BYLAWS OF THE WEST ESSEX BAND BOOSTERS
These by-laws, which were adopted by a vote of the West Essex Band Booster membership on September 12, 2011, replace and supersede in their entirety all previously adopted by-laws or constitutions.
This document, therefore, represents the sole by-laws of the West Essex Band Boosters that are in effect as of the date of their adoption.
The mission of the West Essex Band Boosters is to arouse and maintain an enthusiastic interest in the various Band Programs of the West Essex Regional High School. We do this by promoting and facilitating communication among parents and the Performing Arts Department within the school by lending all possible support, both moral and financial.
ARTICLE I. – NAME
The name of this organization shall be the West Essex Band Boosters (hereinafter WEBB).
ARTICLE II. – PURPOSE
The purpose of WEBB is to provide information and support to families of students participating in any of the band programs at West Essex Regional High School with special emphasis placed on;
- To Arouse and maintain an enthusiastic interest in the various phases of the band program of the West Essex Regional High School.
- To lend all possible support, both moral and financial, to the band programs in the school grades 9th through 12th in cooperation with the Music Director(s), Administration, and Board of Education.
- Foster cooperation, communication, and closer contact between the students’ home and school in order that their parents/guardian may effectively encourage their children’s musical education/training.
- To cooperate with those in charge of the Band and Performing Arts Department while maintaining the highest possible degree of efficiency in order to build and maintain an organization which will help to promote the general activities of the Band and Performing Arts Department.
- WEBB is a support group only when together at a meeting of the Duly Elected Officers and/or meeting of the General Membership. Other than during these meetings, or committee work, they are only individual parents voicing opinions not as representatives of the West Essex Band Boosters.
- The organization shall be non-partisan.
ARTICLE III. – MEMBERSHIP
The membership of this organization is open to any parent, guardian, or family member of an incoming, current, or former member of the West Essex High School Band program. Current students are not eligible for membership. Parents and/or guardians of children who are currently enrolled in a West Essex Band program shall be automatically considered members in good standing, so long as their dues are current and paid in full. Only a member in good standing may vote on issues brought before the membership, and only one vote per family will be accepted. While students are encouraged to attend all general meetings and to voice their opinions, they are not eligible to vote.
ARTICLE IV. – OFFICERS
- The elected Officer positions of WEBB will include, at least, a President, Vice President, Secretary, and Treasurer. Along with the Supervisor or representative of the Band Department shall constitute the members of the Executive Board.
- Officers shall be elected by the members of this organization, and shall hold office for a term of (1) year or until their successors are duly elected. It is the intention that no officers hold a position for more than two (2) consecutive terms. Other offices such as an additional Secretary or Treasurer may be added by a vote of the general membership. All elected officers must be members in good standing and parents/guardians of a student currently participating in a Band program.
- Any vacancy caused by the death, resignation, removal, disqualification, or otherwise, of any officer shall be filled by the Executive Board. In the event of a vacancy in any office other than that of President, such vacancy may be filled temporarily as per the qualifications of Article IV Section 2 by appointment of the President until such time as the Board shall fill the vacancy. In event of the President’s resignation or incapacity to serve, the Vice President shall succeed to that office until the next regular elections are held.
- The Executive Board may, at the discretion of the President or at the request of two (2) or more Executive Board members, meet to discuss relevant matters. Such meetings are encouraged prior to each general business meeting to set agenda items and make arrangements for the meeting.
- Both the Secretary and the Treasurer shall permit any member in good standing to inspect all books and records of WEBB for any proper purposes at any reasonable time.
- PRESIDENT – The President’s duties shall include, but not limited to, presiding at all meetings, calling regular or special meetings of the Executive Board or general membership as needed; serving as the first line of contact between the West Essex Performing Arts Alliance (WEPAPA), Performing Arts Supervisor, the Music Director(s), and the West Essex Band Boosters; appoint all members to standing and special committees including chairpersons; and be a member, ex officio, of all committees except the nominating committee; as well as maintain a copy of guidelines for all committees. The President shall see that committee reports and statements requested from the committees are properly made, kept, and filed. He or she shall execute on behalf of WEBB all decisions of or programs adopted by the Board or the Committee(s); shall conduct and administer the operations of those powers and duties which normally pertain to the office of President or commonly accepted presidential duties. This includes but is not limited to the authority to execute contracts or other instruments on behalf of WEBB; to sign notes and other evidences of indebtedness of WEBB. The president may delegate to the Vice President or another Executive Board member such official or other duties as may be necessary for the conduct of business and general good of the organization.
