VFIMB Bylaws

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By-Laws

ARTICLE I		NAME

		The name of this organization shall be the Valley Forge Instrumental Music Boosters.

ARTICLE II		OBJECTIVE

		The objectives of this organization shall be to provide such services and material assistance as are needed to supplement the resources of the Parma City Schools Board of Education in accomplishment of an instrumental music program of the highest possible educational value to students of Valley Forge High School. Instrumental Music Boosters will conduct such activities and fundraising projects as are required to achieve its objective. Instrumental Music Boosters will promote positive understanding and support of the instrumental music program among students, parents, school, and community.

ARTICLE III		MEMBERSHIP AND DUES

Section 1		Membership shall be unlimited.

Section 2		Only members in good standing shall be permitted to vote at regular meetings or assume an office or chairmanship of a committee.

Section 3		Annual dues shall be $3.00 per member.

Section 4		Upon payment of dues, membership cards will be issued and shall be valid until the expiration date shown on the card.

ARTICLE IV		OFFICERS AND THEIR ELECTION

Section 1		Each officer shall be a member of this organization.

Section 2	a.	The officers of this organization shall be a president, a first vice president, a second vice president, a secretary, and a treasurer.

	b.	Officers shall be elected by a written ballot annually in the month of April. However, if only one name is placed in nomination for an office, the election may be by voice. At this time, additional nominations may be made from the floor provided the consent of the nominee has been secured in person or by letter before the meeting.

	c.	Officers shall be installed at the regular meeting in May and shall assume their official duties at the close of the school year in late June, and shall serve a term of one (1) year or until the election of their successors.

	d.	A person shall not be eligible to server more than two (2) consecutive terms in the same office. A person who has served more than one-half of a term shall be credited having served that term.

	e.	No two members of the same family may hold an elective office at the same time effective with the 2003-2004 school year. (10/1/02)

Section 3		Vacancies in office shall be filled by the Executive Committee to serve until the next election.

Section 4	a.	Nominations shall be made by a nominating committee of five (5) members, one to be elected from the Executive Committee to serve as chairman, and three (3) to be elected from the floor at a regular meeting. The fifth shall be a member of the school Instrumental Music Department. An alternate shall be elected to serve in case of a vacancy on the nominating committee.

	b.	No member of the nominating committee shall be barred from holding office.

	c.	The nominating committee shall be elected at a meeting preceding the March meeting and report in March.

	d.	The nominating committee shall nominate one (1) eligible person for each office to be filled.

	e.	Only persons who signified their consent to serve if elected shall be nominated for or elected to such office.

	f.	The slate of new officers recommended by the nominating committee shall be read by the nominating committee chairman at the March meeting. There will be an opportunity for nominations from the floor given at the April meeting.

ARTICLE V	DUTIES OF OFFICERS

Section 1	The president shall preside at all regular and executive committee meetings of the Instrumental Music Boosters and shall be a member ex-officio of all committees except the nominating committee and audit committee. The president shall appoint all committee chairmen with the approval of the officers.

Section 2	The first vice president shall assume the duties of the president in the president's absence, and act as an aid to the president at all times and shall serve as ways and means chairperson.

Section 3	The second vice president shall be a faculty member of the Instrumental Music Department of Valley Forge High School and shall be in charge of programs.

Section 4	The secretary shall keep an accurate record of all regular and executive committee meetings of the Instrumental Music Boosters, have a current copy of the By-laws, and conduct all correspondence delegated by the president. He/She shall send out all invitations and notices of meetings, keep a list of all officers, chairmen, and members.

Section 5	The treasurer will receive all money of the Instrumental Music Boosters, shall keep an accurate records of receipts and expenditures, and shall disburse funds only with in the prescribed limits of the approved budget or as authorized by the Instrumental Music Boosters. The treasurer's report shall be read at each meeting and filed for audit. The books of the treasurer shall be audited semi-annually by a committee of three appointed by the president at the October meeting. Anyone who can sign checks is not eligible to be appointed to the audit committee.

Section 6	All officer shall deliver to their successors all official material no later than the May meeting except for those with duties extending into the summer.

Section 7	The newly-elected officers shall have the authority to create such standing committees as may be required to promote the objects and interests of the Instrumental Music Boosters.

ARTICLE VI	MEETINGS

Section 1	At least six regular meetings of the Instrumental Music Boosters shall be held during the school year, unless otherwise provided by the executive committee. Meetings to be held on the first Tuesday of the month unless previously posted. (10/1/02)

Section 2	Special meetings may be called by the President or by a majority of the executive committee, five (5) days' notice being given. No other business that that stated in the call may be transacted at this meeting.

Section 3	Eight members, including at least one executive officer, shall constitute a quorum.

