DublinMusic Boosters Assoc. Bylaws
Last Updated on Wednesday June 5, 2013, 7:00 PM
NAME AND LOCATION OF ORGANIZATION
Sec. 1.1. The name of this Organization is the DUBLIN MUSIC BOOSTERS, hereafter referred to as the “Boosters”. The Organization is organized as a non-profit organization, chartered under the laws of the State of Ohio, and it is intended that the Organization shall continue to maintain tax-exempt status, pursuant to Sec. 501(C)(3), Internal Revenue Code. The principal office of the organization is located in the City of Dublin, County of Franklin, State of Ohio.
Sec. 2.1. The purpose of the Boosters is to support all music activities in the Dublin City Schools.
Sec. 3.1. Voting Member. Parents/guardians of students attending Dublin City schools, faculty and any resident of the Dublin City School district who fills out a Registration/Volunteer Form for the Dublin Music Boosters will be a voting member for the current fiscal year.
OFFICERS AND EXECUTIVE BOARD
Sec. 4.1. General. The officers of the Boosters shall be
- Vice-Presidents (one for each high school attendance area),
- Assistant Treasurers (one for each high school attendance area),
- Recording Secretary and
- Corresponding Secretary,
all of whom shall hold their offices for a term of one fiscal year.
In addition to such officers, the Executive Board shall include the following:
- the immediate Past-President, who shall be a non-voting advisor member of the Board for one fiscal year immediately following the expiration of such person’s term as President;
- one voting representative from the concession committee, appointed by the President with the advice and consent of the Executive board;
- one voting representative from the fundraising committee, appointed by the President with the advice and consent of the Executive board;
- one voting representative from each high school music staff (chosen by each high school music staff);
- one voting representative from all middle schools’ music staffs (chosen by all middle school music staffs);
- one voting representative from all elementary schools’ music staffs (chosen by all elementary music staffs).
All other music staff will be welcome and encouraged to attend Executive Board meetings.
Sec. 4.2. Eligibility. Any voting member in good standing that will have a child enrolled in the Dublin City Schools during the period of elected service shall be eligible for nomination as a candidate for any elected officer position; provided, however, only elected officers who have served on the Executive Board shall be eligible for nomination or appointment as President. In the event no elected officer seeks nomination as President, the nominating committee will seek nominations from the general voting membership. The terms of all persons elected and appointed to positions on the Executive Board shall be for the upcoming fiscal year. Any vacancy in an elected position that occurs during a term shall be filled by vote of a majority of the remaining members of the Executive Board. The term of any person appointed to a vacancy on the Board shall be for the remainder of the unexpired term of such position.
Sec. 4.2.1. Eligibility – Additional requirement to serve on the Executive Board. Starting August 2013, all the Executive Board Members will be required to complete and pass a background and finger print check via Dublin City Schools Central office. All future Nominations will be required to complete and pass a background and finger print check prior to the election of the general members at the Annual meeting (May). Prior to the start of the school year all Concession Chairs, Concessions Treasurers, and Check Writers will be required to complete and pass a background and finger print check.
Sec. 4.3. President. The President shall:
- preside at all meetings of the membership and the Executive Board;
- preserve order;
- cast a deciding vote in case of a tie vote;
- be an ex-officio member of all committees, with the exception of the Nominating Committee;
- supervise the work of the other officers and all committees; and
- direct the affairs of the Boosters as its chief executive officer.
The President may call meetings of the Executive Board or general membership whenever deemed necessary. He/she shall call special meetings upon written request of at least ten voting members of the Boosters.
Sec. 4.4. President-Elect. The president-elect shall be a voting member of the executive board and shall become president of the organization after the current president’s term. The president-elect shall assist the president of the organization at the president’s request. The president-elect shall, in the event of absence, disability, resignation, removal or death of the president, succeed to and discharge the duties pertaining to the office of the president. The president-elect shall coordinate a committee of the vice-presidents in the planning and executing of the organization’s annual fund drive. With the consent of the executive board the current president may seek an additional term as president. In this case the president-elect may also seek an additional term as president-elect
Sec. 4.5. Vice-Presidents. The Vice-Presidents shall provide leadership and direction for the support of the music programs in their respective attendance areas including, but not limited to, fundraising. The Vice-Presidents should ensure that all proceeds from each fundraising event or project shall be reported to the Treasurer or Assistant Treasurers promptly upon collection.
