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By-Laws

Article I: Name

Section 1

The name of the orga­ni­za­tion shall be Tallwood High School Band Booster Association, here after known as the Association.

Article II: Objective

Section 1

The objec­tives of this orga­ni­za­tion shall be to provide assis­tance in fur­ther­ing the endeav­ors of sup­port­ed bands of Tallwood High School, in accor­dance with the approval of proper authorities:

  1. Assist in pro­mot­ing music edu­ca­tion for band members.
  2. Purchase and maintain uniforms and equip­ment for the bands and afford pro­tec­tion for the band, its assets and members.
  3. Undertake fund-raising project responsibilities.
  4. Provide adult super­vi­sion for approved events.

Article III: Membership

Section 1

The mem­ber­ship of this orga­ni­za­tion shall be composed of parents, adult rel­a­tives, alumni and /​or guardians of active Band members at Tallwood High School and its sup­port­ive feeder school bands.

Section 2

Band members will be defined as, but no limited to, musician, color guard, rifles, and auxiliary.

Article IV: Officers and Duties

Section 1

The elected officers of the Association shall be a President, First Vice President, Second Vice President, Secretary and a Treasurer. Except for the office of President, co- officers may occupy any office of the Association with each having one vote. No two offices may be occupied by members of the same family.

  1. The President shall preside at all meetings of the Association and the Board of Directors; appoint chairs of standing and special com­mit­tees; be an ex-official member of com­mit­tees except the nom­i­nat­ing com­mit­tee; vote only in the case of a tie; and execute all other duties per­tain­ing to the office. The President shall be bonded and the bonding fee paid by the Association.
  2. The 1st Vice President shall execute the duties of the office, to include over­see­ing of all finan­cial matters of the Association to include but not limited to all fundrais­ing endeav­ors. In the absence of the President, the 1st Vice President will fulfill the duties of the President except during such tenure, is not empow­ered to change appoint­ments without the written approval of the President.
  3. The 2nd Vice President shall be respon­si­ble for the overall oper­a­tions of the Association to include but not limited to vol­un­teers, trans­porta­tion, and com­mu­ni­ca­tions. In the absence of the 1st Vice President shall fulfill the duties of that office.
  4. It shall be the duty of the Secretary to have custody of the records of the Association and to keep a true record of pro­ceed­ings of each meeting reg­u­lar­ly convened. The Secretary shall have a avail­able for ref­er­ence at all meeting a copy of the by-laws. It shall be the duty of the Secretary to prepare Association com­mu­ni­ca­tions, report com­mu­ni­ca­tions during Association business and Board of Directors meetings, and to maintain files of all correspondence.
  5. It shall be the duty of the Treasurer to have custody of and be respon­si­ble for the proper dis­tri­b­u­tion of all Association funds, maintain accurate finan­cial records and cor­re­spon­dence files related to such funds. An updated written report will be prepared and pre­sent­ed by the Treasurer at regular meeting. All members receiv­ing Association monies shall, at the earliest prac­ti­cal date (not to exceed five business days), deliver these monies to the Treasurer. The Treasurer shall make timely deposits of monies received in the banking insti­tu­tion in the Association name. No Association monies received by the Treasurer shall be held un-deposit­ed for more than ten (10) days after receipt.

Section 2

Any elected officer who has unex­cused absences from three con­sec­u­tive board and/​or general meetings must vol­un­tar­i­ly forfeit the office.

Article V: Elections

Section 1

A Nominating Committee composed of three members and two alter­nates will be appoint­ed at the third quarter meeting (quarters defined in Article VIII Section 2).

Section 2

The Nominating Committee will choose its chair­per­son from among its members. The com­mit­tee will nominate at least one member for each office to be filled and report its nominees at the fourth quarter meeting. Only those eligible persons who have sig­ni­fied their consent to serve will be nom­i­nat­ed for office. The Band Director will serve as an advisor to the Nominating Committee. The Nominating Committee will be dis­solved upon com­ple­tion of the nom­i­nat­ing report.

Section 3

An indi­vid­ual will not be eligible to serve more than two con­sec­u­tive terms in the same office.

Article VI: Board of Directors

Section 1

The elected officers, com­mit­tee chairs and the Band Director(s) shall con­sti­tute the Board of Directors.

Section 2

Standing com­mit­tees and their chairs shall be estab­lished by the elected officers and the Band Director(s).

