Adopted on 5/12/2004

Article I: Name *

Article II: Purpose *

Article III: Goals *

Article IV: Membership *

Article V: Structure *

Article VI: Funds *

Article VII: Limitations *

Article VIII: Adoption and Amendment *

Article IX: Dissolution *

Addendum *

Band Boosters Operating Guidelines: *

This organization shall be known as the Northern Burlington County Regional School District Band Boosters Association. For the purposes of this charter, it will be referred to as the Band Boosters.

To assist and facilitate in the growth and development of the Northern Burlington County Regional School District Band Programs in accordance with school administrative guidelines and policies.

1. To develop goodwill between the band students, parents, and communities, and to gain the interest of parents and friends of the school who may not presently be aware of or interested in the work of this area of the schools program.
2. To develop ways in which interested parents and friends of the school may be of service to the school's band programs and become actively engaged in the Band Boosters.
3. To provide funds for enhancement of the band program, consistent with Operating Guidelines adopted by the Organization.

1. Membership is open to all parents and friends of the school music program.

2. Dues are $5.00 per member per year (June to May).
3. Dues are not refundable.
4. Only members that are parents or legal guardians of active band members shall be eligible to vote or hold office.
5. No member shall be eligible to vote at the annual election of officers unless he/she has attended a minimum of three meetings in the current year (June to May) prior to the May election meeting and his/her dues are paid for said year. Canceled meetings shall count as an attended meeting. It is each member's responsibility to sign the attendance sheet, which is available at the general meeting.
6. All elections shall be by written ballot. Once the ballots have been submitted, they may not be changed. Results of the tabulations are final. The Nominating Committee shall appoint two tellers the night of elections to assist in counting the ballots.
7. The Nominating Committee Chairperson will accept phone-in votes for a period of fourteen days prior to the May election meeting, provided the member is eligible to vote and unable to attend the May election meeting.
8. Honorary membership will be offered to all Band directors and interested music department staff. Honorary members serve in an advisory capacity as members of the Band Boosters Association. Dues for honorary members are waived.

1. Band Boosters will elect a President, Vice President, Secretary, and Treasurer for a one-year term. Officers may serve no longer than two consecutive terms in the same office. Nominees will be limited to running for one office only per term. A nominating committee will be formed each April with voting to take place at the May meeting. Officers will take office on June 1^st, and preside over the June meeting.
2. The duties of the President shall include, but not be limited to the following:

1. Call the meeting to order
2. Preside over the meeting
3. Provide the order of business, and coordinate the agenda with the Secretary prior to meetings
4. Appoint chairpersons and members of committees as needed
5. Make temporary appointments to the offices of Vice President, Secretary, and Treasurer
6. Act as the official representative of the organization

1. The duties of the Vice-President will be to assume the duties of the President in the event of his absence, and to assist the President in any matters pertaining to this organization. If the Vice President is absent or otherwise unable to serve, the President shall appoint a member to serve temporarily. The appointment shall not last beyond the term of the elected officer.
2. The duties of the Secretary shall include, but are not limited to the following:

1. Records, prepares, presents, and publishes the minutes of the meetings within one week, with the recommended method of distribution being email
2. Maintain a file of approved minutes
3. Maintain the membership rolls, and denote those members who have voting privileges
4. Call the roll, record attendance, and advise the President of the attendance at meetings
5. Call the roll of members with voting privileges, record their votes, and advise the President of the voting results, and the required majority at meetings
6. Maintain a file of approved Treasurer's reports
7. Maintain a file of approved committee reports
8. Act as the corresponding secretary
9. Keep a list of events that were sponsored by the Band Boosters to assist in preparing a schedule for the following year
10. Maintain a current copy of the Band Booster Charter

If the Secretary is absent or otherwise unable to serve, the President shall appoint a member to serve temporarily. The appointment shall not last beyond the term of the elected officer.

1. The duties of the Treasurer shall include, but are not limited to the following:

1. Act as the agent for contributions, and profits accrued from activities
2. Ensure funds are secured and stored in a manner that assures their safekeeping
3. Act as the agent for the disbursement of funds, as needed
4. Ensure all transactions involving the collection and disbursement of funds are properly recorded
5. Prepare and present a detailed Treasurer's Report at regular meetings
6. Reconcile the financial records of the organization prior to the June meeting, and prior to a scheduled audit

1. The President will appoint committee chairpersons each year. Standing committees are: Refreshments, Publicity, Fundraising and Membership. All other committees will be established as needed. The committee chairperson will select the members for their committee as needed, with concurrence from the President. The term of all committee appointments and committee membership shall end on May 31^st of each year.
2. The Executive Board shall consist of the four elected officers of the Band Boosters Association. The Band Directors shall serve in an advisory capacity to the Executive Board. Closed session meetings of the Executive Board shall be called to discuss confidential or sensitive issues only.
3. All decisions of the Band Boosters shall be made by majority vote of the members in attendance at the general meetings. Should an emergency arise where a decision must be made prior to a regularly scheduled meeting, a majority vote of the elected officers shall constitute an approval. In the event of a tie, the President shall cast the deciding vote.

