Turner Ashby High School

Band Boosters

B r I d g e w a t e r ,    V I r g I n I a

 
 


Bylaws for the

Turner Ashby High School

Band Boosters Association, Inc.

Adopted on May 18, 2011


Name and Offices:

    1.1    Name: The name of the organization shall be the Turner Ashby High School Band Boosters Association, Inc., hereinafter referred to as the “Corporation”.

    1.2    Offices: The initial principle office of the Corporation shall be at the Turner Ashby High School, 800 North Main Street, Bridgewater, in Rockingham County, Virginia.  The Corporation may change the location of its principle office from time to time by action of the General Membership.  This change necessitates a revision to the Bylaws.


Purpose and Responsibilities:

    2.1    Purpose: The Corporation is organized exclusively for charitable, educational, or scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, to promote education in the band programs of Turner Ashby High School located in Rockingham County, Virginia including all instrumental programs and ensembles (hereafter collectively referred to as the Turner Ashby Band Program).

    2.2    Responsibilities:

                2.2.1    To lend all possible physical and financial support to the Turner Ashby - [Wilbur Pence] Band Program.

                2.2.2    To cooperate with the Turner Ashby Band Directors, Turner Ashby Administration, and the Rockingham County School Board.

                2.2.3    To provide and award scholarships for the education of Turner Ashby students and to assist the Turner Ashby Band Directors in paying guest instructors, clinicians, coaches and conductors.

                2.2.4    To provide support such as uniforms; instruments; music; equipment; repair, replacement, and maintenance thereof as appropriate; transportation, financial aid; and assistance and encouragement of the parents or guardians of such students;

    2.3    Powers: The Corporation shall do any an all lawful things which may be necessary, useful, suitable or proper for the furtherance or accomplishments of the purposed and powers of the Association, and shall exercise all powers possessed by Virginia corporations of similar character, including the power to own, lease, contract for the purpose and sale of, and mortgage or otherwise encumber, real and personal property.


Membership:

    3.1    General Membership: The General Membership shall consist of parents and guardians of students enrolled in the Turner Ashby Band. General members shall have voting privileges on all matters presented to the General Membership for decision.

    3.2    Student Membership: The Student Membership shall consist of any student who is currently enrolled in the Turner Ashby Band.  Student members shall not have voting privileges.

    3.3    Alumni Membership: The Alumni Membership shall consist of former Turner Ashby Band members and their parents and guardians.  Alumni members shall not have voting privileges.


Meetings:

    4.1    Membership:

                4.1.1    Regular meetings: Regular meetings of the Corporation shall be held on the first Monday of each month for the purpose of conducting regular business. In the event of early school closing, the meeting will be held on the second Monday of that month. A then(10) day written or e-mail notice must be given to the General Membership should a meeting be rescheduled for any other reason.

                4.1.2    Annual meeting: There shall be an annual meeting of the membership in May to summarize the year, award scholarships, and present a slate of officer nominees for election to the ensuing year.

                4.1.3    Special meetings: By action of the Board of Directors, special meetings of the General Membership may be called provided that notice is given in writing or by e-mail at least ten (10) days before the special meeting.

                4.1.4    Privileges: All meetings shall be open to all members.

                4.1.5    Quorum: A quorum for the transaction of business at any General Membership meeting shall consist of not less than fifteen (15) members of the Corporation.

    4.2    Board of Directors:

                4.2.1    Regular meetings: Regular meetings of the Board of Directors shall be held on the first Monday of each month for the purpose of conducting regular business.  In the event of early school closing, the meeting will be held the second Monday of that month. A five (5) day written or e-mail notice must be given to the Board Members should a meeting be rescheduled for any other reason.

                4.2.2    Special Meetings: Special meetings of the Board of Directors may be called at any time for urgent matters of limited scope.  These meetings may be conducted in person or by using any electronic method including, but not limited to, teleconference.

                4.2.3    Privileges: All meetings shall be open to all members but discussion and voting is limited to Board Members.  When discussing sensitive matters, attendance will be restricted to Board Members.

                4.2.4    Quorum: A quorum for the transaction of business at any Board of Directors meeting shall consist more than 50% of the voting Board Members.


Officers:

    5.1    Officers of the Corporation are President, Vice President, Secretary, Treasurer, Recorder, Liaison, Logistics, and Publicity.

