South Lakes Band Boosters
South Lakes High School, Reston VA
Booster Bylaws
Association By-Laws
As Revised May 29, 2003
ARTICLE I - NAME
The name of this Association is the South Lakes High School Band Boosters Association.
ARTICLE II - PURPOSES
The Objectives of the Association are:
(a) To foster and promote a positive image of the South Lakes High School Pyramid band students and band programs within the schools and the community at large.
(b) To provide moral and financial support and service to the South Lakes High School Band Program and to the band programs within the South Lakes Pyramid feeder middle and elementary schools.
(c) To cooperatively support the efforts of the band directors and staff to provide students with a music education that meets the highest possible standards.
(d) Assist the South Lakes High School Pyramid bands in achieving growth in musicianship, in performance opportunities and in the number of students participating at all levels.
(e) To foster an appreciation within the Fairfax County Public Schools and community for the educational value of strong band programs.
ARTICLE III - BASIC POLICIES
The following are basic policies of this association:
(a) The Association shall operate under section 501(c)3 of the Federal Revenue Code (or corresponding section of any future Federal tax code) as a non-profit educational supporting organization.
(b) The association shall work with schools to provide quality education, including a quality band program, for all children, recognizing that the legal responsibility to make decisions has been delegated by the people to the board of education.
(c) The Association may cooperate with other organizations and agencies concerning education and band programs in the furtherance of the objectives of the Association.
ARTICLE IV - ARTICLES OF ORGANIZATION
The Association exists as an association of its members. Its “Articles of Organization” comprise these bylaws, as from time to time amended or revised.
ARTICLE V - MEMBERSHIP
Parents and guardians of students in the South Lakes High School Bands and of students in the elementary and middle school feeder bands are voting members upon signing the membership roster and upon payment of any dues as stipulated in Article X. Other persons interested in supporting the band programs may be associate members, their contribution dues entitling them to participate in meetings and other functions of the Association but not entitling them to vote on issues brought before the body or to serve as officers save for the following exception. On a case-by-case basis, current members or associate members may be granted voting and or office privileges for the coming membership year by a 2/3 majority vote at the Association’s annual meeting.
ARTICLE VI - OFFICERS AND EXECUTIVE BOARD
(a) The officers of this organization shall be the President, 1st Vice President, 2nd Vice President, Corresponding Secretary, Recording Secretary, and Treasurer. In addition, there shall be five (5) Directors at Large selected from the Association. These eleven (11) plus the Director of South Lakes High School Bands (an ex officio member) shall compose the Executive Board of the Association, with the President having a vote only in the case of an Executive Board or Band Association tie vote.
(b) The Principals of South Lakes Pyramid Schools or their designees and a South Lakes High School Band student (and alternate representative) chosen by their peers shall be invited to attend all Association and Executive Board meetings.
(c) The duties of the Executive Board shall be to transact necessary business in the intervals between Association meetings and other such business as may be referred to it by the Association; to create standing committees and to approve the plans of work of the standing committees; to report on the work of the Association at regular meetings of the association; to review and approve the accounts and records of the Treasurer: to approve and oversee the budget and approve expenditures within the limits of the budget; and to develop and maintain the Association 5-10 year plan.
(d) Executive Board meetings shall be held as necessary for the conduct of business at a time and place fixed by the board.
(e) A majority of the Executive Board shall constitute a quorum.
(f) The government of the Association shall be vested in the Association voting membership.
(g) For the purpose of Incorporation, the elected officers of the Association shall be the Directors of the Corporation.
(h) The term of office of the Officers and Directors shall be one (1) year running from July 1 through June 30 except as noted in Article VII. Directors may serve no more than two (2) consecutive one (1) year terms in that office excepting the Treasurer who may serve three (3) consecutive one (1) year terms. A member who serves six (6) months as an Officer or Director is considered to have served a full term in that office.
(i) All offices except that of President and Treasurer may be co-held by two association members. Co-holders of offices share a single Executive Board vote.
(j) The President shall preside at all meetings of the Association and of the Executive Board, and shall have general supervision over the affairs of the Association subject to the direction and control of the Board. With the advice and consent of the Executive Board, the President shall appoint Association members to serve as Standing Committee Chairpersons. The President shall be an ex-officio member of these committees excepting the Nominating Committee. With input from the membership and Board, the President shall establish meeting agendas. The President will sign and submit tax documents to appropriate authorities on an annual basis. In addition, the President shall guide the Board in the development and upkeep of the Association 5-year plan.
(k) The 1st Vice-President shall perform all duties of the President should the President be absent and shall assist in carrying out the objectives of the Association. The 1st Vice-President shall serve as the Fundraising Projects Committee Chairperson.
(l) The 2nd Vice-President shall perform the duties of President should both the President and the 1st Vice-President be absent and shall assist in carrying out the objectives of the Association. The 2nd Vice-President shall serve as the Policy and Programs Committee Chairperson.
