Bylaws
Constitution and Bylaws
Of the
Gaither High School Instrumental Music Boosters
(revised 2009)
Article I – Name
The name of this organization shall be the Gaither High School Instrumental Music Boosters.
Article II – Mission Statement and Purpose
Section 1. Mission Statement
The following is the Mission Statement of the Gaither High School Instrumental Music Boosters:
“To enhance the efforts of the Gaither High School Instrumental Music Program through fundraising and support, to enable the students and faculty to “Strive for Excellence” in their musical and educational pursuits.”
Section 2. Purpose
This organization shall be operated as a nonprofit organization exclusively for the support of music education, and as such, will support the following educational objectives:
1. To advance the best interests of the Gaither High School Band students by giving support as requested by the Band Director.
2. To promote a strong advocacy among students, the administration of Gaither High School, and the Hillsborough County Schools.
3. To help foster a deeper interest in music among students, parents, school, and community.
4. To encourage a positive working relationship between the band program, parents, school, and community.
5. To support the Band Director(s) and the administration of Gaither High School in all matters pertinent to the band program and to remain within the jurisdiction of the director(s) and the Hillsborough County Schools.
Article III – Membership
Section 1. Membership
The membership of this organization shall be open to all parents of Gaither High School Band students and other persons interested in the progress and development of the Gaither High School Band Programs. All members shall enjoy all privileges of membership including voting, making motions, and holding office. Membership may be started at any time during the year and expires at the end of the academic year.
Section 2. Dues
Membership is a family membership, covering a single household. Families with multiple students in the same household are covered with a single family membership. The annual family membership is Thirty-Five Dollars ($35.00).
Section 3. Meetings
1. There shall be no fewer than seven membership business meetings per school year, to be set at the beginning of each school year.
2. Membership business meetings shall be held once a month in the GHS Band Room, unless otherwise designated.
3. The April membership business meeting shall be for the purpose of electing officers in addition to addressing other Organization business issues.
4. The President or the Executive Board may call special meetings. The purpose of the special meeting shall be stated in the call. Except in cases of emergency, at least one week’s notice will be given.
5. Robert’s Rules of Order shall govern all meetings of the Organization.
6. A quorum at any regular or called membership business meeting shall consist of a minimum of the following:
i) a majority of the Executive Board, and
ii) at least eight (8) general members
Article IV – Executive Board
Section 1. Membership
There shall be an Executive Board of the Organization consisting of the Elected Officers, the
Band Director(s) , Auxiliary Director, and the Principal. Any Advisory or Ex-Officio Member must have an active membership in the Organization.
Section 2. Duties, Powers, and Responsibilities
1. The Executive Board shall have general supervision of the affairs of the Organization between established membership business meetings.
2. The Executive Board will make recommendations to the Organization and perform other such duties as specified in these Bylaws.
3. The Executive Board shall be subject to the orders of the Organization, and none of its acts
shall conflict with action taken by the Organization or the Director(s).
Section 3. Meetings
1. The Executive Board will meet once a month. Date and time will determined by a majority vote of current Board members.
2. All meetings are to be held in the GHS Band Room, unless otherwise designated.
3. A quorum shall consist of 50% of the Elected Officials, and at least one of either i)Principal or his/her representative, and/or ii) the Band Director(s).
Section 4. Resignation of Executive Board members
1. An Executive Board member may resign at any time upon written notice to the Executive Board.
2. All vacated elected offices will be filled by a special election.
3. All vacated committee chairs, not served by elected officers, will be filled by appointment of the President.
Article V – Elected Officers
Section 1. Officers Established
1. The Elected Officers of the Organization shall be active members as defined in Article III, Section 2.
2. The officers shall consist of a President, Vice President, Secretary, Treasurer, Auxiliary Representative, and Historian.
3. The term of office for each officer shall be one (1) year. Term of office shall begin at the May membership meeting when officers are installed. No more than two consecutive terms will be served by any officer.
4. Co-officers may be elected for any position, which may consist of a married couple except for the office of Treasurer. The Treasurer co-officers may not be a married couple or similar close relationship.
5. No Organization member shall hold more than one elected office at a time.
Section 2. General Duties
1. Officers shall perform the duties prescribed by these bylaws and by the Parliamentary Authority adopted by the Organization.
2. It is the responsibility of each officer to have oversight of and serve on a committee and to appoint a chair, co-chair, and/or other members to that committee. Officers may choose to serve as the committee co-chair.
3. Responsibility of officers for those committees as assigned and designated by the Bylaws may be interchanged, with approval by the President, among officers who wish to serve on a different committee as long as the designated committees are being served.
Section 3. Duties of the President
1. The President shall preside at all Executive Board and membership business meetings, prepare an agenda, and ensure all meetings are conducted in a manner consistent with these Bylaws and parliamentary authority adopted by this Organization.
2. The President shall submit an annual report of all activities of the Organization at the end of each school year.
3. The President will serve as the liaison with the GHS Director and as liaison will coordinate all Booster activities and correspondence.