Section 3

The duties of any special com­mit­tee shall be spec­i­fied upon appoint­ment of said committee.

Section 4

Regular meeting of the Board of Directors shall be estab­lished by the President and Band Director.

Section 5

The Board of Directors shall be the gov­ern­ing body of the Association and their deci­sions remain­ing in effect until ratified or rescind­ed by the mem­ber­ship. They shall admin­is­ter the affairs of the Association in accor­dance with the by-laws. They shall develop and submit an annual budget to the general mem­ber­ship for approval (majority approval required).

Section 6

The School Principal, Assistant Principals and Fine Arts Department Chair may assist as advisors to the Board.

Article VII: Finances

Section 1

No expen­di­ture of Association funds will be under­tak­en without having prior approval of the Board of Directors except for budgeted items. No expen­di­ture in excess of five hundred dollars ($500) shall be under­tak­en by the Board without having prior approval of the majority of the members present at a regular Association meeting.

Section 2

Withdraws from the general account will require two sig­na­tures per check drawn, coun­ter­signed by two of the fol­low­ing, Treasurer, President or 1st Vice President.

Section 3

The President, 1st Vice President, and Treasurer shall be bonded and fees paid by the Association.

Section 4

The Association accounts shall be audited annually either by an external auditor or an auditing com­mit­tee appoint­ed by the President. The com­mit­tee is to be made up of three qual­i­fied persons and shall be appoint­ed at the fourth quarter meeting.

Section 5

Upon the election of Treasurer the incoming and outgoing Treasurers will conduct a review and turnover of the treasury within thirty days.

Section 6

All funds allo­cat­ed through the annual Tallwood High School Band Budget are ear­marked for that academic fiscal year; July 1‑June 30 of the fol­low­ing year. Any funds from any line item of the budget not used will result in direct transfer to the general account for the fol­low­ing academic fiscal year. No funds from previous years will be avail­able to those members of the band that do not continue in the band program the fol­low­ing year.

Article VIII: Meetings

Section 1

An Association General meeting shall be held at least quar­ter­ly during the School year at the School. The day and time shall be deter­mined by the President and the Band Director(s).

Section 2

Special meeting may be called by the President or by written request of three or more members of the Board of Directors stating the subject of the meeting. In each instance, five calendar days notice is required.

Section 3

Notice of general meetings shall be posted on the web-site and in the band room.

Section 4

Quarterly shall be defined as follows: First Quarter – July – September, Second Quarter – October – December, Third Quarter – January – March, Fourth Quarter April – June.

Section 5

Ten percent of the general mem­ber­ship present at any general meeting shall con­sti­tute a quorum.

Section 6

To conduct a general business meeting:

  1. The President or 1st Vice-President in the absence of the President must be present.
  2. A Quorum (ten percent) of general mem­ber­ship and three officers must be present.

Section 7

To conduct a Board of Directors meeting:

  1. The President or 1st Vice-President in the absence of the President must be present.
  2. A Quorum of at least four officers must be present.

Section 8

All board meetings are open to the general mem­ber­ship as observers.

Article IX: Special Instructors

Section 1

Special instruc­tors may be con­tract­ed by the Band Director as set forth in the annual budget.

Section 2

All payments within the calendar year to indi­vid­u­als exceed­ing the amount cur­rent­ly allowed by the tax laws will require a 1099 in com­pli­ance with Federal and State laws.

Section 3

Contracted instruc­tors must provide a back­ground inves­ti­ga­tion in accor­dance with the current Virginia Beach School Board reg­u­la­tions. Instructors without a valid contract or com­plet­ed back­ground inves­ti­ga­tion will forfeit all monies earned until all require­ments are met.

Article X: Amendments

Section 1

The by-laws may be amended as follows:

  1. Proposed changes shall be sub­mit­ted in writing to the Board of Directors.
  2. The Board of Directors shall act on any proposed changes received and submit its rec­om­men­da­tion to the Association mem­ber­ship not later than the second sub­se­quent sched­uled asso­ci­a­tion business meeting fol­low­ing receipt.
  3. The Board’s rec­om­men­da­tions shall be pre­sent­ed to the mem­ber­ship at one sched­uled business meeting and voted on at the next sched­uled business meeting.
  4. These by-laws can only be amended by a 23 vote of all members present at a regular Association meeting.

Article XI: Parliamentary Authority

Section 1

Robert’s Rules of Order Revised shall govern the conduct of the Association in all matters not covered above.