Sec. 4.6. Treasurer. The Treasurer shall:
- have charge of the funds of the Boosters, including the Concessions account;
- be responsible for the collection and disbursements of all money;
- keep a true and accurate account of all such transactions; and
- follow all financial reporting guidelines established by the Dublin City Schools.
At each meeting of the general membership and the Executive Board, the Treasurer shall submit a financial statement of all money received and disbursements made during the period since the last financial statement, including annual year-to-date totals, a summary of the current financial condition of the Boosters, and a summary of the business that has been transacted. On the expiration of his/her term of office, the Treasurer shall deliver all monies of the Boosters and transfer all financial records to the incoming Treasurer, or to the Executive Board.
Sec. 4.7. Assistant Treasurers. The Assistant Treasurers shall perform such duties as are assigned by the Treasurer and/or the Executive Board. They shall follow all financial reporting guidelines established by the Dublin City Schools. With the approval of the Executive Board, one of the Assistant Treasurers shall, in the event of the absence, disability, resignation, removal or death of the Treasurer, succeed to and discharge the duties pertaining to the office of Treasurer.
Sec. 4.8. Recording Secretary. The Recording Secretary shall be the supervisor and custodian of the records of the Boosters; shall be responsible for keeping an accurate journal of all proceedings of the Boosters; and carry out other miscellaneous secretarial duties.
Sec. 4.9. Corresponding Secretary. The Corresponding Secretary shall perform all such duties as are assigned by the Recording Secretary and/or the Executive Board; maintain the membership rolls of the organization; provided, however, in the event of the absence, disability, resignation, removal, or death of the Recording Secretary, the Corresponding Secretary shall discharge and succeed to the duties pertaining to the office of Recording Secretary.
Sec. 4.10. Executive Board. The Executive Board shall:
- approve and confirm all committee appointments made by the President;
- counsel and advise the President and other officers;
- prepare the final annual budget of the Boosters for approval by the general membership;
- authorize and approve expenditures made by the officers and committees;
- direct the activities of the Boosters in the interim between business meetings of the general membership;
- determine questions of policy, except as otherwise specifically provided herein; and
- by majority vote, shall fill all vacancies in an elected office for an unexpired term.
The Executive Board shall have all the powers and duties necessary or appropriate for the administration of the affairs of this organization, and may do all such acts and things as are not by law, or by the Articles of Incorporation, or by these Bylaws, specifically reserved for approval and exercise by the general membership, including, but not limited to, the power to borrow money, acquire grants or gifts, enter into contracts on behalf of the Boosters, purchase, sell, mortgage, lease, or otherwise acquire or dispose of property real or personal.
Sec. 4.11. Removal of Officers and Board Members. In the event that any officer or member of the Executive Board becomes, for any reason, incompetent or unfit while in his/her term on the Board, the Executive Board, upon making such finding by two-thirds vote, may recommend removal of the officer or Board member from office to the general membership. Such removal will be effective upon a majority vote of the voting members who are in actual attendance. Such officer or Board member shall be given reasonable notice of the meeting and purpose thereof, and shall be given a reasonable opportunity to be heard. In the event the general membership removes an officer or Board member from office pursuant to this section, the vacancy created thereby shall be filled for the unexpired portion of the term in accordance with other provisions of these Bylaws.
Sec. 4.12. Compensation. No officer or member of the Executive Board shall receive any compensation out of the treasury or funds of the Boosters for serving in such positions. However, such persons may be reimbursed for actual expenses incurred by them in the performance of their duties, as approved by the Executive board.
Sec. 5.1. Appointments. The President, with the advice and consent of the Executive Board, shall appoint such committees and chairpersons as are necessary and proper to carry out the purposes and projects of the organization. The President and the Executive Board shall prescribe the duties of the committees.
Sec. 5.2. Standing Committees. The Executive Board shall establish standing committees as warranted to fulfill the duties of the organization. These committees shall continue to exist and function from year to year.
