Standing Rules

Orchestra Boosters Standing Rules

Approved October 4, 2016

The Kenmore Orchestra Boosters operate in accordance with the Kenmore Instrumental Music Boosters Bylaws. The following Standing Rules define specific actions and conditions for the Orchestra chapter. They serve to declare and support operations and compliance with booster guidelines and procedures, and proactively address potential issues. These Standing Rules include the following sections:

I. Name and Purpose

II. Corporate and Charitable Status

III. Membership and Officers

IV. Meetings

V. Financial Management

VI. General Administration

VII. Addenda

These Standing Rules may be revised as needed on an annual or more frequent basis via a vote by the Orchestra Boosters’ Board.

I. Name and Purpose

The name of this chapter of the Kenmore Instrumental Music Boosters is: Orchestra Boosters, although it is also known as “Kenmore Orchestra Boosters,” “Kenmore Instrumental Music Boosters – Orchestra,” or “Orchestra Boosters via Kenmore Instrumental Music Boosters” in some corporate matching systems.

As per the Bylaws, this chapter serves to support the Kenmore Jr. High (Concertante, Symphonic) and Westside Strings (Arrowhead, Kenmore, Lockwood, Shelton View Elementary Schools) orchestra programs and activities. [Beginning in 2017-18, Kenmore Jr. High will be renamed Kenmore Middle School and Arrowhead will be replaced by Frank Love Elementary.]

Guiding Principles for Orchestra Boosters Board

● Support the Orchestra Director (the teacher does, boosters enable).

● Support all students of Orchestra (from entry to expertise) with respect to balancing specific needs and interests.

● Promote the interest and exploration of Orchestra at all levels (talent, interest, and grade level).

● Provide opportunities to perform and support growth of performance skills.

● Support economic accessibility – any student interested in participating can.

II. Corporate and Charitable Status

The Kenmore Orchestra Boosters is a chapter of the Kenmore Instrumental Music Boosters. The Kenmore Instrumental Music Boosters was incorporated 11/30/1999, and was assigned the UBI 601995525 for a perpetual duration. Renewals are annual.

The Registered Agent is Kenmore Instrumental Music Boosters, 20323 66TH AVE NE, Kenmore, WA 98028. The Board of Director’s President is responsible for sharing official notices with the chapters.

The Kenmore Instrumental Music Boosters organization is registered under the Charitable Solicitations Act with the Washington Secretary of State, and was granted tax-exempt status under section 501(c)(3) of the Internal Revenue Code. The EIN (Employer Identification Number) is 91-2010895 and documentation can be found in either chapter’s Treasurer’s Binder and on copies of tax filings.

As per Bylaws, during even numbered school years the Orchestra Vice President and Treasurer serve on the Kenmore Instrumental Music Board, and in odd numbered school years the Orchestra President and Secretary serve.

For the 2016-17 school year, the governing Kenmore Instrumental Music Boosters Board consists of:

● President: Eric Person, Band <Put name and chapter affiliation here annually>

● Vice President: Lori Bullard, Orchestra <Put name and chapter affiliation here annually>

● Treasurer: Coleen Frederick, Orchestra <Put name and chapter affiliation here annually>

● Secretary: <Put name and chapter affiliation here annually>

Payment for the nonprofit corporation business renewal (~$10) is made by the acting Kenmore Instrumental Music Boosters’ Treasurer in rotation as serving on the Board. This means the Band Treasurer pays from band funds in odd years, and the Orchestra Treasurer pays from orchestra funds in even years. A postcard renewal reminder is sent to the main office at KJH and forwarded to either the Orchestra Director or the Band Director each year.

Tax filing

Each October, tax forms are completed by the Treasurer in coordination with the Band Boosters Treasurer. Tax forms are signed by the Instrumental Music Boosters’ Executive Board Treasurer or President.

The Kenmore Instrumental Music Boosters’ Treasurer is responsible for:

● providing a copy of IRS Form 990 or Form 990EZ to the Kenmore Instrumental Music Boosters Board of Directors (prior to November 1st) for the Board to review and help generate,

● ensuring the appropriate 990 Series form is filed with the IRS corporation renewal (prior to November 15th), and

● submitting the annual nonprofit corporation business renewal to the Washington Secretary of State (prior to November 30th).

