Summit High School Friends of Music Bylaws

Revised Fall 2020

Article I - Name

The name of this nonprofit corporation shall be SUMMIT HIGH SCHOOL FRIENDS OF MUSIC.

Article II - Objectives

The purpose of this club is to promote all aspects of the Summit High School’s (SHS) music program through publicity, promotion, and financial assistance in order to bring family, school and community closer together for the enjoyment and education of all.

Article III - Membership and Dues

Section 1. Membership in this club shall be made available to any individual who subscribes to the objectives and basic policies of the club.

Section 2. All members of the club shall be eligible to participate in the business meetings or to serve in any of its elective or appointive positions.

Section 3. The club shall conduct an annual enrollment of members, but persons may be admitted to membership at any time.

Section 4. Membership in Friends of Music shall be free for members. Membership is determined by having a student in and/or an interest in one of the Summit High School music programs. The purpose of membership is for people to opt into the booster program and receive communications.

Article IV - Officers and Elections

Section 1. Each officer shall be a member of this club and a parent/guardian of student in one of the music programs.

Section 2. Election of Officers

The officers of the club shall consist of: president or co-presidents, vice-president or co-vice-presidents, a secretary, and a treasurer.

Officers shall be elected in the month of June prior to the end of the current school year.

Officers shall assume their official duties at the executive board meeting in June and shall serve for a term of one year or until their successors are elected.

A person shall not be eligible to serve more than four consecutive terms in the same office, unless approved by the executive board.

Section 3. Nominating Committee:

The Nominating Committee shall be appointed by the officers of the board and music directors. It shall be composed of at least three club members. The committee shall elect its own chair.

The Nominating Committee shall nominate an eligible person for each office to be filled and report its nominees at the regular meeting in April, at which time additional nominations may be made from the floor.

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

Section 4. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority for the executive board, notice of such election having been given. In case a vacancy occurs in the office of president, the vice-president shall serve notice of the election.

Article V - Duties of Officers

Section 1. The president shall preside at all meetings of the club and the executive board; shall perform such other duties as may be prescribed in these bylaws or assigned by the executive board; and shall coordinate the work of the officers and committees of the club in order that the objectives may be promoted.

Section 2. The vice-president shall act as aid to the president and shall perform the duties of the president in the absence or inability of that officer to act.

Section 3. The secretary shall record the minutes of all meetings of the club and of the executive board and shall address all correspondence for the club and such other duties as may be delegated.

Section 4. The treasurer shall have custody of all the funds of the club; shall keep a full and accurate account of receipts and expenditures; and in accordance with the budget adopted by the club, shall make disbursements as authorized by the president, executive board, or club. The treasurer shall present a financial statement at every meeting of the club, at other times when requested by the executive board and shall make a full report at the meeting at which new officers officially assume their duties. Such reports shall state or summarize expenditures, income, banking notices, balance and other matters pertaining to the finances of the club.

The treasurer’s accounts shall be examined annually by a third party who works in finance/accounting or an auditing committee or not less than three members who, satisfied that the treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report. The auditing committee shall be selected by the executive board at least three weeks prior to the end of the fiscal year. The audit will take place between July 1 and August 31.

Two signatures shall be required on all bank transactions.

The executive board shall approve all expenditures in excess of one hundred dollars ($100.00). The exception to this rule would be for funds specifically earmarked for Band, Choir, or Orchestra. These funds can be accessed by request of the music directors to the President and Treasurer.

Section 5. All officers shall:

Perform the duties as described.

Deliver to their successors all official material not later than ten days following the meeting of the executive board at which new officers assume their duties.

Article VI - Executive Board

Section 1. The executive board shall consist of the officers of the club, the chair of standing committees, and the music directors of Summit High School. The SHS music directors are nonvoting members of the board. The officers of the club shall select the chair of the standing committee.

Section 2. The duties of the executive board shall be:

To transact necessary business in the intervals between club meetings and such other business as may be referred to it by the club.

To create standing and special committees.

To approve the plans of work of the standing committees.

To present a report at the regular meetings of the club.

To select an auditor or an auditing committee to audit the treasurer’s accounts.

To prepare and submit to the club for adoption a budget for the year.

To approve routine bills within the limits of the budget.

Section 3. Regular meetings of the executive board shall be held during the year, the time to be fixed by the board at its first meeting of the year. A majority of the executive board members shall constitute a quorum. Twenty-four hours notice shall be given for special meetings of the executive board.

Article VII - Meetings

Section 1. At least one meeting of this club shall be held during the school year. The date of the meeting shall be determined by the executive board and announced at least two weeks prior to the meeting. Seven days notice shall be given of a change of date.

Section 2. Special meetings of the club may be called by the president or by a majority of the executive board, with no less than three days notice having been given.

Section 3. The election process shall be held in April to prepare for the transition of the upcoming school year. A transition meeting will be held by the end of the school year between the current and future board officers.

Article VIII - Committees

Section 1. Only members of the club shall be eligible to serve in any elective or appointive positions.

Section 2. The executive board may create such standing committees and appoint chairs of same committees as it may deem necessary to promote the objectives and carry on the work of the club. The term of each chair shall be one year or until the appointment of a successor.

Section 3. The chair of each standing committee shall present a plan of work to the executive board for approval. No committee work shall be undertaken without the consent of the executive board.

Section 4. The power to form special committees and appoint their members rests with the executive board.

Section 5. The president shall be a member ex officio of all committees

Article IX - Fiscal Year

The fiscal year of the club shall be July 1 to June 30.

Article X - Parliamentary Authority

Robert’s Rules of Order Newly Revised shall govern the club in all cases in which they are applicable and in which they are not in conflict with these bylaws.

Article XI - Amendments

Section 1. These bylaws may be changed after regular meetings of the club by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall have been given at least 30 days prior to the meeting at which the amendment is voted upon.

Section 2. A Committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws only by a majority vote at a meeting of the club, or by a two-thirds vote of the executive board. The requirements for adoption of a revised set of bylaws shall be the same as in the case of an amendment.