Oswego High School Band Boosters Charter Article I – Name The name of this organization shall be the Oswego High School Band Boosters. The organization is located in Kendall County, in the State of Illinois. Article II – Form of Organization This organization shall be a non-profit organization. The organization has been incorporated under the laws of the State of Illinois, General Not For Profit Corporation Act of Illinois, 1987. (Secretary of State file number 63515183). The durations of the organization shall be perpetual. The street address of the organization’s registered office shall be Oswego High School, 4250 Route 71, Oswego, IL 60543. The Registered Agent shall be the current Director of Bands. Article III – Purpose The purpose of the Oswego High School Band Boosters shall be to operate exclusively for charitable purposes by providing financial, moral, organizational and personnel support and assistance for the benefit of the Oswego High School band program, and to do all things incidental to or desirable in connection the foregoing. Article IV – Membership The membership of this organization shall include all parents and legal guardians of band students. Any person interested in promoting the progress and development of the band programs at Oswego High School may join the organization. Members are not required to pay dues. However, all members are encouraged to attend meetings and are expected to participate in supporting the activities of the organization. Only parents or guardians of current band students may be voting members or shall hold an office on the Executive Board. Article V – General Provisions Section 1. This Charter may be amended at any regular meeting of the OHS Band Boosters, providing notice was given in writing at the prior meeting. Notice may be given by email, as well as on paper. Amendments will be approved by a two-thirds vote of those present, assuming a quorum. Section 2. Contributions by the Oswego High School Band Boosters of time, goods, services, and/or finances to the band program is intended to augment the program and not to serve as a substitute for the financial obligations of the Oswego Community Unit School District 308 to provide for the basic needs of the Program. Section 3. The Oswego High School Band Boosters will neither seek to direct the administrative activities of the band program, nor to control its policies. Section 4. The organization shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the primary purpose of this organization. Section 5. No substantial part of the activities of this organization shall consist of attempting to influence legislation by propaganda or otherwise, nor shall the organization participate or intervene in any political campaign (including publishing or distribution or statements) on behalf of any candidate for public office. Section 6. No action shall be taken and/or representation made in the name of this organization by any member, group of members including officers, committee chairpersons, committees or others, until or unless such action or representation has been specifically approved and authorized by the Executive Board. Section 7. The property of this organization is irrevocably dedicated to charitable purposes and no part of the net income or assets of the organization shall ever inure to the benefit of any private persons, with the exception of payments for products or services which are intended to benefit the Oswego High School band program. Fundraising proceeds deposited in Student Accounts remain the property of the Oswego High School Band Boosters and shall be distributed in accordance with the bylaws. Section 8. Dissolution: The Organization may be dissolved with previous notice of 30 days and a two-thirds vote of those present at the meeting, assuming a quorum. Upon dissolution of the Organization, any assets remaining after payment of all debts and liabilities shall be distributed to the “Activity Fund” of the Oswego High School Band Department. This charter was adopted by a vote of the membership present at a general meeting on the 12th day of January 2004. Amendments to the charter are approved by a vote of the membership present at a general meeting on _______________________. Oswego High School Band Boosters By-Laws Article 1 – Officers and Executive Board Section 1. The Executive Board shall consist of the Officers listed in Section 2 of these by-laws. All decisions reached by the Executive Board, independent of the general membership, must be unanimous. Such decisions must be in writing, signed by all Officers and recorded by the Secretary to become part of the permanent record. Issues that are not agreed upon unanimously may be referred to meetings of the general membership. Section 2. The Officers of this organization shall be: President; Vice-President of Ways and Means, Vice-President of Band Operations, Vice-President of Publicity, Secretary and Treasurer. Two persons may jointly occupy any single officer position, except Treasurer, if so elected by the membership. The current Band Directors shall be advisory, non-voting members of the Executive Board. Section 3. The duties of the officers are specified, as follows: President: Shall preside at all meetings (or delegate another officer to preside), appoint all committees, and shall be an advisory member of all committees. The President will also act as the primary point of contact between the Oswego High School Band Boosters and the Band Directors. Vice-President Ways and Means: Shall provide oversight to various Ways and Means committees and all Oswego High School Band Booster and student fundraising activities and shall be advisory members of all Ways and Means committees. Inventory of items procured for the purpose of fundraising shall be maintained by the Vice-President at a location in the high school or a location designated by the Band Boosters. Vice-President Band Operations: Shall provide oversight to various Band Operations committees and coordinate Oswego High School Band Booster support for all band activities, when so requested by the Band Directors. Band Operations activities include, but are not limited to, supporting Band Camp, maintaining and distributing band uniforms, organizing the annual Bandquet, and coordinating volunteers and chaperones for band events; shall also be an advisory member of all Band Operations committees. Vice-President Publicity: Shall be responsible for publicizing band events and fundraising activities, and overseeing all communication outside the organization. Secretary: Shall retain the records, minutes and financial reports from all meetings, as well as a current membership list. Treasurer: Shall keep an accurate record of all receipts and disbursement, showing each activity separately, as well as a complete record of all Oswego High School Band Booster and individual students account funds. A report of all financial activity will be given at each monthly meeting, with a copy going to the Secretary for the permanent record. The Treasurer shall submit a budget for approval, at the first general