4. The President shall appoint chair and co-chairpersons to all committees, except where committees are otherwise designated as responsibilities of elected officers.
5. The President shall serve as ex-officio member of all committees.
6. The President shall create any special committees deemed necessary to fulfill the objectives of the Organization.
Section 4. Duties of the Vice President
1. The Vice President shall assume the duties of the President in his/her absence.
2. The Vice President shall oversee committees as assigned annually by the Executive Board.
3. The Vice President shall perform other duties as assigned by the President and/or Director.
Section 5. Duties of the Secretary
1. The Secretary shall record the minutes of all Executive Board and membership business meetings of the Organization and shall submit a copy of such minutes along with any reports to the President and Director(s) after each meeting.
2. The Secretary will maintain a record book in which the Bylaws, special rules and all meeting minutes are entered with any amendments to these documents properly recorded and documented. The record book should be available at each meeting.
3. The Secretary will assist the President and Director(s) with correspondence, as required.
4. The Secretary shall maintain an accurate mail and email distribution list for all band students and Booster members.
5. The Secretary shall oversee committees as assigned annually by the Executive Board.
Section 6. Duties of the Treasurer
1. The Treasurer shall prepare a proposed budget (in consultation with the Director(s)) to be presented to the Executive Board and general membership for approval on an annual basis. The Treasurer shall be responsible for the maintenance of the Organization’s general fund and individual student accounts. The Treasurer shall be responsible for collecting all money, writing checks, issuing receipts, and depositing funds in the Organization’s account.
2. It is the Treasurer's responsibility to assure that the books are audited prior to the end of the fiscal year.
3. The Treasurer must maintain all appropriate accounting records and file all required tax returns in order to retain the exempt tax status of the organization.
4. The Treasurer will maintain a ledger reflecting an account balance for each student as a way to record money allotted to the individual student for fundraising activities.
5.
The Treasurer shall oversee committees as assigned annually by the Executive Board.
6. The Treasurer may utilize an assistant to help with the duties of their office. The Treasurer’s Assistant must be approved by the majority of the Executive Board and the Band Director(s). The Treasurer’s Assistant may serve as an Advisory Member to the Executive Board.
Section 7. Duties of the Historian
1. The Historian shall keep all records, audio and visual files, media announcements, and memos of the progress of the Instrumental Music Program.
2. Shall notify the media of the area of any activity considered to be newsworthy.
3. The Historian shall oversee committees as assigned annually by the Executive Board.
Section 8. Duties of the Auxiliary Representative
1. The Auxiliary Representative shall maintain communication between the Auxiliary portion of the band program and the Band Director(s).
2. The Auxiliary Representative shall represent the needs and concerns of the Auxiliary portion of the band program.
3. The Auxiliary Representative shall oversee committees as assigned annually by the Executive Board.
Article VI – Committees
Section 1. Appointment
1. The President shall appoint such committees as may be authorized by these Bylaws, resolution of the members, or by the Executive Board.
2. Except where otherwise designated by these Bylaws, the President shall appoint a chair and co-chair to head each committee.
3. All committee members appointed by the President or appropriate Officer shall be for a term coincident with the current school year.
4. Nothing in these Bylaws shall prohibit student band members from serving on a committee where proper and where their input is desired.
Section 2. Nominating Committee
1. The Nominating Committee shall consist of a Chairperson and three Organization members. The President and Director(s) of Bands shall appoint the Chairperson. The appointed Chairperson will select the committee members.
2. The Nominating Committee shall be appointed at least sixty (60) days prior to the March membership business meeting.
3. The Nominating Committee shall submit their nominations to the Executive Board two weeks prior to the March membership business meeting.
4. The Nominating Committee shall be responsible for presenting a slate of candidates for offices to the membership at the March membership business meeting.
Section 3. Temporary Committees
Such other committees, standing or special, shall be appointed by the President from time to time as the Organization or Executive Board deem necessary to carry out the objectives of the Organization.
Article VII – Elections
Section 1. Nominations
It shall be the duty of the Nominating Committee to recommend candidates for all Organization Offices. A member may make additional nominations from the floor during the March membership business meeting.
It shall be the duty of the Nominating Committee to recommend candidates for all Organization Offices. A member may make additional nominations from the floor during the March membership business meeting.
Section 2 Elections
1. Officers are to be elected at the April membership business meeting.
2. All nominations shall be voted on in-person by secret ballot (unless there is only one candidate, or co-candidates, nominated for office). Each candidate receiving a majority of votes shall be declared elected. In the event no candidate receives a majority of votes cast on the first ballot, additional ballots shall be taken between the top two (2) candidates until a candidate receives a majority of the votes, and is elected.
3. A majority of the members present and voting shall constitute an election.
4. The votes shall be counted by at least two (2) people who are not current Elected Officers or Nominees.
Section 3. Installation of Officers
Newly elected officers are to be installed at the May membership business meeting. The outgoing Treasurer will stay in position as a non-voting member of the Executive Board until the end of the Fiscal Year, in order to continue the financial responsibilities of Organization, tax preparation as necessary and audits.
