THE MONTVILLE MARCHING BAND BOOSTERS ASSOCIATION

(MMBBA) BY-LAWS

10/08

ARTICLE I: Name

The name of this Corporation shall be – Montville Marching Band (a.k.a. “Field Corps”) Boosters Association, Inc. (MMBBA). It is a non-profit Corporation expressly set up for the purpose of carrying out the goals and objectives hereafter stated.

ARTICLE II: Offices

  1. PRINCIPAL OFFICE

The principal office of the Corporation is located in Morris County, State of New Jersey.

  1. CHANGE OF ADDRESS

The designation of the county or state of the Corporation’s principal office may be changed by amendment of the Bylaws. The Executive Board may change the principal office from one location to another within the named county by noting the changed address and effective date below, and such changes of address shall not be deemed, nor require, an amendment of these Bylaws:

Montville Township High School, 100 Horseneck Road, Montville, NJ 07045Dated: October , 2008

______Dated: ______

______Dated: ______

  1. OTHER OFFICES

The Corporation may also have offices at such places, within or without its state of incorporation, where it is qualified to do business, as its business and activities may require, as the Executive Board may, from time to time, designate.

ARTICLE III: Objectives

  1. SPECIFIC OBJECTIVES

The objective of this Corporation shall, under the sponsorship of the Montville Township High School Marching Band, be to unite the parents, students, faculty and the community in the common interest of obtaining the goals set forth by the MMBBA, in an atmosphere of friendliness and goodwill at Montville Township High School.

a)To encourage the continuance of music and music education with the student members of the Montville Township High School Marching Band.

b)To raise funds to support music education for the student members outside of the classroom.

c)To encourage membership in our organization.

d)To encourage and instill pride in belonging to Marching Band at the high school.

e)To encourage student and parental participation in all Marching Band events.

f)To raise funds to assist in defraying the student cost of participating in the Marching Band.

g)To raise funds to award scholarships to graduating seniors annually based on the criteria set by the Scholarship Committee.

h)To publicize the activities and accomplishments of this organization and those of the Marching Band.

i)To raise funds for additional equipment and supplies to enhance the Marching Band program.

ARTICLE IV: Membership

  1. All parents/legal guardians of Marching Band students interested in the objectives of this Corporation are eligible for active membership.
  1. Active members shall have the privilege of the floor, voting and officership in the Corporation.
  1. A family membership fee of $20.00 shall be required annually. Members become “active” and can vote only after payment of annual dues. This fee can be raised from time to time, with a simple majority vote of the membership at a General Membership Meeting.
  2. Active families shall have all privileges of membership as provided in the By-Laws of this Corporation. Members are encouraged to attend the monthly General Membership meeting.
  1. Students are encouraged to attend and participate at all General Membership meetings so that their input can be heard, but they cannot vote.
  1. Visitors are always welcome to all General Membership meetings.

ARTICLE V: Meeting

  1. GENERAL MEMBERSHIP MEETINGS - General Membership meetings shall be held once a month, at a time and place to be determined by the Executive Board. General Membership meetings shall not be held on days when there is no school. The Board shall endeavor to limit the length of these meetings to a maximum of 90 minutes.
  1. NEW BUSINESS ITEMS - Items brought up at a meeting, not listed on the agenda, will be considered new business and will be discussed at that General Membership meeting, but not voted on until the next General Membership meeting, to the extent possible. This article may be waived with a 75% majority vote by the membership present at the meeting.
  1. SPECIAL MEETINGS – Special meetings of the General Membership may be called by the President, Vice President, the Treasurer, the Secretary, or if different, by the persons specifically authorized under the laws of this state to call a Special meeting of the Board. Such meeting shall be held at the principal office of the Corporation or, if different, at the place designated by the person or persons calling the Special meeting. At least 3 days notice shall be given to the membership via email; and only the special business is to be transacted at such meetings.
  1. NOTICE OF MEETINGS – Unless otherwise provided by the Articles of Incorporation, these Bylaws, or provision of law, the following provisions shall govern the giving of the notice for meetings by the Executive Board.
  1. General Membership Meeting – An agenda shall be set and sent to the membership at least three (3) days prior to the General Membership meeting. Such notice may be oral or written, may be given personally, by email, by first class mail, by telephone and shall state the place, date and time of the meeting and the matters proposed to be acted upon at the General Membership meeting.
  1. Special Meetings – At least 3 days prior notice shall be given by the Secretary of the Corporation to the membership. Such notice may be oral or written, may be given personally, by email, by first class mail, by telephone and shall state the place, date and time of the meeting and the matters proposed to be acted upon at the Special meeting.
  1. Waiver of Notice – Whenever any notice of a meeting is required to be given to any Executive Board member of this Corporation under provision of the Articles of Incorporation, these Bylaws, or law of the state, a wavier of notice in writing signed by the Executive Board, whether before or after the time of the meeting, shall be equivalent to the giving of notice.
  1. QUORUM FOR MEETINGS – A quorum shall consist of three (3) members of the Executive Board. Except as otherwise provided under the Articles of Incorporation, these Bylaws, or provisions of law, no business shall be considered by the Board at any meeting at which the required quorum is not present, and the only motion which the Chair shall entertain at such meeting is a motion to adjourn.
  1. MEETING GOVERNANCE - The latest edition of Robert’s Rules of Order shall be governed at all meetings, insofar as such rules are not inconsistent with or conflict with the Articles of Incorporation, these Bylaws, or with provisions of law

