ARTICLE I: NAME

Section 1. NAME. The name of this organization shall be the Summerville Green Wave Booster Club (hereafter referred to as “Band Boosters” OR the “Organization.”) The organization exists at the will of the Band Director and school officials and is not a Dorchester District 2 School organization. 

ARTICLE II: PURPOSES

Section 1. PURPOSES.  The purposes of the organization are:

1. to provide physical, moral, and financial support to the Summerville High School Band and it’s auxiliary programs (hereafter referred to as the “Band.”); and
2. to cooperate with the Band Director so that the Band is brought to and kept at the highest possible degree of performance excellence. 

ARTICLE III: STATUS

The Summerville Green Wave Band Booster Club is a not-for-profit organization, recognized by the Internal Revenue Service as a tax-exempt organization under 501(c)(3) of the Internal Revenue Code. 

ARTICLE IV: MEMBERSHIP

Section 1. MEMBERSHIP.  The organization shall have the following two types of members: 

1. Regular Members. The parents and legal guardians of students participating in the band may become regular members upon payment of the annual dues established by the Executive Board with the approval of the membership.  Regular membership entitles the member(s) to hold an office or position on the Executive Board and to vote on all issues brought before the membership, provided he/she is a member “in good standing” which means there can be no outstanding financial or proprietary obligations to the band, and his/her student’s behavior is deemed by the Band Directors to be acceptable. 
2. Associate Members. Non-voting membership for individuals who wish to support the Band Booster organization, but do not have children currently participating in the Summerville Band Program and/or its auxiliary units. Associate Members may, with approval of the body, hold an office or position on the Executive Board and in that case, vote on all issues brought before the Executive Board.

Section 2. ANNUAL DUES. The Executive Board shall determine the annual dues to be paid by regular and associate members of the organization with the approval of the membership. 

Section 3. TERM OF MEMBERSHIP. The term of membership shall be for one (1) year from June 1 through May 31 of the following year.  Each membership shall be renewable annually. 

Section 4. AUTHORITY OF THE MEMBERSHIP. The government of the organization shall be vested in the voting membership. However, the membership does not have authority to supersede the wishes of the Director of Bands.

Section 5. REGULAR AND SPECIAL MEMBERSHIP MEETINGS. A regular meeting of the membership shall be held on the second Monday of each month.  Special meetings of the membership may be called with the approval the President and the Band Director. Notice of a special meeting shall be given to the Association members at least seven (7) days in advance of the special meeting.  Notice may be given in any manner reasonably calculated to inform the membership of the meeting including but not limited to regular mail, electronic mail and telephone.  All regular and special meetings of the membership shall be held at Summerville High School or at other locations determined by the President and Band Director. Regular meetings shall be held at such times as the President and Band Director may determine.  Special meetings shall be held at the time announced in the notice of the meeting.  

Section 6. ANNUAL MEMBERSHIP MEETING. An annual membership meeting shall be held on the regular meeting date in April of each year.  The time and place of the annual membership meeting shall be announced at the regular marching meeting of the membership.  The last item of business at the annual membership meeting shall be the election of Officers for the following year. 

Section 7. QUORUM AND VOTING. Ten percent (10%) of the voting membership shall constitute a quorum for the purpose of transacting business of the organization at regular or special meetings.  When a quorum of the voting membership is present, a simple majority is required to take action on matters before the organization. To vote in election of Officers or to amend these bylaws, a person must be a regular member in good standing. At any election of Officers or any election to amend these bylaws, members of the Executive Board may request to conduct a roll call of members eligible to vote.  The Executive Board shall be the judge of whether a person is eligible to vote. 

Section 8. RULES OF PROCEDURE. The membership may establish rules governing the conduct of membership meetings that are not inconsistent with the provisions of these bylaws.  The rules contained in the latest available edition of Robert’s Rule of Order shall govern the decision on any matter to which they are applicable and that is not addressed in these bylaws. 

ARTICLE V: ELECTED OFFICERS

Section 1. OFFICERS. The officers of the organization shall be the President (or Co-Presidents), the Vice-President, the Recording Secretary, the Corresponding Secretary, the Treasurer, the Associate Treasurer.

