Booster Meeting Minutes-April 2011

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Booster Meeting Minutes-April 2011 Powered By Docstoc
					                        Music Booster Meeting Minutes
                Thursday, April 7, 2011 at 7 pm-Chorus/Orchestra Room

Attendance
Debbie Wegman, Phyllis Williams, Cindy Fischer, Kathy Jones, Elizabeth Shin, Melissa
Morley, Ross Rawlings, Bryan Eber, Bob Patchen, Ann Stenoien

Approval of Minutes
Melissa presented the March Music Boosters meeting minutes. No corrections were
noted. The minutes were approved.

Treasurer’s Report
Phyllis passed out the budget/expense spreadsheet. She added the Jazz Festival and
Alterations as two new separate line items. She plans to have two year’s worth of “actual
cost columns” so that it’ll be easier and we’ll be more accurate when creating the 2011-
12 budget.

Orchestra Director’s Report
    Orchestra Assessments were March 30 at Marriotts Ridge High School. The
      orchestra received “1”s on all of their performances.
    Three orchestra students will be participating in the All-State Solo and Ensemble.
    April 23rd and 27th will be the last full orchestra rehearsals.
    Elizabeth was a chaperone last weekend at the All-Eastern Band. Grace Owens
      was a participant in this event.
    Tri-M performances at the monthly meetings are going better.
    There is currently not enough participation for next week’s Tri-M Charity event.
      The event will be postponed until either May 10,11 or 17th in the Orchestra/Choir
      Room. Elizabeth will finalize the date with Mr Russo. Mr Eber stated that all
      State Solo and Ensemble, Tri-M, Brass Quintet and G/T students should be
      participating in this event. The event is to be 1.5 hours maximum and it was
      decided to charge “a suggested donation” of $5/person. Tri-M students will be
      bringing baked goods and it was suggested that we extend this donation request to
      other parents too.

Chorus Director’s Report
    The Madrigals had their Master’s Class. It was treated as a warm-up for the
      county assessments.
    The Chamber Concert and Concert Chorus had their adjudications. They did well
      scoring 1s and 2s. Ross is not taking them to State this year.
    One choral student, a freshman, is participating in the State Solo and Ensemble.
    There is a huge interest in doing a Choral Day. Ross is brainstorming on this and
      hopes to do this event next year.
    May 12 is the G/T Honors Recital at 7 pm. Ross is not sure how to advertise (i.e.,
      invitation, mass email, etc.); suggestions are greatly encouraged.
    Ms. Leonard would like all of the Music Department students to have the nice,
      black folders. She asked Ross to provide an estimate of the total cost for
       purchasing folders for the students (estimated at $1500) and what the Music
       Boosters can contribute to this total cost. Then she’ll determine who to allocate
       the remainder of the money needed.
      Some students are having problems with the clasps of their pearl necklaces. Bryan
       said we could give the student another necklace if it’s broken. If many students
       are having problems, we can look to changing suppliers.
      Some of the male students accidentally threw away their tuxedo shirt studs. Bryan
       said that we could order these in bulk and have on hand extras.
      There will be 16 Madrigals next year-8 female and 8 male. There should not be
       any major costume expenses next year. Bryan asked Ross to provide an estimate
       of costs for next year before the Department has their 2011-12 budget meeting in
       May.
      The Music Technology lab is still not confirmed yet; however, it sounds like we
       will be getting it.

Band Director’s Report
    Janine Rainer has been coming in to help with the woodwinds Tuesday mornings.
      There is a part-time University of MD student teacher coming in to work with the
      Wind and Percussion Ensemble. He will be at Hammond full time next year.
    The Jazz Ensemble will be performing at the May 25th Awards Ceremony and the
      Madrigals will be performing the National Anthem at the May 26th Awards
      ceremony.
    The Brass Quintet will be performing at the Freshman Orientation on June 6th.

Spring Concert Brochure
Melissa and Bryan have not heard from Laura Pardue who designs the program. Melissa
will contact her to discuss this further.

Music Department Banquet
The banquet will be on May 9th in the cafeteria and will be catered by “Puttin’ on the
Ritz.” Cost will be $8/person and people must have purchased tickets in advance.
Volunteers will be needed for decorating and setup. Melissa will have Pat send this
information out to students.

Music Department Scholarships
The scholarship information was sent out to senior parents. There is a total of $1000
allocated for scholarships and the number of scholarships should not be set at 4. There
may not be 4 outstanding students who submit applications. It would be nice to award a
scholarship to a student in each category (band/orchestra/choir) if there are strong
applicants for each.

HCPSM
   There is an instrument donation program, which is going well within the county.
    Many older students donate their entry-level instrument and these are given to
    Elementary Schools where many students can’t afford to rent or purchase
    instruments.
      There are some schools in which students are taking weighted academic classes
       vs. music classes. This has become a problem especially with orchestra.
       Hammond doesn’t have this problem.