    5.2    Nominations:

                5.2.1    The Nominating Committee shall present a slate of nominees for President, Vice President, Secretary, Treasurer, Liaison, Recorder, Logistics, and Publicity with at least one (1) candidate per office to the Board of Directors in April for review.  The slate will then be made known to the General Membership at the Annual Meeting in the Spring, and nominations will be accepted from the floor prior to election of new officers.

                5.2.2    All nominees must agree to have their names on the ballot.

    5.3    Elections:

                5.3.1 Elections shall be held at the annual spring meeting for the offices of President, Vice President, Secretary, Treasurer, Liaison, Recorder, Logistics, and Publicity. All contested elections shall be conducted by written ballot at the respective monthly General Membership meeting.

                5.3.2 A minimum of two (2) tellers shall be appointed by the President to count ballots.  The candidate with more than 50% of the votes cast shall be declared the office holder. If no candidate receives more than 50% of the votes, a second vote shall be taken between the two (2) candidates that received the most votes on the first ballot.

    5.4    Terms of Office:

                5.4.1 All officers shall hold office for a term of one (1) year or until their successor is elected.  The term shall run concurrent with the Corporation’s Fiscal Year.

                5.4.2 No person in an elected office may hold the same office for more than two (2) consecutive full terms.

    5.5    Duties and Responsibilities:

                5.5.1 President: The responsibilities of the President shall include but are not limited to:

                    5.5.1.1 Provide general supervision of the affairs and activities of the Corporation.

                    5.5.1.2 Preside over all meetings of the Corporation’s Board of Directors and General Membership.

                    5.5.1.3 Prepare and distribute an agenda at least one (1) week prior to all meetings.

                    5.5.1.4 Serve as the liaison with the Turner Ashby Band Directors.

                    5.5.1.5 Serve as co-chairperson of the Nominating Committee.

                    5.5.1.6 Except as otherwise expressly provided by law, by the Articles of Incorporation, or by these Bylaws, he/she, in the name of the Corporation, execute such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Board.

                5.5.2 Vice President: The responsibilities of the Vice President shall include but are not limited to:

                    5.5.2.1 Assume all duties and responsibilities of the President in his/her absence.

                    5.5.2.2 Serve as co-chairperson to the fundraising committee.

                5.5.3 Secretary : The responsibilities of the Secretary shall include but are not limited to:

                    5.5.3.1 Prepare and keep all records and minutes of the Board of Directors and the General Membership meetings.

                    5.5.3.2 Prepare and submit for signature, correspondence of the Corporation as directed by the President or Vice President.

                    5.5.3.3 Maintain a current roster with the name and address, both postal and , if available, electronic of each member. No member shall have their address, electronic or postal, shared with third parties unless that member provides written permission for the release of that information.  This does not preclude the sharing of total roster information within this organization for the purpose of advancing the goals of this Corporation.

                5.5.4 Treasurer: The responsibilities of the Treasurer shall include but are not limited to:

                    5.5.4.1 Primary responsibility of overseeing the management and reporting of an organization’s finances.

                    5.5.4.2 Bank account maintenance including selecting a bank, establishing accounts, managing access rights, and investing excess funds wisely with oversight by the Board of Directors.

                    5.5.4.3 Deposit, transfer, or withdraw band account funds with oversight by the Board of Directors.

                    5.5.4.4 Sign all checks for the organization.

                    5.5.4.5 Maintain accurate records of all income and expenses.

                    5.5.4.6 Prepare and present an updated financial report to the Board of Directors and General Membership monthly.

                    5.5.4.7 Prepare an annual budget, with the Band Directors, for approval by the Board of Directors and General Membership, and monitor budgetary spending during the fiscal year.

                    5.5.4.8 Arrange for an independent financial review at least annually, and respond to all requests for information in a timely fashion.

                    5.5.4.9 Administrate all fiscal matters of the organization including contracts, insurance policies, corporate registration and annual report, and federal annual returns.

                    5.5.4.10 Development and observation of the organization’s financial policies and procedures.

                    5.5.4.11 Prepare, or cause to be prepared, and file the required tax documentation as required by the laws of Rockingham County, the Commonwealth of Virginia and the United States of America.

                5.5.5 Recorder: The responsibilities of the Recorder shall include but are not limited to:

                    5.5.5.1 Receive and document the source of all income for deposit in the Corporation’s General Fund.

                    5.5.5.2 Deliver all received monies to the Treasurer for weekly deposits.

                    5.5.5.3 Categorize and submit deposit data to the Treasurer for posting and reporting to the Board of Directors.

                    5.5.5.4 Maintain an account for every student enrolled in the Turner Ashby - [Wilbur Pence} Band Program.

                    5.5.5.5 Maintain account balances for fundraisers specified for students’ band expenses.

                5.5.6 Liaison Officer: The responsibilities of the Liaison Officer shall include but are not limited to:

                    5.5.6.1 Maintain contact with the Choir Boosters at Turner Ashby High School.

                    5.5.6.2 Work with the Choir Liaison Officer to avoid conflicts between the two organizations and foster an environment for mutual benefit.