Section 2. QUALIFICATIONS AND TERM OF OFFICE. Every office shall be a regular member in good standing or an associate member approved by the membership to hold office. The term of office for all officers shall be one (1) year from June 1 through May 31 of the following year. 

Section 3. RESIGNATION OF OFFICERS.  Any officer may resign at any time by giving notice in writing to the Executive Board, the President or Recording Secretary of the organization.  A resignation shall be effective at the time specified therein, or if no time is specified, at the next regular meeting of the Executive Board which takes place following receipt of the written resignation. 

Section 4. REMOVAL FROM OFFICE. Any officer may be removed from office for a good cause, including but not limited to neglect of office, incapacity, or misconduct, by a vote of two-thirds of the entire Executive Board, excluding the officer whose removal is under consideration. 

Section 5. VACANCIES.  In the event a vacancy in the office of the President, the Vice-President shall immediately assume the office.  A vacancy in an officer position other than the office of President shall be filled by majority vote of the Executive Board at a regular or special meeting. 

Section 6. DUTIES OF OFFICERS.

1. President/Co-Presidents.  The president(s) shall preside at all meetings of the membership and the Executive Board and shall have general supervision over the affairs of the organization, subject to the direction and control of the Executive Board and the membership.  The President(s) shall be an ex officio member of all standing and special committees and shall serve as the chairperson of the Travel Committee.  The President(s) shall have such other duties as set forth in these bylaws or as may be assigned from time-to-time by the Executive Board or the Director of Bands as needed. 
2. 1st Vice President. The 2nd Vice President shall perform all duties of the President when the President is absent and when so acting shall have all the powers assigned the President.  The 1st Vice President shall serve as Fundraising Chairperson and coordinate the overall Fundraising Plan for the organization and shall have such other duties as set forth in these bylaws or as may be assigned from time-to-time by the Executive Board or the Director of Bands as needed.
3. 2nd Vice President.  The 2nd Vice President shall perform all duties of the President when the President and 1st Vice President are absent and when so acting shall have all the powers assigned to the President.  The 2nd Vice President shall serve as the chairperson of the Projects and Event Planning Committee and shall have such other duties as set forth in these bylaws or as may be assigned from time-to-time by the Executive Board or the Director of Bands as needed.
4. Recording Secretary. The Recording Secretary shall record the minutes of all Executive Board meetings and General Membership meetings and perform such other duties as may be assigned from time-to-time by the Executive Board or the Director of Bands as needed. 
5. Corresponding Secretary. The Corresponding Secretary shall publish a monthly Association Newsletter and attend to all correspondence prescribed by the President, the Executive Board, and or the Band Director.  
6. Treasurer.  The Treasurer shall collect all funds of the Association and shall deposit the same in the name of the Association in a bank or banks designated by the Executive Board.  The Treasurer shall prepare and maintain a regular book of accounts showing all funds received and all expenditures made by the Association.  The Treasurer will prepare a financial report for each regular Executive and General Membership meeting.  The Treasurer shall present the Band Booster’s book of accounts for audit at the end of each fiscal year, and the Treasurer shall submit an audit report to the Executive Board at its first meeting each fiscal year.  The Treasurer shall sign all checks on behalf of the Association and shall ensure that all checks are supported by invoices signed by a member of the Executive Board, committee chairs, or the Band Director.  The Treasurer shall cooperate with the Executive Board in the timely preparation and submission of all required tax forms and documentation.
7. Associate Treasurer.  The Associate Treasurer shall assist the Treasurer in the performance of all functions assigned to the Treasurer’s office and shall perform such other duties as may be assigned by the President or Executive Board. 

ARTICLE VI: EXECUTIVE BOARD

Section 1. COMPOSITION.  The Executive Board shall consist of the Elected Officers as well as an additional representative from each committee to be chosen by the Committee Chair.  The Director(s) of Bands will serve as ex officio members of the Executive Board. 

Section 2. TERM LIMIT.  No member of the Executive Board shall serve more than three (3) consecutive full terms on the Executive Board.  A person who serves six (6) months or more as an Officer or Member of the Executive Board will be considered to have served a full term in the office or position. 

