Band Boosters constitution and by-laws

ARTICLE I: NAME
The name of this organization shall be the Band Boosters of Lake Zurich (the “Association”).
ARTICLE II: OBJECTIVES
The primary objectives of the Association shall be as follows:
A. To collaborate with the Lake Zurich High School Band Director, the High School officials, and Lake Zurich School District officials to promote the advancement of the Lake Zurich High School band programs.
B. To provide financial support for projects which benefit the Lake Zurich High School band programs.
C. To encourage the growth and development of an exceptional band program that complements and expands the educational opportunities of Lake Zurich High School students.
D. To provide a process for ensuring effective communications and actively involving parents in implementing school activities that involve students and their families. –or- To facilitate effective communications regarding band program activities and encourage parent, family and community involvement in those activities.
E. No part of the net earnings of the Association shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that the Association 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 II hereof. No substantial part of the activities of the Association shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Association shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these activities, the Association shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under Section 501(c) of the Internal Revenue Code, or (b) by an organization, contributions to which are deductible under section 170 (c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

ARTICLE III: ASSOCIATION MEMBERSHIP
SECTION 1 – REGULAR MEMBERSHIP
Regular membership shall consist of parents or guardians in good standing of students who are current members of the Lake Zurich High School band program. Only regular members shall have the right to vote, make motions, and hold office.

SECTION 2 – ASSOCIATE MEMBERSHIP
Associate Membership shall consist of members of the community who participate in the support of the Lake Zurich High School bands through volunteer efforts, financial contributions, or both. Associate membership is a non voting membership class.

SECTION 3 – MEMBERSHIP STATUS
To be in good standing, each regular member and member’s student shall be current with any applicable fees, expenses, charges, and other obligations. Membership in the Association shall not be restricted because of age, sex, race, or national origin.

ARTICLE IV: BOARD of DIRECTORS
SECTION 1 – MEMBERSHIP
The Board of Directors shall consist of nine members elected by and from the regular membership of the association plus the Director of Bands of Lake Zurich High School who shall be an ex officio, non-voting member of the Board. The elected Board shall consist of a President, Vice President, Secretary, Treasurer, and five Directors with one Director representing each student class filled by a parent of a student in that class, and one Director-At-Large.

SECTION 2 – GENERAL POWERS
The business affairs of the Association shall be managed by the Board of Directors at any regular or special meeting. The Board of Directors shall have in addition to such powers as are hereinafter expressly conferred upon it, all of the powers of the Association except such as are by law, the Articles of Incorporation or the by-laws conferred upon or reserved to members.

SECTION 3 – SPECIAL POWERS
The Board of Directors shall have the power to purchase or otherwise acquire property, rights, or privileges for the Association, which the Association has power to take, at such prices and on such terms as the Board of Directors may deem proper; to pay for such property, rights, or privileges in whole or in part with money, securities or property of the Association; to create, make and issue mortgages, bonds, deeds of trust, trust agreements and negotiable or transferable instruments and securities, secured by mortgages or otherwise and to do every other act and thing necessary to effectuate the same.

SECTION 4 – ELECTION & TERM of OFFICE
A. The Board of Directors described in Section 1, excluding the Band Director, shall be nominated either by a Nominating Committee or by nominations from the floor, or both, not later than the April Association meeting and each nominee for Officer shall have served as a Director for at least one year. All nominees for Officers and Directors must be familiar with the Constitution and By-Laws, agree to serve, and be regular members in good standing.
B. Election of Officers and Directors shall occur at the close of nominations at the April Association meeting. Term of office shall be for one year and expires at the end of the next school year; The new Board of Directors will assume the duties related to the next year’s program at the close of the current school term.

ARTICLE V: DUTIES OF OFFICERS
SECTION 1 - PRESIDENT
It shall be the duty of the President to preside at all meetings of the Association and Board of Director, and to perform all the duties pertaining to the office. The President shall appoint such committees and Committee Chairpersons as necessary to fulfill the business and activities of the Association and shall coordinate activity among the Committee Chairpersons.

