By-Laws

 

Article I Name and Purpose

Section 1.01. Name. The name of this organization shall be White Plains High School Music Department Booster Association Inc. (the “Association”).

Section 1.02. Purpose. The purposes of the White Plains High School Music Department Booster Association are:

1. for the charitable purpose of supporting students of White Plains High School in White Plains, NY participating in music education programming;
2. for the charitable purpose of supporting the education activities and programming of the White Plains High School Music Department;
3. for the charitable purpose of supporting the collaborative and engagement efforts of White Plains High School families and educators to promote music education.

 

 

Section 2.01. Qualification. Any parent, guardian, or other person with a child currently enrolled in any program of the White Plains High School Music Department shall be and are considered a voting member of the White Plains High School Music Department Booster Association Inc. The Director of Fine Arts, Principal, Assistant Principals, and members of the licensed teaching staff of White Plains High School Music Department shall be non-voting, advisory members of the Association.

Section 2.02. Rights and Responsibilities. The members shall have the right and responsibility to attend meetings and events sponsored by the Association, serve on the committees, and be nominated and elected to office. Voting members shall have the right to vote for the officers, review and approve the annual budget, and approve amendments to these bylaws.

Section 2.03. Quorum. The members present at any membership meeting of the Association, provided a majority or more of the Executive Board are present, shall constitute a quorum for the transaction of business. In the absence of a quorum the membership may not take action. In that event, any matter brought before the membership at a meeting at which quorum is not present shall be discussed and decided by the Executive Board.

Section 2.04. Meetings. There shall be at least one general annual meeting of the membership, generally to be held in May or June, at which the officers are elected. Such additional business or special meetings may be held alone or in conjunction with an event sponsored by the Association as is determined by the Executive Board or at the request of five (5) or more members of the Association in writing to the Executive Board. At least five (5) days’ written notice shall be given of all meetings. Notice may be waived by five (5) or more members of the Board in the event of a catastrophic event or emergency.

 

 

Section 3.01. Membership. The Executive Board shall consist of the elected officers of the Association and no more than two members from each of the White Plains Music Department organizations supported by the Association.

Section 3.02. Authority. The affairs, activities and operation of the Association shall be managed by the Executive Board. The Executive Board shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these bylaws. It may create standing and special committees, approve the plans and work of standing and special committees, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the Association.

Section 3.03. Meetings. The Executive Board shall meet monthly to prepare for general membership meetings, additional business or special meetings, and to conduct the affairs of the Association.

Section 3.04. Quorum. A quorum of the Executive Board for the conduct of business shall consist of at least two (2) officers and three (3) other members of the Executive Board in attendance.

Section 3.05. Action Without a Meeting. Any action required or permitted to be taken at a meeting of the membership (including amendment of these bylaws) may be taken without a meeting if a majority of the Executive Board consent in writing to taking the action without a meeting and to approving the specific action. Such consents shall have the same force and effect as a unanimous vote of the membership.

Section 3.06. Participation in Meeting by Video or Audio Conference Call. Members of the Executive Board may participate in a meeting through use of video or audio software/applications or similar communications equipment, so long as members participating in such meeting can hear one another.

Section 3.07. Reimbursement. Executive Board members shall serve without compensation with the exception that expenses incurred in the furtherance of the Association’s business are allowed to be reimbursed with documentation in accordance with the Association’s financial policies, and prior approval.

 

 

Section 4.01. Officers. The officers of this Association shall include one President, one or more Vice Presidents, a Secretary, a Treasurer and such additional officer(s) as may be elected by the membership or appointed by the Executive Board from time to time.

Section 4.02. Election. A nominating committee composed of the current President, at least one additional officer, and at least one non-officer member of the Executive Board shall begin seeking nominees in April of the year in which the candidates will be elected and develop a slate of candidates.

 

The candidates shall be announced to the membership as soon as possible. Additional nominees may be solicited from the floor on the day of the election. Only those who have consented to serve shall be eligible for nomination, either by the nominating committee or from the floor. Officers shall be elected at the May or June meeting of the Association by the members present. Officers elected by the membership during the general meeting shall assume their official duties on June 30 of the school year during which their election takes place.