Ways and Means
   Pat could not be present but she emailed Melissa her report. She is still collecting
      candy money and will be in the school next week to talk to these students
      personally.
   Cindy noted that Gianni’s sales were very small and that Pat’s going to suggest
      not selling again at this time of year.

Future Dates
May 2: Music Department Spring Concert (7 pm): Concert Choir, Madrigals and Jazz
Band
May 3: Music Department Spring Concert (7 pm): Percussion Ensemble, Orchestra,
Concert Band, Wind Ensemble and Full Orchestra.
May 5: Next Boosters Meeting (7 pm)


Old Business
No old business.

Meeting was adjourned at 8 pm.
           Fact Sheet for Incorporating as a Tax-Exempt 501(c)(3) Non-Profit

               Meade Senior High Instrumental Music Association (IMA)
                   Presentation to Hammond High Band Boosters

                                    February 3, 2011

Purpose: To share insight from the Meade Senior High IMA’s research and activities to
incorporate as a Maryland non-profit organization. The Meade Senior High IMA is
actively pursuing official incorporation with the State of Maryland and 501 (c)(3) status
with the Internal Revenue Service (IRS). We believe that incorporating as an official non-
profit will improve the effectiveness of the IMA in accomplishing our mission to support
the Meade Senior High Instrumental Music Program.

Meade Senior High IMA Mission: The Meade Senior High IMA (Meade High IMA) seeks
to develop and expand educational opportunities for students in the Meade Senior High
Instrumental Music Program through obtaining financial and volunteer support.

Background: Currently the IMA functions as an unregistered support organization. The
current level of informality can allow for fraud or charges of mishandling of funds, and
places officers in a situation where they may be personally liable for the actions of the
organization, or injuries that occur as part of IMA activities. This creates a situation
where the organization is treated as a sole proprietary organization and in the case of
law suits, without the structure of a formal incorporation, its officers may be sued, in
addition to the school. Additionally, as an unregistered organization, we cannot extend
tax benefit to donors, nor can we take advantage of state tax exemption. A decision to
incorporate and become an official 501(c)(3) allows the Meade High IMA the ability to
operate as an official legal entity and offers the organization and donors to take
advantage of the tax benefits afforded to a 501(c)(3) charitable organization. This may
be accomplished through an independent filing or under an officially recognized
national booster organization’s group membership.

Details: The following information provides insights on the costs, benefits and
commitment requirements behind a decision to become an incorporated non-profit
organization in the State of Maryland:

   1. Costs
         a. One time fee to incorporate as a non-profit corporation is currently
            $125.00. Seeking assistance through a lawyer would ensure that your
            filing documents are in order and have the appropriate legal wording to
            cover your non-profit status. A local lawyer has offered to support us in
            paying additional fees to expedite our filing.
            http://www.dat.state.md.us/sdatweb/fees.html
       b. One time fee to file for a tax exempt ruling to become a 501(c)(3) is
          currently $850.00. This is based on IRS guidelines that organizations with
          annual gross receipts of greater than or equal to $10,000 during the
          preceding years pay a user fee of $850.00.
          http://www.irs.gov/charities/article/0,,id=121515,00.html Organization
          will retain status as long as it complies with IRS and State requirements,
          too include annual income tax filing.
       c. There are annual tax filing requirements which would cost the
          organization approximately $350 for retaining professional CPA tax
          preparation services, if we do not seek volunteer support.

2. Benefits
   The following benefits apply to an incorporated 501(c)(3) tax exempt
organization
       a. Donors will be granted Federal and State tax benefit for their charitable
           contributions to the organization.
       b. Exemption from Maryland sales tax
       c. Exemption from Federal and State income taxes provided that we fall
           within a certain annual budget limit – greater than $25,000 but less than
           $100,000 (ceiling will be raised in 2010).
       d. Legal protection as a formal entity reducing liability to volunteers and
           officers in the event of the organization being sued.

3. Becoming an Incorporated non-profit May Require Changes to Your Business
   Practices
   Becoming an incorporated non-profit may require changes in your business and
operating practices. http://www.irs.gov/pub/irs-pdf/p4221pc.pdf
       a. Annual Tax filing– An exempt organization with more than $25,000 in
          gross receipts must file an annual tax Form 990 on the 15th day of the
          5th month after the end of the organization's fiscal year.
          http://www.irs.gov/charities/article/0,,id=139222,00.html
       b. Keep detailed financial records that show that the organization complies
          with tax rules and document the sources of receipts and expenditures
          reporting on tax Form 990. Information will be required for spot checks
          to officially verify that the organization complies with 501(c)(3) tax
          exempt status requirements.
       c. No part of a tax exempt organization’s net earnings may inure to the
          benefit of an insider – This means that as a tax exempt organization,
          members are prohibited from accruing private benefit. One area for
          scrutiny is the use of individual fundraising accounts.
       d. Prohibited from directly or indirectly participating in political campaign
          activities or substantial legislative activity (lobbying).
       e. Insurance requirements
4. Filing as an Independent or under a Group Affiliation
   There are a couple of different venues for obtaining 501(c)(3) status, either as an
   independent filer, or through group affiliation. Our representative at the North
   American Booster Club Association (NABCA) offered the following advice on
   independent vs. group affiliation:
           1. In the past, NABCA did offer umbrella 501(c)3) coverage but
               discontinued the service. For some groups, an issue arose when
               the individual booster organization did not personally hold the
               501(c)(3) exemption.
           2. If you are in a position in which a group wanted to give you $10,000-
               20,000 today and needed you to be 501(c)(3), then the
               recommendation is to pursue the short term (group affiliation) route
               in order to take advantage of the contribution. An organization such
               as Parent Booster USA offers this service for a nominal joining fee and
               recurring annual cost to maintain active membership ($195 initial fee;
               $95 annual after initial year). http://www.parentbooster.org/