SECTION 2 – VICE PRESIDENT
It shall be the duty of the Vice President to perform all duties of the President in his or her absence or disability. Should the office of President become vacant during the year, the Vice President shall automatically become President. The Vice President shall co-chair the Finance Committee.

SECTION 3 - SECRETARY
It shall be the duty of the Secretary to record all proceedings of the Association and Board of Director meetings and to submit within two weeks a copy of the minutes to the Board of Director. The Secretary shall keep all books, attend to all the correspondence of the Association and of the Board of Director, and keep available copies of all correspondence. All records shall be turned over to the Secretary’s successor.

SECTION 4- TREASURER
It shall be the duty of the Treasurer to maintain complete and accurate financial records by activity account and to prepare a written report for each monthly Association meeting. The Treasurer shall pay all bills approved by the Finance Committee and the Association. As soon as all bills are paid and tax accounts are settled as of the June 30 annual closing date, the Treasurer shall permit the Auditing Committee to inspect the Association’s books and records.

ARTICLE VI: AUDITING COMMITTEE
There shall be an Auditing Committee appointed by the President to audit the books of the Treasurer each year. The Treasurer’s books and all monies shall be turned over to the Auditing Committee as soon as all bills are paid and tax accounts are settled as of June 30th closing date. The Auditing Committee shall audit the books and turn the books, along with all monies, over to the Treasurer-elect before July 31st. The Auditing Committee’s report shall be read at the next scheduled Association meeting.
ARTICLE VII: COMMITTEES
SECTION 1 - STANDING COMMITTEES
A. There shall be Seven Standing Committees as follows:

a. Fundraising
i. Pointsiettas
ii. Car Wash
iii. Flowers & Mulch
iv. Cheesecakes
v. Buzz Books
vi. Merchandising
vii. Student Accounts

b. Logistical Support

i. Sideline Crews
ii. Concert Crews
iii. Video & Photography
iv. Communications (Phone Tree/email)
v. Publicity/Public Relations
vi. Web Master
c. Hospitality
d. Special Projects
i. Solo & Ensemble
ii. IMEA
iii. Organizational Contest
e. Uniforms
f. Chaperones

B. Each Standing Committee shall have a Chairperson(s) appointed by the President to serve a one year term.
C. The Chairperson(s) shall be responsible for assembling volunteers to serve on the committee, hold meetings necessary to conduct the business of the committeee and shall be responsible for reporting back to the Board of Directors at every Board Meeting.

A.

SECTION 2 – FINANCE COMMITTEE
A. The Finance Committee shall be co-chaired by the Vice President and the Treasurer and shall also include the President, , Band Director, the officers-elect, if any, for each of the foregoing offices, and three or more Association members to be appointed by the Co-chairs. Although the Vice President is responsible to chair this committee, the President shall attend Finance Committee meetings.
B. It shall be the duty of the Finance Committee to determine the budget and to approve all non-budgeted expenditures over $500.00. The Finance Committee shall evaluate the profitability and feasibility of all proposed fundraising activities.
C. The Finance Committee shall prepare the annual budget, including annual dues and fundraising activities. The Finance Committee shall present the budget to the Association Membership for approval at the June meeting. The Finance Committee will meet again in January to review the approved budget and suggest necessary changes, if any, to the Association Membership.
B. The President, Vice President and Treasurer shall be authorized to sign checks. All checks of $1,000.00 or more must have two signatures.

SECTION 3 – NOMINATING COMMITTEE
The Vice President shall appoint not later than the April meeting, a three-member Nominating Committee, which shall develop a slate of candidates for nomination as Officers and Directors to presented at the Annual Meeting.

SECTION 4 – SPECIAL COMMITTEES
Special Committees may be appointed from time to time as required to accomplish special projects as deemed necessary by the Board of Directors. A chairperson shall be appointed by the President and the committee shall follow the same guidelines as Standing Committees. Special Committees will be dissolved by the Board upon completion of the project or when deemed no longer necessary by the Board.

