VINES HIGH SCHOOL BAND BOOSTERS ORGANIZATION
BYLAWS
ARTICLE I - NAME AND PURPOSE
Section 1. This organization shall be called the Vines High School Band Boosters Organization (hereinafter called "Organization").
Section 2. The purpose of this Organization shall be the promotion and encouragement of band music in the Plano Independent School District and to assist the Band Directors in the carrying out of the above purpose. This organization is organized exclusively for charitable and educational purposes.
This Organization is organized exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as now enacted or hereafter amended, including, for such purposes. All funds, whether income or principal, and whether acquired by gift or contribution or otherwise, shall be devoted to said purposes. The Organization shall not discriminate on the basis of race, color, age, or national or ethnic origin in its policies regarding the services offered, or employment.
Notwithstanding any other provisions of these Bylaws, no Officer, committee member, volunteer or representative/agent of the Organization shall take any action or carry on any activity by or on behalf of the Organization not permitted to be taken or carried on by an Organization exempt under Section 501(c)(3) of the Internal Revenue Code and its Regulations as they now exist or as they may hereafter be amended.
ARTICLE II - ARTICLES OF ASSOCIATION
Section 1. The Vines Band Boosters Organization exists as an unincorporated association of its members. These Bylaws, as from time to time amended, shall be deemed to be the Articles of Association.
Section 2. The Organization has received status as a 501(c)(3) Public Charity with the IRS.
ARTICLE III - BASIC POLICIES
Section 1. The powers of this organization are limited to fundraising for non-profit purposes for the Vines High School Band.
Section 2. The organization shall adhere to PISD Booster Club and UIL Booster Club guidelines. Section 3. It is affirmed that this organization shall be noncommercial, non-sectarian,
nonpartisan, and nonpolitical.
Section 4. The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promotion of the purposes of the Organization.
Section 5. No part of the net earnings of the organization shall benefit or be distributable to its members, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article I.
Section 6. The organization shall cooperate with the school and the Plano Independent School District to support improvements in the educational process in ways that will not interfere with the administration of the school and shall not seek to control its policies.
Section 7. Upon the time of dissolution of the Organization, assets shall be distributed by Executive Committee, after paying or making provisions for the payment of all debts, obligations, liabilities, costs and expenses of the Organization, to Vines High School, with the direction that they be used for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code of 1986, as amended from time to time, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. If Vines High School shall no longer be in existence, then the assets shall be distributed to another 501(C)(3) organization that promotes band music within the Plano School System. The Executive Committee shall make a binding decision regarding the final distribution of assets. Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the Organization is then located, exclusively of such purposes or to such other organizations, as said court shall determine, are organized and operated exclusively for such purposes.
Section 8. Fundraising events may be held to supplement band fees subject to the approval of the organization 's Executive Committee as defined hereafter.
Section 9. The Organization will make efforts to eliminate sales tax. Sales tax exemption forms and information shall be made available to any member who is approved or requested to make a purchase on behalf of the Organization. In cases where the store or supplier will not waive the sales tax, the Treasurer shall be permitted to reimburse the Member for the base price and the sales price.
ARTICLE IV - MEMBERSHIP
Section 1. Any parent or guardian of a band student who subscribes to the objectives and basic policies stated in the bylaws of this Organization is a member.
Section 2. Only members in good standing of the Organization shall be eligible to participate in its business meetings or to serve in any of its elective or appointive positions.
Section 3. Annual fees shall be determined by the incoming Executive Committee.
ARTICLE V - OFFICERS AND ELECTION
Section 1. The elected officers of the organization shall be President, Vice President - 9th Grade Parent, First Vice-President – Volunteers, Second Vice-President – Fundraising and Sponsorship, Secretary, 3rd VP Communications/Membership Toolkit, Treasurer, and Treasurer Assistant. These officers shall serve as the Executive Committee. In no event shall the office of President and Secretary be held by the same person.
Section 2. The Executive Committee shall determine from time to time additional officers and committee chairmen that shall be needed to serve the Organization.