            3. NABCA advised Meade High IMA that we would be better off in the
                 long run seeking independent 501(c)(3) status, and not relying on
                 another organization that 1) could withdraw the service, or 2) could
                 present potential issues down the line for with respect to a donor
                 trying to seek the write-off.
            4. Filing independently as a 501(c)(3) will become easier in 2011 through
                 the release of an on-line IRS program called “Cyber Assistant” (due 1st
                 quarter of calendar year 2011). This program will allow groups to
                 apply for a $200 fee and 60 day turnaround of the application. The
                 reason for current steep costs ($850) is in part due to manual form
                 processing. The on-line application will bring down costs for the IRS
                 and improve manageability.
   As we determine whether to file for 501(c)(3) status as an independent or under
group       affiliation, NABCA advised us to move out on our incorporation plans.
Once an organization is incorporated, it has 12 months before the IRS expects any
type of tax return. Also, once      incorporated, the organization is responsible for
reporting income generated from the first day of our "formal" existence.

            5. Parent Booster USA Group Affiliation
     Meade High IMA performed research on Parent Booster USA, obtained positive
references and found no disciplinary actions against the group (references passed
to Hammond Boosters). The           founder and head of Parent Booster USA is Sandra
Pfau Englund. Meade High IMA conducted            checks with the Bar Association from
all three states in which Sandra Pfau Englund is licensed to     practice law. There
have been no disciplinary filings and her record is good. Although her website states
that she is licensed to practice in Ohio, according the Ohio Bar, her status is
       currently inactive, but her record is fine in Ohio. NABCA had no issues with
   PBUSA and is aware         of their work, as well as other groups that offer this
   service. Therefore, PBUSA is a viable       option, should the IRS switch to Cyber
   Assistant meet additional delays or be suspended.

              6. Other Items
           a. Requirements for an audit or financial review as a tax exempt
              organization. These reports require varying levels of financial backing,
              audit being more expensive.
           b. Review insurance requirements
           c. Discovery and filing process for incorporation and 501(c)(3) has an
              anticipated 90-day discovery period to prepare paperwork and begin the
              journey.

               7. Recommendations:
           a.             Research your options and select the best course that meets
           your organization’s needs and ability to finance—it is not without cost!
           b.             Prepare/Update your Articles of Incorporation, and
           Constitution and Bylaws and have them reviewed by a lawyer.
           c.             Begin your research through IRS websites and State of
           Maryland, and begin compiling the necessary documents.
           d.             Becoming an incorporated non-profit provides legal
           protection for your organization, allows you to operate as an official legal
           entity and offers the organization and donors to take advantage of the tax
           benefits afforded to a 501(c)(3) charitable organization.

APPENDIX A. On-line References:
General Information on Starting and Running a Non-Profit Organization

  Maryland Non-Profit Association- Starting a Non-Profit
  http://www.marylandnonprofits.org/html/support/05_07.asp

    Non-Profit Startup: Frequently Asked Questions
    http://www.marylandnonprofits.org/html/support/FAQsforNonprofitStartup.asp

    Checklist for Starting a Non-Profit Organization in Maryland
    http://www.marylandnonprofits.org/html/support/documents/ChecklistNonProfit.pdf
   ( Also Attached Document)

  Maryland Office of the Secretary of State
  http://www.sos.state.md.us/charity/non-profit.aspx

  North American Booster Club Association (Meade High IMA is currently a member)
  http://www.boosterclubs.org/

  Parent Booster USA
  http://www.parentbooster.org/
   BOOSTER CLUB START‐ UP, OPERATIONS, AND RECOMMENDED FINANCIAL
PRACTICES GUIDE*:

http://www.parentbooster.org/resources/Documents/Guidelines%20and%20Financial%20Practice
s%5BWeb%20site%20public%20version%5D.pdf

  Meade IMA Site - Checklist for Starting a Non Profit Organization in Maryland (From Maryland
Non-Profit Organization Association)

https://docs.google.com/viewer?a=v&pid=sites&srcid=ZGVmYXVsdGRvbWFpbnxtZWFkZWhpZ2
hpbWF8Z3g6MmYxMjIwNzk2MGE0M2YwNA&pli=1




