By-Laws of the Plainfield North High School Band Boosters
Plainfield, Illinois
(Adopted June 20, 2007)
Amended April 8, 2008
Amended January 11, 2016
http://www.pnhsbands.com/?p=1545
| ARTICLE I – NAME |
| Section 1 The name of this non-profit organization shall be the Plainfield North High School Band Boosters. |
| Section 2 The place where the principal office of the organization is to be located in the Village of Plainfield, Will County, State of Illinois. |
| ARTICLE II – NON-PROFIT PURPOSES |
| Section 1 Aims and purpose of the organization shall be: • To arouse and maintain an enthusiastic interest in the various phases of the instrumental music program of Plainfield North High School. • To lend all possible support, both moral and financial, to the instrumental music program at Plainfield North High School. • To cooperate with those in charge of the instrumental music department and the school board to the end that this department be brought to and kept at the highest possible degree of efficiency. • To build and maintain an organization which will help promote and enhance the general activities of the instrumental music program. |
| Section 2 Said corporation is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. |
| Section 3 The names and addresses of the persons who are the initial trustees of the corporation can be found in the application to form a Non-Profit Corporation under the Non-Profit Law of Illinois. |
| Section 4 IRS 501(c)(3) Tax Exempt Provisions can be found in Article XIV, Sections 1, 2, and 3. |
| Section 5 Procedures for distribution of assets upon dissolution of this corporation can be found in Article XV, Section 1. |
| ARTICLE III – MEMBERSHIP |
| Section 1 The membership of this organization shall not be limited. Anyone interested in the progress and development of the instrumental music program of Plainfield North High School may apply for membership. |
| Section 2 A “fair share” of membership expenses, as determined by the Band Director, Executive Board, and school administration, will be budgeted each year in accordance with Article VIII, Section 2 and communicated to the membership. All members are considered in good standing when payments of fair share monies are paid on or before scheduled payment dates outlined to the membership.” |
| Section 3 Student accounts with monies outstanding (and associated family members) may return to good standing when funds have been transferred from the member’s bank or settled in cash with the Treasurer. The Treasurer will deposit outstanding funds on a reasonable basis, not to exceed two weeks from the receipt of funds.Subsection A Families unable to provide fair share monies due to financial hardship or other extenuating circumstances may regain good standing status through a good faith arrangement with the Treasurer. Remedies in these cases may include extended payment schedules and/or waiving some or all of the fair share debt at the Executive Board’s discretion. |
| Section 4 Attempts will be made to collect outstanding fair share monies for a period of two weeks following a scheduled payment date. If not remitted during these two weeks, the student’s account will reflect the monies outstanding. Proceedings to collect the funds will be initiated according to school policy. |
| Section 5 Student accounts with monies outstanding are not considered members in good standing.Subsection A Family members of said accounts are barred from volunteer participation in band events where the volunteer receives compensation in goods or services for volunteering. This includes, but is not limited to: chaperones, equipment crew, food disbursement, or any other duty that waives entry cost, transportation cost, food cost, and/or lodging cost that would otherwise be incurred by a non-volunteer spectator. Subsection B Subsection C |
| ARTICLE IV – OFFICERS |
| Section 1 The Plainfield North High School Band Boosters shall have the following officers, who shall be elected from the membership: President, Vice President, Secretary, and Treasurer.Subsection A The position of Treasurer shall be a bonded position. Subsection B |
| Section 2 A nominating committee, composed of three persons, shall be selected by the President and approved by the Executive Board at the February meeting to present a slate of officers at the March Executive Board meeting. • The slate of officers is to be published in two places prior to the March election. • In addition to the slate presented by the committee, nominations from the floor may be made at the March regular meeting. • In the event that no candidate comes forward for a position on the board, a nominee may be presented and voted on at the next regular meeting without prior posting. • Election of officers will occur at the March regular meeting. • If more than one candidate is nominated for any office, voting shall be by secret written ballot. |
| Section 3 No member shall hold more than one office at a time. |
| Section 4 The elected officers shall assume their duties in April and shall serve for the term of one year, or until a successor shall be elected and assumes office, whichever term is longer. |
| Section 5 No person shall be nominated as a candidate for any office nor selected as chairman or member of any committee without his/her consent. |
| Section 6 Vacancies occurring in any elected office shall be filled by election at the following regular meeting without prior posting. |
| Section 7 All officers shall be members of the organization in good standing. |
| Section 8 Any elected officer or agent appointed by the Executive Board may be removed with or without cause at an Executive Board meeting by a majority of board members present, once a quorum has been reached. |
| Section 9 An officer may resign at any time by giving written notice to the President or Secretary. The resulting vacancy will be addressed as stated in Article IV, Section 6 herein. |
