Constitution and By-Laws Of the Toledo Christian Music Boosters Association CONSTITUTION ARTICLE I NAME ARTICLE II SCOPE ARTICLE III RESPONSIBILITIES

Transcription

1 Constitution and By-Laws Of the Toledo Christian Music Boosters Association CONSTITUTION ARTICLE I NAME The name of this organization shall be the Toledo Christian Music Boosters Association, herein referred to as TCMBA. ARTICLE II SCOPE TCMBA is a non-profit organization, established and operated exclusively to provide educational support and opportunities for the students enrolled in the Toledo Christian Schools Instrumental and Vocal Music programs. ARTICLE III RESPONSIBILITIES The responsibilities of TCMBA include but are not limited to: To support and facilitate the policies and educational direction of the Instrumental and Vocal Music programs as established by the band and choir Directors who are employees of Toledo Christian Schools. To provide comprehensive personal assistance and execute any programs initiated for the necessary financial support resulting in optimum development of the Instrumental Music Program and the Vocal Music Program at Toledo Christian Schools. To provide adequate and safe transportation, when required, for band and choir performances and to provide a minimum of one (1) chaperone per ten (10) students for the protection and safety of all band and choir members before, during, and after such performances. All proceeds shall be for benefit of the instrumental and vocal music students and instrumental and vocal music programs at Toledo Christian Schools, and no private interest or individual shall personally benefit from the actions of TCMBA. No substantial part of TCMBA s activities shall attempt to influence legislation, and shall not participate in, or intervene in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office.

2 ARTICLE IV OFFICERS The officers of this organization shall be: Music Director(s), President, Vice-President, Secretary, Treasurer of the General Fund, and Chairpersons of the following committees: Ways and Means, Public Relations, and Uniform. These Officers shall be members of TCMBA. ARTICLE V MEMBERSHIP Active membership in this association shall consist of the parents/guardians of Toledo Christian School students who are members of the Instrumental Music Program and the Vocal Music Program. All other persons interested in the instrumental and vocal music programs shall be known as Associate Members. ARTICLE VI DISSOLUTION When TCMBA can no longer function as an organization, or the services it provides are no longer needed, the Officers of TCMBA shall call a meeting for the express purpose of dissolving TCMBA. A vote of at least two thirds of the Officers in attendance shall be necessary to dissolve TCMBA. All monies and assets will then be equally divided between Instrumental Music and Vocal Music programs and deposited into their Toledo Christian Schools accounts. We, the undersigned Officers of the Toledo Christian Music Boosters Association, hereby establish TCMBA and adopt this constitution and the attached By-Laws as our organizing document. Signature Name (print) Title Date

3 BY-LAWS ARTICLE I The By-Laws of the Toledo Christian Music Boosters Association are herein described. These By-Laws set forth the structure by which Toledo Christian Music Boosters Association shall operate. They may be amended and/or repealed at the scheduled meetings of the membership by a simple majority of a quorum of the membership. If a quorum is not available, then the amendment and/or application for appeal shall be tabled until the next scheduled meeting of the membership. Each member of the Executive Board must receive a written notice of the proposed change at least 10 days prior to the meeting at which the proposed action is to be taken. A quorum is described in ARTICLE IV of these By-Laws. ARTICLE II EXECUTIVE BOARD The executive Board, hereafter called the Board, shall constitute the governing body of the Toledo Christian Music Boosters Association, hereafter called the TCMBA. The Board shall be composed of the Directors, officers of the TCMBA and the Chairpersons of all Standing Committees. The voting members of the board shall be the Directors, President, Vice-President, Secretary, Treasurer, and Chairpersons of the following committees: Ways and Means, Public Relations, and Uniform. The Board shall operate within the confines of these By-Laws and shall not assume any authority or responsibilities unless these By-Laws are amended by the TCMBA membership. The Board shall also serve as the trustee for all the TCMBA assets and liabilities, establish objectives and ascertain the accomplishment of these objectives, approve and monitor budgets, establish priorities and accomplish all functions assigned to them by the membership. Each year the Treasurer shall prepare a budget for presentation to the Board. The Treasurer shall use inputs from the Directors, Chairpersons of Standing Committees and past budgets, as well as any other information available, to establish a budget for both expenses and income. The Board shall review and approve the budget before presentation to the General Membership at the August meeting. A simple majority of the members present at the August meeting is necessary for final approval. A simple majority is described in Article IV. The Board will maintain all permanent records of the TCMBA. The records shall include, but are not limited to: 1. The TCMBA Article of Constitution and By-Laws. 2. The TCMBA Treasurers Annual Report, Financial Statements, receipts and inventories. 3. The TCMBA Membership Roster 4. Minutes of all the TCMBA meetings