Section 4.03. Term. Officers shall serve a two-year term measured from June 30 of the school year during which their election takes place. Officers may be elected for up to two consecutive terms in the same office.

Section 4.04. Vacancies. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board.

 

 

Section 5.01. President. The President shall be the principal executive officer of the Association and, subject to the control of the Executive Board shall in general supervise and control all of the activities of the Association. The President shall be a member of the Executive Board and, when present, shall preside at all meetings of the Executive Board and all meetings of the membership. The President shall vote only in the case of a tie in a vote of the Executive Board or the membership. The President shall select and appoint the chairpersons of all standing and special committees and shall be an ex-officio member of all committees of the Association.

Section 5.02. Vice President(s). The Vice President(s) shall be a member of the Executive Board and, in the absence of the President, shall perform the duties of the President. The Vice President(s) shall perform such other duties as are assigned by the President or the Executive Board.

Section 5.03. Secretary. The Secretary shall be a member of the Executive Board. The Secretary shall keep the minutes of the proceedings of the membership and the Executive Board, shall see that all notices are duly given in accordance with these Bylaws, shall be responsible for the publishing of meeting minutes, shall manage and keep an accurate tally of the volunteer records and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.

Section 5.04. Treasurer. The Treasurer shall be a member of the Executive Board. The Treasurer is the authorized custodian to have oversight of all funds of the Association in accordance with the Association’s financial policies. The Treasurer will organize, document, and record all financial activities. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance with the Association’s tax-exempt purpose, bylaws, and budget. The financial records belong to the Association and must be available to the other officers and members upon request.

The Treasurer shall:

• Prepare an annual budget for review and approval by the members.
• Ensure that numbered receipts are provided for cash received by the Association.
• Ensure that all funds are timely deposited in the Association’s authorized bank account(s).
• Ensure that payments and disbursements are authorized by approved budget, or an amendment to the budget.
• Present a written financial report (including income and expenditures and comparing budgeted amounts to actual year-to-date amounts), at each General Membership Meeting of the membership and at other times as requested by the Executive Board.
• See that an annual financial review or audit, as appropriate based on budget size, is conducted and presented to the Executive Board, General Membership, and other stakeholders.

 

 

Section 6.01. Budget. The Executive Board shall present to the membership at the first regular meeting of the membership after the officers have been elected, or as soon thereafter as practicable, a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Association during the year, including serving as approval for anticipated expenditures. Any substantial deviation from the budget must be approved in advance by the membership.

Section 6.02. Obligations. The Executive Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the Association. In the absence of any specific authorization being provided, contracts and agreements must be signed by the President and either a Vice President or the Secretary.

Section 6.03. Loans. No loans shall be made by the Association to its officers or members.

Section 6.04. Checks. All checks, drafts, or other orders for the payment of money on behalf of the Association shall be signed by the Treasurer and either the President or Vice President, or by any other two person as authorized in writing by the Executive Board.

Section 6.05. Banking. The Treasurer shall ensure that all funds of the Association are timely deposited to the credit of the Association in such banks or other depositories as determined by the Executive Board. All deposits and disbursements shall be documented by a receipt, an invoice, or other written documentation. Sequentially numbered receipts shall be provided, with a copy kept, whenever cash is turned over or collected. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds, normally daily, immediately after received and counted. If debit or credit cards are established in the name of the Association, a policy approved by the Executive Board shall be developed and used that includes a list of the authorized users, daily/monthly/annual spending limits, and review and oversight provisions. No personal charging on the card by the authorized users shall be allowed.

Section 6.06. Financial Controls. The Association shall adopt appropriate financial controls to ensure the integrity of its funds. Specifically, without limitation, the Association shall maintain separation of financial controls so that, minimally:

• All expenses must be approved by the membership by way of approval of an annual budget, or amendments thereto, or be approved by separate resolution of the Executive Board;
• Checks must be endorsed by at least two officers authorized under these Bylaws or by resolution of the Executive Board;
• An officer or other member without check signing authority designated by the Executive Board shall review and reconcile all bank statements on a monthly basis; and,
• A committee of at least three (3) members without check signing authority shall annually audit all corporate finances, or hire and supervise an outside accountant or auditing firm to conduct a review of corporate financial records.