Section 3. No later than the month of March, the President shall appoint a nominating committee who shall recommend a complete ballot of officers to fill the Executive Committee. The said nominating committee shall consist of at least five members of the organization with representation from each of Vines' feeder schools. If a position is unable to be filled in the current year, the Executive Committee will make efforts to fill that position in the Fall of the following school year.
Section 4. The officers shall be elected and installed annually at the regular May meeting and shall hold office through the following school year. Nominations may be made from the floor. The election shall be by majority vote.
Section 4. A vacancy occurring in any office shall be filled by nominations submitted to the membership by the Executive Committee. Nominations may be made from the floor at the next regular meeting. The election shall be by majority vote.
ARTICLE VI - DUTIES OF OFFICERS AND EXECUTIVE COMMITTEE
Section 1. Specific duties of the Executive Committee shall be:
(a) The governing body of the organization,
(b) To conduct all business of the organization,
(c) To present fundraising and budget recommendations to the membership, and
(d) To appoint Standing Committee Chairmen.
Section 2. All officers shall be required to attend regular meetings and Executive Committee meetings. Any officer absent from three (3) scheduled meetings, including Executive Committee meetings and special meetings, shall be removed from office.
Section 3. Specific duties of the offices shall be as follows:
PRESIDENT: The President shall preside at all business meetings of the Organization and of the Executive Committee; appoint the annual nominating committee; be ex officio additional member of all committees of the Organization and should be notified of their meetings; call special meetings of the Organization and the Executive Committee when necessary ; represent the Organization on public occasions; present a report of the year's work, including that of the Executive Committee at the May meeting; be a primary co-signer of all checks; perform all other duties pertaining to the Office; and be a member of the Executive Committee.
VICE PRESIDENT - 9th GRADE PARENT: The Vice President shall perform all duties of the President in the absence of the president or in case of the President/VP's inability to act, be a co-signer of checks in the absence of the President, shadow the President on all tasks in preparation to take over President position the following year, and be a member of the Executive Committee.
FIRST VICE-PRESIDENT – VOLUNTEERS: The First Vice-President shall perform all duties of the President in the absence of both the President & Vice-President; coordinate chaperones for all band events; manage supply inventory for marching season; be a co-signer of checks in the absence of the President/VP; and be a member of the Executive Committee.
SECOND VICE-PRESIDENT – FUNDRAISING AND SPONSORSHIP: The Second Vice-President shall coordinate all fundraising events and sponsorship; be an ex officio additional member of all fundraising committees of the Organization and should be notified of their meetings, and be a member of the Executive Committee.
THIRD VICE-PRESIDENT - COMMUNICATIONS/MEMBERSHIP TOOLKIT: The Third VP will work with the Newsletter & Website/Social Media Chairs to ensure timely and accurate communication to Parents, be the Administrator of MTK, train adults who will use MTK at Registration Pick-up and provide on-site support, run reports as requested by the Band Directors and Executive Board, answer student/parent questions about MTK, coordinate with MTK vendor for any support issues, set up security within MTK for all applicable board positions, set up registration forms and signups on MTK (including rolling forward from one year to the next), and be a member of the Executive Committee.
SECRETARY -The Secretary shall keep the minutes of the meetings of the organization and the Executive Committee; keep for ready reference lists of the committee chairmen; answer the organization's correspondence under the direction of the President; and be a member of the Executive Committee.
TREASURER -The Treasurer shall receive and deposit all moneys belonging to the organization; disburse organization funds upon order of the Executive Committee; keep accurate records of accounts payable and accounts receivable; file necessary yearly forms with the Internal Revenue Service; prepare a financial report for each regular meeting; make the financial records available for audit at the end of the school year; be a primary co-signer of all checks; and be a member of the Executive Committee.
TREASURER ASSISTANT - The Treasurer Assistant shall shadow the Treasurer during a few key events throughout the year to understand how the band runs in preparation to take over the Treasurer role. This role should preferably be filled once every two years by an 8th grade parent with expectation of stepping into the Treasurer role for two years. This person shall attend/participate in the following (but not limited to) events: Registration/Uniform Fitting Day, Cafe Virtuoso, Booster Board meetings, Budget meetings, and Launch Camp. This position will require Director approval due to access to confidential financial reports and passwords.
