ARTICLE I NAME
The name of the organization is the Maple
Valley Band Boosters.
ARTICLE II MISSION STATEMENT
The Maple Valley Band Boosters believes
that all band students are entitled to a comprehensive Music
curriculum education. It is the Mission of the Maple Valley
Band Boosters in partnership with the School administration
to enhance the Band program by providing extra needed program
supplies, off-site educational instruction, special event
activities, as well as special or replacement instruments
and equipment.
This goal will be achieved thru Fundraising
opportunities that benefit the overall music program as
well as each band student.
ARTICLE III MEMBERSHIP
Membership in the organization
is open to all persons and organizations with an interest
in the purposes of the organization. There are three classes
of Membership: Active, Associate and Honorary.
Active Members:
Shall be the parents or legal
guardians of students currently enrolled in the Maple
Valley Band program. Representatives of the Maple Valley
Public Schools system directly affiliated with the Maple
Valley School Band program shall also be afforded Active
Membership. Active Members shall be voting Members,
after participating in two membership meetings of the
organization during the previous 12 months, and are
eligible for election as Officers of the organization.
Only active members that are parents/guardians
of students enrolled in a Maple Valley School Band program
at the time of the election period are eligible for
election as Officers of the organization.
Associate Members:
Shall be band program graduates, former Active Booster
Members and Former Booster Officers interested in the
band program. Associate Members may participate in meetings,
discussions, committee activities and serve as advisors
to the current elected officers, but may not be Officers
of the organization. Associate Members shall be voting
members after participating in two membership meetings
of the organization during the previous 12 months.
Honorary Members:
Shall be persons who have made outstanding contributions
to the Maple Valley School Band program and shall be
elected to Honorary Membership by the Members of the
organization after recommendation by the Executive Committee.
Honorary Membership shall be for the life of the individual
unless membership is terminated by the Executive Committee
of the organization. Honorary Members shall not be voting
members or Officers of the organization.
ARTICLE lV OFFICERS
The Officers of the organization shall be
a President, Vice President, Treasurer, Secretary, and a
Communications Officer. The Officers shall perform the duties
prescribed by the Bylaws and Constitution in accordance
with parliamentary procedures adopted. The Officers of the
organization serve without compensation.
Term Length
All officers will be elected to two year
terms; terms will be staggered to facilitate a cohesive
transition to the Booster Organization following elections.
The President:
Shall be the Chief Executive Officer of the organization
and shall preside at Membership meetings and Executive
Committee meetings. The President shall be an ex-officio
member of all committees except the Nominating Committee.
He/she shall represent the organization at public and
school meetings, actively direct the affairs of the
organization, and perform such other duties as directed
by the Executive Committee.
The Vice President:
Shall perform all the duties of the President in his/her
absence and perform other duties assigned by the President
and the Executive Committee.
The Secretary:
Shall maintain the record copy of the Bylaws and have
them available at every Membership and Executive Committee
meeting. The Secretary shall record minutes of the Membership
and Executive Committee meetings; maintain a record
of the minutes for the duration of the term of office;
record attendance at each meeting; organize and maintain
a complete record of the organization activities; pass
all records on to the successor; and serve as a repository
of organization reports, records and official documents
such as insurance papers and the like.
The Communications Officer:
Shall maintain a membership list with addresses and
telephone numbers; maintain the Booster Web site and
e-mail system; and perform such other duties as directed
by the Executive Committee.
The Treasurer:
Shall keep the accounts of the organization in a true
and accurate manner, be responsible for all receipts
and disbursements, make financial reports at Organization
meetings, and have available a list of all checks issued
during the previous month at Executive Committee meetings.
The Treasurer shall submit financial records of the
organization to a committee appointed by the President
for audit prior to the end of the school year in Eaton
County, Michigan. The Treasurer will utilize ‘Quick
Books’ accounting software or compatible software.
ARTICLE V EXECUTIVE COMMITTEE
The Executive Committee shall consist of
the Officers of the organization, standing committee chairpersons,
and the Maple Valley High School Band Director.
The Executive Committee shall supervise,
control and direct the affairs of the organization, actively
pursue the purposes stated in Section II, supervise the
disbursement of organization funds, make recommendations
for organization Honorary Membership and perform such other
acts in conformity with the desires of the Active Membership.
The Executive Committee shall
meet twice annually within one week prior to each regular
Membership Meeting, at a time and place to be set by the
President.
A majority of the members of the Executive
Committee shall constitute a quorum.
Organization Officer vacancies occurring
after election shall be filled by a majority vote of the
Executive Committee. Appointments shall be made from the
General Membership, with consideration given to those members
that have demonstrated commitment to the organization. Appointments
shall not be required to meet the requirements to serve
as Officers. Appointments shall only be for the remainder
of the unexpired term or until the next election. Committee
chairperson vacancies shall be filled by appointment by
the President.