APPENDIX C. Contact Info

Gabriell Walsh
President, Instrumental Music Association (IMA), Meade Senior High
1100 Clark Road,
Fort Meade, MD 20755
glwalsh@verizon.net
301-651-6003 (cell) after 5pm
http://sites.google.com/site/meadehighima/
     INSTRUMENTAL MUSIC ASSOCIATION OF MEADE SENIOR HIGH
                                       SCHOOL
                                   CONSTITUTION
ARTICLE I – NAME
The name of the organization shall be the Instrumental Music Association (IMA) of
Meade Senior High School. An official abbreviation of the name is Meade High IMA

ARTICLE II – GOALS AND OBJECTIVES
The purposes and objectives of the IMA are exclusively charitable and educational, and
are to seek, cultivate and obtain financial support (fund raising); coordinate volunteer
support; and support music educators with the intent of developing and expanding
educational opportunities for youths participating in the instrumental music programs of
Meade Senior High School, Fort George G. Meade, Maryland.

ARTICLE III – MEMBERSHIP
The membership of this organization shall not be limited. Membership is automatic to all
parents and guardians of participants of the instrumental music programs at Meade Senior
High School, Fort George G. Meade, Maryland. Anyone interested in furthering the aims
of this organization shall be eligible to join. The Meade High IMA Executive Committee
may establish dues and a recommended number of annual volunteer hours for members
to further the goals and objectives of this Association. To be eligible to vote on IMA
business matters, members and their student(s) must be in good financial standing with
the IMA, and have performed 4 hours of volunteer service for the organization annually.
Those parents who wish to maintain an active member status must indicate their intention
to be a member of the IMA. A roster of active members will be maintained and updated
annually.

ARTICLE IV – OFFICERS
The officers of this organization shall be President, Vice-President, Secretary, Treasurer,
and Parliamentarian.

ARTICLE V – AMENDMENTS
The constitution and By-Laws may be amended by a two-thirds vote of the members
present at any General Membership Meeting. Notification of changes shall be made no
less than seven days prior to scheduled meeting.
     INSTRUMENTAL MUSIC ASSOCIATION OF MEADE SENIOR HIGH
                           SCHOOL
                          BY-LAWS

ARTICLE I – BOARD of DIRECTORS (BOD)
SECTION 1. The BOD shall oversee the activities of the Meade High IMA to ensure
compliance with the Meade High IMA’s stated goals and objectives, and its legal
responsibilities under the Articles of Incorporation. In this capacity, the Board shall serve
as a means of continuity and to provide focus for Meade High IMA activities.

SECTION 2. The number of Directors constituting the initial BOD is four and includes
the following: 1) IMA President; 2) Meade Senior High School Instrumental Music
Department Director; 3) an IMA Parent Member-at-Large, appointed by the IMA
Executive Committee; and 4) an IMA Parent Alumnus, appointed by the IMA Executive
Committee. The Principal, Meade Senior High School shall serve as an ex oficio member
of this Board.
SECTION 3. The BOD shall hold at least 2 business meetings annually to review the
operations of the Meade High IMA. The BOD shall provide feedback to the Meade High
IMA on the outcomes of their meetings, per the terms and obligations of the Articles of
Incorporation.
ARTICLE II – EXECUTIVE COMMITTEE
SECTION 1. The Executive Committee shall be composed of the officers of the
organization, the Meade Senior High Instrumental Music Director, and the chairpersons
of standing and special committees.

SECTION 2. The Executive Committee shall have general supervision over the affairs of
the organization and make recommendations to the General Membership on financial
expenditures, fund raising, and social events.

SECTION 3. The Executive Committee can suspend governing rules by a two thirds
vote.

SECTION 4. Executive Committee Officer Positions and Duties

1. President
    a. Shall chair all General Membership and Executive Committee Meetings.
    b. Shall be a member ex officio of all committees except the nominating committee.
    c. Shall appoint all committee chairpersons with the approval of the Executive
        Committee.
    d. Shall present an after-action report to be given by June 30 to the incoming
        Executive Committee.
    e. Shall serve 2 years and be elected on the alternate years of the Vice-President’s
        election.
    f. Shall co-sign all Executive Committee meeting minutes.
    g. Shall be a co-signatory with the Treasurer on all checks issued by the IMA.
    h. Shall maintain a working knowledge of all association activities.
   i. Shall facilitate a positive relationship across the IMA membership and affiliated
      groups.
   j. Shall report association activities to the Meade High IMA BOD and is a member
      of the BOD

2. Vice-President
   a. Shall be a member of the Executive Committee.
   b. Shall assist the President and perform the duties of the President in his/her
       absence.
   c. Shall serve 2 years and be elected on the alternate years of the President’s
       election.
   d. Shall be a co-signatory with the Treasurer on checks issued by the IMA in
       absence of the President.
   e. Shall maintain a working knowledge of all Meade High IMA activities.

