BY-LAWS
SOUTH MADISON SCHOOLS BAND BOOSTERS ASSOCIATION, INC.
ARTICLE I: NAME
The name of the organization shall be the South Madison Schools Band Boosters Association, Inc.
ARTICLE II: POLICY
It is the policy of this Association to operate as a non-profit organization within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1999, or its latest version, to be non-partisan, non-political, and non-sectarian in all of its activities and shall conduct itself in harmony and in mutual cooperation with the Band Director and music staff, the School Administration, and the School Board members of the South Madison Community School Corporation.
ARTICLE III : OBJECTIVES
1. To promote a better understanding and maintain an enthusiastic interest for the Band and Guard programs among parents and guardians, student members, instructors, the South Madison School Board, and the surrounding community and businesses within the South Madison Community School Corporation area.
2. To promote activities of interest and music education for the student members of Pendleton Heights High School and Pendleton Heights Middle School Band and Guard programs.
3. To raise funds to finance or partially finance the activities and education, to purchase equipment, uniforms and any other items and supplies for the Band and Guard students not furnished by the South Madison Community School Corporation.
ARTICLE IV : MEMBERSHIP
Parents and legal guardians of any Band and Guard corps members in the South Madison Schools and instructors of the Bands and Guard corps constitute membership in the Association. Membership in the Association constitutes the right to vote.
ARTICLE V : PATRONS
Gold Club Patrons - Gold Club Patrons shall be identified as any person or business contributing a minimum of $250.00 per year.
Silver Club Patrons - Silver Club patrons shall be identified as any person or business contributing a minimum of $150.00 per year.
Bronze Club Patrons - Bronze Club patrons shall be identified as any person or business contributing a minimum of $25.00 per year.
Minimum contributions may be given in cash or equivalent gift as approved by the Executive Committee at any one of the levels listed.
ARTICLE VI: OFFICERS
1. The officers of the association shall be the President, Vice-President, Secretary, and Treasurer. These officers are also members of the Executive Committee.
2. The President shall preside at all meetings, as an ex-officio member of all committees except the nominating committee, and shall coordinate and monitor the activities of all committee chairpersons.
3. The Vice-President shall preside over meetings in the absence of the President and assume the presidency should the President be unable to serve and perform such other duties as the association may direct. The Vice-President shall be the chairperson of the Ways and Means committee.
4. The Secretary shall record proceedings of all meetings and handle all correspondence necessary for the association, keep all permanent records, and perform such others duties as the association may direct.
5. The Treasurer shall collect moneys due the association and deposit these in accounts approved by the association. The Treasurer will maintain accurate records of transactions in accordance with all IRS policies and requirements and be responsible for paying bills and reimbursements. The Treasurer shall also perform such other duties as the association may direct.
6. The officers shall be elected to serve (1) year, starting June 1, and completing May 31, or until their successors are elected. Officers shall serve no more than three (3) consecutive terms in the same office unless there is no nomination for a successor, and, there is a majority vote at the April election meeting in favor of the incumbent remaining in office. All elections shall be by secret ballot.
7. A vacancy in any office (other than the Presidency) shall be filled by special election at the next regular meeting following the vacancy. Special election meetings must be announced to the membership ten (10) days prior to the designated meeting time and will begin by taking nominations for the vacant office from the attendees, providing the attendees make up a quorum. If no names are entered into nomination, the President will appoint a special committee who will canvas the membership to seek a suitable candidate for the vacant office.
8. Any elected officer absent from four (4) regularly scheduled meetings without having submitted good and valid reasons for such absence, shall be considered to have resigned and will be replaced by a person elected by majority vote at a special meeting as provided for in Article VI of these By-Laws.
9. To be eligible to hold office a person must be an active member.
10. At the February meeting a nominating committee shall be appointed by the President to select candidates for office. The committee shall report their list of nominations for each office at the March meeting. The election shall be held at the April meeting. A majority vote of the members at the April meeting shall be required for election.
11. New officers shall take office June 1. Retiring officers shall surrender all association material to the incoming officers before the June meeting.
ARTICLE VII: MEETINGS
1. The regular meetings of the Band Boosters shall be at least once a calendar month from August through May, at a time and date determined by the current Executive Committee with notification of these meetings at least ten (10) days prior.
2. Special meetings may be called at the direction of any two(2) officers or ten (10) members. Notice of special meetings shall be given the membership not less than ten (10) days prior to the meeting.
3. The members present at a meeting shall constitute a quorum providing the membership has been notified of the time and place of the meeting ten(10) days in advance.
ARTICLE VII: COMMITTEES
1. The Executive Committee shall consist of officers of the Association, the High School Band Director, Middle School Band Director and Directors of the High School Guard Corp., and shall meet at times determined by the President or by a majority of the Executive Committee. This committee shall prepare the recommended budget for the year by the July meeting.
2. The Public Relations Committee shall consist of a chairperson appointed by the President and any additional members as deemed necessary to be selected by the chairperson. This committee shall be responsible for informing and promoting to the general public and community the Band and Guard.