- VICE PRESIDENT – The Vice President’s duties include, but are not limited to, serving in the capacity of the President during the absence, or inability of the President to render or perform his/her duties, or refusal to act, as set forth in these by-laws; assist other officers as needed; perform other duties as commonly accepted vice presidential duties. The President may delegate some of his/her customary duties to the Vice President. The Vice President shall be a member, ex officio, of all standing and special committees except the nominating committee. The Vice President, in the event of the President’s resignation or incapacity to serve, shall succeed to the office until the next regular election of officers.
- SECRETARY – The Secretary’s duties include, but are not limited to, maintaining minutes of general, annual, and Executive Board meetings, making the minutes available in draft form for acceptance at the following general meeting, making arrangements for approved minutes to be posted on the WEBB website and perform all other functions that are commonly accepted secretarial duties; shall keep and maintain all documents and records, including an up to date Membership Roster, the minutes of all meetings of the Board or the Committee(s) report(s); issue notice of all meetings; file all reports required pursuant to the state and federal law; and perform such other duties as assigned by the President or Executive Board. It is the responsibility of the Secretary to have a copy of the current by laws at all meetings. If there are two (2) Co-Secretaries, the duties will be divided or shared between them, with a preference for one Secretary being Recording Secretary and the other Corresponding Secretary.
- TREASURER – The Treasurer shall have the care, custody, and responsibility for all the funds of the organization and maintain the financial records of WEBB in accordance with school policy. Duties include, but are not limited to, collect all monies due WEBB, holding of cash at events, the timely deposit of incoming funds into the designated West Essex Student Activity account, assuring that the WEBB’s authorized expenditures are made in a timely manner, and keeping accurate records of the income and expenditures showing every activity separately as well as a complete record of all funds of WEBB; perform such other duties as the Executive Board, or President may direct. All disbursements shall be paid by a school check, only upon submission of a receipt. Requests for checks must be made through the school and be signed off by the treasure and the Supervisor of Performing Arts and/or his designee. All expenditures by WEBB must be agreed upon by the elected Officers, and voted upon by the General Membership.The Treasurer shall have authorization to pay only bills and expenses of WEBB without specific resolution of the Executive Board, nor approval by vote of the membership, not to exceed the sum of $500.00 per payee. The Treasurer advises the membership, through a report at each general business meeting, about the finances of WEBB. All records are to be reviewed yearly by an internal review committee consisting of not less than three (3) general members, appointed by the President, but more frequent reviews may be requested, if necessary. The Treasurer also performs other functions that are commonly accepted treasurer duties.A proposed budget for the following school year shall be prepared by the Treasurer and the Supervisor of Performing Arts and/or his designee. It shall be presented for discussion to the Executive Board prior to presentation to the general membership for approval at the annual meeting.If there are two (2) Co-Treasurers, the duties will be divided or shared between them, Co-Treasurers must not be related to each other by blood or marriage.
ARTICLE V. – COMMITTEES
WEBB shall have the following standing committees: Membership, Welcome, Tickets, Audit, By-Laws, Hospitality, Competition, Pit Crew, Nominating, Public Relations, and any other committees as the Executive Board may determine.
The President shall appoint the chairperson and members of the standing committees, as well as any special committees with the exception of the Nominating committee in which only the chair will be appointed by the President.
In addition to the listed responsibilities, each committee chairperson will be required to make a report to the general membership at each meeting.
- MEMBERSHIP – This committee shall receive the list of new members from the Director(s) when available. The committee will contact each new member’s parent/guardian in order to solicit new members to WEBB and collect membership dues. Any member joining after the beginning of the school year will also be contacted by this committee.
- TICKETS – This committee will be responsible to obtain the tickets for the upcoming competitions from the Director, for advance sales to families and friends. The committee will ensure that someone is available to sell the tickets at the required times.