4 ARTICLE III A. VOTING OFFICERS The TCMBA elected officers and their responsibilities are: DIRECTOR(S): The Director(s) are the Chief Executive Officers. They are employees of Toledo Christian Schools and are responsible for their students well being and are required to protect their students best interest in regards to music education. They are automatically members of every committee and are voting members of the Executive Board. They have the right to over-rule any decision made by the Board or membership if they believe the decision was not made in the best interest of the students and the music program at Toledo Christian Schools. This can only be done after an Executive Board meeting has been held to discuss the issue. PRESIDENT: The President is the Chief Operating Officer. He/She shall preside at all meetings of the Board and Membership. Should a vacancy occur in any office other than the Presidency and Music Director, then the President may appoint a temporary successor until the next meeting of the Board. The Board shall eliminate the vacancy in accordance with ARTICLE VI of these By-Laws. VICE-PRESIDENT: The Vice-President shall assume the duties and responsibilities of the Presidency during any absence, temporary or permanent, of the President and shall carry out additional duties as assigned by the President. The Vice-President shall also serve as Event Coordinator for all events including concerts and field trips, to include ensuring that the appropriate number of chaperones are provided, and food/snacks are provided as appropriate. If, for any reason, the Vice-President cannot fulfill these duties, then the Board shall elect a candidate from the TCMBA membership. Please refer to ARTICLE VI; paragraph 3. SECRETARY: The Secretary shall record the minutes of all Board and Membership meetings and is custodian of all TCMBA permanent records and correspondence. The secretary shall maintain current membership rosters. Any correspondence, including solicitations, requests for donations, etc., shall be reviewed by the Directors and/or the President. The Secretary shall distribute minutes of each Membership meeting to the Board and Directors prior to the next meeting. The Secretary shall be responsible for telephoning/ ing all members of the TCMBA to remind them of meetings and other activities, or when requested by the President or Directors.

5 TREASURER: The Treasurer shall be responsible for all transactions associated with TCMBA. All written contracts and financial obligations must be approved by the Board and bear the signature of the President and Treasurer when and if an outside Checking or Savings account is established. The Treasurer is responsible for collecting any monies owed to the Music Program and they are obligated to turn in all monies to the Toledo Christian Schools Accountant. The Treasurer is responsible to specify amounts and into which account the amount is to be deposited (Instrumental or Vocal). The Treasurer shall maintain accurate records of all monetary transactions, inventories and financial statements receive all funds and deposit them into the school account. Treasurer reports will be included at all membership meetings per ARTICLE IV of these By-Laws. Expense reimbursements will be made only to those individuals who have approval of the Board and/or Toledo Christian Schools. All TCMBA financial records, funds, inventories, assets and liabilities must be transferred to any newly elected Treasurer by the incumbent by July 1 st of each year. Both the incoming and outgoing Treasurers will work together through both the Audit and Turnover processes. All financial records, statements, inventories, assets, and liabilities, will be subject to audit and must be certified 30 days prior to the August meeting. For purpose of accounting, the TCMBA fiscal year shall coincide with the Toledo Christian Schools fiscal year. Any outstanding accounts or deposits remaining after April 30 th shall be carried forward to the following year. B. STANDING COMMITTEE VOTING OFFICERS The TCMBA standing committees shall be as follows: WAYS AND MEANS: The Ways and Means Committee shall consist of a Chairperson elected by the General Membership. Other members shall be selected by that Chairperson. This committee shall have the responsibility of devising methods for raising the necessary funds to meet the needs of the approved budget(s). Additionally, the Ways and Means Committee shall assist and supervise the students in all fund raising activities.

6 PUBLIC RELATIONS The Public Relations Committee shall consist of a Chairperson elected by the General Membership. Other members shall be selected by that Chairperson. The Chairperson shall handle all written correspondence as directed by the Board. This committee shall be responsible for the publicity releases to the media (newspapers, radio, etc.), the design of posters publicizing TCMBA projects and activities, and assisting the Directors with any music department newsletters. UNIFORM: The Uniform Committee shall consist of a Chairperson elected by the General Membership. Other members shall be selected by that Chairperson. It shall be the responsibility of this committee to keep an accurate inventory of all Band and Choir uniforms/dresses/tuxedos. They shall measure and fit each member of the Choir, Band and Orchestra. They shall, upon receipt, of a non-refundable deposit or payment, issue a uniform/dress/tuxedo to each member of the Band or Choir. They shall collect uniforms for cleaning and/or repairs as needed or as assigned by the Directors or President. The Chairperson shall inform the Board when additional or replacement parts are needed. In addition to these committees, one representative each for instrumental and vocal music shall be selected as liaisons from families with students at the elementary/middle school level. Other committees may be established as deemed necessary by the Board. C. NON-OFFICER AND NON-VOTING COMMITTEES AUDIT: The Audit Committee, consisting of a Chairperson and two members from the General Membership, shall be appointed by the President no later than 60 days prior to the annual meeting. The Audit Committee shall audit the Treasurer s records and present a report at the August meeting.