ARTICLE VII - MEETINGS
Section 1. Regular meetings dates shall be determined by the Executive Committee. In no event shall meetings be held less than annually.
Section 2. A quorum of the organization shall consist of five members of the Organization for the transaction of business at a regular meeting.
Section 3. The positions of President and Secretary are required at regular meetings. In the absence of these positions, the President shall appoint a representative.
ARTICLE VIII - COMMITTEES
Section 1. The Executive Committee shall consist of the elected officers set forth in Article VI Section 3 and the Band Directors.
Section 2. The Executive Committee shall establish committees and appoint chairman of the committees as it determines is needed from time to time for various tasks and special needs of the Organization.
Section 4. The chairmen of all Committees shall present plans of work to the Executive Committee and no work shall be undertaken without the approval of the Executive Committee.
Section 5. Chairmen of Committees shall hold office until the end of the school year.
Section 6. The President of the Organization and the Band Directors shall be ex officio members of all committees.
ARTICLE IX - PARLIAMENT ARY AUTHORITY
Section 1. When deemed necessary by the President, "Roberts' Rules of Order" may be invoked to govern procedures of the organization.
ARTICLE X - OPERATING FUND
Section 1. An amount of money no less than $15,000 shall be retained in the treasury as an operating fund for next year's class. Said amount shall be reevaluated every three years by the Executive Committee to determine the appropriateness of the amount given the present requirements of the band.
Section 2. The fiscal year of this association shall begin July 1 and end June 30 of the following year.
Section 3. An annual audit of the books of the organization must be conducted. This audit may be conducted by a three-member committee appointed by the Executive Committee, by an outside independent auditor, or by other methods if deemed necessary by a majority vote of the Executive Committee. The members of the Executive Committee shall not be permitted to serve as auditors.
Section 4. The audit committee must present the audit report to the Band Booster Membership for approval at the first Booster Meeting of the following school year.
ARTICLE XI - AMENDMENTS
Section 1. These Bylaws may be amended by a two-thirds vote of the members present at a regular meeting.
BYLAWS
ARTICLE I - NAME AND PURPOSE
Section 1. This organization shall be called the Vines High School Band Boosters Organization (hereinafter called "Organization").
Section 2. The purpose of this Organization shall be the promotion and encouragement of band music in the Plano Independent School District and to assist the Band Directors in the carrying out of the above purpose. This organization is organized exclusively for charitable and educational purposes.
This Organization is organized exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as now enacted or hereafter amended, including, for such purposes. All funds, whether income or principal, and whether acquired by gift or contribution or otherwise, shall be devoted to said purposes. The Organization shall not discriminate on the basis of race, color, age, or national or ethnic origin in its policies regarding the services offered, or employment.
Notwithstanding any other provisions of these Bylaws, no Officer, committee member, volunteer or representative/agent of the Organization shall take any action or carry on any activity by or on behalf of the Organization not permitted to be taken or carried on by an Organization exempt under Section 501(c)(3) of the Internal Revenue Code and its Regulations as they now exist or as they may hereafter be amended.
ARTICLE II - ARTICLES OF ASSOCIATION
Section 1. The Vines Band Boosters Organization exists as an unincorporated association of its members. These Bylaws, as from time to time amended, shall be deemed to be the Articles of Association.
Section 2. The Organization has received status as a 501(c)(3) Public Charity with the IRS.
ARTICLE III - BASIC POLICIES
Section 1. The powers of this organization are limited to fundraising for non-profit purposes for the Vines High School Band.
Section 2. The organization shall adhere to PISD Booster Club and UIL Booster Club guidelines. Section 3. It is affirmed that this organization shall be noncommercial, non-sectarian,
nonpartisan, and nonpolitical.
Section 4. The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promotion of the purposes of the Organization.
Section 5. No part of the net earnings of the organization shall benefit or be distributable to its members, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article I.
Section 6. The organization shall cooperate with the school and the Plano Independent School District to support improvements in the educational process in ways that will not interfere with the administration of the school and shall not seek to control its policies.