Newly elected officers are to be installed at the May membership business meeting. The outgoing Treasurer will stay in position as a non-voting member of the Executive Board until the end of the Fiscal Year, in order to continue the financial responsibilities of Organization, tax preparation as necessary and audits.
Article VIII – Finance and Purchasing
Section 1. Fiscal Year
The fiscal year will begin June 1 and end May 31.
The fiscal year will begin June 1 and end May 31.
Section 2. Budget
1. The Treasurer shall prepare an annual budget with monthly projections. The annual budget will be prepared with the assistance of the Director of Bands, presented to the Executive Board and approved by the membership at the membership business meeting in August.
2. Copies of the annual report of the prior year's income and expenses prepared by the Treasurer shall be available to the membership at the August membership business meeting.
Section 3. Expenditures
1. Budgeted Expenditures: Prior to paying budgeted expenses over $1000.00, the Director and/or Treasurer shall notify the Board that the expense is in line with the approved budget.
2. Unbudgeted Expenditures:
.a The Executive Committee must approve unbudgeted expenditures of the Director over $250.00 up to $1000.00. Unbudgeted expenditures of the Director of over $1000.00 must be approved by the Organization.
b. The Executive Committee shall have authority to approve unbudgeted expenditures of the Organization (committees or members) up to $250.00.
c.. Authorization for unbudgeted expenditures of the Organization (commitees or members) over $250.00 must be recommended by the Executive Committee in the form of a motion for approval by the membership of the Organization before the expense is incurred.
Section 4. Financial Transactions
All financial transactions shall bear, as a minimum, the signatures of the Treasurer and either the President or Vice-President.
Section 5. Audits
1. All financial records will be audited annually.
2. Outgoing Treasurer is responsible for arranging the annual audit within thirty (30) days after the end of the fiscal year.
3. An audit shall be conducted by a third party who was not a member of the outgoing Executive Board and is not a member of the incoming Executive Board, and possess the appropriate skills and experience necessary to do so.
4. An audit committee of at least three persons, (at least one of which does not serve as a member of the Executive Committee), shall be appointed by the President. The audit committee shall review the financial transactions and results of fundraising activities of the fiscal year for the purposes of making recommendations to the membership of any changes that may need to occur with the next year’s budget. The review shall begin after the May meeting and must be completed no later than June 30th. A report shall be prepared by the committee and presented at the August general membership meeting.
Section 6. Student Accounts
1. Students may access their accounts only for band related activities with limits set by the Executive Committee, and/or Director. Examples are: private lessons, travel to band functions or trips, and band fees.
2. Students with excess funds in the student accounts upon graduation will revert to the general fund.
Article IX – Fundraising
Section 1. Guidelines
1. All fundraising activities and their operations shall be within the parameters and guidelines of the School District of Hillsborough County as set forth in their policy.
2. Certain fundraisers will allocated by the Executive Board for students to earn money in their accounts.
3. A percentage of a fundraiser allocated for student accounts will be divided among the students who participate and recorded into their individual accounts by the Treasurer.
4. At no time will 100% of the money raised from a fundraiser to be allocated for student accounts.
5. Fundraisers allocated for student accountsshall be divided among the students/parents that participated in a percentage determined by the Organization, but in no case shall the amount be 100%.
6. Donations or gifts presented to the Organization must be deposited into the general fund and may not be allocated into student’s accounts.
Section 2. Approval
1. All fundraising projects shall be presented to the Organization to include the project and its operations, the estimated amount of monies to be raised, and the purpose for which any monies will be used.
2. Such activities shall have the approval of all county and school administrators where required.
Article X – Records and Property
Section 1. Records
A copy of the Constitution and Bylaws, annual financial report, minutes of each meeting, and other pertinent data shall be kept on file in the offices of the Gaither High School Principal, Gaither High School Director of Bands and with the Secretary of the Organization.
A copy of the Constitution and Bylaws, annual financial report, minutes of each meeting, and other pertinent data shall be kept on file in the offices of the Gaither High School Principal, Gaither High School Director of Bands and with the Secretary of the Organization.
Section 2. Property
Instruments, uniforms, and all equipment purchased by the Organization shall be classified as property of Gaither High School and shall be placed on their inventory.
Instruments, uniforms, and all equipment purchased by the Organization shall be classified as property of Gaither High School and shall be placed on their inventory.
Article XI – Director of Bands
The Organization shall look to the Director of Bands for leadership and guidance in identifying the needs of the band students and band program. The Director of Bands shall be an ex officio member of the Executive Board and of all committees of this Organization.
Article XII – Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the Organization in all cases to which they are applicable and where they are not inconsistent with these Bylaws or any special rules of order the Organization may adopt.
Article XIII – Amendments
These Bylaws may be amended by a two-thirds vote at any regular membership meeting of the Organization, provided the amendment was submitted in writing to the membership at the previous regular membership meeting or to the Executive Board thirty (30) days prior to the membership meeting.
