
Associate membership shall be granted to all parents of students currently enrolled in the
Band program. Associate members shall be granted full voting privileges, may be elected to Executive Board offices and may serve on and chair any support committee.
Associate membership shall automatically revert to FRIENDS membership when such member’s child(ren) ceases to be enrolled in the Band program.
(b) Friends of the Band Membership and Privileges
FRIENDS’ membership shall be granted to all other individuals who desire to serve and support the purpose and mission of the BOOSTERS. FRIENDS’ members shall not be granted voting rights and shall not be allowed voting membership on the Executive Board. FRIENDS’ members may serve on and chair any support committee.
2. Assessments
Associate and FRIENDS members shall be assessed $5.00 for each family as an annual membership. Dues shall be payable no later than September 30th each year. Members shall be paid up and in good standing prior to participating in Band Booster activities. Dues shall be applied to defray the cost of printing and distributing the monthly newsletter and other special Booster mailings.
3. Property Rights
No member shall have any right or interest in any of the property or assets of the BOOSTERS.
4. Non-liability of Members
No member of the BOOSTERS shall be personally liable for the debts, liabilities or obligations of the BOOSTERS, unless criminal activity is proven.
5. Membership Book
The BOOSTERS shall maintain a membership register containing the name, address and membership status of all current members of the organization.
1. Meeting Location
Meetings of the members shall be held at the principal office of the BOOSTERS or at such other places within the County of Greenville, State of South Carolina or as may be designated by resolution of the Executive Board.
2. Business Meetings
There shall be a minimum of six (6) business meetings of the BOOSTERS per school year.
(a) General Meetings
General meetings shall be held at the time and place designated by the Executive Board. The purpose of general meetings shall be for conducting business transactions requiring a vote of the BOOSTERS and for conveying information about the BOOSTERS and the Band Program.
(b) Election Meeting
An Election Meeting shall be held annually during April for the purpose of electing officers to the Executive Board. The Election Meeting shall provide the same function as a general meeting in all other respects. See
ARTICLE VI – Election of officers to the Executive Board.(c) Budget Meeting
A Budget Meeting shall be held annually each August for the purpose of approving the
BOOSTERS operating budget for the current fiscal year. The Budget meeting shall provide the same function as a general meeting in all other respects.
(d) Special Meetings
The Executive Board may call special meetings of members for any purpose anytime. Special meetings may also be held upon written request to the Executive Board by not less than ten percent (10%) of the members of the BOOSTERS.
3. Notice of Meetings
Notice of all meetings of the BOOSTERS shall be provided at least five (5) school days before the meeting date. Notice shall be given either in writing, E-mail or by telephone.
4. Voting
The voting rights of all Associate Members are equal. Each Associate Member, in good standing, shall be entitled to one vote on all matters. Voting shall not be allowed by proxy or by absentee ballots unless approved by two-thirds (2/3) majority of the Band Boosters at any general meeting.
5. Conduct of Meetings
Meetings of the BOOSTERS shall be conducted in accordance with Robert’s Rules of Order. Rules governing BOOSTERS meetings may be revised insofar as such rules are not inconsistent with or in conflict with the bylaws, the articles of incorporation of the BOOSTERS, or with Federal, State, County or Local laws.
These meetings shall be presided over by the president of the BOOSTERS or, in absence, by the vice president. The secretary of the BOOSTERS shall act as secretary at all meetings, or in absence, the presiding officer shall appoint another person to act as secretary of the meeting.
6. Quorum
A minimum of eight (8) Associate Member families shall be present at any meeting of the BOOSTERS to constitute a quorum for the transaction of business.
1. Membership
The Executive Board shall consist of the elected officers and the Band Director. The
Band Director shall serve in a non-voting, advisory capacity only to the board.
The Executive Board shall consist of the following officers:
President
Vice President
Treasurer
Asst. Treasurer
Secretary
Three (3) At-Large Members
2. Powers
The Executive Board shall exercise the powers of the BOOSTERS, control its property and conduct its affairs, except as otherwise provided by law and by the articles of incorporation or by these bylaws. The Executive Board shall provide overall direction for the Mauldin High School Band Boosters.
3. Voting Rights
Each Executive Board position shall be entitled to one and only one vote.
4. Eligibility
Any Associate Member of the BOOSTERS shall be eligible for positions on the Executive Board as provided by these bylaws.
5. Term of Office
Officers shall serve a term of one (1) year. No officer shall be eligible for the same office more than two (2) consecutive years. The term of office coincides with the fiscal year.
6. Executive Board Meetings
Executive Board meetings shall be held monthly during the school year at a date, time and place designated by the Executive Board.