Section 7. Upon the time of dissolution of the Organization, assets shall be distributed by Executive Committee, after paying or making provisions for the payment of all debts, obligations, liabilities, costs and expenses of the Organization, to Vines High School, with the direction that they be used for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code of 1986, as amended from time to time, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. If Vines High School shall no longer be in existence, then the assets shall be distributed to another 501(C)(3) organization that promotes band music within the Plano School System. The Executive Committee shall make a binding decision regarding the final distribution of assets. Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the Organization is then located, exclusively of such purposes or to such other organizations, as said court shall determine, are organized and operated exclusively for such purposes.
Section 8. Fundraising events may be held to supplement band fees subject to the approval of the organization 's Executive Committee as defined hereafter.
Section 9. The Organization will make efforts to eliminate sales tax. Sales tax exemption forms and information shall be made available to any member who is approved or requested to make a purchase on behalf of the Organization. In cases where the store or supplier will not waive the sales tax, the Treasurer shall be permitted to reimburse the Member for the base price and the sales price.
ARTICLE IV - MEMBERSHIP
Section 1. Any parent or guardian of a band student who subscribes to the objectives and basic policies stated in the bylaws of this Organization is a member.
Section 2. Only members in good standing of the Organization shall be eligible to participate in its business meetings or to serve in any of its elective or appointive positions.
Section 3. Annual fees shall be determined by the incoming Executive Committee.
ARTICLE V - OFFICERS AND ELECTION
Section 1. The elected officers of the organization shall be President, Vice President - 9th Grade Parent, First Vice-President – Volunteers, Second Vice-President – Fundraising and Sponsorship, Secretary, 3rd VP Communications/Membership Toolkit, Treasurer, and Treasurer Assistant. These officers shall serve as the Executive Committee. In no event shall the office of President and Secretary be held by the same person.
Section 2. The Executive Committee shall determine from time to time additional officers and committee chairmen that shall be needed to serve the Organization.
Section 3. No later than the month of March, the President shall appoint a nominating committee who shall recommend a complete ballot of officers to fill the Executive Committee. The said nominating committee shall consist of at least five members of the organization with representation from each of Vines' feeder schools. If a position is unable to be filled in the current year, the Executive Committee will make efforts to fill that position in the Fall of the following school year.
Section 4. The officers shall be elected and installed annually at the regular May meeting and shall hold office through the following school year. Nominations may be made from the floor. The election shall be by majority vote.
Section 4. A vacancy occurring in any office shall be filled by nominations submitted to the membership by the Executive Committee. Nominations may be made from the floor at the next regular meeting. The election shall be by majority vote.
ARTICLE VI - DUTIES OF OFFICERS AND EXECUTIVE COMMITTEE
Section 1. Specific duties of the Executive Committee shall be:
(a) The governing body of the organization,
(b) To conduct all business of the organization,
(c) To present fundraising and budget recommendations to the membership, and
(d) To appoint Standing Committee Chairmen.
Section 2. All officers shall be required to attend regular meetings and Executive Committee meetings. Any officer absent from three (3) scheduled meetings, including Executive Committee meetings and special meetings, shall be removed from office.
Section 3. Specific duties of the offices shall be as follows:
PRESIDENT: The President shall preside at all business meetings of the Organization and of the Executive Committee; appoint the annual nominating committee; be ex officio additional member of all committees of the Organization and should be notified of their meetings; call special meetings of the Organization and the Executive Committee when necessary ; represent the Organization on public occasions; present a report of the year's work, including that of the Executive Committee at the May meeting; be a primary co-signer of all checks; perform all other duties pertaining to the Office; and be a member of the Executive Committee.
VICE PRESIDENT - 9th GRADE PARENT: The Vice President shall perform all duties of the President in the absence of the president or in case of the President/VP's inability to act, be a co-signer of checks in the absence of the President, shadow the President on all tasks in preparation to take over President position the following year, and be a member of the Executive Committee.
FIRST VICE-PRESIDENT – VOLUNTEERS: The First Vice-President shall perform all duties of the President in the absence of both the President & Vice-President; coordinate chaperones for all band events; manage supply inventory for marching season; be a co-signer of checks in the absence of the President/VP; and be a member of the Executive Committee.