2. Workshop meetings of the Band Boosters elected officers may be held as needed. No formal action shall be taken at workshop meetings.
3. Meetings shall be held at the call of the President with a forecast date of the second Wednesday of the month (no scheduled meeting in July or August). In the event of a scheduling conflict due to either a Northern Burlington Band Concert or unavailability of the school building, the Executive Board, in conjunction with the NBC music department staff, may exercise the right to change the meeting date. The NBC school calendar shall be consulted prior to the September meeting so any obvious conflicts can be resolved early in the year, and a revised meeting schedule can be posted for the members.
4. The order of business at regular meetings shall be as follows:

1. Call to order
2. Opening of the meeting
3. Minutes of the last regular meeting
4. Treasurer's report
5. Committee reports, as applicable, and to include the Directors report
6. Old Business
7. New Business
8. Schedule next meeting
9. Adjournment

The President shall determine the order of business.

2. The Band Boosters shall adopt, by motion, a set of Operating Guidelines. These Operating Guidelines shall be used by the Band Boosters as a 'guidance document' to achieve the goals and objectives of the organization.

1. Band Boosters may sponsor fund raising events having clearly stated the intended use of the funds.
2. These proceeds are not to be used to supply the band with equipment or supplies generally purchased through the yearly music budget. Nor is it to be used to supply the band with items found unnecessary or undesirable by the Board of Education.
3. All expenditures will be submitted for approval prior to making purchases or payments. An itemized valid receipt must be submitted at the next meeting.
4. Band Booster funds dispersal for the following will not require a vote:

a. Scholarship awards (see addendum)

b. Yearly insurance

c. Post office box fees

d. Yearly Accountant fees

While being a valuable asset and tool in the development of a superior music program, the band Boosters must realize they are to function within the framework of Board policy and consistent with the current goals and objectives of the band program. Attempts to influence the choice of music, choice of personnel or placement of same, style of uniforms, or mode of operation are considered beyond the scope and purpose of this organization.

1. Proposed amendments will be submitted in writing to the Band Booster President, at least one week prior to a general meeting. The President will review the proposed amendment with the Executive Board, and submit said proposal for first reading at the first general meeting after receipt. At the first reading, no changes to the wording will be entertained, as the first reading is informative only.
2. A second reading of a proposed amendment will be presented, discussed and voted on at the next general meeting. Substantial changes to a proposed amendment shall result in the amendment being reintroduced for a first reading. The President shall determine if a change is "substantial".
3. In order for a voting member to be eligible to vote on a proposed amendment, annual dues must be paid prior to the start of a meeting where a vote will be taken.
4. A By Law Review Committee will be appointed by the Band Boosters President with the intent of reviewing the By Laws at least every three years.

Upon dissolution of the corporation, the board of trustees shall, after paying or making provision for the payment of all liabilities of the corporation, dispose of the remaining assets of the corporation exclusively for one or more exempt purposes, within the meaning of section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding section of any future Federal Tax Code), or shall distribute the same to the Federal Government, or to a state or local government for a public purpose. Any such assets not so disposed of shall be disposed of by order of the Superior Court of the State of New Jersey in the judicial district where the principal office of the corporation is then located. Said disposal of assets will be exclusively for such purpose or to such organizations organized and operated exclusively for such purposes as said court shall determine.

Each year, Band Boosters will make available up to two - $500 scholarships to interested applicants based upon the following criteria:

1. The students' parent or legal guardian is a member of the NBC Band Boosters.
2. The student must be actively involved in the instrumental program at Northern and show proof of acceptance into an accredited 4-year college.
3. The band directors' recommendation for award of a scholarship

4. A case-by-case decision will be made for students not attending a four-year college.

1. Funds may be provided to support and enhance the Jazz Band and Marching Band programs. Upon obligation of funds, it will be the Band Directors responsibility to make purchases that conform to the Operating Guidelines. Receipts for reimbursement and/or purchase requisitions shall be submitted by the Band Director for approval and subsequent processing.
2. Equipment or instrument purchases will not be made by Band Boosters, as this is the responsibility of the NBC school district.
3. The association will enhance the marching band program with purchases such as silks flags, gloves, T-shirts, props, drum sticks, reeds, slide oils, "kit for the band", extra scarves for silks, sewing supplies, duct tape, etc., as deemed necessary by the band boosters organization, at the request of the band director.
4. The association will enhance the jazz band program with purchases such as drum sticks, reeds, slide oils, "kit for the band", etc., as deemed necessary by the band boosters organization, at the request of the band director.
5. The association will provide emergency supplies for all bands such as replacing lost music, replacement of broken parts, or other replacement items needed before concerts or other musical events. Prior approval for these types of expenditures must be obtained from the President and Executive Board members.
6. The association will provide funds to accommodate special training or rehearsals, such as stadium rental at TCNJ for marching practice on artificial turf.
7. A list of all requested items will be presented to the general membership in advance of making purchases.
8. Unused obligated funds will be returned to the general fund at the end of each year, unless otherwise specified by the Band Boosters Association.
9. A cover letter and new member packet will be provided to all new members of the Band Boosters Organization, which will help the new members become acclimated with the programs and areas of assistance needed.
10. The fundraising efforts will be clearly defined with regard to the allocation of profits. During Marching Band trip years, the first three fundraisers will be deposited into the students' individual trip account, and the last three fund-raisers will be deposited into the general fund.
11. A miscellaneous fund will be set up to provide assistance to needy families that have students enrolled in the band program. This determination will be made with the recommendation of the Band Director.
12. When possible, the Band Boosters will provide candy grams to the marching unit and all concert/jazz bands at their performances. This will be determined by the ability of the Band Boosters to solicit volunteers to chair these events.