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Milton High School Band Boosters
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MHS Band Booster's Bylaws
Download MHS Band Boosters Bylaws  |
Download MHS Band Boosters Dissolution |
ARTICLE I: MEETINGS SECTION 1 Monthly meetings of the MHS Band Boosters will normally be held on the second Tuesday of each month. SECTION 2 At lease twelve (12) members, of which two or more must be elected officers, must be present at a MHS Band Boosters meeting to constitute a quorum (minimum number of members required to conduct a valid meeting). Without a quorum no votes can be conducted and only general discussions may occur. Minutes from a cancelled meeting would only indicate that the meeting was cancelled due to absence of a quorum. SECTION 3 The Executive Committee shall meet as necessary, at least once a month, and should meet at least one week prior to the monthly meeting of the MHS Band Boosters. A member of the Executive Committee and/or Band Director may call an investigative meeting of the Executive Committee when issues arise pertaining to member(s) of the Executive Committee. The member(s) in question must be excluded at the request of any Executive Committee member. SECTION 4 The phone tree must be activated to call a special meeting. SECTION 5 The President will establish a Nominating Committee at the January meeting. SECTION 6 The Executive Committee will instruct the Trustees to review the financial records from June through November of the MHS Band Boosters at the December meeting. The Trustees will make their financial report to the general assembly no later than the March monthly meeting. The Executive Committee will instruct the Trustees to review the financial records from December through May of the MHS Band Boosters at the June meeting. The Trustees will make their financial report to the general assembly no later than the August monthly meeting. SECTION 7 Meetings will include as a minimum, the Pledge of Allegiance, reading of the minutes from the last meeting, a financial report, committee updates, and address of old business and new business in that order. ARTICLE II: GOVERNMENT SECTION 1 OFFICERS: A) Duties 1. PRESIDENT The President shall: preside over all meetings of the MHS Band Boosters and the Executive Committee; with approval of the Executive Committee, appoint all committee chairmen, as necessary; be an ex-officio member of all committees; have general supervision of the MHS Band Boosters; call special meetings when necessary; serve as liaison to band director and all external relations. 2. FIRST VICE-PRESIDENT The First Vice-President shall: preside in the absence of the President; be the Chairman of the Budget Committee; perform such duties as may be required. 3. SECOND VICE-PRESIDENT The Second Vice-President shall: preside in the absence of the President and First Vice-President; be the Chairman of Ways and Means Committee and perform such duties as may be required. 4. SECRETARY The Secretary shall: have custody of all official records and documents not assigned to others; receive and distribute all correspondence; and prepare official correspondence as directed. 5. TREASURER The Treasurer shall: receive and disburse funds; keep an accurate account of all funds; maintain financial records and documentation; upon request, make a financial report to the MHS Band Boosters and or the Executive Committee. 6. ASSISTANT TREASURER The Assistant Treasurer shall: assist the Treasurer as required. 7. TRUSTEE The Trustee shall: conduct review of the financial records as directed by the Executive Committee. B) Term 1. All Officers, except the Trustees will be elected for a term not to exceed one year, or until the successor is elected. 2. Trustees will be elected for a two-year term, or until the successor is elected. The terms of the Trustees will overlap so that normally, only one Trustee is replaced each year. SECTION 2 COMMITTEES: A) The Executive Committee shall consist of: President, First Vice-President, Second Vice-President, Secretary, Treasurer, Assistant Treasurer, and two Trustees. The Milton High School Band Director is and ex-officio advisor to this committee and will be informed and invited to all meetings of the Executive Committee. This committee shall have charge of all business affairs and shall consider all matters concerning the welfare of the MHS Band Boosters for action. This committee is authorized the expenditure of up to three hundred (300) dollars without a vote of the MHS Band Boosters general assembly. B) The President and/or Executive Committee may create additional committees as necessary. Sub-committees may be created, however the Committee Chairman shall preside over all sub-committees. C) The Nominating Committee should consist of at least 3 members. SECTION 3 ELECTIONS: A) The Nominating Committee will receive all nominations, confirm member accepts nomination, and report all nominees who did not decline their nomination at the February meeting. Nominations will be accepted from the floor at the February and March meetings. B) The Secretary will prepare and provide sufficient ballots for the elections at the March meeting. C) Nominees will only be elected if they receive a majority vote of the Quorum. D) In event of a tie or no nominee receives a majority vote, the vote must be taken again. Members should vote again at the same meeting. Ample time for debate and discussion should be allowed between voting. If after three tries, no nominee receives a majority vote, the assembly may elect to delay the vote until a later date, but the date must be determined and approved by the assembly prior to adjourning for the night. E) In the event that no candidate receives a majority vote and votes are divided between more than two candidates and the candidates with the most votes do not tie (this would fall under Article II, Section 3.D a tie), the assembly may elect to conduct a run-off election at the same meeting. At the run-off election the two candidates with the most votes will compete. If a tie vote prohibits determination of the two candidates for the run-off, those nominees receiving the tie votes will participate in an elimination election. A majority vote is required to win the elimination election. If no nominee receives a majority vote during the elimination election, the assembly will vote on the one nominee who received the most votes in the initial election. F) Officers will