Copies of submitted tax documents are to be distributed to both chapter Treasurers and Secretaries for their records. A copy should also be placed in the Orchestra Boosters’ online archive.

III. Orchestra Boosters Membership and Officers

Membership

There are no fees for membership in the Orchestra Chapter of the Kenmore Instrumental Music Boosters. Members shall be of one class, consisting of:

a. individual parents or legal guardians of Orchestra students,

b. the Principal, Orchestra Director, and

c. any other person related to an orchestra student who registers as a member with the chapter Secretary.

Members are encouraged to review the website for the Welcome document, current Calendar, and latest helpful news. The General Timeline, Job Descriptions, By-laws, and Standing Rules are also available on the website.

Officers

A roster shall be created, updated, and made available for the first general meeting of the school year, and updated as applicable such as when open positioned are filled.

Elected Orchestra Chapter Board Officers shall be: President, Vice President, Secretary, Treasurer, Fundraising Chair, Westside Strings Representative, Communications Officer, and Member-at-Large. See the Job Descriptions document for details. Each officer shall review and update their office’s description and binder annually.

Orchestra Director generally distributes information to families by messaging with the NSD systems, providing handouts to students, and posting on the class website. The incoming Communications Officer is to be trained by the outgoing Communications Officer or other person responsible for maintaining the website. The officer also supports the Orchestra Director with updates to post and share.

Additional Board positions can be added by a majority vote of the officers of the Orchestra Board. Such additional voting officers of the Board can conditionally include, but are not limited to:

The Westside Strings Representative ensures that the interests of students and families of the elementary strings program are communicated to the Board.

The Member at Large seeks out family and student input to present to the Board.

The Photographer sees that photos are secured for the school yearbook and possible photo projects (i.e. some years there was a photo book as a graduating class gift). Ideally all students who are allowed to have their photos taken should be included.

The Librarian manages the sharing of hand me down music, bow ties, etc. with a check-out system, as well as maintaining an archive of important documents for storage online and/or in the Orchestra storage room at KJH.

The Events Coordinator manages details for a specified event or activity (coordinating a research project, ensuring speakers/volunteers/presenters have refreshments when hosted, etc.).

Standing committees that perform a continuing function and/or activity committees to coordinate specific activities during the year can be created as needed with the Board approval.

To reaffirm Bylaws Article VI, Orchestra Booster Officers allow two people to hold an elected office jointly, but only one member is entitled in any given instance to perform the duties of that office. Both office holders have voice at meetings, but only one person has voting privileges for the office.

One person may concurrently hold multiple offices, except for President and Secretary. If a person holds more than one Board position, that person holds only one vote.

Board officers shall attend at least one brief Northshore Music Partners Music Booster Club Training Event when it is offered. Information on the scheduling is usually available through the Orchestra Director.

An office of the Board shall be declared vacant if that person misses three consecutive general membership meetings and/or Board meetings, unless excused by the President or Co-Presidents. The Bylaws allow positions to be filled by officers at regular, officer’s or special meetings. Officers can solicit nominations from the membership to find volunteers willing to fill and serve in an office’s capacity until presented and voted upon by the membership. Should offices go unfilled, a delegation as described in the Bylaws may occur. For example, if there is no Photographer volunteer, the general membership can be asked to provide photos to the yearbook.

IV. Meetings

Dates and locations of meetings shall be posted on the website and shared as soon as reliably scheduled in the annual calendar. The President and/or Vice President ask the Orchestra Director to secure a room reservation for the calendared meeting dates and locations as applicable. If a school room is not available, meetings may be held at an alternate location.

Board meetings shall occur within one month prior to General meetings, or as needed and announced.

The current state of finances should be reported to the Board and membership at each Board and General Meeting, and should include the current bank balance, noting outstanding checks and payments.

The Orchestra Director cannot vote on budgetary issues in any meeting, but has voice at meetings to ensure the membership is aware of pertinent information.

The Board has responsibilities that include transacting necessary business between meetings of the membership, with permission given to reallocate funds between budgets that are designated. Such reallocations are reported to the General Membership in the next meeting.

