Urbana High School Band Boosters

Articles of Association

ARTICLE  I  - Organization

1. Name:                   The name of this organization shall be “Urbana High School Band Boosters”. Referred to from here on as UHSBB.

1. Purpose:      UHSBB exists to promote the interests and activities of the Urbana High School Band and to provide moral and financial support to the band program. UHSBB organization is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations under Section 501c (3) of the Internal Revenue Code (or the corresponding section of any future Federal tax code).

1. No part of the net earnings of UHSBB shall inure to the benefit of, or be distributed to its members, trustees, directors, officers, or other private persons, except that UHSBB shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in the furtherance of Section 501c (3) purposes. No substantial part of the activities of UHSBB shall be carrying on of propaganda, or otherwise attempt to influence legislation, and UHSBB 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.

1. Not withstanding any other provision of these articles, UHSBB shall not carry on any other activities not permitted to be carried on (a) by a corporation/organization exempt from Federal income tax under Section 501c (3) of the Internal Revenue Code (or corresponding section of any future Federal tax code) or (b) by a corporation/organization, contributions to which are deductible under Section 170c (2) of the Internal Revenue Code (or corresponding section of any future Federal tax code).

1. Membership:

1. The membership shall consist of all band members, their parents or guardians, the band director, and an other person wishing to support the organization

1. No dues shall be assessed for membership.

1. Board of Directors:

1. Board Membership: The board of directors shall consist of four (4) elected officers (President, Vice President, Secretary, and Treasurer), the band director, the fund-raising chairperson, two (2) additional at-large adult members, and a rising junior band member.

1. Term of Office: All board members and officers shall serve for a term of one year. There term shall begin on June 1 and shall run through May 31 of the following year. There are no term limits.

1. Election Procedures:

1. At a regularly scheduled meeting, held no later than March 31, the President shall appoint a nominating committee of three people and designate a chairperson of the committee. This committee shall form and adopt a list of candidates for each position (officers and board members) prior to the meeting scheduled for the general election.

1. The general election shall take place at a meeting no later than April 30. All members shall be notified of this meeting and its purpose at least 30 days in advance.

1. At the meeting where the general election is held, the President shall announce the names of the persons nominated by the nominating committee and shall call for any additional nominations from the floor by any eligible voting member.  Any and all such nominations received from the floor shall be added to the official list of nominations. The election of officers and board members shall then take place at this meeting.

1. All members present shall be eligible to vote in the general election. If there is only one nominee for any office, voting for that office, at the discretion of the President, may be by voice vote. If more than one person is nominated for any office, voting for that office shall be by secret ballot. The chairperson of the nominating committee shall prepare and collect the ballots and the nominating committee members shall count the votes.

1. A simple majority of eligible votes cast shall be required for election to any office. In any case where no one nominee receives a simple majority of the votes cast for a particular position, the committee shall issue an additional ballot for that position. Only the two (2) persons who received the highest number of votes on the previous ballot shall be eligible for election on the next ballot.

1. Dating of documents: All official organization documents shall be dated.

ARTICLE II –Duties of Officers

1. President: The President shall preside at all meetings and perform the duties normally associated with that office. He/She shall also serve as an ex-officio member of all committees other than the nominating committee. The President, with the approval of the Board of Directors, shall appoint all committee chairpersons.

1. Vice President: In the absence of the President, the Vice President shall assume all the duties of the President.

1. Secretary: The Secretary shall record minutes of each general membership and Board of Directors meetings. He/She shall give notice of all meetings and shall notify all members of elections.

1. Treasurer: The Treasurer shall be responsible for all funds and securities of the organization and, on the behalf of the organization, for all banking relationships. He/She shall disburse organization funds as approved and instructed by the Board of Directors or general membership. The Treasurer, with approval of the Board of Directors, may open, close, or transfer accounts with financial institutions. The Treasurer maintains financial records for the organization and provides a report at each general meeting on the status of all the funds.

ARTICLE III – Meetings

1. General Meetings: At least seven (7) general meetings of all members shall be held between September 1 and June 30 of the following year, at times and places to be determined by the Board of Directors or general membership. All such meetings shall be announced at least 14 days in advance.

1. Special Meetings: Special meetings may be called by the President, by petition of no less that five members of the Board of Directors, or by petition on no less than 12 voting members. At least three (3) days notice must be given before a special meeting may be held.

1. Board of Directors Meetings: The Board of Directors may hold such meetings as it believes necessary or desirable for the carrying out of its duties and responsibilities. Any such meeting shall be called by the President or by not less than four (4) of the Board Members. Notice of the time and place  of each meeting shall be provided to each Board member at least 48 hours in advance.

1. Quorum: A quorum shall be no less than seven (7) members for a general meeting, at least four (4) of whom shall not be members of the Board of Directors. A quorum for a Board of Directors meeting shall be five (5).

1. Parliamentary Procedures: All meetings shall be conducted according to the procedures specified in Robert’s Rule of Order.

ARTICLE IV-Committees

1. The Board of Directors shall have the power to establish committees as they deem necessary and to designate by appointment the chairpersons of those committees.

ARTICLE V-Financial

1. Contracts: Any officer or representative authorized by the organization may enter into a contract, lease, or purchase agreement on behalf of the organization. The general membership must approved in advance any contract, lease, or purchase with a total value in excess of $200. Any contract, lease, or purchase, with a total value of $200 or less must be authorized by the Board of Directors. Unless authorized to do so by the Board of Directors, no officer or agent shall have any power or authority to bind the organization by any contract or engagement or to render it liable monetarily for any purpose or for any amount.

1. Loans: No loan agreement shall be executed on behalf of the organization without authorization by the general membership.

1. Independent Assessment: Between July 1 and September 30 of each year, the President shall appoint an outside individual or committee of at least three (3) persons, other than members of the current or previous Board of Directors, to examine all of the organization’s financial records and transactions during the preceding fiscal year. This individual or committee shall conduct its assessment and provide a written report to the Board of Directors within sixty (60) days of the appointment. The fiscal year begins July 1 and ends on June 30 of the following year.

1. UHSBB Dissolution: Upon the dissolution of UHSBB assets shall be distributed for one or more exempt purposes within the meaning of Section 501c (3) of the Internal Revenue Code (or corresponding section of any future Federal tax code) or shall be distributed to the Federal government or to a state or local government, for a public purpose, as determined by the organization’s membership.

ARTICLE VI-Amendments

1. These articles of association may be amended at any general meeting by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall have been given at least thirty (30) days prior to the meeting at which the membership votes on the amendment.

1. The Board of Directors may appoint a committee to submit a revised set of articles of association as a substitute for the existing articles. The requirements for adoption of a revised set of articles shall be the same as in the case of an amendment.

Douglas Stephenson, President, UHSBB

Ginny Williams, Vice President, UHSBB

Marti Seraphin, Secretary, UHSBB

Revision to 5.3 and signature page 2/17/98
Corrections 5/8/98
Revision to 1.4 (1) and signature page 11/10/98