Government Charter
|
CHARTER of Obion County Central High School Band Boosters Club, Inc. Article I -Membership Membership in the Obion County High School Band Boosters Club (the Club) shall be on a voluntary basis.
A. Classification. Members of the Club shall be classified as voting and nonvoting. Voting membership shall be restricted to those members whose children participate, study, and perform in the Obion County Central High School instrumental musical arts program. All other Club members shall be classified as nonvoting. Although they may not vote on issues before the membership, nonvoting members may nominate voting members for Club office, and they may offer, second, and discuss motions during Club meetings. Nonvoting members may serve as chairpersons of the Club's standing committees. As such, they shall have the right to vote on matters before the executive committee.
B. Qualifications. Those qualified for membership in the Club shall include (1) parents and guardians of students who participate, study, and perform in the Obion County Central High School (OCCHS) instrumental musical arts program; (2) grandparents of students who participate, study, and perform in the OCCHS instrumental musical arts program; (3) parents and grandparents of students who participate in any of the Obion County elementary school instrumental musical arts programs; (4) OCCHS Band alumni; (5) parents and grandparents of OCCHS Band alumni; and (6) interested members of the community.
C. Rights and Termination. Membership in the OCCHS Band Boosters Club shall not be denied because of race, ethnicity, religion, sex, creed, physical disability, or political affiliation. If membership fees or dues are collected from the members, failure to pay these fees or dues shall result in removal from the Club's membership rolls. Membership may be terminated for conduct prejudicial to the stated purpose of the organization. A two-thirds vote of voting members present at a regular or called meeting shall be required to terminate membership for conduct prejudicial to the stated purpose of the organization. Article II -Officers and Executive Committee The activities and operations of the OCCHS Band Boosters Club shall be directed by its elected officers and an executive committee. A. President. The president shall be the presiding officer at the Club's business and executive committee meetings. The president's specific responsibilities shall include (but not be limited to) (1) coordinating the work of the Club's officers and committees to insure the organization 's objectives are accomplished: (2) preparing the business and executive committee meeting agendas; (3) determining that a quorum of the membership is present at meetings before conducting business; (4) conducting meetings according to proper parliamentary procedure in accordance with the Club's parliamentary authority; (5) presenting acts, orders, and proceedings for the Club or causing them to be presented; (6) signing written communications as the Club's representative; (7) acting as the Club's representative to outside persons and other organizations: and (8) serving as an ex-officio member of all Club committees except the nominating committee.
B. Vice President. The vice president shall assume the duties of the president when called to do so by the president. In the event the office of president is vacant because of the incumbent's resignation or death, the vice president shall become president for the remainder of the term.
C. Secretary. The secretary shall be responsible for assisting the president in his or her preparation for and conduct of the Club's membership and executive committee meetings. In particular, the secretary shall be meticulous in the maintenance and management of the Club's written records. The secretary's specific duties shall include (but not be limited to) (1) recording proceedings of membership and executive committee meetings. (2) attending to the Club's official correspondence; (3) collecting and recording all bills incurred prior to submitting them to the Club's treasure; (4) notifying members of the time and place of each meeting; (5) participating in meetings according to the guidelines established in the Club's parliamentary authority; (6) maintaining readily accessible files of all papers and documents related to the business of the organization; (7) maintaining the Club's original charter, bylaws, standing and special rules, policies, procedures, forms, and work instructions; (8) notifying committee members of their appointments and providing committee chairpersons with a statement of their responsibilities and the names of their committee members; and (9) ensuring that all records, documents, and materials pertaining to the office are handed over to his or her successor at the end of the term of office.