(m) The Recording Secretary shall record minutes of board meetings and general meetings, issue notices for all meetings, and perform such other duties as prescribed by the Association and the Executive Board.
(n) The Corresponding Secretary shall publish the monthly Association newsletter and attend to such correspondence as prescribed by the Association and the Executive Board.
(o) The Treasurer shall collect and keep all monies of the Association in banks designated by the Executive Board, maintain a regular book of accounts (which shall be audited at the end of the fiscal year), submit an audit report at an early meeting of the following administrative year, and perform all of the duties usually associated with the office. The Treasurer shall cooperate with the Finance Committee in administering the budget and shall assist in the preparation of tax forms.
(p) Directors-At-Large will be the Executive Board’s representatives on the Standing Committees established by Article VIII. A Director-At-Large is generally the chairperson of the Standing Committee.
(q) In the case of a resignation or vacancy on the Executive Board, the President shall nominate a member to fill the vacancy. The Executive Board will vote (simple majority) to confirm the nominee at their next regular or special Executive Board meeting. Upon confirmation the nominated individual will assume the duties of the position.
ARTICLE VII - ELECTIONS
(a) Not less than one (1) month prior to the April Association meeting, the President shall appoint, with the Executive Board’s approval, a Nominating Committee made up of three (3) members, all of whom will be eligible for membership the following year. No more than one member of the Executive Board may serve on the Nominating Committee.
(b) The Nominating Committee shall select at least one (1) candidate for each office (excluding the Directors at Large) and shall report their nominations to a meeting of the Executive Board. The Executive Board shall, in turn, notify the voting membership of the nominees for all offices at the regular April Association meeting. If the annual meeting will occur in June, this process may be delayed one month, the voting membership receiving notification at the May meeting. Additional candidates may be nominated from the floor at the Association’s annual meeting only. Prior consent must be obtained from any candidate before his/her name is placed in nomination. Except for the offices of President and Treasurer, two association members may be nominated to hold a single office.
(c) The election of officers shall be held at the Association’s annual meeting.
(d) Election shall be by secret ballot only for an office for which there is more than one (1) nominee. For offices with only one nominee, the election may be conducted by voice vote or by a show of hands. If an election is by secret ballot, tellers shall be appointed by the President to gather and count ballots and return a signed summary to the President who will announce the results. Ballots shall be retained fourteen (14) days by the Recording Secretary who will make them available for review by any voting member during this period.
(e) The candidate for each office who receives a majority of the votes shall begin serving alongside the current holder of that particular office in a non-voting capacity until the July 1 transition at which time they will assume the full duties of their office. However, transition in the offices of President and Treasurer will not occur until the year’s tax forms have been prepared, signed and filed with the appropriate authorities (generally no later than August 1).
ARTICLE VIII - COMMITTEES
(a) With the advice and consent of the Executive Board, the President shall appoint all standing committee chairpersons and an Association Parliamentarian within (1) month after transition of officers.
(b) The Parliamentarian shall serve only as an advisor to the President in matters pertaining to parliamentary procedure.
(c) All committees will prepare and submit to the Executive Board for approval a work plan for the year’s activities prior to November 30 each year. The primary purpose of these plans is to support the achievement of the objectives of the Association’s overarching 5-year plan.
(d) The Fundraising Projects Committee shall plan all profit-making projects. The 1st Vice President will serve as this committee’s chairperson.
(e) The 2nd Vice President shall serve as chairperson of the Policy and Programs Committee. This committee drafts Association policy related publications and is responsible for planning all non-fundraising and non-performance related activities of the association.
(f) The Membership Committee shall endeavor to expand the Association membership to its fullest possibility and to secure full attendance at all meetings of the Association. A Telephone Subcommittee shall be a part of this committee. The committee Chairperson shall serve as an Association Director at Large.
(g) The Finance Committee shall, in consultation with the band director(s), formulate a budget for the following year to be presented at the annual meeting to the membership for consideration and adoption. This committee shall appoint an accounts receivable clerk to assist the Treasurer in the collection of student fees and in maintaining records of student fees and credits. The 1st Vice President and 2nd Vice President shall be ex-officio members of the Finance Committee. The committee Chairperson shall serve as an Association Director at Large and shall be an ex-officio member of both the Fundraising Projects Committee and the Policy and Programs Committee.
(h) The Performance Committee is responsible for assisting the band directors in the logistical planning and preparation for band performances and educational trips. The committee Chairperson shall serve as an Association Director at Large. The committee should include a Uniform Coordinator, a Travel Coordinator, a Marching Band Coordinator and others with responsibilities as defined by the committee and approved by the board. This committee will work with the Finance Committee in establishing the annual budget.
(i) The Publicity Committee is responsible for informing the membership and the public of all events involving the band or the Association. This shall include the mailing of notices, use of the media (radio, TV and newspapers) and any other practical means. The committee Chairperson shall serve as an Association Director at Large.