meeting of each school year. The Treasurer is also responsible for filing documents required by the State of Illinois. Section 4. Any officer who misses three consecutive meetings may be removed by the remaining members of the Executive Board. Section 5. The term of office for all officers shall be one year. Any office that becomes vacant during the year shall be filled by appointment by the remaining members of the Executive Board. Article II – Elections Section 1. The President shall request nominations for the officers at the April meeting of the general membership, or at least one month in advance of the scheduled annual election. Section 2. The President shall present all nominations, and conduct a vote of the general membership at the May meeting. A simple majority of those present is required to elect an officer. Section 3. The new officers shall assume the duties of their elected positions at the beginning of the fiscal year (July 1) following their election. Both outgoing and incoming officers are responsible for ensuring a complete exchange of pertinent information and records. Article III – Meetings Section 1. The general meetings of the membership shall normally be on the first Monday of each month, at 7:00 p.m., when school is in session. Changes to the regular schedule, including a change in time or place, may be determined by the Executive Board at least one month prior to the meeting. Notification must be made to the general membership in writing; email is an acceptable means of communication. Section 2. A quorum for any meeting of the general membership shall be the number of members attending the meeting. A simple majority of those present shall be required for passage of motions made during a meeting. Section 3. The President may call special meetings of the Executive Board. Every reasonable effort shall be made to notify all members of the Executive Board, as far in advance as possible. Section 4. A quorum for a special meeting of the Executive Board shall be four officers. Article IV – Committees Section 1. The President, subject to the approval of the officers, shall appoint the chairpersons of all committees. Section 2. Committee chairpersons are responsible for seeking approval for all expenses of their respective committee from the Board. They are also responsible for maintaining an inventory of all physical merchandise purchased for their committee, especially for the purpose of fundraising. Merchandise shall be stored at a location in Oswego High School. Section 3. The chairperson of each committee, or his/her designee, shall be prepared to provide a brief report on the committee’s activities, at each meeting of the general membership. The chairperson of each committee shall appoint such members to the committee as are necessary to carry out its work. Article V – Finances Section 1. All monies received by this organization shall be deposited in a bank designated by the officers, under the name of Oswego High School Band Boosters. The following accounts are currently held: General Savings, General Checking, Student Savings and Band Bucks Checking. All accounts have the President and the Treasurer as signers, except for Band Bucks Checking. This account has the President and Band Bucks chairpersons as signers. Section 2. The Board shall approve all expenses of the organization, including all invoices to be opened under the Booster name. Section 3. The Treasurer shall submit a partial budget at the last school meeting of the year. This budget will outline expenses occurring from July 1 st until such time as the budget is approved. The Treasurer shall submit a budget for discussion at the first general meeting of the school year. A second reading and approval shall be sought at the second general meeting. Approval of the budget by the general membership shall constitute approval for all expenditures contained therein. Section 4. General Fund expenditures not contained in the budget must be approved within the following constraints. Non-budget General Fund expenditures of: a. < $100 may be approved by the President and Treasurer. b. > $100 but < $500 may be approved by a majority of the Executive Board c. > $500 need approval at the next general meeting. d. While on a trip, the President and Treasurer may authorize necessary expenses of no more than $1000. Such an expense must be disclosed at the next general meeting. Section 5. The fiscal year shall begin on July 1 and end on June 30 of the following year. Section 6. The accounts of the Treasurer shall be audited annually by a committee of three persons, appointed by the President, who are not members of the Executive Board or signers for any Oswego High School Band Boosters account. Prior to the audit, chairpersons of committees possessing merchandise purchased through the boosters shall provide a list of such to the audit committee. An audit report shall be submitted at the first general membership meeting of the school year. The members of the auditing committee shall sign a statement attesting to the findings of the audit. Section 7. The Treasurer shall be required to prepare a financial report at the close of each school year and file copies of the report with the President and secretary. The annual financial report shall become part of the permanent record. Financial records shall be maintained for 7 years. Section 8. The Treasurer shall complete and submit yearly forms, as required by the State of Illinois. Section 9. Student Savings Account: The student savings account exists to collect monies raised by individual students via fundraising activities. Committee chairpersons responsible for fundraising events shall convey to the Treasurer the amount of profit to be credited to students. Monies credited to individual band members shall remain the property of the Oswego High School Band Boosters. The Executive Board, along with the Band Directors shall agree on the events for which band member balances may be used for payment. Any funds credited to an individual band member remaining at the time the student leaves the program for any reason, may be transferred to the credit of a sibling who is or will be a member of the band program at Oswego High School the upcoming school year. In all other cases, these funds will be transferred to the General Fund. The Treasurer transfers funds from the Student Savings Account to the General Checking Account to facilitate payments. Article VI - Parliamentary Authority Robert’s Revised Rules of Order shall govern the general order of all business when applicable and not in conflict with these by-laws. The privilege of holding office, making motions, debating and voting shall be limited to members of the Association, except as otherwise defined in the bylaws. Article VII - Amendments These bylaws may be amended at any regular meeting of the OHS Band Boosters, providing notice was given in writing at the prior meeting. Notice may be given by email, as well as on paper. Amendments will be approved by a two-thirds vote of those present, assuming a quorum. By-Laws as amended on __________________.