7. Quorum
Presence of at least fifty percent (50%) of all Executive Board positions shall constitute a quorum for the transaction of business.
8. Vacancies
Any vacancy in the Executive Board caused by death, resignation or disability of an officer shall be filled by the majority vote of the Executive Board. For the positions of President and Vice President, their appointment shall be ratified by vote at a Booster Meeting.
9. Removal from the Executive Board
(a) When an officer fails to attend three (3) consecutive meetings or fails to perform his/her duties without adequate reason for a period of sixty (60) days, the Executive Board may remove the officer and declare the position vacant on a majority vote.
(b) An officer of the Executive Board may be removed from office for cause. Honest mistakes, poor judgment and unpopular decisions shall not constitute cause.
(i)
All petitions for removal from the Executive Board shall be presented to a three (3)-member committee elected by the booster association for review. The committee shall perform an investigation and present the petition and findings to the Executive Board for consideration.(ii)
The Executive Board shall vote for removal upon presentation of findings by the committee. An officer of the Executive Board shall be removed from office if at least two-thirds (2/3) of the Executive Board vote in favor of removal.(iii)
If the Executive board votes for removal in (ii) above, and the affected party desires to appeal to the entire BOOSTERS, that officer shall be given the right to have the petition presented at the next Booster meeting whereupon the BOOSTERS shall vote a final and binding vote on the petition for removal. The BOOSTERS shall be notified whenever a special vote to remove an Executive Board officer is scheduled at least five (5) school days prior to the Booster meeting when the vote will take place.10. Records
Upon the expiration of the term of office or in case of resignation or termination, each Executive
Board member shall turn over to a successor, without delay, all records, books and other materials pertaining to the board position and shall return to the Treasurer, without delay, all funds belonging to the BOOSTERS.
11. Compensation
Officers shall serve without compensation.
The duty of all Executive Board members is to be honest and use prudent business judgment in carrying out the business of the BOOSTERS.
1. President – The President shall be the chief officer of the BOOSTERS and have the following duties:
·
General supervision, direction and control of the BOOSTERS except as otherwise provided by law and by the articles of incorporation or by these bylaws.·
Preside at all Executive Board and general meetings.·
Coordinate booster activities and represent the membership in its interaction with the Band Director and professional staff.·
Act as booster representative with school administration, school district officials, the Band Director and the public.·
Present the annual budget at the August general Budget Meeting with the assistance of theTreasurer.
·
Be an ex officio member of all standing committees except the nominating committee, and have such other powers and duties as may be prescribed by the Executive Board.·
Prepare an end of year report to assist the incoming President.2. Vice President – The Vice President shall aid the president.
In the absence or disability of the President, the Vice President shall perform the duties of the
President. If acting as President, the Vice President shall have the powers of and be subject to the restrictions upon the President.
·
Assist the President in representing the band with the school administration, school district officials and the public.·
Be a member of all band committees.·
Coordinate overnight and extended distance band trips requiring lodging and/or special transportation.·
Have such other powers and duties as may be prescribed by the Executive Board·
Prepare an end of year report to assist the incoming Vice President.3. Treasurer – The Treasurer shall:
·
Maintain the BOOSTERS checkbook, review the monthly band statement, and prepare all checks for disbursement after verification that materials or services have been received·
Coordinate with the Asst. Treasurer on band deposits.·
Summarize and record all financial transactions in the general ledger·
Prepare and present written financial reports for Executive Board meetings and general Booster meetings·
Assist in the preparation of the annual budget·
Assist the BOOSTERS President in presenting the annual budget at the August general Budget meeting·
Coordinate with Auditor(s) and provide copies of bank statements and financial reports monthly·
Coordinate with the bookkeeper (if hired by the BOOSTERS)·
Coordinate with a tax preparer for generation of annual tax returns·
Prepare an end of year report to assist the incoming Treasurer(s)·
Coordinate any necessary financial transactions with Mauldin High School’s Principal regarding purchases and/or reimbursement of expenses in accordance with established GCSD directives and regulations.4. Assistant Treasurer – The Assistant Treasurer shall:
·
Assist with making band deposits·
Coordinate with Treasurer and bookkeeper on the status of the banking accounts of the BOOSTERS.·
Receive monies for deposit from all fund-raising activities of the BOOSTERS.·
Receive monies for deposit from Band Booster families for payment of expenses and contributions.·
Provide cash boxes, when necessary, for fund-raising and other events·
Prepare an end of year report to assist the incoming Asst. Treasurer5. Secretary – The Secretary shall:
·
Prepare and publish minutes for all Executive Board meetings and General Booster Club meetings·
Keep a book of such minutes including notes taken during the meeting as well as a copy of the published minutes·
Maintain the master calendar for the BOOSTERS and the Band. The Band Director shall have final approval on the scheduling of all events·
Perform other duties as assigned, including, but not limited to maintenance of official records of the BOOSTERS·
Prepare an end of year report to assist the incoming Secretary6. At-Large-Members
All At-Large-Members of the Executive Board shall assist the Executive Board with specific functions as defined in this section.