3. Secretary
    a. Shall be a member of the Executive Committee.
    b. Shall record the minutes of the Executive Committee, General Membership, and
        any special meetings.
    c. Shall distribute the minutes of the meetings to the Executive Committee members
        within two weeks from the date of the meeting.
    d. Shall record, sign, present, and post minutes at the next General Membership
        Meeting.
    e. Shall present copies of the minutes for the past year to the incoming Executive
        Committee.
    f. Shall notify the Executive Committee and BOD Members of all meetings.
    g. Shall serve for a term of one year.
    h. Shall maintain official Meade High IMA governance documents

4. Treasurer
    a. Shall be a member of the Executive Committee.
    b. Shall chair the Budget Committee.
    c. Shall receive all funds due to the organization and deposit the same with a
       federally insured bank.
    d. Shall have all checks or vouchers signed by the President and Treasurer. In the
       absence of the President, the Vice-President will sign.
    e. Shall prepare a financial report for quarterly General Membership meetings.
    f. Shall make disbursements as authorized by the Executive Committee or
       organization in accordance with the budget adopted by the organization.
    g. Shall prepare a mid-year and an annual financial report. The annual report shall be
       presented to the membership by June 30 of each year.
    h. Shall establish and maintain an accounting system that allows for tracking Meade
       High IMA finances and expenditures, and enables the organization to comply
       with Anne Arundel County School District and state financial reporting
       requirements.
    i. Shall be responsible for filing all financial documents as required by law.
   j. Shall manage and track invoices received directly from the Instrumental Music
      Director and through the Meade High IMA post office box.
   k. Shall maintain a Meade High IMA post office box at a local U.S. Post Office for
      the purposes of conducting business.
   l. Shall present the ledger for audit no later than two months from the ending date of
      the fiscal year end. The fiscal year begins July 1 and ends June 30.
   m. Shall present an after-action report by June 30 to the incoming Executive
      Committee.
   n. Shall serve for a term of two years.

5. Parliamentarian
   a. Shall be a member of the Executive Committee.
   b. Shall be a non-voting member, in the event of a tie.
   c. Shall be responsible for the collection and execution of all electronic and
        telephonic voting processes.
   d. Shall ensure that official business of the Meade High IMA is conducted in
        accordance with its Constitution and By-Laws, and established procedures.
   e. Shall serve for a term of 1 year.

6. Meade High Instrumental Music Director (Music Director)
    a. Shall serve as a representative for the Meade Senior High Instrumental Music
       Department to the Executive Committee and Board of Directors.
    b. Shall be a non-voting member.

ARTICLE III – EXPENDITURES
Unbudgeted expenditures of $50 or less may be approved by the President; those over
$50, but less than $300 must be approved by the Executive Committee. Any expenditure
over $300 must be appropriated in the annual budget or approved by two-thirds vote of
the members present at a General Membership Meeting.

ARTICLE IV – STUDENT ACTIVITY FEES AND FINANCIAL STANDING
SECTION 1. Fees
To support the programs of the Meade Senior High Instrumental Music Program, student
activity fees will be established annually by the Executive Committee in consultation and
coordination with the Meade High Instrumental Music Director. Fees will be established
for participation in band and orchestra programs and commensurate with each program’s
needs.

SECTION 2. Financial Standing
    a. Students
Students shall be deemed in good financial standing when they have met all activity fee
requirements, or are making scheduled payments in accordance with an established IMA
payment plan. Arrangements outside of established IMA payment plans are at the
discretion of the Meade High Instrumental Music Director.

   b. Members
Members shall be deemed in good financial standing when their student’s (or students’)
activity fee requirements are met and the student(s) is(are) deemed to be in good financial
standing. In addition, members must have paid any dues owed and meet their activity fee
requirements for any special events in which they choose to participate (e.g. Spring Trip
Chaperone).

SECTION 3. Program & Membership Ineligibility Due to Financial Standing
If members and their student(s) are determined to be “not in good financial standing,”
and have not made a good faith effort to pay monies due, the following will apply:
1. Student(s) will not be eligible to participate on the Spring Trip
2. Student(s) will not be eligible for monetary awards (e.g. senior scholarship awards)
3. Student(s) will not be eligible to participate in extra-curricular instrumental program
    activities in the following school year, to include: marching band and jazz band.

ARTICLE V – MEETINGS
SECTION 1. General Membership Meetings
  a. Shall be held at least quarterly during the school year and comprise a minimum of
     4 meetings during the school year.
  b. A meeting calendar shall be announced at the beginning of the school year to the
     General Membership and BOD. Updates to the schedule shall be conveyed in a
     timely manner.
  c. Special General Membership meetings may be called with one week notice.
  d. A quorum shall consist of at least four general members and two-thirds of the
     Executive Committee members for General Membership meetings.