ARTICLE VI: Conduct of Meetings

Meetings of the Executive Board or general members shall be presided over by the President, or if no such person has been so designated or, in his or her absence, the Vice President of the Corporation or, in the absence of each of these persons, by a Chairperson chosen by a majority of the Executive Board present at the meeting. The Recording Secretaryof the Corporation shall act as secretary of all meetings of the Board, provided that, in his or her absence, the presiding officer shall appoint another person to as Secretary of the meeting.

The order of business shall be:

  1. Call to Order
  1. Recording Secretary’s Report
  1. Corresponding Secretary’s Report
  1. Treasurer’s Report
  1. Standing Committee’s Report
  1. Special Committee’s Reports
  1. Band Director’s Report
  1. Unfinished Business
  1. New Business
  1. Announcements
  1. Adjournment

ARTICLE VII: Voting

  1. All active members may vote in any MMBBA matter when attending the General Membership Meeting at which a vote is taken.
  1. On all matters of voting at any General Membership Meeting, passage shall require a simple majority of those active members present.
  1. At Special Meetings, a two-thirds majority vote of those active members present shall be necessary for passage.

ARTICLE VIII: Officers and Executive Board

  1. There shall be an Executive Board that will be responsible for the operation and management of the Corporation. It shall consist of all Elected Officers.
  1. The Elected Officers shall consist of the following: A President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer. Officers shall serve a one year term or until his/her successors are elected and assume office.
  1. All officers shall be elected at the April meeting and assume their duties at the following meeting in May.
  1. A vacancy in any elected office, except President, shall be filled by appointment of the Nominating Committee for the unexpired term. The office of the President shall be filled by the Vice President.
  1. The Executive Board will be responsible for appointing Standing Committee Chairs with the assistance of the Nominating Committee.
  1. The Executive Board will prepare and email an agenda to the membership prior to each General Membership meeting.
  1. The Executive Board will report on business discussed at any Executive Board meeting to the membership at the next General Membership meeting.
  1. The Executive Board will be responsible for preparing and presenting an annual operating budget with the assistance of the Finance Committee.
  1. Non-Executive Board Members may be invited to an Executive Board meeting for consultation purposes at the discretion of the Executive Board.
  1. The Executive Board may approve emergency funding, without membership approval, capped at $500 and report the expense to the membership at the next General Membership meeting.
  1. QUALIFICATIONS – Executive Board members shall be of the age of majority in this state and an active member of the Corporation.
  1. POWERS – Subject to the provisions of the laws of this state and any limitations in the Articles of Incorporation and these Bylaws relating to action required or permitted to be taken or approved by the members, if any, of this Corporation, the activities and affairs of this Corporation shall be conducted and all corporate powers shall be exercised by or under the direction of the Executive Board.

The Executive Board shall be the policy-making body of the Corporation

  1. Duties of the Officers:
  1. The President shall:
  1. Be the official representative of the MMBBA.
  1. Preside at all General Membership, Special and Executive Board meetings.
  1. Be an ex-officio member of all committees except the Nominating Committee.
  1. Serve as the chair of the Fundraising Committee, if no one else comes forward.
  1. Provide leadership for programs and activities during the term of office.
  1. Be the liaison between the Marching Band Director and the MMBBA.
  1. Vice President shall:
  1. Preside over meetings in the absence of the President.

2.Assume all duties of the President, should that position be vacated.

  1. Be an ex-officio member of all committees with the exception of the Nominating Committee.
  1. Serve on the Fundraising Committee.
  1. Perform such other duties as may be assigned by the President.