(j) The Pyramid Committee will work with the band directors and school principals or their representatives to determine band program needs and to plan, facilitate and conduct activities to address these needs and to promote harmonious, beneficial relationships among the individual South Lakes High School Pyramid band programs. The committee Chairperson shall serve as an Association Director at Large.
(k) The composition of each of the above named committees shall be the prerogative of that committee’s chairperson who may obtain as many subcommittees as may be necessary to efficiently accomplish the purposes of the group. The activities of all committees shall be subject to the approval of the Executive Board.
(l) Special Committees shall be appointed by the President as needed, with the advice and consent of the Executive Board.
(m) A Rules Committee shall be appointed by the President and Executive Board to review these By-Laws in the spring of each even numbered year recommending amendments and revisions as deemed necessary or useful.
(n) The Director of South Lakes High School Bands and the President shall be ex-officio members of all committees.
ARTICLE IX - DUES
The annual dues of this association, if any, shall be determined by the Executive Board each year with any increase being contingent upon approval by the membership at the annual meeting. The membership year will begin July 1.
ARTICLE X - MEETINGS
(a) A regular meeting of this organization shall be held (at a minimum) every third month of the school year.
(b) Meetings of the Executive Board may be held at such times and places as the President and Board may determine.
(c) Special Association meetings may be called by the President or the Director of South Lakes High School Bands.
(d) The annual meeting of the Association shall be held in May or June of each year. At this meeting, any reports may be given to the membership, the next fiscal year’s budget will be adopted and other necessary business will be conducted. The last item of business at the annual meeting shall be the election of officers for the new year.
(e) Parliamentary procedure shall be observed in accordance with Robert’s Rules of Order (revised), except where they conflict with the Constitution and By-Laws, in such cases, this Constitution and By-Laws shall govern.
ARTICLE XI - QUORUM AND VOTING
(a) Ten (10) percent of the voting membership shall constitute a quorum for the transaction of business at any regular (or annual) Association meeting.
(b) To vote in the election of Officers and to vote to amend this Constitution and By-Laws, a person must have had voting rights for the three (3) months prior to voting. The chairperson of the Membership Committee shall provide a roll of those eligible to vote, and the Membership Committee shall be the sole judge in determining a voter’s eligibility.
ARTICLE XII - AMENDMENTS
(a) Any proposed amendment to or revision of the constitution and by-laws shall be submitted to the Executive Board who shall, in turn, submit such proposed amendments for discussion to the members of the Association. A vote may not be taken on such amendments by the Association until the meeting next following the meeting at which the proposed amendments are discussed. Voting shall be by secret ballot. The President shall appoint tellers of election. The Article VII procedures related to secret ballots shall be followed.
(b) An affirmative two-thirds (2/3) of all ballots cast shall be necessary for the adoption of any amendments or revisions. Amendments and revisions so adopted shall take effect immediately.
ARTICLE XIII - DISSOLUTION
Any dissolution of the Association and termination of its affairs shall take place in the following manner:
Section 1. The Executive Committee shall adopt a resolution recommending that this Association be dissolved and directing that the question of such dissolution be submitted to a vote at a special meeting of members having voting rights. Written or printed notice, stating that the purpose of such a meeting is to consider the advisability of dissolving this Association, shall be given to each member entitled to vote at such a meeting at least thirty (30) calendar days prior to the date of such meeting. Such meeting shall be held only on calendar school days during the academic year of the schools.
Section 2. Approval of dissolution of this Association shall require presence of a quorum and the affirmative vote of at least two-thirds of the members present and entitled to vote at the special meeting.
Section 3. If dissolution is approved, this Association shall cease and desist from further use of any funds, or representation of the name of South Lakes Band Boosters Association and yield up and surrender all of its books and records. All of association's assets and property after payment of outstanding debts and other legal obligations shall be paid to the South Lakes High School, to be used for the South Lakes High School Pyramid Band programs if any exist - otherwise, for other pyramid schools’ music purposes. If neither South Lakes High School nor any of its feeder schools exist, such assets shall be paid to Fairfax County Public Schools to be used for other schools’ music programs.
Section 4. However, if the named recipient is not then in existence or no longer a qualified distributee, or is unwilling or unable to accept the distribution, then the assets of this organization shall be distributed to a fund, foundation or corporation organized and operated exclusively for the purposes specified in Section 501(c)3 of the Federal revenue Code (or corresponding section of any future Federal tax code).
ARTICLE XIV - PARLIAMENTARY AUTHORITY
Robert’s Rules of Order Newly Revised shall govern the Association in all cases in which they are applicable and in which they are not in conflict with these bylaws.
ARTICLE XVII - FISCAL YEAR
The fiscal year of the Association shall begin 1 July and end 30 June, the following year.
End of By-Laws.