SECTION 2. Executive Committee Meetings
  a. Shall be held monthly during the school year and are open to the General
     Membership and BOD.
  b. A meeting calendar shall be announced to the general membership and BOD at
     the beginning of the school year. Updates to the schedule shall be conveyed in a
     timely manner.
  c. A quorum shall consist of two-thirds of the Executive Committee members.

SECTION 3. Special Meetings
  a. Special meetings may be called by the President and/or the Executive Committee.
  b. No business shall be transacted except that for which the meeting was called.
  c. A quorum shall consist of at least four general members and two-thirds of the
     Executive Committee members for Special Meetings.

ARTICLE VI – STANDING COMMITTEES

The following shall comprise the core committees of this organization for conducting
business. Additional committees may be formed as necessary with Executive Committee
approval.

SECTION 1. Travel
Shall support the Music Director and IMA in scheduling and planning the Spring Trip.
Associated activities include, but are not limited to:
   a. Coordinating chaperones
   b. Assisting Music Director in finding affordable and reliable transportation
   c. Assisting the Music Director in finding affordable and reliable accommodations
   d. Assisting the Music Director in scheduling non-performance itinerary items
   e. Communications with the band and orchestra families
   f. Shall identify additional areas of involvement and recruit committee members as
        needed.
   g. Shall present an after-action report to the incoming committee chairman upon
        termination of duties.

SECTION 2. Communication/Publicity
  a. Coordinate with the Music Director, the IMA President and Executive Committee
     on IMA communication and send weekly-biweekly messages to the IMA
     membership on upcoming events.
  b. Maintain an up-to-date email and phone list of band and orchestra students and
     their families.
  c. Introduce and integrate multiple means of communication media as needs of
     organization may require.
  d. Identify additional areas of involvement and recruit committee members as
     needed.
  e. Shall present an after-action report to the incoming committee chairman upon
     termination of duties.

SECTION 3. Budget
  a. Shall help the treasurer prepare the budget for the fiscal year which begins July 1.
  b. Shall submit proposed budget to the Executive Committee for approval at the
     August meeting and at the September General membership Meeting for approval.
  c. Shall be able to submit recommendations for additional expenditures throughout
     the year.
  d. Shall assist the treasurer in tracking and reporting the financial activities of the
     organization.
  e. Shall present an after-action report to the incoming committee chairman upon
     termination of duties.

SECTION 4. Fund Raising
  a. Shall prepare a yearly calendar of fund raising events to be presented to the
     Executive Committee for approval at the beginning of the school year.
  b. Shall nominate and coordinate fund raising activities to meet the financial goals of
     the organization.
  c. Shall present an after-action report to the incoming committee chairman upon
     termination of duties.

 SECTION 5. Nomination
   a. There shall be a nominating committee composed of three members who shall be
      appointed by the Executive Committee at least two months prior to the election of
      officers. The committee shall elect its own chairman.
   b. Shall prepare a slate of officers and report to the General Membership 10 days
      prior to the election.
   c. Shall nominate at least one candidate for each office.
   d. Shall be responsible for conducting elections.
   e. Shall hold elections at the spring General Membership Meeting, typically in the
      month of May.
   f. Shall present an after-action report to the incoming committee chairman upon
      termination of duties.

SECTION 6. Marching Band Support
  a. Shall facilitate and oversee support sub-committees for the marching band for the
     purpose of:
         1) Maintenance and repair of shipping and transport elements.
         2) Logistics for the moving band equipment to and from performance events.
         3) Marching band uniform issue, inventory, care and maintenance.
         4) Artistic design and construction of props and backdrops for performance
             events.
  b. Shall work with the Music Director each spring to identify needs for the
     upcoming school year.
  c. Shall work with the Executive Committee and general membership to recruit sub-
     committee chairs.
  d. Shall prepare a budget and submit to the Treasurer and Budget Chairperson by
     July for inclusion in the annual budget.
  e. Shall present an after-action report to the incoming committee chairman upon
     termination of duties.

ARTICLE VII – CONSTITUTION REVISION/AMENDMENT OF BYLAWS
  a. The Executive Committee shall review the constitution/By-Laws as needed, and
     shall present the revisions to the General Membership for approval.
  b. Proposed amendments may be submitted by any member at a General
     Membership meeting, providing that the proposal has been submitted in writing to
     the President in time to be placed on the agenda prior to the General Membership
     meeting.
  c. By-Laws may be amended by two-thirds majority vote of the members present.
  d. If one section of this Constitution and Bylaws is declared invalid, the other
     sections will continue to be binding.

ARTICLE VIII – ELECTIONS AND VOTING
  SECTION 1. A nominating committee of one member of the Executive Committee and
two members from the General Membership shall be appointed by the President no later
than the March Executive Committee meeting.
  SECTION 2. Nominations may be made from the floor after the report of the
nominating committee at the spring General Membership meeting.

 SECTION 3. A majority vote of the members present shall constitute an election.

  SECTION 4. Elected officers will be installed at the meeting following the spring
elections (typically May or June), but official duties will not be assumed until June 30th to
allow for the organization’s annual activities to be completed.