·
Coordinate all volunteer activities·
Prepare and mail FRIENDS membership information to existing and perspective FRIENDS·
Produce and maintain the student roster·
Oversee communications by the mailing committees and phone tree·
Produce the Booster Handbook·
Organize and implement the family picnic at the end of the school year·
Manage adult and student equipment staging crews·
Coordinate event set-up and tear down with the Band Director·
Arrange for transportation of equipment to and from competitions and other events as directed by the Band Director·
Oversee maintenance, repair, construction and/or purchase of equipment·
Coordinate all fundraising activities·
Investigate and propose fund-raising opportunities·
Seek corporate sponsors·
Coordinate fundraising chairpersons·
Coordinate with committee chairpersons on all MHS Band fundraising and Band events·
Assist the President in representing the band with the school administration, district officials and the public in regards to MHS Band activities1. Nominating Committee
(a) The nominating committee shall be comprised of eight (8) Associate Members with at least one member being of the current Executive Board. The president may not serve on the nominating committee
(b) A nominating committee shall be selected from the general membership two (2) months prior to the annual election meeting.
(c) No member shall serve on the nominating committee two (2) consecutive years
(d) The Chairperson shall be elected from within the committee
(e) All committee members shall have a working knowledge of the "Robert’s rules of order"
2. Slate Selection
(a) The nominating committee shall publicize the positions available and provide methods for securing feedback from membership on their interest in serving.
(b) The nominating committee shall develop a slate of candidates for all Executive Board positions.
(c) Only those members who have signified their consent to serve, if elected, shall be nominated.
(d) In addition to the slate of candidates proposed by the Nominating Committee, nominations may be made from the floor at the annual election meeting. Only those members who have signified their consent to serve, if elected, shall be nominated.
(e) The slate of officers shall be presented to the membership at least two (2) weeks prior to the annual election meeting.
3. Election Process
(a) Officers shall be elected at the annual meeting of members or may be elected at any special meeting of the members held for that purpose.
(b) The Nominating Committee Chairperson shall preside over all elections.
(c) If there is but one nominee for any office, the election for those offices shall be by voice vote.
(d) For any positions where there are multiple nominees, the election for those offices shall be a vote by ballot.
(e) If there is but one nominee for each office respectively, an election by one vote to accept or reject the slate as a whole shall not be permitted. Each office must be voted on individually.
1. Establishment of committees
There shall be such committees established by the Executive Board as may be required to carry on the business of the BOOSTERS.
2. Committee Chairpersons and Membership
All committee members and chairperson(s) shall be current Associate or FRIENDS’ members and in good standing with the BOOSTERS. Members must have all dues current to qualify to serve on committees.
3. Reporting Requirements
Chairpersons shall present plans of work to the Executive Board for approval through the Vice President.
4. Removal
When a chairperson is not fulfilling his responsibilities as prescribed in these bylaws or engages in conduct injurious to the organization or its purposes, the Executive Board, by a two-thirds (2/3) affirmative vote, may remove the individual from the position and declare the chair vacant.
5. Records
Upon the expiration of the term of office or in case of resignation or termination, each chairperson shall turn over to the president, without delay, all records, books and other materials pertaining to the committee and shall return to the treasurer, without delay, all funds belonging to the
BOOSTERS.
6. Establishment of Sub-Committees
The Boosters, the Executive Board and the committee chairpersons each have the power to establish special sub-committees in order to carry out specific programs and projects.
7. Period of Service
The committee chairpersons and members of special sub-committees shall serve until their assignments have been completed.
1. Collections and Disbursement of Funds
(a) The BOOSTERS funds shall be obtained from five (5) primary sources:
(i) Membership dues
(ii) Gifts and contributions
(iii) Grants
(iv) Proceeds from approved fund-raising activities
(v) Fair Share.
(b) The Executive Board may not increase membership dues more than a factor of 20% of the prior year’s dues without approval of a majority of the BOOSTERS membership present at a general meeting of the BOOSTERS where the issue of dues has been previously placed on the agenda. The BOOSTERS shall be notified whenever a vote to change these dues is scheduled at least five (5) school days prior to the Booster meeting when the vote will take place.
(c) The BOOSTERS shall utilize funds collected to cover the costs of operation of the Band and the BOOSTERS according to the annual budget.