3. The Uniform Committee shall consist of a chairperson appointed by the President and any additional members as deemed necessary by the chairperson. This committee shall be responsible for the assignment of uniforms to Band and Guard members and to advise the Association when replacements or additions are needed. The chairperson shall also be responsible for training for the care of the uniform washings and assigning laundry bags to the members for cleaning.
4. The By-Laws Committee shall consist of at least three (3) members selected by the President. The committee shall review the By-Laws and make recommendations for changes or amendments as necessary. By-Laws revisions will be in writing and submitted to the Executive Committee for review and approval. Upon Executive Committee approval the revisions shall be presented to the membership for approval at the next monthly meeting. A majority vote of present members is required for approval of By-Laws revisions.
5. The Banquet Committee shall consist of a chairperson and any additional members as deemed necessary by the chairperson. This Committee shall be responsible for planning all banquets.
6. A Ways and Means Committee shall be appointed at the June Meeting consisting of the Vice-President as the chairperson and any additional members as deemed necessary by the Vice-President. The Ways and Means Committee shall report the planned yearly fund raisers at the August meeting.
7. The Pit Crew Committee shall consist of a chairperson and any additional members as deemed necessary by the chairperson and shall be responsible for recruiting and organizing Booster members in sufficient numbers to assist in loading and unloading, setting up and tearing down, all necessary instruments, uniforms, props and any other items for all band and guard activities at practices, performances and contests in cooperation with the Band Director.
8. The Membership Committee shall consist of a chairperson and any additional members as deemed necessary by the chairperson. This committee shall be responsible for recruiting and increasing the numbers of members and the three levels of Patron sponsorships within the Association. This Committee in conjunction with the performing arts secretary shall maintain a roster of members’ names, addresses, phone numbers, and email addresses for use by the other standing committees. This committee shall also be responsible for informing 8th grade parents of the opportunities and existence of the South Madison Band Boosters Association.
9. A Webmaster shall be appointed by the President and will be responsible for maintaining the PHHSBAND website with current information received from a committee chairperson, the Association's President or the Band Director. The webmaster will also be responsible for distributing any written correspondence via email as requested.
10. The President is responsible for appointing any standing or special committees that may be required by the association.
ARTICLE IX: FINANCIAL
1. A budget shall be established by the Executive Committee before the July meeting. This budget will be a working document that details the expected financial needs of the Booster organization for the current year. This budget will drive the activities of the Ways & Means Committee’s fund raisers, the Public Relations Committee’s community donations and the Membership Committee’s Patron membership fees.
2. Any disbursements of association funds not included in the approved budget shall require approval of the association. Expenditures or proposed expenditures of $300 outside the proposed budget shall be voted on and approved at any regular or special meeting by a simple majority vote.
3. Any disbursements of Association funds shall be by check and require the signature of the Treasurer and cosigned by the President. Any reimbursements to a booster member for expenses incurred while performing Association business must have a receipt which clearly identifies the items and time and place of purchase.
4. No part of any earnings of the Association shall inure to the benefit of any member or officer of the Association, or any private individual except for reasonable compensation for services rendered as approved by the Association.
5. Financial assistance may be provided by the association for instructors, Assistant Directors, camps, clinics, seminars or any expenditure approved by, and at the direction of, the Executive Committee for any activity which is covered by the objectives within these By-Laws.
6. A limited review of the financial books and statements will be conducted by June 1st of any given year where there is a change in the office of the Treasurer or any year that the membership requests one. The Association will have a limited review by a committee of at least three members (3) who are selected by the Association. This committee will be appointed by the current President of the Association and shall NOT include the current Treasurer of the Association. This limited review is meant to insure the orderliness and accuracy of the financial records of the Association.
ARTICLE X: PARLIAMENTARY AUTHORITY
Parliamentary authority shall be the latest edition of Robert’s Rules of Order, Revised, except in those cases where it conflicts with these By-Laws.
ARTICLE XI: AMENDMENTS
These By-Laws may be amended at any regular or special meeting provided notice has been given at least ten (10) days in advance of the meeting at which they are to be acted upon. Two-third’s vote of the members present shall be required for adoption.
ARTICLE XII: DISSOLUTION
In the event of dissolution of the Association, all assets remaining after payment of the obligations and liabilities of the corporation shall be distributed to one or more associations or corporations which themselves are exempt as organizations described in Section 501(c)(3) of the Internal Revenue Code of 1999.
ARTICLE XIII: INDEMNIFICATION
Each officer of this Association shall be indemnified by the Association against any and all expenses actually incurred by such officer in connection with the defense of any action, suit, or proceedings to which said officer is made party by reason of being or having been an officer of the Association, except in relation to matters as to which said officer shall have been conclusively adjudged in any such action, suit, or proceeding to be liable for gross negligence or misconduct in performance of the duties as such officer. Such indemnification shall not be deemed to be exclusive of any other rights to which such person may be entitled under any arrangement approved by the Association, or the laws of the State of Indiana.
Amended and rewritten March 21, 1996
Approved April 15, 1996
Second revision amended and rewritten February 14, 2000
Approved April 13, 2000
Amendment to Article VIII Section 6 revised and submitted September 10, 2001
Approved and adopted September 10th, 2001
Amended and rewritten December 8, 2003
Approved January 12, 2004
