About / By Laws
Constitution and By-Laws
Of the
Marching Mariners Boosters, INC.
(Revised 4/4/2007)
ARTICLE I
NAME
This organization shall be known as Toms River North Marching Mariners Boosters, Inc., and hereinafter will be referred to as the “Organization”.
ARTICLE II
PURPOSE
The purpose of this Organization shall be the support and promotion of Marching Mariner activities at Toms River High School North. The Marching Mariners is defined as all active Instrumental and Squad members.
ARTICLE III
MEMBERSHIP
Any parent or legal guardian of an Instrumental or Squad member and Band and Squad staff are considered members of the Organization.
Any person 21 years old or over who desires to assist in the accomplishment of the purpose of the Organization shall be eligible to apply to become a member. Such membership shall be subject to approval of the Board.
ARTICLE IV
VOTING RIGHTS
Except as otherwise provided the right to vote is reserved and restricted to its members, and unless otherwise stated, a majority of those members present and voting on any issue, will be sufficient to approve a motion.
ARTICLE V
OFFICERS AND TERMS
- 1. The right to hold office on the Executive Board is reserved for members who currently have a high school student active in the Marching Mariners. School professionals and other Marching Mariner Staff may not hold office, but may chair committees or participate in any activities of the organization. Any executive board member currently holding a position on the board may continue in that position until the end of his /her term. Newly elected executive board members must have a high school student active in the Marching Mariners
- 2. The Organization shall be governed by an Executive Board consisting of ten (10) members who shall be elected for two (2) year terms. At each election, five (5) members of the Organization will be elected to succeed the five (5) openings on the Board. This means that half of the Executive Board seats, five (5) are open to election each year.
- 3. The Executive Board shall elect annually from its members, the Organization’s President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, and Chairpersons for the standing committees: (i.e. Ways and Means, Special Events, Refreshments, Chaperons/Logistical Support, and Public Relations/Membership committees).The above Executive Board shall be elected at the Annual Meeting with their terms of office commencing the night of the Annual Meeting. Said Annual Meeting is to be held during the month of May. Two (2) meetings prior to the Annual Meeting, the President shall appoint a Nominating Committee who shall present a preliminary report at the Organization’s April meeting. After the Nominating Committee submits its final slate at the Annual Meeting, nominations will be open from the floor or prior to the membership’s vote on the slate. If there are more nominations than openings on the Executive Board, a written ballot shall be conducted. If there are only five (5) nominations for the Executive Board, a verbal ballot may be conducted.
- 4. Board members completing their terms will act as advisors to the newly elected board for the remainder of the current school year. The advisory positions are of a non-voting status.
ARTICLE VI
COMMITTEES
- 1. Standing Committees
•A. Ways and Means Committee
The Ways and Means Committee is responsible for developing ways to raise funds and oversee the implementation and execution of said projects. ALL fund raising activities shall be submitted to the Executive Board for approval by majority vote. All funds shall be turned over to the Treasurer within 10 days of the closing of each fundraiser.
•B. Public Relations/Membership Committee
The Public Relations/Membership Committee is responsible for coordinating and organizing press releases and publicizing band activities. The Public Relations/Membership Committee will promote, encourage and recruit members and business boosters.
•C. Special Events
The Special Events Coordinator is to oversee and coordinate major Marching Mariner trips and to assist the President in any other special events as deemed necessary. All funds received by the Special Events Coordinator will be turned over to the Treasurer within 10 days of receipt of the funds.
•D. Refreshments Committee
The Refreshments Committee will be responsible for obtaining committee members from the Organization to provide refreshments at football games and at the spring and winter concerts and any other events as determined by the Organization.
•E. Chaperons/Logistical Support
This committee is responsible for obtaining members of the Organization to accompany the Marching Mariners to all events, outside of the school day, to act as chaperones. This committee shall also be responsible for working with and coordinating with the Marching Mariner professional staff and transport of needed equipment and instruments for performance. Organization member performing the tasks of chaperones are responsible for the safety and protection of all student members of the Marching Mariners. Any observed misbehavior or rule violations on the part of a student shall be brought to the attention of the band director or school administrator responsible for the event who will take appropriate action according to Board of Education policy.
•2. Appointed Committees
•A. Nominating Committee
The Nominating Committee shall be responsible for selecting, screening and presenting a slate of no less than five (5) members for the openings on the Executive Board. The slate must be approved by a two-thirds (2/3) vote of the entire Nominating Committee prior to presentation of the slate to the Organization.
B. Auditing Committee
The Auditing Committee shall be appointed in June of each year. All ledgers, books of account and any other financial records of the Organization shall be turned over to them, upon their request. They shall report back, in writing, to the Executive Board prior to the September meeting. The Treasurer will report the Audit Committee findings to the Organization at the September Meeting.
ARTICLE VII
POWERS AND DUTIES OF OFFICERS
PRESIDENT
The President shall appoint committees as deemed necessary.
The President shall preside over the General Meetings and oversee the functions of the standing committees and any other committees he or she deems necessary.
The President shall be the Chairperson of the Executive Board” preside over meetings of the Executive Board, but shall have no vote on the Executive Board except in the event of a tie vote.
The President shall represent the Organization before the School and the Public at large.
The President shall have such other powers and duties as may be delegated to him or her by the Executive Board consistent with the provisions of this Constitution and By-laws.
VICE-PRESIDENT
The Vice-President will serve to assist the President and to succeed to the duties and privileges of the President when he or she is unable or unavailable to perform the duties of such.
RECORDING SECRETARY
The Recording Secretary will keep written records of the minutes of the Annual, General, and Executive Board meetings. These minutes shall be made available to any active Organization member upon request. He or she shall also keep a record of the members of the Organization.