 SECTION 5. Any elected officer’s position which becomes vacant shall be filled by
appointment of the Executive Committee to fill the unexpired term, except the
President’s position which shall be filled by the Vice-President.
SECTION 6. Telephone and/or Electronic Mail Vote
In the event there is a requirement for an immediate decision from the BOD and/or the
Executive Committee of such urgency as to preclude any meeting as prescribed by these
By-Laws, a telephone and/or electronic mail vote may be authorized by the President.
An attempt must be made to poll all voting members. A majority vote of the quorum, as
defined by the Constitution and By-Laws, shall govern. The telephone and/or electronic
mail vote is to be administered by the Parliamentarian. The Parliamentarian shall insure
the legitimacy of all votes. All telephone and/or electronic mail votes are to be recorded
by the Recording Secretary in the minutes. The minutes shall include the exact wording
of the main motion, the names of those voting members who could not be contacted, and
an exact vote of yeas, nays, and abstentions.
ARTICLE IX – PARLIAMENTARY AUTHORITY
Robert’s Rules of Order (newly revised edition) shall govern all parliamentary
procedures not covered by the Constitution and By-Laws.

ARTICLE X – DISBANDMENT
If the Meade High IMA shall at any time disband, any monies in the treasury shall be
turned over to the Meade Senior High School Instrumental Music Department after
payment of all outstanding debts.

ARTICLE XI – ADOPTION OF BY-LAWS
  a. The By-Laws shall be accepted as changed by a majority vote of approval from
     the Executive Committee and two-thirds vote of the General Membership either
     present at the meeting or voting via email. Upon approval, these By-Laws shall
     then supersede all previous By-Laws except that it shall neither affect already
     elected/appointed officers, nor contracts entered into until such officers have
     completed their designated term and said contracts have reached their expiration.
  b. The following Executive Committee members reviewed and approved these By-
     Laws:

Willard Unkenholz                                       William Crew
________________________________                        ____________________________
President                                               Treasurer
Carol Monroe                            Audrey Smith
________________________________        ____________________________
Vice President                          Parliamentarian

Gabriell Walsh
________________________________
Secretary

First reading: January 20, 1999

Second reading: March 17, 1999

Adopted: March 17, 1999

Revision: May 14, 2010

Review: June 21, 2010

Adopted:

ACCEPTED AND APPROVED THIS _____DAY OF ______________2010.
(Supersedes By-Laws March 17, 1999)
APPENDIX B. Insurance

Carrying appropriate insurance is one way to control risks. There are four basic types of
insurance nonprofit organizations typically carry:

       general liability – to cover accidents and injuries to individuals;
       directors and officers – to cover the personal liability of officers and directors for
        their legal responsibilities serving the organization;
       property – to cover loss of property/assets of the organization, such as damage
        to facilities, owned and rented equipment, and property/inventory related to
        fundraising programs (the wrapping paper, candy or other products that the
        parent group receives before they are distributed and funds collected); and,
       bonding – to cover loss of funds of the organization to embezzlement and the
        like.

While state and federal laws can not be relied upon to provide all necessary risk
protection to nonprofits, with appropriate planning and management of the risks parent
groups should be able to conduct their programs and have peace of mind.

   $195 for first year, $95 annually after that
   Operations checklist
   Still need to incorporate in Maryland
   Need to apply for sales tax exemption
   Need to check the company
CHECKLIST FOR STARTING A NONPROFIT ORGANIZATION IN MARYLAND

(This checklist is provided by Maryland Association of Nonprofit Organizations, Inc.)

Phase 1: Research & Organize
Establish a Purpose
The purpose of the organization needs to be aligned with the IRS 501(c)3 statute (http://

Research Similar Organizations
Conduct a market analysis to identify other organizations that have similar purposes to
your intended organization. Such organizations are resources to help you determine the
degree of need in the community, the viability of your idea, the types of programs that
already exist, and the potential level of support, both financial and otherwise, that exists.
If you are at all unsure about what it takes to run a successful nonprofit, these agencies
will be rich resources from which to learn – they are most likely to know “what it really
takes” to make it work.

Maryland Nonprofits offers of list of all its membership organizations and the type of
services they provide.

http://eseries.mdnonprofit.org/scriptcontent/index_member_search.cfm?section=About

Recruit a Board of Directors
This should be a group of 5-7 unrelated individuals that will be responsible (legally) as
fiduciaries for the organizations governance, finances, and legal compliance (The IRS
will be looking to see that your board is comprised of “unrelated” individuals – related is
considered either familial or through business partnerships)

Develop a Conflict of Interest Policy
This policy will assure that conflicts of interest are both avoided and mitigated when
decisions are made regarding the use of organizational resources and/or assets. A conflict
of interest policy and accompanying declaration of interest statement will also support the
designation of board members who will be able to act in the best interest of the
organization.