Section 3. RESIGNATION OF NON-OFFICER MEMBERS.  A non-elected member of the Executive Board may resign at any time by giving notice in writing to the Executive Board, the President or Recording Secretary of the Organization.  A resignation shall be effective at the time specified therein, or if no time is specified, at the next regular meeting of the Executive Board which takes place following receipt of the written resignation.  

Section 4. REMOVAL OF NON-ELECTED MEMBERS.  Any non-elected member of the Executive Board may be removed from the position for good cause, including, but not limited to, neglect, incapacity, or misconduct, by a vote of two-thirds (2/3) of the entire membership of the Executive Board, excluding the member whose removal is under consideration. 

Section 5. VACANCIES.  A non-elected vacancy on the Executive Board shall be filled by appointment, by the Elected Officer over the committee in which the said vacancy occurs. 

Section 6. POWERS.  The Executive Board shall have the general power to manage the business, property, and affairs of the Organization.

Section 7. EXEUCTIVE BOARD MEETINGS.  The Executive Board shall hold regular, monthly meetings, the date and time of which may be determined by the Executive Board.  Special meetings of the Executive Board may be called by the President or by a Majority of the members of the Executive Board.  Notice of a special meeting shall be given to each Executive Board member at least 48 hours in advance of the special meeting, except for cases of an emergency.  In an emergency, the President or other responsible person shall give as much notice is feasible, given the circumstances.  Attendance at a meeting shall constitute a waiver of the notice requirement, except where the attendance at a meeting is for the express purpose of objecting to the transaction of any business because the meeting was not lawfully called or convened.  Notice may be given in any manner reasonably calculated to inform members of the meeting, including regular mail, electronic mail, or telephone call.  Regular meetings of the Executive Board shall be held at times and places as the President may determine.  The time and place of special meetings shall be announced in the notice of the meeting.  

Section 8. QUORUM AND VOTING.  Six (6) members of the Executive Board shall constitute a quorum for the purpose of transacting any business of the Executive Board at a regular or special meeting.  Unless a different requirement is set forth in these bylaws, it shall take the vote of a simple majority of the members constituting a quorum to take any action.  A person and his or her spouse, who are serving together in an office or in a position on the Executive Board shall have only one (1) vote on all matters that come before the Executive Board. 

Section 9. RULES OF PROCEDURE.  The Executive Board may establish rules governing the conduct of its meetings that are not inconsistent with the provisions of these bylaws.  The rules contained in the latest available edition of Robert’s Rule of Order shall govern the decision on any matter to which they are applicable and that is not addressed in these bylaws or by rules adopted by the Executive Board.  

ARTICLE VII: ELECTIONS

Section 1. APPOINTMENT OF NOMINATING COMMITTEE.  Not less than one (1) month prior to the February Executive Board meeting each year, the President shall appoint a Nomination Committee.  The Nominating Committee shall consist of five (5) members, all of whom shall be eligible for regular membership the following year.  No more than two (2) members of the current Executive Board shall be eligible to serve on the Nominating Committee. 

Section 2. NOMINATION OF OFFICERS.  Each year, the Nominating Committee shall nominate not more than one (1) nominee for each Organization Office.  The nominations shall be reported to the Executive Board at its February meeting.  The Executive Board shall notify the Organization’s voting membership of the slate of Officers nominated by the committee at the March Association meeting. Additional nominations may only be made from the floor at the March meeting of the General Membership. A person may not be nominated from the floor unless the prior consent of the person has been obtained.  A person and his or her spouse may be nominated together and shall considered a single nominee for purposes of the election. The Band Director may not be nominated to or hold any elective office or position of the Organization. 

Section 3. CONDUCT OF THE ELECTION.   The election of Officers shall be held at the April Organization meeting as follows:

1. Uncontested elections.  If there are no additional nominations from the floor for an Officer position, then the election may be conducted by voice vote and the Officers nominated by the Nominating Committee shall be elected by a simple majority of the voting membership present and voting.  
2. Contested elections.  If there are additional nominations from the floor for any Officer position, then the election for those contested positions shall be conducted separately, by secret ballot. The candidate for each office who receives a majority of the votes shall be elected.  All ballots shall be retained by the Recording Secretary for fourteen (14) days following the election.  The ballots may be viewed by any voting member upon request during that time.  