D. Treasurer. The treasurer shall receive and disburse the monies of the Club and be available to facilitate the Club's financial transactions. The treasurer's specific duties shall include (but not be limited to) (1) collecting monies due the Club; (2) disbursing money on a request cosigned by the president or other officer designated by the rulings; (3) filing receipts for and keeping complete, detailed, and accurate records of all financial transactions; (4) presenting regular financial summary statements to the membership and the executive committee; (5) maintaining a bank account in the Club's name; (6) keeping complete, detailed, and accurate records of all of the Club's special funds such as the general fund, uniform fund, and trip fund; (7) preparing a yearly financial report and presenting it to the auditor or auditing committee designated by the Club; and (8) providing the auditor or auditing committee his or her full and complete cooperation. Since the Club's treasurer will be required to handle and account for substantial sums of money, the person holding this office shall be covered by a surety bond sufficient to reimburse the Club for an amount equivalent to the total funds raised each year. The Club shall pay the premium on this bond.
E. Executive Committee. The executive committee shall function as the Board of Direct Directors for the Club. The executive committee shall direct the normal, routine operations of the Club. The members of the executive committee shall be the elected officers, the immediate past-president, the band director or a member of his or her staff designated by the band director, and the chairpersons of the Club's standing committees. When deemed necessary by the president, the executive committee shall meet immediately prior to regular meetings of the membership to discuss and/or act on Club business. A majority of the executive committee members must be present in order for the committee to conduct business or take valid action. Minutes of executive committee meetings shall be taken and read at the regular meeting of the membership the month following the meeting. Special executive committee meetings shall be held when called by the president to discuss and/or resolve extraordinary matters or situations. The president is responsible for notifying all committee members of the time, place, and reason for the special meeting. A majority of the executive committee members must be present in order for the committee to conduct business or take valid action at a special meeting of the committee. Minutes of special executive committee meetings shall be taken and read at the regular meeting of the membership the month following the meeting. Special meeting of the executive committee shall be conducted in accordance with the requirements established for regular meetings of the committee.
Article III -Standing and Special Committees
The Administration and Finance Committee, the Band Events Committee, the fund-raising Committee, the Membership Committee, and the Public Relations Committee shall constitute the Clubs' standing committees. The president shall appoint chairpersons for these committees. Standing committee chairperson appointments shall be for one (1) year and run concurrently with the Club's fiscal year. The committee chairperson and the president shall choose standing committee members. Standing committee chairpersons may appoint subcommittees as required to assist with the accomplishment of the standing committee's work. Where required, committees shall coordinate activities with one another. Standing committee chairpersons shall conduct thorough turnovers with their replacements.
A. The Administration and Finance Committee. This committee shall be responsible for overseeing the Club' s administrative and financial management. Specifically, the administration and Finance Committee duties shall include (but not be limited to) (1) drafting proposed amendments to the charter, bylaws, and standing and special rules: (2) drafting policies, procedures, forms, and work instructions; (3) drafting proposed changes to existing organization documents; (4) maintaining up-to-date copies of the Club's charter, bylaws, standing and special rules, policies, procedures, forms, and work instructions; (5) submitting a proposed annual operating budget to the executive committee prior to the July meeting of the membership; (6) overseeing a comprehensive risk management program for the Club. At a minimum, this shall encompass analyzing and determining the Club's insurance needs, seeking bids for the Club's insurance requirements, and making recommendations to the executive committee regarding bids received from insurance providers: (7) establishing audit and record-keeping procedures for the Club's fund-raising activities and events. At a minimum, all fund-raising activities shall be audited immediately upon conclusion and the Club's financial records shall be audited at the end of each quarter; and (8) making recommendations to the executive committee relative to outside auditor or auditing committee appointments for the conduct of the Club's annual financial audit.
B. Band Events Committee. This committee shall be responsible for overseeing the management of the band's major events. Typically, events such as the annual band camp, band competitions, special banquets, and the band's Big Trip fall within the purview of this committee. The band Events Committee may appoint subcommittees to manage the functions and activities associated with particular band events.
C. The Fund-raising Committee. This committee shall be responsible for overseeing the management of all the Club's fund-raising activities. The fund-raising committee may appoint subcommittees to manage the functions and activities associated with particular fund-raising events. The fund-raising committee shall ensure that detailed and comprehensive records of all fund-raising financial transactions are maintained, and it shall comply with all Club financial management policies, procedures and instructions. The fund-raising committee shall ensure that all fund-raising events are audited upon completion.