Maryland Nonprofits offers members model conflict of interest polices free of charge.
Join now

Create a Mission Statement

Develop Program Plans & A Budget
You will need to describe in detail exactly what you plan to do programmatically. This
includes exactly whom you plan to serve and by what means. Once you make those
determinations you will need to create a budget forecast for your first three years. This
includes all expected forms of income (grants, donations, fee for service, etc) and
necessary expenses to operate your business and deliver the programs described.
Develop a Fundraising Plan
Identify the likely sources of income upon which you can rely to support your cause.
Grants alone are rarely enough to support organization over the long term. If you are
planning to raise money through grants, do research as to what foundations are likely to
fund your specific cause.

Maryland Nonprofits offers members free access to several grants research search
engines in its Silver Spring and Baltimore offices. Join now

Draft Bylaws
Bylaws are the organization’s governing documents and dictate the specifics regarding
how the board of directors functions and important decisions are made and carried out.
The state does not require a copy of an organization’s bylaws, but they must be attached
to the federal tax exemption application.

Phase 2: File for State Corporation Status

Check Availability of Your Trade Name
Fee: $25 to reserve a name in advance of filing Articles of Incorporation (this is not
necessary as the name will be established when you file your Articles of Incorporation,
however it will ensure that no other entity takes the name prior to your filing)
http://www.dat.state.md.us/sdatweb/nameappl.pdf

File Articles of Incorporation (Corporate Charter)
Be sure to file Tax-Exempt Non-Stock Articles of Incorporation. In order to have articles
that will qualify your corporation for federal 501(c)3 tax-exempt status, you must have a
dissolution clause that meets the requirements of the IRS indicating that if your
organization is dissolved, “assets will be distributed for an exempt purpose described in
section 501(c)3, or to the federal government, or to a state or local government for a
public purpose.”

File with Maryland State Department of Assessments and Taxation
Charter Room 801
301 W. Preston Street
Baltimore, MD 21201-2395
410-767-1330
http://www.dat.state.md.us

Fee: $170 ($150 fee plus $20 Organization & Capitalization Fee)

Obtain Federal Employer Identification Number (EIN) from the IRS
You can file the form online or by mail, phone, or fax.
EIN Operations
Holtsville, NY 11742
Phone: (800) 829-4933
FAX: (631) 447-8960

http://www.irs.gov/businesses/small/article/0,,id=102767,00.html

Hold Organizational Meeting Board members identified in the Articles of Incorporation
elect slate of Board Members (can be the same group or a different group of individuals).
Bylaws are ratified. Meetings minutes are taken to create a record of the meeting.

Phase 3: Obtain Federal Tax-Exemption Determination

Complete and File IRS Form 1023 (if seeking 501(c)(3) ax-exempt status)
Form: www.irs.gov/pub/irs-pdf/f1023.pdf
Instructions: http://www.irs.gov/pub/irs-pdf/i1023.pdf
FAQ’s: http://www.irs.gov/charities/article/0,,id=130101,00.html#A_36

Filing this form will require the purpose, program descriptions, budget, and bylaws
identified above. You will also need a copy of your Articles of Incorporation and should
include a copy of the minutes from your Organizational Meeting.
Fee: $400 -if your projected budget is less than $10,000
$850 – if your projected budget is greater then $10,000

Phase 4: Register for Charitable Solicitation (Maryland and Other States)

File Charitable Solicitation Form (COR-92)
Maryland Charitable Organizations Division
Office of the Secretary of State
State House
Annapolis, Maryland 21401
410-974-5534 or 1-888-874-0013 (within Maryland)
http://www.sos.state.md.us/charity/COR-92.pdf

Other States
http://www.multistatefiling.org/n_appendix.htm

Phase 5: State Filings After Organization Receives 501(c)(3) Determination

File Combined Registration Application
This is required to obtain a sales tax exemption
http://forms.marylandtaxes.com/current_forms/cra.pdf

Phase 6: Maintain Status

File Maryland Form No. 1 – Personal Property Return
http:// www.dat.state.md.us/sdatweb/personal.html#forms
File Form 990-N, Form 990-EZ, or Form 990 with IRS based on annual gross receipts
http://www.irs.gov/charities/index/html

Read IRS Compliance Guide for 501(c)3 Public Charities
http://www.irs.gov/pub/irs-pdf/p4221pc.pdf

Phase 7: State Tax Exemptions

Apply for Property Tax Exemption
http://www.dat.state.md.us/sdatweb/county.html

Obtain State or Local Licenses/Permits
http://www.dllr.state.md.us or http://www.blis.state.md.us

Phase 8: If you have Employees or Independent Contractors

Register Employees with Comptroller of Maryland
Pay State Employment and Unemployment Taxes
Pay Federal Employment Taxes
Pay Workers’ Compensation Insurance
Display Required Posters

Phase 9: Obtain Proper Insurance for Organization, Board Members and Officers

Assess property and liability insurance needs for the organization
Maryland Nonprofits help member organizations with their insurance needs. Join now

				
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