C. The Corresponding Secretary shall:

  1. Send notices of meetings to Executive Board members and/or the General Membership, as directed.
  1. Perform such other duties as may be assigned by the President.
  1. Read the correspondence at Executive Board and General Membership meetings, as directed by the President.
  1. Check with the Recording Secretary and President about letters/emails to be written immediately after the General Membership meeting.
  1. Write authorized letters/emails promptly.
  1. Keep file of all letters/emails received and copies of replies written.
  1. Email a copy of the General Membership meeting minutes to the membership in a timely fashion.
  1. Email a copy of the General Membership meeting agenda to the membership in a timely fashion.
  1. The Recording Secretary shall:
  1. Write and keep minutes of all General Membership, Special and Executive Board meetings.
  1. Present and/or make available meeting minutes at the next General Membership monthly meeting.
  1. Be custodian of the official MMBBA By-Laws and announce all proposed amendments for voting.
  1. Perform such other duties as may be assigned by the President.
  1. Sit on the Volunteer committee and serve as the chair, if no one else comes forward.
  1. The Treasurer shall:
  1. Be the custodian of all funds of the organization, financial records and any paperwork to support our gaming licenses; including filing necessary paperwork to maintain such licenses.
  1. Supervise and accurately record all receipt and disbursement of these funds as authorized by the membership or the Executive Board.
  1. Prepare a written report to the membership on the receipts, disbursements, and financial status of the Corporation, based on the annual budget, at each General Membership meeting.
  1. Be responsible for the process of preparing a proposed budget, along with the Finance committee, for the Executive Board to review and approve. Submit the final budget proposal to the general membership for review and ratification at the February General Membership meeting.
  1. Serve as the Chair of the Finance Committee, if no one else comes forward.
  1. Perform such other duties as may be assigned by the President.
  1. COMPENSATION – Executive Board shall serve without compensation, except they shall be allowed reasonable advancement or reimbursement of expenses incurred in the performance of their duties.
  1. MAJORITY ACTION AS BOARD ACTION – Every act or decision done or made by the majority of the Executive Board present at a meeting duly held a which a quorum is present is the act of the Executive Board, unless Articles of Incorporation, these Bylaws or provision of law require a greater percentage of different voting rules for approval of a matter by the Board.

ARTICLE IX: Standing Committees

All Standing Committee Chairpersons will be appointed by the Executive Board with the assistance of the Nominating Committee.

  1. Annual Award Dinner Committee: Reserve a place to have the annual MMBBA awards dinner dance in late November. Send out invitations, via email, to all MMBBA members, parents and guardians. Collect all money and keep a record of who is attending. All senior students will receive a complementary ticket. Committee will order all trophies and awards to be presented at the dinner. Senior students will receive special senior awards. All other students will receive participation awards. Other leadership awards and special recognitions will be distributed under the direction of the Band Director and Staff.
  1. Competition Committee: Responsible for the planning and operation of the annual fall competition. Chair shall organize and oversee all of the separate committees within this group, organizing regular meetings as needed.
  1. Finance Committee: Assist the Treasurer in the preparation of the initial annual budget proposal for review by the Executive Board. Act as a liaison to the financial professional for the review of all financial records and filing of any necessary federal and state tax related forms. The Treasurer shall represent the views of the Finance Committee at all Executive Board meetings unless the Board requests the Chair to attend.
  1. Fundraising Committee: Plan, organize, and coordinate all fund raising activities of the MMBBA.
  1. Nominating Committee: Shall consist of at least three (3) active members. This committee shall recruit candidates for all elective offices to be filled at the April General Membership meeting and shall present a slate of candidates via email two weeks prior to the March General Membership meeting. This committee shall distribute a current copy of the By-Laws to each new Executive Board Member and will assist the Executive Board in recruiting committee chairs.
  1. Pit Crew Committee: The Pit Crew Chair shall be responsible for recruiting, training, and leading a team of parents to perform all the duties of the Pit Crew for all marching band performances. The Pit Crew Chair shall endeavor to recruit a large enough team to facilitate a rotation of personnel throughout the season, and will be responsible for the coordination of such efforts. The committee will be responsible for the maintenance of all Pit Crew equipment, and work with the Executive Board on the planning for the purchase of all new Pit Crew equipment.
  1. Publicity Committee: Responsible for promoting and informing the public of the MMBBA and Marching Band activities, achievements and events via the newspaper, radio and/or television. The Executive Board shall be informed of all submissions prior to their distribution. A file of all publicity should be maintained.
  1. Scholarship Committee: Shall consist of at least three (3) active members. This committee shall review, prepare and distribute scholarship applications to all eligible seniors. This committee shall also monitor the guidelines and criteria of awards to be presented. Honoring the guidelines and criteria, the Band Director and his Staff shall determine the recipients with set amounts to be awarded (as set forth in the annual budget).
  1. Uniform Committee: Coordinate with the Band Director as to the distribution and collection of the uniforms. Also, would order fleeces and band shoes as necessary.
  1. Volunteer Committee: Organize parent volunteers for MMBBA activities including, but not limited to: bus parents, pizza lunches; etc., delegating as needed. This Committee will NOT be responsible for organizing and recruiting parent volunteers for the Home Competition or the Pit Crew. This committee reports directly to the Recording Secretary. Prepare a “participation audit” to be presented to the Executive Board in June and again in November after band season.

The above chairpersons will report directly to the President; unless otherwise noted.

The President may appoint such other committees, including a liaison to the PTC, as deemed necessary. These committees will have their scope and duties defined at such times.

All chairpersons must submit a written report to the Executive Board regarding the results, issues and potential action plans within one month of the completion of Marching Band Season. At the end of the year all committee notes are to be turned over to the new chairpersons.

ARTICLE X: Elections

The Nominating Committee shall present its slate of candidates via email two weeks prior to the March General Membership meeting.

Additional nominations from the floor may be made at the March General Membership provided consent to serve is received by the Nominating Committee at least two weeks prior to the April meeting. The final slate of candidates shall be emailed to the membership with the April General Membership meeting agenda.