Article I: Name
The name of the organization shall be Tallwood High School Band Booster Association, here after known as the Association.
Article II: Objective
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:
- Assist in promoting music education for band members.
- Purchase and maintain uniforms and equipment for the bands and afford protection for the band, its assets and members.
- Undertake fund-raising project responsibilities.
- Provide adult supervision for approved events.
Article III: Membership
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.
Band members will be defined as, but no limited to, musician, color guard, rifles, and auxiliary.
Article IV: Officers and Duties
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.
- 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.
- 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.
- 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.
- 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.
- 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.
Any elected officer who has unexcused absences from three consecutive board and/or general meetings must voluntarily forfeit the office.
Article V: Elections
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).
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.
An individual will not be eligible to serve more than two consecutive terms in the same office.
Article VI: Board of Directors
The elected officers, committee chairs and the Band Director(s) shall constitute the Board of Directors.
Standing committees and their chairs shall be established by the elected officers and the Band Director(s).
The duties of any special committee shall be specified upon appointment of said committee.
Regular meeting of the Board of Directors shall be established by the President and Band Director.
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).
The School Principal, Assistant Principals and Fine Arts Department Chair may assist as advisors to the Board.
Article VII: Finances
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.
Withdraws from the general account will require two signatures per check drawn, countersigned by two of the following, Treasurer, President or 1st Vice President.
The President, 1st Vice President, and Treasurer shall be bonded and fees paid by the Association.
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.
Upon the election of Treasurer the incoming and outgoing Treasurers will conduct a review and turnover of the treasury within thirty days.
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
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).
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.
Notice of general meetings shall be posted on the web-site and in the band room.
Quarterly shall be defined as follows: First Quarter – July – September, Second Quarter – October – December, Third Quarter – January – March, Fourth Quarter April – June.
Ten percent of the general membership present at any general meeting shall constitute a quorum.
To conduct a general business meeting:
- The President or 1st Vice-President in the absence of the President must be present.
- A Quorum (ten percent) of general membership and three officers must be present.
To conduct a Board of Directors meeting:
- The President or 1st Vice-President in the absence of the President must be present.
- A Quorum of at least four officers must be present.
All board meetings are open to the general membership as observers.
Article IX: Special Instructors
Special instructors may be contracted by the Band Director as set forth in the annual budget.
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.
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
The by-laws may be amended as follows:
- Proposed changes shall be submitted in writing to the Board of Directors.
- 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.
- The Board’s recommendations shall be presented to the membership at one scheduled business meeting and voted on at the next scheduled business meeting.
- These by-laws can only be amended by a 2/3 vote of all members present at a regular Association meeting.
Article XI: Parliamentary Authority
Robert’s Rules of Order Revised shall govern the conduct of the Association in all matters not covered above.