                    5.5.6.3 Work with the Choir Liaison Officer to organize and oversee the JMU Concession Fund Raiser for JMU football and basketball games and Parade of Champions.

                    5.5.6.4 Serve as co-chairperson to the Scholarship Committee.

                5.5.7 Logistics Officer: The responsibilities of the Logistics Officer include but are not limited to:

                    5.5.7.1 Primary responsibility for hospitality, ensemble support, chaperones, and trip planning in cooperation with the Band Directors.

                    5.5.7.2 Organize Parent volunteers for the marching band season, including but not limited to, meals during band camp, drinks after performances, and meals before home football games.

                    5.5.7.3 Serve as co-chairperson to the Logistics Committee.

                5.5.8 Publicity Officer: The responsibilities of the Publicity Officer shall include but are not limited to:

                    5.5.8.1 Primary responsibility for all communications between the Corporation and the community and local news organizations.

                    5.5.8.2 Actively promote student achievement in the community and press.

                    5.5.8.3 Actively promote the ensembles of Turner Ashby High School

                    5.5.8.4 Collaborate with the webmaster to provide a strong internet presence.

                    5.5.8.5 Serve as co-chairperson for the Publicity Committee.


    5.6    Resignation and Removal:

                5.6.1 An Officer of the Corporation may resign or be removed for cause in accordance with procedures outlined in the Virginia Non Stock Corporation Act.

                5.6.2 An Officer of the Corporation will automatically be removed from office upon the absence of three (3) Board meetings during a term of office as described in paragraph 5.4.


Board of Directors:

    6.1 The Corporation shall be managed by a Board of Director’s as delineated in Articles IV-V of the Articles of Incorporation, each of whom shall serve without compensation for his/her services.  Individuals must maintain qualification status as a General Member to serve as a Director of the Corporation.

    6.2 In addition to the specifications in Articles IV-V, the Turner Ashby Band Directors and Guard Instructor are permanent, ex officio members of the Board of Directors, each of whom shall serve without compensation of his/her services.

    6.3 There shall be no less than five (5) Board members.

    6.4 Each board member shall serve as a committee chairperson or co-chairperson for one of the committees outlined in section 7.4.

    6.5 A quorum of more than 50% of the Board of Directors voting members is required to be present at all Board Meetings for the conduct of business.

    6.6 An elected Director of the Corporation may resign or be removed for cause in accordance with procedures outlined in the Virginia Non Stock Corporation Act.


Committees:

    7.1 The Board of Directors shall organize committees that are deemed necessary for the efficient operation of the Corporation and the conduct of business.  A Board of Director will serve as chairperson of each committee.

    7.2 Committees shall develop a schedule of activity and present it to the Board of Directors for approval.  If necessary, the Board will forward it to the General Membership for review prior to making a final determination.

    7.3 Committee Chairpersons shall report activities to the Board Directors and the General Membership on at least a quarterly basis.

    7.4 Committee Duties and Responsibilities:

                7.4.1 Fund Raising Committee: The Fund Raising Committee shall develop and manage all fundraising activities for the Corporation and seek to establish long-term relationships within the community.

                        7.4.1.1 Sub Committees: The Fund Raising Committee shall establish subcommittees to oversee each fundraiser sponsored by the Corporation with the exception of JMU Concessions which is outlined in section 5.5.6.

                        7.4.1.2 These subcommittees shall include, but are not limited to, Chicken BBQ, Rest Stop Concession, Car Wash, and Candy.

                7.4.2 Publicity Committee: The Publicity Committee shall be responsible for informing the news media and other interested parties of the Turner Ashby events and awards.

                7.4.3 Logistics Committee: The Logistics Committee shall coordinate band camp and marching season activities; Establish a Pit Crew for the marching band; Host judges, invited guests, concerts, and the annual meeting; Maintain a pool of approved chaperones and volunteers; and Coordinate planning of all trips in cooperation with the Band Directors.

                7.4.4 Scholarship Committee: The Scholarship committee shall develop criteria for scholarship eligibility; Recommend scholarship criteria to the Board for approval; Distribute and collect applications; and prepare the scholarships to be awarded during the Annual Meeting of the General Membership.