Section 4. INSTALLATION OF OFFICERS.  From the time of the election until the official beginning of their term in office on June 1, newly-elected Officers shall serve in a nonvoting capacity on the Executive Board and on standing committees along with current Officers.  The installation of new Officers shall take place at the conclusion of the regularly-scheduled meeting of the Organization in May each year.  The passing of the gavel from the current President to the new President shall mark the installation. 

ARTICLE VIII: STANDING COMMITTEES

Section 1. STANDING COMMITTEES.  In addition to the Nominating Committee provided for in Article VII, Section 1, the Organization shall have the following standing committees:

1. Fundraising Committee.  The Fundraising Committee shall plan all profit-making projects.  The 1st Vice President shall serve as the chairperson of the Fundraising Committee.  The chairperson of the Finance Committee shall be an ex officio member of the Fundraising Committee. 
2. Projects and Events Committee.  The Projects and Events Committee shall plan all non-fundraising projects and events held by the Organization.  The 2nd Vice President shall serve as the chairperson of the Projects and Events Committee.  The chairperson of the Finance Committee shall be an ex officio member of the Projects and Events Committee. 
3. Travel Committee.  The Travel Committee shall consist of the President, a Travel Coordinator, the Finance Committee Chairperson, the Uniform Coordinator, the Chaperone Coordinator, the Food Coordinator, the Color Guard Liaison Parent, and the Equipment Committee Chairperson.  The President shall serve as the chairperson of the Travel Committee.  This committee shall provide assistance to the Band Director in planning all travel and securing transportation, including transportation for uniforms, instruments, and equipment.  This committee will assist the Finance Committee to establish the composition of and budget for the traveling party. 
4. Finance Committee. The Finance Committee shall develop a budget in cooperation with the Director(s) of Bands to present to the membership at the May membership meeting.  The elected Treasurer shall chair the Finance Committee.  This committee shall oversee the expenditure of funds during the year to coordinate income and expenditures.  The Finance Committee shall also be responsible for the collection of revenue.  The Chair of the Student Fees Committee (Associate Treasurer), shall also serve on the Finance Committee.  The 1st and 2nd Vice Presidents shall be ex officio members of the Finance Committee. 
5. Student Fees Committee. The Student Fees Committee shall be chaired by the Associate Treasurer and shall be responsible for collecting student fees, both regular and any associated with extra trips.  They will present student families with regular, timely, and accurate financial statements on the 10th of each month.  This committee will also be responsible for following up with families who have missed payments or who are behind.  They will work with the Director of Bands to insure that families have the opportunity to meet their obligations through revised or altered payment plans as may be necessary.  The Student Fees Committee will advise the Director of Bands monthly as to the status of outstanding student fees and payment progress.
6. Membership Committee. The Membership Committee shall keep a current list of regular members and associate members and shall seek to expand the membership to its fullest potential and to secure full attendance at all meetings of the Organization.  A Telephone Subcommittee shall be appointed as part of this committee.  The 2nd Vice President shall serve as the chairperson of this committee and will make necessary appointments. 
7. Publicity.  The Publicity Committee shall be charged with the responsibility of informing the membership and the public of all events involving the Band and/or the Organization and it’s ensembles. 
8. Equipment Committee. The Equipment Committee (The “Pit Crew”) is responsible for assisting with all construction and movement of equipment and/or props related to the performances of the ensembles supported by the Organization.  The committee will work with the Director(s) of Bands and the staff to secure construction of props and the effective movement and preparation of equipment based on the Band Performance Calendar for the Year.  
9. Rules Committee. The Executive Board and the Director of Bands shall also serve as the Rules Committee, responsible for reviewing the bylaws of the Organization and recommending any changes. 

Section 2. SPECIAL COMMITTEES.  Special committees may be created as needed by the President with approval from the Executive Board.  

Section 3. APPOINTMENT OF COMMITTEE CHAIRPERSONS.  Except as otherwise provided for in these bylaws, the President shall appoint all standing committee chairpersons.  The President shall appoint special committee chairpersons.