CORRESPONDING SECRETARY
The Corresponding Secretary shall handle any correspondence concerning the Organization. He or she shall be responsible for organizing, preparing and distributing the Monthly Newsletter.
TREASURER
The Treasurer shall maintain the Organization’s ledgers, and is responsible for coordinating tax and audit activities.
The Treasurer is responsible for collecting and accounting for all funds received by the Organization. All funds received by the Treasurer must be deposited into the Organizations accounts within fourteen (14) days.
The Treasurer is responsible for receiving all bills, submitting them for approval to the Executive Board, and overseeing payment of same. An approval is defined as a vote by the Executive Board following the rules of Quorum, as per Robert’s Rules of Order.
The Treasurer is responsible to ensuring that all funds belonging to the Organization shall be deposited or invested in a federally insured institution only.
The Treasurer will report, a monthly accounting to the Organization. The Monthly accounting will report the General funds separately from the total amount held for the students in the activities funds.
The Treasurer shall generate a budget for the General fund with a two (2) year comparisons of expenses, in writing, to be approved by the Organization in August of each year.
VACANCIES
In the event of a vacancy on the Executive Board, the President shall appoint a replacement for the remaining term of that position with the approval of a majority of the Executive Board.
ARTICLE VIII
EXECUTIVE BOARD
ORGANIZATION
The Executive Board shall consist of the elected officers, and the non-voting members who will be: Band Director, Assistant Band Director, Squad Director, Supervisor of Fine Arts, High School North Principal or (his designee), this designee can not be a current member of the Executive Committee.
STATED MEETINGS
The stated meeting of the Executive Board shall be on the first Tuesday of every month at 6:30 PM during the school calendar year, in the band room of Toms River High School North. Alternate dates, times and location may be made at the discretion of the President.
SPECIAL MEETINGS
Special meetings of the Executive Board shall be held by order of the President.
QUORUM
A majority of the Executive Board in attendance shall constitute a quorum for the transaction of official business. In an emergent situation as determined by the President, the President can take a telephone poll of the majority of the Executive Board. This shall constitute a quorum for the transaction of official business.
POWERS AND DUTIES
To prescribe and provide for the supervision, control and general administration of the affairs of the Organization, and for the execution and accomplishment of its purpose, (within the Guidelines of the By-laws of the Organization).
ARTICLE IX
MEETINGS
1. Regular meetings shall be held the second Tuesday night of each month at 7:30 PM during the school calendar year in the band room of Toms River High School North. Alternate dates, times and location may be made at the discretion of the President.
2. The Annual meeting is to be held during the May meeting.
ARTICLE X
CONSTITUTION AND BY-LAWS
Annually, the President will appoint a committee, chaired by the Vice President of the Executive committee, to review the “Constitution and By-Laws”. The committee shall submit their recommendations to the General Membership for vote.
1. A two-thirds (2/3) majority vote of the members present at a single regular meeting is necessary for approval.
2. Amendment to the By-Laws from anyone of the General Membership in “good standing” (account cannot be in arrears) shall be submitted in writing and at a regular meeting of the general membership. At the next meeting the purposed amendment will be voted on and must receive a two-thirds (2/3) majority vote of the members present to be approved.
ARTICLE XI
NON-PROFIT STATUS
The Marching Mariner Boosters, Inc. is a duly incorporated organization which has been granted tax exempt, non-profit status by the Internal Revenue Service. As such an organization, all funding gathered and dispersed by the Organization shall be done so under IRS guidelines.
All funds raised by the Organization are to be used for the stated purposes of the Organization. Funds may not be used for individual gain.
All members of the Organization may participate, but shall not be required to participate in fund raising activities. Unless a fundraiser is designated as a General Fund fundraiser, all funds raised by the individuals on behalf of the Organization shall be held by the Organization and paid out on behalf of that individual member for activities of the Organization.
No funds raised on behalf of the Organization may be paid to any member leaving the Organization. Upon written notification to the Treasurer, any fund balance raised by a student who is leaving the Organization may be transferred to any other active Organization member.
In the event a graduating senior has a sibling who will be entering the Organization within two school years of said graduation those funds may be held for the incoming student by the Organization. In June of each year, parents will be notified through a general notification written by the Organization that it is the responsibility of the graduating student’s parents, or guardians to notify the Treasurer, in writing within 30 days, of their intentions concerning any fund balance being held by the Organization on their behalf. AFTER 30 DAYS, ALL MONIES WILL REVERT TO THE GENERAL FUND OF THE ORGANIZATION.
If a member leaves the Organization for any reason, it is their responsibility to notify the Treasurer, in writing within 30 days, of their intentions concerning any fund balance being held by the Organization on their behalf. AFTER 30 DAYS, ALL MONIES WILL REVERT TO THE GENERAL FUND OF THE ORGANIZATION
ARTICLE XII
MISCELLANEOUS
Whenever, in the affairs of the Organization, parliamentary rules or procedures are involved, “Robert’s Rules of Order” shall apply and control.
ARTICLE XIII
MEMBER FEE
All Instrumental and Squad members shall contribute an annual non-refundable fee to the General Fund. All first year members must make their contribution on or before November 30. All other members must make their contribution on or before September 30. All contributions may be made through fund raising or by self payment. The Executive Board will recommend the specific amount in August of each year, to be approved by the membership of the Organization. An Approval is defined as a two-thirds (2/3) majority vote of the members present at a single regular meeting, Students who do not pay will not benefit from the activities the Organization sponsors. No additional funds to support the General Fund shall come from individual student accounts.
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