                7.4.5 Nominating Committee: The Nominating Committee Shall present a slate of nominees for all elected offices as described in Paragraph 5.1.


Order of Business and Parliamentary Authority:

    8.1 The order of business as established in Robert’s Rule of Order, most recently revised, shall govern the business of the Corporation.


Dissolution:

    9.1 The Corporation may dissolve itself by a two-thirds majority vote at a special meeting held for this purpose.


Liability:

    10.1 Nothing herein shall constitute members of the Corporation as partners for any purpose.   No member, office, agent, or employee shall be liable for the acts or failure to act of any member, officers, agent, or employee of the Corporation.  No member, officer, agent, or employee shall be liable for his acts or failure to act under these articles excepting only acts of omissions out of his willful misfeasance.


Finance:

    11.1 This Corporation is a non-profit organization.  This Corporation shall use its funds only for the charitable and non-profit purposes and objectives specified in these bylaws and the Articles.  All funds shall be deposited in a financial institution within Rockingham County, VA which is insured by the FDIC.

    11.2 The fiscal year of the Corporation shall begin on July 1 and end on June 30.

    11.3 The financial statements of the Corporation will be kept in such a manner to readily show the accurate financial condition of the Corporation and to facilitate the periodic reports to the General Membership and Board of Directors.

    11.4 Persons entrusted with the handling of Corporation funds may be required, at the discretion of the Board of Directors, to furnish, at Corporation expense, a suitable fidelity bond.


Tax Exempt Status:

    12.1 The Corporation is organized and operated as referenced in Article X of the Articles of Incorporation.


Tax Provisions:

    13.1 The Corporation is organized and operated as a corporation exempt from private foundation status under 509 (a) of the Internal Revenue Code of 1986. However, for any period during which the Corporation is a “private foundation” as defined by Section 509 of the Internal Revenue Code of 1986 the Corporation shall be subject to the following restrictions and prohibitions.

                13.1.1 The Corporation shall make distributions for each taxable year at such time and in such manner as not to become subject to the tax imposed on undistributed by Section 4942 of the Internal Revenue Code of 1986.

                13.1.2 The Corporation shall not engage in any act of self dealing as defined in Section 4941 (d) of the Internal Revenue Code of 1986.

                13.1.3 The Corporation shall not retain any excess business holdings which will subject it to tax under section 4943 of the Internal Revenue Code of 1986.

                13.1.4 The Corporation shall not make investments in a manner such as to subject it to tax under Section 4944 of the Internal Revenue Code of 1986.

                13.1.5 The Corporation shall not make any taxable expenditure as defined in Section 4945 (d) of the Internal Revenue Code of 1986.


Indemnification and Liability of Directors and Officers:

    14.1    The Corporation shall indemnify, to the fullest extent permitted and required by the Virginia non-Stock Corporation Act, as such Act exists now or may hereafter by amended, its Directors and Officers who are made a party to any proceedings by reasons of their office for acts or omissions performed in their official capacity.

    14.2    There shall be no liability for the acts or omissions of any Officer or Director of the Corporation in any proceedings brought by or in the right of the Corporation or bought by or on behalf of the members (or member) of the Corporation, if any, unless otherwise provided by the laws of the Commonwealth of Virginia, arising out of any single transaction, occurrence, or course of conduct pursuant to Section 13.1-870.1 of the Code of Virginia, as it may be amended from time to time.


Amendments:

    15.1 Theses Bylaws may be amended at any regular or special meeting of the Corporation by a two-thirds majority vote, providing the amendment has been submitted in writing at the previous regular meeting.  This written submission provides the required notice of intent.




 

Tim Kreps

President

tkreps@bridewater.edu


Jamie Frueh

Treasurer

jfrueh@bridgewater.edu


Brigid Byers

Logistics Officer

byeall4kids@gmail.com

Agendas for meetings:

Minutes of Meetings:

Treasurers’ Reports:

NEW to the TA Band ??


Welcome!


Find out more about us, download the welcome letter below.  I hope to see you at the next band boosters’ meeting.

Band Boosters’ Officers:

Sherry Smith

Secretary

kcslsmith@comcast.net


Kenny Byers

Publicity Officer

byeall4kids@gmail.com


Carleen Overacker

Liaison Officer

carleen.overacker@emu.edu

UP Coming Events/Meetings:


     SEPTEMBER

            11        Band Boosters’ Meeting 6:30pm


            23        Fall Chicken BBQ 3am