D. The Membership Committee. The role of the membership committee shall be to recruit Club members and to assist them in becoming actively involved in Club affairs. This committee shall diligently seek out and recruit individuals eligible for Club membership. The membership committee is responsible for ensuring that new members are fully briefed on their classification, duties, and rights; the Club's organization and schedule; and the ways in which they might participate in the Club's activities. To this end, the membership committee shall be responsible for updating and distributing the Club's Parent Handbook each year. The membership committee shall maintain a current roll of the membership and provide a copy of this roll to the Club's secretary. The membership roll may be shared with other Club members, OCCHS Band staff, OCCHS teachers and staff, and Obion County School Board officials. The membership roll may not be shared with any other person or organization without the express written approval of the president.
E. The Public Relations Committee. The public relations committee shall be responsible for overseeing and managing the Club's PR program. This includes (but is not limited to) (1) directing and coordinating the Club's marketing and advertising activities; (2) keeping a historical record of the band's (and the Club's ) major events, activities, awards and achievements; (3) developing and maintaining a spirit organization to support the band (4) accessing the news media to keep the public informed of the band's activities and successes; and (5) developing and managing the Club's web page.
F. Special Committees. The president shall establish and appoint chairpersons for such other special committees as he or she deems necessary to achieve the objectives of the Band Boosters Club. These committees shall be dissolved when they have satisfied the purpose for which they were established.
Article IV -Membership Meetings Meetings of the Club's full membership shall be conducted on the first Thursday of every month Article V -Quorum Five percent (5%) of the voting membership shall be required to constitute a quorum at meetings of the Club. The president shall determine that a quorum is present before conducting business. The president shall adjourn the meeting if a quorum is not present. Article VI -Notification of Regular and Special Membership Meetings
No notification of regular meetings shall be required other than their announcement at the previous meeting of the membership. The president shall notify members of special meetings in writing at lease two weeks prior to the meeting.
Article VII -Elections Club officers shall be elected from among the members whose children are Obion County School System students actively participating in the OCCHS instrumental musical arts program.
A. Officers, elections, and terms of office. The officers to be elected are president, vice president, secretary, and treasurer. A parliamentarian may be elected if deemed necessary .These officers shall be elected annually by a majority of the voting membership present at the regular April meeting. Those elected shall be installed in the offices to which they were elected at the regular May meeting. All Band Boosters Club officers shall serve a term of one (1) year. No member may serve more than (3) consecutive terms in the same office.
B. Nominations. Nominations to office shall be made by a nominating committee appointed by the executive committee at least two months prior to the April meeting. Other nominations may be made from the floor at the time of the election.
C. Vacancies. Should the office of president be vacated, the vice president shall become president. Other vacancies that occur during a term of office shall be filled by election. Such elections may be held during any meeting of the membership.
Article VIII -Fiscal Year The Club's fiscal year shall begin on July 1st and end on June 30th the following year. An annual audit of the Club's finances shall be conducted in June and the results of that audit reported at the Club's annual meeting in July. Article IX -Standing Rules and Special Rules The Club may adopt standing or special rules governing its operations and/or the conduct of meetings. Standing and special rules may be established, amended, or abolished by a majority vote of the voting membership present at a regular meeting. No prior notice is required to consider the establishment, amendment, or abolishment of standing or special rules. Article X -Parliamentary Procedure Authority The Club's parliamentary procedure authority shall be Robert's Rules of Order. Article XI -Amendments to Bylaws Amendments and revisions to the bylaws shall require a two-thirds vote of the voting members present at a meeting of the membership. Previous written notice of the proposed amendment or revision must be given to the members at a regular meeting immediately preceding the meeting at which the vote is taken on the amendment or revision. Adopted at a the regular membership meeting on January , 2002. |