 

Section 6.07. Financial Report. The Treasurer shall present a financial report at each membership meeting of the Association and prepare a final report at the close of the year in accordance with the Association’s financial policies. The Executive Board shall have the report and the accounts examined annually. If the Association grosses less than $100,000 per year, the financial practices and accounts may be reviewed by an internal audit committee. The audit committee shall consist of two or more voting members of the Association who are not involved in the routine handling of the Association’s finances, including not having signature authority on bank accounts or approval authority over disbursements. If the Association grosses over $100,000 in receipts, an external professional, such as a certified public accountant (CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external CPA when annual gross receipts equal or exceed $250,000.

Section 6.08. Fiscal Year. The fiscal year of the Association shall be from July 1 to June 30 but may be changed by resolution of the Executive Board.

Section 6.09. Financial Record Retention. All records of the Association shall be maintained and destroyed in accordance with law, and standard record retention guidelines. Financial records shall be maintained as follows:

 

RECORD	HOW TO STORE	PERIOD OF TIME
Year-end Treasurer’s financial report/statement, annual Internal Financial Review Reports, IRS Form 990s	Store in corporate record book, binder, and/or cloud-based software.	At least seven (7) years Consider keeping permanently.
Bank statements, canceled checks, check registers, invoices, receipts, cash tally sheets, investment statements, and related documents	Compile and file records on a yearly basis. Store in binder or cloud-based software.	Seven (7) Years Store w/financial records. Destroy after seven years.
Treasurer’s reports (monthly)	Compile and file records on yearly basis. Store in binder or cloud-based software.	Three (3) Years Store w/ financial records. Destroy after three years.

 

 

Section 7.01. Existence of Conflict, Disclosure. Directors, officers, employees, and contractors of the Association should refrain from any actions or activities that impair, or appear to impair, their objectivity in the performance of their duties on behalf of the Association. A conflict of interest may exist when the direct, personal, financial, or other interest(s) of any director, officer, staff member or contractor competes or appears to compete with the interests of the Association. If any such conflict of interest arises the interested person shall call it to the attention of the Executive Board for resolution. If the conflict relates to a matter requiring board action, such person shall not vote on the matter. When there is a doubt as to whether any conflict of interest exists, the matter shall be resolved by a vote of the Executive Board, excluding the person who is the subject of the possible conflict.

Section 7.02. Nonparticipation in Vote. The person having a conflict shall not participate in the final deliberation or decision regarding the matter under consideration and shall retire from the room in which the Executive Board or membership is meeting.

However, the person may be permitted to provide the Executive Board with any and all relevant information.

Section 7.03. Minutes of Meeting. The minutes of the meeting shall reflect that the conflict was disclosed, and the interested person was not present during the final discussion or vote and did not vote on the matter.

Section 7.04. Annual Review. A copy of this conflicts of interest statement shall be furnished to each director or officer, employee and/or contractor who is presently serving the Association, or who hereafter becomes associated with the Association. This policy shall be reviewed annually for information and guidance of directors and officers, staff members and contractors, and new officers and directors, staff members and contractors shall be advised of the policy upon undertaking the duties of their offices.

 

 

Every member of the Executive Board or officer of the Association may be indemnified by the Association against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the Executive Board or officer of the Association in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or having been a member of the Executive Board or officer of the Association, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the membership approves such settlement and reimbursement as being in the best interest of the Association. The foregoing right of indemnification shall be in addition to and not exclusive of all other rights which such member of the Executive Board or officer is entitled.

 

 

These Bylaws may be amended at any regular or special meeting of the membership by a majority vote of the members present, provided that at least thirty (30) days’ notice of the proposed amendments has been made to the membership, or alternatively the membership waives the required notice.