7 ARTICLE IV MEETINGS The Executive Board, as identified in Article II of these By-Laws, shall meet monthly. All meetings are open to the General Membership for input and discussion of any issues. Such meetings of the Board may be called by the President, Directors, or at least three (3) members of the Membership. The meeting of the TCMBA shall normally be held on the second Tuesday of each month. Should any given Board find that date not feasible, then the Board shall select a regular monthly meeting day with approval of the attendees at the first monthly meeting. A vote at any meeting can change this date when it conflicts with any other planned activity. Notice of all meetings shall be published in the TCMBA Newsletter. A quorum is defined as the attendance by a minimum of 5 TCMBA Board Members. A simple majority is defined as one-half plus one of the number of Board Members present. In order to pass a vote, a quorum is required and of this number a simple majority is necessary. In order to pass a vote via telephone or via , an electronic quorum is required, i.e. a minimum of 5 TCMBA Board Members must respond, and of this number a simple majority is necessary. The Band and Choir Directors can and will act as advisory and voting members at any and all meetings. ORDER OF BUSINESS: The order of business for all meetings of the TCMBA Executive Board and Membership is as follows: 1. Minutes of Previous Meeting, once read changes or updates will be made at this time. No further changes can be made to adopted minutes after this is done and minutes are entered as meeting records. 2. President Report 3. Vice-President Report 4. Treasurer report 5. Secretary Report 6. Committee Reports a. Ways and Means b. Public Relations c. Uniform 7. Directors Reports 8. Old Business 9. New Business 10. Good of the Organization 11. Adjournment

8 PARLIAMENTARY PROCEDURE: Robert s Rules of order, and TCMBA By-Laws, as revised and amended, shall prevail at all meetings of the TCMBA, its Executive Board, All Committees, and any other duly authorized TCMBA activities requiring Parliamentary Procedures. A Parliamentarian will be appointed by the President to orally solve all questions, objections, challenges, and problems as required during the course of all meetings of the membership. However, should a conflict arise between these By-Laws as published and/or amended, the TCMBA By-Laws shall take precedence. VOTES: At the discretion of the President or the Directors, a telephone vote or an vote of the Board may be taken, by the President, for any matters requiring immediate action between meetings. All telephone and votes must be cleared through the Directors and entered into the next scheduled meeting minutes. Results of all telephone and votes must be entered into the minutes by name and vote. ARTICLE V ANNUAL MEETING The annual meeting shall be the regular meeting in May, at this time an Annual Report will be presented by all Officers and Standing Committee Chairpersons. All incoming Board Members shall be present at this meeting. ARTICLE VI ANNUAL ELECTIONS TCMBA Officers shall be elected each year. Elections may be held at any regular meeting between February and April. ELIGIBILITY: Members eligible for nomination and election as Officers shall have been a member for at least 60 days prior to that election. NOMINATION COMMITTEE: A nomination committee of not less than three and not more than five members, appointed by the President, shall be selected and assembled not later than 60 days prior to the Election Meeting. The Directors shall be members of the nominating committee. The committee shall submit the name of at least one candidate for each office. This slate must be submitted to the Secretary no later than 30 days prior to the Election Meeting and Election. Additional nominations may be made from the floor. All nominees must consent to having their names placed in nomination. Notification of the election date must be made prior to the election.

9 ELECTION AND TERM OF OFFICE: The officers shall be elected and announced at the Election Meeting. The term of all Officers shall be one year. They shall be elected by secret ballot prepared by the Secretary. Ballots shall be distributed at the Election Meeting, once marked by all attending members they will be collected. Two volunteer members, not officers, will tally and verify the results of the tally, which will be read aloud, and the master tally sheet will then be entered into the minutes of the Election Meeting. However, if there is but one candidate for any office, by motion from the floor, the election may be made by acclamation. All terms of office will commence at the conclusion of the Annual Meeting in May. All changes with regard to the conduct of the election results shall be resolved prior to the conclusion of the meeting at which the challenge occurred. Should a Board member resign from office, a vacancy shall be declared by the Board. The Board may then select a candidate from the TCMBA membership to fill the unexpired term of office. A Board Member may be removed from office for cause if and only if the following procedure has been taken: Step 1. A one-on-one meeting between the person filing the complaint and the Board Member. Step 2. If Step 1 yields unsatisfactory results, then a neutral Board Member shall be present to mediate and to document a follow-up meeting between the aforementioned parties. Step3. If Step 2 yields unsatisfactory results, then a closed meeting of the TCMBA Board shall be required in order to pass a vote for or against removal.