| Section 10 Two persons wishing to hold office together may be nominated jointly (e.g. co-treasurers). Co-officers will be nominated and – if necessary per Article IV, Section 2 – voted on by the membership solely as a team. In the event that one of the co-officers resigns their post or is removed according to Article IV, Sections 8 and 9, the remaining co-officer may choose to remain, or resign at their discretion. |
| ARTICLE V – DUTIES OF THE OFFICERS |
| Section 1 The President shall preside at all meetings and see that the orders and resolutions of the Executive Board are carried out. Special meetings may be called by the president. |
| Section 2 The Vice-President shall be an assistant to the President in all activities. In the absence of the President, or in the event of their refusal to act, the Vice-President shall perform the duties of the President and, when so acting, shall have all of the powers of the President. The Vice-President shall perform such other duties as from time to time may be assigned to them by the President or the Executive Board. |
| Section 3 The Secretary shall keep accurate records of all general meetings and Executive Board meetings. The Secretary shall take care of all correspondence and perform all duties incident of their office, as well as such other duties as from time to time may be assigned to the Secretary by the President or the Executive Board. |
| Section 4 The Treasurer shall have charge and custody of all funds of the organization, receive all monies payable to the organization, deposit all such monies in the name of Plainfield North High School Band Boosters in such banks or other depositories as shall be selected by the Executive Board, and disburse those funds as needed, with an accounting of receipts and disbursements at all general meetings and Executive Board meetings. The Treasurer shall also perform such other duties as from time to time may be assigned to them by the President or the Executive Board. |
| ARTICLE VI – EXECUTIVE BOARD |
| Section 1 The officers, the chairpersons of all standing committees, and the band director(s) shall constitute the Executive Board. |
| Section 2 The Executive Board shall have general supervision of the affairs of the organization between regular meetings of the organization and during the period between June and September, shall fix the hour and place of meetings and shall perform other duties as are specified in these by-laws. |
| Section 3 Meetings of the Executive Board shall be held monthly, prior to the regular meetings of the organization. Special meetings of the Executive Board may be called by the President or upon request of three members of the Executive Board. |
| Section 4 Five members of the Executive Board, including at least two officers, shall constitute a quorum. |
| Section 5 For matters brought to a vote at a meeting of the Executive Board, there shall be one vote per Board member. |
| ARTICLE VII – MEETINGS OF THE ORGANIZATION |
| Section 1 Monthly meetings of the organization shall be held during the school year, with one of those meetings occurring in March, at which the officers will be elected. Notice of meetings shall be published in two places prior to the stated meeting. |
| Section 2 Nine members of the organization, including at least two (2) officers shall constitute a quorum. |
| Section 3 The rules of order at all regular meetings shall be as follows: 1. Reading and approval of minutes 2. Reading and approval of treasurer’s report 3. Reports of officers, directors, boards, and standing committees 4. Reports of special committees 5. Unfinished business 6. New business |
| Section 4 For matters brought to a vote at a meeting of the organization, there shall be one vote per student in good standing participating in band activities. |
| ARTICLE VIII – STANDING COMMITTEES |
| Section 1 Auditing Committee – The Auditing Committee shall consist of three members of the Executive Board and shall be appointed by the President in the March Executive Board meeting. The purpose of this committee shall be to audit the financial records of the organization. Financial records shall be audited at the end of the fiscal year, upon election or appointment of a new Treasurer, or as deemed necessary. |
| Section 2 Budget Committee – The Budget committee shall consist of the outgoing Executive Board along with the newly elected officers and will meet no later than March of each year. The purpose of this meeting shall be to prepare a budget and fundraising activities for the upcoming year.After the approval of this budget by this organization, no expense shall be incurred or funds dispersed varying from this budget without first forwarding either of the following to the Executive Board: Subsection A Subsection B |
| Section 3 Membership Committee – The Membership Committee chairperson shall have the responsibility for accurately recording the names of all paid members and shall turn in such monies and records of the paid members to the Treasurer at each Executive Board meeting. |
| Section 4 Publicity Committee – the Publicity Committee chairperson shall have the responsibility of preparing press releases relevant to the activities of the organization. |
| Section 5 Web Site Committee – The Web Site Committee chairperson shall have the responsibility of preparing and maintaining the organization’s web site. |
| Section 6 Nominating Committee – The duties of the nominating committee are stated in Article IV, Section 3. Herein. |
| Section 7 Parliamentary Committee – The Parliamentary Committee chairperson shall have the responsibility to give advice in parliamentary procedure when requested. The Parliamentary committee shall be appointed by the president every two years to review the by-laws of the organization. |
| Section 8 Miscellaneous Committees – The officers shall create and dissolve any additional committees as necessary for the operation of the organization, including, but not limited to, fundraising committees. The chairperson of all and any such committees shall become members of the Executive Board. |