Sec. 5.3. Special Committees. The Executive Board shall establish special committees as warranted to fulfill the duties of the organization. These shall not continue to function beyond the end of a fiscal year, unless specifically authorized to do so by vote of the Executive Board.
NOMINATIONS, ELECTIONS AND APPOINTMENTS
Sec. 6.1. Nominations and Elections Committee. Annually, on or before the last day of February, the President, with the advice and consent of the Executive Board, shall appoint a Nominations and Elections Committee. The Committee shall consist of two voting members from each high school attendance area and one music staff person from each high school attendance area. This Committee shall nominate one or more persons for the offices of President, President-elect, Vice-Presidents, Treasurer, Assistant Treasurers, Recording Secretary, and Corresponding Secretary.
Sec. 6.2. Notice to Voting Members. On or before the second Friday in March, the Recording Secretary, pursuant to procedures as established by the Executive Board, shall report to all voting members of the Boosters written notice of the names of the members of the Nominations and Elections Committee and the schedule of specific pertinent dates on which each event will occur in the electoral process.
Sec. 6.3. Report to Board. On or before the second Friday in April, the Nominations and Elections Committee shall submit a final written report to the Executive Board, which shall include the names of all nominees and the certification that each person nominated meets all eligibility requirements and has agreed to serve if elected.
Sec. 6.4. Additional Nominations. At the regular membership meeting in April, the Recording Secretary shall announce the final report of the Nominations and Election Committee to the general members in attendance, and additional nominations may be accepted from the floor of the meeting, provided that each person nominated meets all eligibility requirements and agrees to serve if elected.
Sec. 6.5. Voting. The election of officers shall be held at the Annual Meeting. The officers shall be elected by a majority of the voting members who are in actual attendance at such Annual Meeting.
Sec. 7.1. Membership Meetings. The Annual Meeting of the Boosters shall be held in May, at such time as the Executive Board shall determine. Regular monthly meetings shall be held in the months of August, September, October, November, February, April and May. Other special meetings shall be held at such times as the President or Executive Board shall determine.
Sec. 7.2 Executive Board Meetings. Meetings of the Executive Board shall be held at such times as the President or Executive Board shall determine.
Sec. 7.3. Quorum. At all regular and special meetings of the Boosters and its committees, those voting members present shall constitute a quorum for conducting business. At all meetings of the Executive Board, a quorum shall be a majority of the total number of officers and other members of the Board.
Sec. 7.4. Rules of Order. All meetings of the general membership, Executive Board and committees shall be conducted in accordance with Roberts Rules of Order.
Sec. 8.1. Fiscal Year. The fiscal year of the Boosters shall commence on the first day of July annually and shall end on the last day of June of the following year.
Sec. 8.2. Annual Budget. During the month of April, the Budget Committee shall submit its final recommendations for an annual budget for the next fiscal year to the Executive Board for consideration. The Executive Board shall approve or amend such proposal and shall announce its recommendation for a final budget to the voting membership before the end of April. At the Annual Meeting in the month of May, the general membership shall consider and approve a final budget for the next fiscal year by a majority vote of those voting members in actual attendance.
Sec. 8.3. Budget Committee. The Budget Committee shall consist of the Treasurer, President, President-elect, and one staff member from each high school attendance area (preferably the band director). Any member or staff member should direct budgetary requests or inquiries to a member of the Budget Committee.
Sec. 9.1. Amendments. These Bylaws may be altered, amended, or repealed by a two-thirds vote of the voting members present at the Annual Meeting of the Boosters or any special meeting the Executive Board calls for that purpose; provided, however, that the proposed amendments shall have been proposed by the Executive Board or by ten voting members of the Boosters. Written notice of the time and place of voting will be given at least 14 days prior to such meeting. A copy of such proposed amendments will be made available to any voting member upon request.
Sec. 9.2. Review. These Bylaws shall be reviewed every two (2) years and revised as necessary.
Sec. 10.1. These Bylaws became effective July 1, 1989, upon affirmative vote of a majority of the voting members present and voting at any general membership meeting of the Boosters.