ARTICLE VII	EXECUTIVE COMMITTEE

Section 1	The executive committee will consist of the officers of the Instrumental Music Boosters, the chairmen, and the school administrator. (10/1/02)

Section 2	The duties of the executive committee shall be:

	a.	To transact necessary business in the intervals between meetings and such other business as may be referred to by the general membership.

	b.	To create standing committees.

	c.	To prepare and submit to the Instrumental Music Boosters at its first meeting for approval, the budget for that fiscal year.

	d.	To approve the plans of work of all committees.

	e.	To approve routine bills not within the limits of the budget.

Section 3	Executive meetings shall be held at the discretion of the president, the time and dates to be fixed by the committee at its first meeting.

Section 4	The president shall be an ex-officio member of all committees except the nominating committee and audit committee. An ex-officio member has the right to make motions, debate, and vote, but is not counted in the quorum.

Section 5	A majority of the members of the committee shall constitute a quorum.

ARTICLE VIII	STANDING COMMITTEES

Section 1	There shall be the following Standing Committees:
	a.	Ways and Means
	b.	Membership
	c.	Publicity
	d.	Uniforms
	e.	Hospitality
	f.	Budget & Finance
	g.	Standing Rules and By-Laws

Section 2	Each committee chairman shall enlist as many committee members as necessary to carry out the committee responsibilities. Each committee shall be responsible to the President and shall make reports as the President may direct. Committee chairmen may give a report at each meeting for the record.

Section 3	Duties of Special Committees:

	a.	The Ways and Means Committee shall submit their plans for fundraising activities for approval by the Board and is under supervision of the First Vice President.

	b.	The Membership Committee of the organization shall make necessary arrangements for and conduct the Annual Membership Drive.

	c.	The Publicity Committee shall handle the publicity for any projects, contacting newspapers, radio, TV, handling posters, preparing a newsletter, and acting as liaison between the Instrumental Music Directors for exchange of information.

	d.	The Uniform Committee shall handle the issuing and receipt of band and guard uniforms and related accessories, keep records of items issued, take necessary action in the repair and replacement of uniforms and accessories, work with Instrumental Directors, and keep them informed.

	e.	The Hospitality Committee shall handle banquets, Parent's Night, etc.

	f.	The Budget and Finance Committee shall set up the annual budget to be approved by the Executive Board and voted upon at the first meeting. The committee will consist of the incoming officers, outgoing president and treasurer, and directors.

	g.	The Standing Rules and By-Laws Committee shall review the Standing Rules and By-Laws and shall submit recommended changes whenever necessary.

ARTICLE IX	SPECIAL COMMITTEES (10/1/02)

Section 1	There shall be the following Special Committees:
	a.	Audit Committee
	b.	Scholarship Committee

Section 2	Each committee chairman shall enlist as many committee members as necessary to carry out the committee responsibilities. Each committee shall be responsible to the President and shall make reports as the President may direct. Committee chairmen may give a report at each meeting for the record.

Section 3	Duties of the Special Committees

	a.	The audit committee will audit the books of the treasure twice a year at the end of December and the end of June. The audit report will be read at the January and September meeting. The audit committee will be appointed by the President in October.

	b.	The scholarship committee will select the recipient of the Valley Forge Instrumental Music Boosters Scholarship and attend the Scholarship Dinner. The committee will review the criteria at the beginning of the school year.

ARTICLE X	FISCAL YEAR

	The fiscal year of the Valley Forge Instrumental Music Boosters shall be from July 1 through June 30.

ARTICLE XI	PARLIAMENTARY AUTHORITY

	Roberts Rules of Order, revised, shall govern this organization in all cases in which they are applicable and in which they are not in conflict with the By-Laws.

ARTICLE XII	AMENDMENTS

	This organization may amend By-Laws at any regular meeting of the organization by a two-thirds (2/3) vote of the members present and voting, provided that notice of the proposed amendment shall have been given at the previous meeting.

AMENDMENT XIII	FUNDS

Section 1	A minimum of 10% of all general fundraising shall be set aside in a separate uniform fund for the purpose of purchasing new uniforms and accessories or replacing worn articles when necessary for the Instrumental Music Department of Valley Forge High School. This fund is to be on deposit with an insured savings institution at the highest yield compatible with the organization's plan for purchasing uniforms.

Section 2	In the event of dissolution of the Valley Forge Instrumental Music Boosters, after authorized payment of all outstanding debts, the remaining monies shall be donated to the Valley Forge High School Instrumental Music Program. If the Valley Forge High School Instrumental Music Program is no longer in existence, the monies shall be donated to any Valley Forge High School program at the discretion of a majority vote of the Valley Forge Instrumental Music Boosters.

Valley Forge Patriot Band

Valley Forge High School
9999 Independence Blvd.
Parma Hts., OH 44130

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