be elected at the March meeting and take office on the First of June. ARTICLE III: FINANCIAL PRACTICES SECTION 1 If any special review of the financial records is directed that encompass the entire time frame of any of the scheduled reviews, the general assembly may elect to accept that review in place of the scheduled review. SECTION 2 Money collected will normally be deposited into the financial institution within 4 (four) calendar days of receipt. SECTION 3 Tally sheets will be utilized at all money raising events that involve the use of a cash box or cash register. Prior to departing the area of the sales event, two people must verify the cash on hand and sign the tally sheet. The event cashier or event coordinator must turn the tally sheet in to the Treasurer, Assistant Treasurer, or designated individual with the cash box/register. If the individual receiving the money is unable to verify accuracy the tally sheet at that time, an alternate time for turn-over of receipts must be arranged. Turn-over may be delayed a reasonable number of days, but will not exceed 4 calendar days. Anytime custody of event receipts is transferred from one person to another, the amount will be verified with the accompanying tally sheet and the receiving individual will sign the tally sheet and assume responsibility for the receipts. The individual relinquishing custody of the receipts will receive a copy of the tally sheet with the receiving individuals signature. If a copier is not available when receipts are turned over, a hand written note indicating the amount of receipts is acceptable - insure receipts from separate sources, ie registers or cash boxes, are identified on all documentation of event receipts. SECTION 4 The Treasurer must make every possible effort to insure that the moneybox, located in the Band Directors office is cleared of all money and receipts, weekly. SECTION 5 When a member of the MHS Band Boosters purchases approved items the member should present the receipt to the Treasurer within 4 calendar days of purchase to recoup the cost of the purchased items. The receipt must be turned in within 30 calendar days. If any receipt is turned in after 30 days, the general assembly must approve reimbursement prior to payment of receipt even if the expenditure was originally approved prior to purchase. ARTICLE IV: GENERAL PRACTICES AND PROCEDURES SECTION 1 Correspondence to organizations can greatly impact how the MHS Band Boosters and the Milton High School Band are perceived. Thus the President will sign all correspondence from the MHS Band Boosters after the Band Director has reviewed and approved the final draft of the correspondence. The Secretary will prepare and send all correspondence unless responsibility for a document is placed upon a committee. If a committee prepares correspondence, the Secretary will advise and assist with document preparation only as much as requested by the committee Chairperson. The Secretary will forward documents, whether prepared by the Secretary or a committee, to the President. Once the President confers with the Band Director, and both are in agreement with the correspondence, it is returned to the Secretary or the applicable committee Chairperson for dissemination. Procedures for long-term repetitive documents should be identified and included in the Standing Rules. SECTION 2 The Secretary will record all long-term motions and resolutions, customs, and traditions in the Standing Rules of the MHS Band Boosters. SECTION 3 Any Officer of the MHS Band Boosters may be removed from office by approving a motion to vote on the removal of said Officer at a regular or special meeting of the general assembly, then voting at a regular or special meeting at least ten days following the motion approval. Once the general assembly approves the motion to vote on the removal of the Officer, that Officer is temporarily suspended from office until the vote on removal is completed. The Officer must be allotted a sufficient time during the second meeting, prior to the vote, to appeal to the general assembly, but once the vote is tallied, the results are effective immediately. If an Officer is removed from office, the general assembly will determine who will fill that position for the remainder of the term. | |
DISOLUTION OF THE MILTON HIGH SCHOOL BAND BOOSTERS Dissolution of the MHS Band Boosters must be approved by passing a motion with three-fourths votes. However, if after three consecutive months the Executive Committee is unable to assemble sufficient members to constitute a quorum, the Executive Committee with a consensus of available members at the fourth meeting may make the determination to dissolve. Upon Dissolution, all outstanding debt will be reconciled. If funds are not available to reconcile all outstanding debt, MHS Band Booster assets will be sold for a fair market value as determined by the Executive Committee and the Band Director. Purchase of any items by members of the Executive Committee, MHS Band Boosters, or the Band Director must be closely scrutinized to insure fair market value is received and the sale is ethical. Only those items necessary to pay off debt will be sold, as determined by the Executive Committee and the Band Director. The usability of assets by the band should be considered when choosing items for sale, and the Executive Committee should cooperate with the Band Director in this process. Once outstanding debt has been satisfied, ownership of all remaining assets that are of use to the Milton High School Band as determined by the Band Director will be transferred to the Milton High School Band while those not of use to the band will be sold for fair market value. If any items are not sold, they shall be donated to Waterfront Mission. If they will not accept any items, those items shall be disposed of through normal means. Once all debt is satisfied, the band has assumed ownership of all assets of use to them, and all remaining assets have been sold, all proceeds and any remaining funds will be donated to the Milton High School Band to be used at the discretion of the Band Director. VOLUNTEER STATUS The Milton High School Band Boosters is a volunteer organization for the sole benefit of the Milton High School Band. No Officer or Member will receive a salary, wages, tips, or other compensation for time utilized in service of the MHS Band Boosters or Milton High School Band. | |
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