SECOND VICE-PRESIDENT – FUNDRAISING AND SPONSORSHIP: The Second Vice-President shall coordinate all fundraising events and sponsorship; be an ex officio additional member of all fundraising committees of the Organization and should be notified of their meetings, and be a member of the Executive Committee.
THIRD VICE-PRESIDENT - COMMUNICATIONS/MEMBERSHIP TOOLKIT: The Third VP will work with the Newsletter & Website/Social Media Chairs to ensure timely and accurate communication to Parents, be the Administrator of MTK, train adults who will use MTK at Registration Pick-up and provide on-site support, run reports as requested by the Band Directors and Executive Board, answer student/parent questions about MTK, coordinate with MTK vendor for any support issues, set up security within MTK for all applicable board positions, set up registration forms and signups on MTK (including rolling forward from one year to the next), and be a member of the Executive Committee.
SECRETARY -The Secretary shall keep the minutes of the meetings of the organization and the Executive Committee; keep for ready reference lists of the committee chairmen; answer the organization's correspondence under the direction of the President; and be a member of the Executive Committee.
TREASURER -The Treasurer shall receive and deposit all moneys belonging to the organization; disburse organization funds upon order of the Executive Committee; keep accurate records of accounts payable and accounts receivable; file necessary yearly forms with the Internal Revenue Service; prepare a financial report for each regular meeting; make the financial records available for audit at the end of the school year; be a primary co-signer of all checks; and be a member of the Executive Committee.
TREASURER ASSISTANT - The Treasurer Assistant shall shadow the Treasurer during a few key events throughout the year to understand how the band runs in preparation to take over the Treasurer role. This role should preferably be filled once every two years by an 8th grade parent with expectation of stepping into the Treasurer role for two years. This person shall attend/participate in the following (but not limited to) events: Registration/Uniform Fitting Day, Cafe Virtuoso, Booster Board meetings, Budget meetings, and Launch Camp. This position will require Director approval due to access to confidential financial reports and passwords.
ARTICLE VII - MEETINGS
Section 1. Regular meetings dates shall be determined by the Executive Committee. In no event shall meetings be held less than annually.
Section 2. A quorum of the organization shall consist of five members of the Organization for the transaction of business at a regular meeting.
Section 3. The positions of President and Secretary are required at regular meetings. In the absence of these positions, the President shall appoint a representative.
ARTICLE VIII - COMMITTEES
Section 1. The Executive Committee shall consist of the elected officers set forth in Article VI Section 3 and the Band Directors.
Section 2. The Executive Committee shall establish committees and appoint chairman of the committees as it determines is needed from time to time for various tasks and special needs of the Organization.
Section 4. The chairmen of all Committees shall present plans of work to the Executive Committee and no work shall be undertaken without the approval of the Executive Committee.
Section 5. Chairmen of Committees shall hold office until the end of the school year.
Section 6. The President of the Organization and the Band Directors shall be ex officio members of all committees.
ARTICLE IX - PARLIAMENT ARY AUTHORITY
Section 1. When deemed necessary by the President, "Roberts' Rules of Order" may be invoked to govern procedures of the organization.
ARTICLE X - OPERATING FUND
Section 1. An amount of money no less than $15,000 shall be retained in the treasury as an operating fund for next year's class. Said amount shall be reevaluated every three years by the Executive Committee to determine the appropriateness of the amount given the present requirements of the band.
Section 2. The fiscal year of this association shall begin July 1 and end June 30 of the following year.
Section 3. An annual audit of the books of the organization must be conducted. This audit may be conducted by a three-member committee appointed by the Executive Committee, by an outside independent auditor, or by other methods if deemed necessary by a majority vote of the Executive Committee. The members of the Executive Committee shall not be permitted to serve as auditors.
Section 4. The audit committee must present the audit report to the Band Booster Membership for approval at the first Booster Meeting of the following school year.
ARTICLE XI - AMENDMENTS
Section 1. These Bylaws may be amended by a two-thirds vote of the members present at a regular meeting.
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