Executive Committee meetings shall be open
to all Active Members.
ARTICLE VI COMMITTEES
The standing committees shall be; Wreath
Sales, Budget, Student Accounts, Sub Sale, Uniform, Marching
Season Support, Concessions, Syrup Festival, Hospitality,
and Band Camp.
Committee Chairpersons shall be appointed
(and replaced, if necessary) by the President. Each standing
committee Chairperson shall sit on the Executive Committee
and have one vote. Standing committee Co-Chairpersons shall
have one vote between them.
The President shall form other committees
and appoint other Chairpersons, as he/she deems necessary.
ARTICLE VII FINANCE
The Budget Committee consists of the President,
Vice President, Treasurer, Secretary, Communications Officer
and the Maple Valley High School Band Director.
The Budget Committee shall prepare the budget
and make recommendations to the Executive Committee and
the organization membership concerning adoption and changes
to the organization budget during the course of the school
year. The Treasurer shall present the proposed budget to
be acted upon by the Active Membership at the last general
Membership Meeting of the school year.
The Fiscal Year for
the Corporation shall be established as June 1st through
May 31st.
The Executive Committee may expend, at their
discretion, up to $3,000 of the organizations assets without
a motion from the floor, providing the expenditure is not
in excess of the current year's budget allocation as approved
by the Membership. Expenditures in excess of $3,000 or beyond
the allocation in the approved budget shall require the
approval of the Active Membership.
The Band Director may, at his discretion,
expend up to $300 of funds designated for his use at one
time, without prior approval of the Active Membership so
long as the expenditure does not exceed his current year
budget allocation.
All organization funds shall be deposited
in a local banking facility in interest bearing accounts.
All disbursements of corporate funds shall
be by check or by a corporate credit card if the disbursement
is pre-authorized in writing by two or more of the authorized
persons to disburse funds.
Only Officers of the organization and the
Band Director are authorized to disburse funds or enter
into agreements for the Booster Organization.
ARTICLE VIII ELECTIONS
A Nominating Committee, consisting of at
least three Active Members appointed by the President,
and shall
be formed in March of the calendar year. The committee shall
present to the April meeting of the Active Membership a
slate of Officers to be nominated and voting shall take
place at the May meeting.
Nominations may also be made in writing
by Active Members of the Corporation and filed with the
Secretary no fewer than five working days before the May
Meeting. Each nomination must be accompanied by the written
consent of the nominee.
All Officers of the organization shall be
elected at the May Membership Meeting by a majority of the
Active Members present and voting.
The Officers of the organization shall be
elected for a term of two years or until their successors
are elected, and their term of office shall begin on the
first day of June. The filing of tax returns for each fiscal
year is the responsibility of the individual who served
as Treasurer for that year. Any remaining ceremonial activities
of a school year will be presided over by the outgoing Officers.
ARTICLE IX MEETINGS
The general Membership Meetings of the organization
shall be held on the first Monday of each month unless otherwise
directed by the Executive Committee.
The President, a member of the Executive
Committee, or the Band Director may call special meetings.
A quorum shall be constituted by ten percent
of the Active Membership.
Written notice of the meeting schedules
shall be sent 3 days prior to the meeting and published
in at least two of the following methods: Newsletter,
email to active members who have provided a current email
address, or the Booster website.
ARTICLE X AMENDMENTS TO THE BYLAWS
These Bylaws may be amended at any regular
meeting of the organization Membership by a two thirds vote
of the Active Members present and voting, provided the amendment
has been submitted in writing at the previous regular meeting
and published in the Newsletter or to the Booster
website at least two weeks prior to the meeting at which
the vote is to be taken.
ARTICLE XI PARLIAMENTARY AUTHORITY
The rules contained in "
Robert’s Rules of Order, Revised" shall govern the Organization,
consistent with applicable rules set forth by the school
administration of Maple Valley Schools, Eaton County, Michigan.
Band Camp
The Band Booster organization recognizes
the value of proper training for every student and to facilitate
that principal, sponsors a Band Camp in the summer to prepare
the Sr. band for the marching season. The cost of this program
is kept to an at cost basis, and is the responsibility of
of every student attending.
In an effort to ensure that no student is
excluded from participating due to a financial burden, the
Boosters organization makes available assistance in the
form of scholarships (student in need), and/or delayed payments.
These assistance opportunities will be evaluated
for any student that submits a request, in writing, to the
president of the Boosters organization prior to camp. All
requests will be kept confidential, and will be evaluated
based on the availability of funds for assistance, the student’s
need, the number of students seeking assistance, and the
amount of participation of the student and his or her family
in booster sponsored fundraising events and band functions.
For families with more than one child attending
band camp, the first student shall be charged the full
cost of the camp, and the cost will be discounted $50.00
for the second or any additional child from the same family.