(d) Upon approval of the annual budget by the BOOSTERS, allocation of Funds for non-budgeted items shall be handled according to the following terms and conditions:
Non-budgeted items that become necessary for purchase during the course of the budget year and exceed $500 shall require vote approval of the BOOSTERS during a general Booster Meeting.
The BOOSTERS shall be notified when non-budgeted items are planned for vote at least five (5) school days prior to the Booster meeting when the vote will take place. A description of the non-budgeted item shall be made available to BOOSTERS through established communication procedures.
If a non-budgeted emergency arises and funding exceeding $500 is immediately necessary, a special meeting of the Executive Board shall be convened to vote on the non-budgeted item.
If such an emergency condition results in the Executive Board allocating funds outside the approved budget, the BOOSTERS shall be advised of the situation at the next general meeting of the BOOSTERS.
In all cases, the allocation of funds to a non-budgeted item shall not be made when funds and/or unallocated reserves are not available to cover projected expenses of the BOOSTERS.
2. Financial Reports
(a) Financial Reports shall be prepared by the Treasurer and presented to the Executive Board at their monthly board meetings.
(b) A financial report showing income and expenses shall be presented to the BOOSTERS at each monthly Booster meeting. The financial report shall represent financial status no older than six (6) weeks.
3. Signing of checks
All checks, drafts or other orders for payment of money, notes or evidence of indebtedness issued in the name of or payable by the BOOSTERS shall be signed by two Executive Board members according to the following guidelines and restrictions:
(a) A check request form shall be filled out prior to checks being written and signed by two board members. When a check/cash is required while on travel, the check request form shall be submitted upon return from travel.
(b) There shall be two Co-signers for all check signings. The President, Vice President, Secretary, Treasurer and the Asst. Treasurer are authorized to sign checks.
(c) Spouses shall not be co-signers for any check.
4. Budget Committee
President shall appoint four (4) Executive Board members and two (2) Booster Associate members along with the Band Director to the Budget Committee. A proposed budget for the following fiscal year shall be presented to the Executive Board prior to the end of the current school year. A budget committee report shall be presented to the Executive Board upon request from the Executive Board at least two (2) weeks prior to the next board meeting.
5. Budget
The annual budget of the BOOSTERS shall be approved by a majority vote of attending members at the last regular membership meeting of the fiscal year.
6. Uncommitted Cash Balances
Uncommitted cash balances at a fiscal year-end shall be held as contingency funds until such time that the Executive Board finds it necessary to incorporate such funds into the general budget. If not part of the normal annual budget proposal, an amended budget shall be approved by the BOOSTERS prior to allocation of these funds.
7. Loans/Leases
If there is a requirement for a purchase and direct funds are not available, nor is there any conceivable way to raise the funds in a timely manner, the BOOSTERS may take out a loan/lease. Prior to obtaining funding in this manner, this action shall be approved by a majority vote of the BOOSTERS during a general meeting.
The BOOSTERS shall be notified when a loan/lease request is planned for vote at least two (2) weeks prior the Booster meeting when the vote will take place. A description of the item(s) to be purchased or leased with the loan/lease proceeds as well as the terms of the loan (payments, interest rate, length of loan/lease, total of payments, and any pre-payment clauses) shall be made available to BOOSTERS through established means.
1. Establishment of Financial Hardship Scholarship Fund
The Executive Board may establish a special fund to help defray expenses of Booster families who are experiencing financial hardship. These funds may be allocated by the Executive Board to offset Booster family expenses for Band functions and activities.
Due to the unpredictability of obtaining scholarship funds for financial hardship, the amount of funds available from year to year will vary.
Disbursement of Financial Hardship Scholarship funds is limited to the following allowable expenses:
Booster fees
Band trip expenses
Performance attire
2. Administration of Financial Hardship Scholarship Funds
The BOOSTERS Executive Board administers financial Hardship Scholarship Funds. The Executive Board is not required to disburse available funds at any time. These funds may be held from one fiscal year to the next.
The Executive Board shall establish fair and equitable procedures for the disbursement of Financial Hardship Scholarship funds.
The Executive Board shall have sole discretion involving the disbursement of these funds.
The Executive Board shall maintain confidentiality in all matters pertaining to requests for funds and/or disbursement of these funds.
These bylaws may be amended by a two-thirds (2/3) vote at any general meeting provided notice has been given at the previous meeting OR thirty (30) days written notice has been given to the membership.
REVISED: OCTOBER 2, 2001
Revised and approved by:
President, MHS Band Boosters _____David Palmer__________________
Bylaws Chairperson _________Bill Allison_________________________