- AUDIT – This committee will be responsible for the annual review of the financial records of WEBB. The internal review committee will be comprised of not less than three (3) general members, appointed by the President, that are not members of the Executive Board. This committee will report to the President, in writing, their conclusions as to whether the records appear to be in good order. The preference would be that this audit be completed prior to the April regular meeting.
- BY_LAWS – This committee will study the current bylaws in an effort to make them more effective. They will report any recommended changes or amendments to the Executive Board and general membership for discussion. Final recommendations will be presented to the Secretary and read to the membership at a regular meeting. Said amendment will be voted on at the next regular meeting. Notice of a vote on any changes or amendments shall be given in accordance with the provisions of these bylaws. Upon approval of any changes or amendments, the Secretary shall send a copy to all the members of the organization.
- HOSPITALITY – This committee will coordinate the hosting activities for the following events but not limited to; Welcome Bar-B-Q, Jazz Dinner, Parents Appreciation Day. These events may be chaired as individual sub-committees subject to the same reporting requirements of any committee.
- COMPETITION – This committee shall work with the director(s), to help organize and assist with all aspects of any competitions that will be hosted by WEBB. Duties include but are not limited to; food donations, judge’s hospitality, parking, volunteers, police contact, and other items as needed.
- PIT CREW – This committee will be responsible to ensure there are enough trained members to assist the bands “Pit” members with the set up and breakdown of the sideline instruments, props, and podium(s) at all events.
- NOMINATING – The chairperson of this committee, once appointed by the President, shall select the committee members from the general membership and will not include current Executive Board members. The committee will present at the April general meeting their recommended slate of officers for the election.Officers will be elected at the Annual meeting held in May of each year. In addition to those nominated by the committee, additional nominations may be made from the floor during the Annual meeting. If nominations are made from the floor, elections will take place by a secret ballot. If there are no nominations made from the floor, then a simple show of hands vote will be taken. Officers will be elected by simple majority of those present at the Annual meeting and will not require a quorum.
- PUBLIC RELATIONS – This committee’s duties will include but not limited to; managing all advertising, press releases, and other matters of publicity which may arise regarding the West Essex Performing Arts programs. Coordinate contact with local papers and media outlets in order to promote the activities of the West Essex Performing Arts programs. Complete records of any such advertising or releases will be maintained by this committee and be available to the Executive Board and general membership whenever required.
ARTICLE VI. – AUTHORITY
The rules contained in Robert’s Rules of Order (revised) shall govern this organization in all cases in which they do not conflict with the bylaws of WEBB.
ARTICLE VII. – MEETINGS
- REGULAR – Regular meetings of the organization shall be held once each month from September thru June. The Executive Board, at the beginning of each year, must set and publish a calendar of all general meetings for the membership. The Executive Board shall meet prior to each regular meeting to discuss the business of the organization and to make recommendations, as they deem advisable to the membership.
- ANNUAL – The Annual meeting of the organization shall be the May meeting. At this meeting election of officers in addition to the proposed budget will be presented to the membership and put to a vote.
- SPECIAL MEETINGS – Special meetings may be called by the President or upon request by a majority of the Executive Board or a majority of the membership of the organization.
- NOTICE – No special notice shall be required of regular or annual meetings; But the Secretary shall give notice of special meetings of not less than seven (7) days to the members by mail addressed to them at their last known place of residence, by telephone, or by email.
- QUORUM – The presence in person of (12) members in good standing (one vote per family), and a majority of the Executive Board of the organization shall be necessary to constitute a quorum for the transaction of business.
ARTICLE VIII. – ELECTIONS
Officers will be elected at the annual meeting held in May of each year. In addition to those nominated by the committee, additional nominations may be made from the floor during the Annual meeting. If nominations are made from the floor, elections will take place by a secret ballot. If there are no nominations made from the floor, then a simple show of hands vote will be taken. Officers will be elected by simple majority of those present at the Annual meeting and will not require a quorum.
ARTICLE IX. – AMENDMENTS
The bylaws may be amended by a majority vote of the members at any regular meeting in which a quorum is present. The amendments must have been presented to the membership, in writing, at the preceding regular meeting of the organization.