| Section 9 The President and Band Director(s) shall be Ex-Officio members of all committees, except nominating and auditing committees. |
| ARTICLE IX – FUNDRAISING |
| Section 1 Each fundraising event shall be facilitated as follows: • There shall be one over-all chairperson • The chairperson shall coordinate the sale • The chairperson shall maintain records for each student who participated, including but not limited to: o Items sold o Items returned – monetary credits due o Monies collected o Monies outstanding |
| Section 2 At the end of the fundraising event, the chairperson shall consolidate and validate information for the event in a timely manner and submit a status report to the Treasurer. |
| Section 3 For two weeks following the close of the fundraising event, attempts should be made to collect outstanding monies. After the two week collection period, the student’s account will reflect the monies outstanding. Proceedings will be started to collect the funds according to school district policy. |
| Section 4 The Fall and Spring Plainfield Band Booster Craft Shows shall continue to be supported as a fundraising activity for all high school band booster organizations in the Plainfield CCSD 202. If the fundraising results in a net profit, this shall be equally divided among the high school band booster organizations contingent on each organization providing a minimum of 20% of the volunteer workforce. If the fundraising event results in a net loss, this shall be equally divided among the high school band booster organizations that contributed to the volunteer workforce. This by-law cannot be amended without the written consent of all participating high school band booster organizations. |
| ARTICLE X – FUNDS |
| Section 1 In accordance with Article V, Section 4, the Treasurer shall be the custodian of all funds if the organization, which shall be paid out within the framework of the budget, and shall pay any and all bills incurred by the organization. All checks shall require two signatures. The Treasurer, President, Vice-President, and Secretary shall have signatory authority. |
| Section 2 The fiscal year shall be from April 1 to March 31. |
| ARTICLE XI – CONTRACTS |
| Section 1 Contracts for instructional staff must be submitted for approval to the Executive Board by the Band Director(s). All contracts shall be approved by the Executive Board. |
| Section 2 No monies shall be expended without contract approval by the Executive Board. |
| Section 3 All contracted staff shall be hired and/or terminated in accordance with the procedures as established by the Executive Board. |
| ARTICLE XII – PARLIAMENTARY AUTHORITY |
| Section 1 The rules contained in Robert’s Rules of Order, revised, shall govern the organization in all cases to which they are applicable and in which they are consistent with these by-laws. |
| ARTICLE XIII – AMENDMENT TO BY-LAWS |
| Section 1 These by-laws may be amended at any regular meeting of the organization by two-thirds vote of those present, provided the amendment has been submitted in writing to the membership on the organization’s web site prior to the meeting at which these amendments shall be voted on. |
| Section 2 The by-laws shall be reviewed by an appointed member of the member of the organization on an annual basis, with any necessary revisions submitted for amendment as described in Article XIII, Section 1. |
| ARTICLE XIV – IRS(c)(3) TAX EXEMPTION PROVISIONS |
| Section 1 No part of the net earnings of this corporation shall inure to the benefit of, or be distributable to, its members, directors, trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes of the corporation set forth in Article II hereof. |
| Section 2 No substantial part of the activities of this corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and this corporation shall not participate in, or intervene in (including the publishing or distribution of statements), any political campaign on behalf of, or in opposition to, any candidate for public office. |
| Section 3 Notwithstanding any other provision of these articles, the corporation shall not carry on any activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Internal revenue Code, or the corresponding section of any future federal tax code, or 9b) by the corporation, contributions to which are deductible under section 170(c)(2) of the internal revenue Code, or the corresponding section of any future federal tax code. |
| ARTICLE XV – DISSOLUTION |
| Section 1 Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the internal revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to the state government, for public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes. |
| Section 2 This organization may be dissolved by a two-thirds majority vote of those present at any regular meeting of this organization, provided that dissolution has been submitted in writing to the membership on the organization’s web site at least 30 days prior to the meeting at which dissolution shall be voted upon. |
| Section 3 In the event of dissolution, the assets of the organization shall be distributed to the Plainfield Consolidated School District 202 Board of Education to be distributed equally to the Instrumental Music Departments of any remaining Plainfield high School band programs. |
| Section 4 In the event of the dissolution and the non-existence of the instrumental music Departments of the Plainfield Consolidated Schools, the Executive Board shall determine the disbursement of the assets of the organization prior to the dissolutions according to the provisions in Section 1. |
Adopted June 20, 2007.
In witness whereof, we have hereunto subscribed our names the 20th day of June, 2007.
Wendy Yates, President
Kellie Lewis, Vice-President
Sue Smith, Secretary
Karen Capodice, Treasurer
Jason LaVallee, Director
Amended January 11, 2016.
In witness whereof, we have hereunto subscribed our names the 11th day of January, 2016.
Melissa Bonow, President
Anne Waite, Vice-President
Catherine Sheridan-Walsh, Treasurer
Melissa Gagnon, Secretary
Tim Hatcher, Director