Section 4. STANDING AND SPECIAL COMMITTEE MEMBERSHIP.  Except as otherwise provided in these bylaws, the membership of each standing and special committee shall be the prerogative of the committee chairperson, subject to the approval of the Executive Board.  A committee chairperson may create as many subcommittees as necessary to effectively accomplish the purpose(s) of the committee and shall have the authority to assign committee members to serve on one (1) or more subcommittees.  The Band Director and the President shall be ex officio member of all standing and special committees and shall be notified in advance of all standing and special committee meetings.  

Section 5. OVERSIGHT BY EXECUTIVE BOARD.  The Executive Board may review the activities of any standing or special committee to ensure that the committee is acting within the scope of its authority, as set forth in these bylaws, within the mission statement of the band and within the limits of the annual budget. 

ARTICLE IX: FINANCIAL OPERATIONS

Section 1. FISCAL YEAR.  The fiscal year of the Organization shall be June 1 through May 31 of the following year. 

Section 2. AUDIT PROCEDURES. The Band Boosters will employ an independent Certified Public Accountant chosen by the board to review the financial operations and all banking accounts of the Booster Club each fiscal year and properly file all appropriate tax documents with State and Federal Authorities. 

ARTICLE X: BOND REQUIREMENT

Section 1. BOND REQUIREMENT FOR SPECIFIED OFFICERS AND VOLUNTEERS.  The Band Boosters shall maintain a liability insurance policy for the minimum amount of $500,000.00 The following shall be bonded in the amounts shown:

• Treasurer and President                $50,000.00
• Vice President & Secretary                $50,000.00
• Concession, Student Travel & Expense Account        $50,000.00
• Citrus Sales, Fundraising Chair                $50,000.00

ARTICLE XI: INDEMNIFICATION

    Section 1. INDEMNIFICATION.  The Organization shall defend, indemnify and hold harmless its officers, committee chairpersons, the Travel Coordinator, the Uniform Coordinator, the Chaperone Coordinator, the Food Coordinator, the Color Guard Liaison, and the Equipment Coordinator against expenses (including attorney’s fees), judgments, penalties, fines and amounts paid in settlement as a result of any action, suit or proceeding that arises as a result of the good faith performance of their duties as an officer or volunteer for the Organization.  

ARTICLE XII: PARLIAMENTARIAN

Section 1. PARLIAMENTARIAN.  The President shall appoint a Parliamentarian for the Organization  not later than thirty (30) days from the date he or she takes office. 

Section 2. DUTIES OF THE PARLIMENTARIAN.  The Parliamentarian shall serve only as an advisor to the President on matters pertaining to parliamentary procedure. 

  ARTICLE XIII: AMMENDMENTS

Section 1. PROCEDURE TO BE FOLLOWED.  An amendment to the Organization bylaws may be proposed by any regular member of the membership or by the Director(s) of Bands. Any proposed amendment to these bylaws shall be submitted first to the Executive Board.  The Executive Board shall submit the proposed amendment(s) to the membership for discussion and action.  A vote may not be taken on any proposed amendment until the meeting next following the meeting at which the proposed amendment is discussed by the membership.  The vote shall be by secret ballot.  The President shall appoint tellers to gather and count the ballots and return a signed report to the President who will announce the results. 

Section 2. VOTE REQUIRED.  An affirmative vote of two-thirds (2/3) of all votes cast shall be necessary for the adoption of any amendment to these bylaws. 

Section 3. EFFECTIVE DATE OF AMMENDMENTS.  Amendments adopted by the membership shall take effect immediately upon adoption. 

Section 4. SUSPENSION OF RULES.  The rules in Article XIII of these bylaws may be suspended by an affirmative vote of two-thirds (2/3) of all ballots cast by the membership of the Organization at a regular meeting of the membership.

  ARTICLE XIX: DISSOLUTION

    Section 1. DISSOLUTION.  In the event of dissolution or other termination of the Organization, all assets after payment of outstanding debts and other legal obligations shall be paid over to Summerville High School, Summerville, South Carolina, or its successor, to be used for the Summerville High School Band, or a successor band; otherwise, for other school music purposes.  If Summerville High School, or a successor, does not exist, such assets shall be paid to Dorchester District Two Schools, Summerville, South Carolina to be used for other school music purposes.