SECTION 5 –VACANCIES
Vacancies of the Chair position of any Committee shall be filled by appointment by the President to fill the unexpired term of that committee.

ARTICLEVIII: LIABILITY
An Officer of the Association shall not be personally liable for monetary damages for any action taken, or any failure to take any action, unless the Officer has breached or failed to perform the duties of his or her office under the Illinois General Not-For-Profit Act of 1986, Illinois Compiled Statutes, 1992, Chapter 805, Act 105 and the breach or failure to perform constitutes self-dealing, willful misconduct, or recklessness. The provisions of this Article shall not apply to the responsibility or liability of an Officer pursuant to any criminal statute or the liability of an Officer for the payment of taxes pursuant to local, state or federal law.

ARTICLE IX: MEETINGS
SECTION 1 – REGULAR MEETINGS
Regular Association meetings of the Board of Directors are to be held once every month or as scheduled by mutual agreement of the President and Band Director. All meetings will be held at the Lake Zurich High School building; the Band Director or a duly-authorized representative must be present. All meetings are open to the Membership and the public.

SECTION 2 – SPECIAL MEETINGS
Special meetings of the Board of Directors may he called by either the President or the Band Director at the request of three regular members, at any time or place named in the call, by giving five days notice by electronic mail (e-mail), by similar manner calculated to reach the recipient, or by written notice, sent to the last known valid e-mail or similar address of each emmber of record stating the purpose of the meeting, or by mutual consent of the Directors.

SECTION 3 – ANNUAL MEETING
An Annual Meeting shall be held for the purpose of electing new Officers and Directors and such other business as may come before the Membership and shall be held no later than May of the current school year.

SECTION 4 – QUORUM
A majority of the then Members of the Board shall constitute a quorum, provided, that if less than such majority of the Directors is present at said meeting, a majority of the Directors present may adjourn the meeting from time to time; provided further, that the Secretary shall notify any absent Directors of the time and place of such adjourned meeting. The act of a majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board.

SECTION 5 _ INFORMAL ACTION by DIRECTORS
Any action required by law to be taken at a meeting of the members, or any action which may be taken at a meeting of the Directors, may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the Directors entitled to vote with respect to the subject matter thereof.

ARTICLE X: ORDER OF BUSINESS
The order of business at regular Association meetings shall be as follows:

• Call to Order
• Minutes
• Treasurer’s Report
• Committee Reports
• Unfinished Business
• New Business and Correspondence
• Adjournment

ARTICLE XI: DISSOLVEMENT
If at any time the Association membership shall fall below fifteen (15) members, the Association shall be dissolved by a majority vote of the remaining members. Upon dissolution of the Association, assets shall be distributed for one or more exempt purposes within the meaning of under Section 501(c)(3) of the Internal Revenue Code of 1954 (or corresponding provision of any future Internal Revenue Service Law) or shall be distributed to the Federal government, or to a state or local government, for public purposes.

ARTICLE XII: AMENDMENTS AND STANDING RULES
SECTION 1 - AMENDMENT
These By-Laws may be altered, amended or replealed by the affirmative vote of at least a two-thirds majority of the Regular Members present and/or by proxy vote at any regular, or at a special meeting called for that purpose, for which proper notice of the purpose of such meeting shall have contained the intent to amend, alter or repealhas been given. The process for amending, altering or repealing the By-Laws is as follows:
A. The proposed amendment shall he submitted in writing to the Board of Directors.
B. The Board of Directors shall provide proper notice of the proposed amendment to the Association members in good standing.
C. The proposed amendment must be accepted by a two-thirds majority vote of those members present at the second reading.
SECTION 2 – STANDING RULES
All Standing Rules shall be passed by a majority vote of those members present at a regular meeting and a separate permanent record of them shall be kept by the Secretary.

ARTICLE XIII: PARLIAMENTARY PROCEDURE
ROBERTS RULES OF ORDER shall be the final authority on all questions and procedures not covered by these By-Laws.