Business Conducted Electronically

Business conducted via electronic means or other off-site technology shall follow the same procedures as in-person meetings. Any motion must be seconded before discussion and voting. Board officers must vote within three (3) business days or within a designated time period of a motion being seconded. Otherwise, they will be counted as abstaining from the vote.

As with in-person meetings, the Secretary shall record the discussion and votes. The Secretary shall incorporate any business conducted between Board meetings into the minutes of the previous Board meeting so they may be reviewed and approved during the following Board meeting.

Orchestra Boosters Board Meetings

Board Meetings are held at least 3 times a year and as needed with proper notice as per the Bylaws. See the General Timeline for an understanding of what may potentially occur and cyclical business.

The Board drafts, reviews, updates and presents a roster, calendar of events and activities, and the financial plan/budget at the fall General Meeting with updates shared at subsequent meetings in coordination with the Orchestra Director. Prior to the meeting, documents should be made available on the website and the Orchestra Director should be asked to broadcast a reminder to all parents/guardians and students.

Orchestra Booster Board Quorum and Voting

The Orchestra Boosters Board shall have a quorum set at two thirds (2/3) of the number of currently filled officer positions rounded down. The presiding officer is counted for quorum, but refrains from voting unless there is a tie. For 2016-17, the quorum is set at 6 officers.

If two people hold an elected position jointly, the single position filled is used in the calculation for quorum, but as per bylaws only one (1) designated office holder can vote (“only one member is entitled in any given instance to perform the duties of that office”). Thus, the shared position is only allowed one (1) designated vote. Both office holders have voice at meetings, but only one designated person has voting privileges for the office.

If one person holds two (2) positions concurrently, the quorum calculation still counts two (2) positions but only one (1) vote is allowed per person.

Attendance and Voting via Technology

A member can be counted and considered as attending a Board meeting by electronic/technological means. The current Bylaws allow voting by proxy, mail, or in writing. In addition, voting by electronic or technological means is allowed.

Although it is optimal to meet in person, issues sometimes arise between meetings that need to be addressed by the Board. All Board members must be included in business conducted via technology such as email or conference call. All Board members must respond to the group about the matter under discussion. The Secretary is responsible for tracking attendance and the discussion, and will include these in the minutes for review and approval at the next Board meeting. As in person, all motions put forth must be seconded.

Once quorum is achieved in a technology-based Board Meeting, a vote can be held. Voting will be closed when all participants have responded, or after three business days whichever occurs first – unless the person calling for the vote proposes a reasonable alternative deadline. The Secretary will count and record the number of votes and inform the rest of the Board if a motion passes or fails.

If a Board officer participates remotely in the discussion of or voting on a motion, then the officer will be considered as present and count towards the quorum. If a Board officer does not vote within the designated time frame, the officer will be recorded as abstaining from the vote.

A Board officer who does not respond to an emailed motion will be considered absent and may impact the ability of the Board to achieve a quorum. If a quorum is not reached, then the motion must be tabled.

Orchestra Boosters General Meetings

General Membership Meetings are held at least three (3) times a year. See the General Timeline document for a historic understanding of what may happen at each of the typical three meetings. The three General Meetings usually occur at:

1. the Orchestra room one half (½) hour prior to the Kenmore Open House in the fall to kick off fundraising and plans for the year, and approve the annual budget if not done so previously,

2. the Orchestra room, for up to an hour in Feb-March, to provide interim updates and information as well as parent details for Spring events and field trips,

3. the June concert venue one-half (½) hour prior to the final concert of the year to finish year-end issues, approve the next year’s budget, and elect the next Board.

Orchestra Booster General Meeting Quorum and Voting

Quorum for the General Membership meetings shall be 10 members. The presiding officer is counted for quorum, but refrains from voting unless there is a tie. Attendance and voting may occur in person or via technology. If no Board positions are held, five (5) members constitute a quorum.

If two individuals share a Board position, only one position is used to calculate the General Meeting quorum but each individual has full vote and voice in the General Membership meeting. Once quorum is achieved, a vote can be held. A member can be considered as attending and voting by any technological means.

The Board provides the meeting notice, a financial report, and an agenda for each General Meeting.

V. Financial Management

The Board should ensure that funds are responsibly handled, securely protected, and that money continues moving through the account to support goals. There shall be a plan or earmarked reserve of unused funds to carry over to the next school year. This ensures that payments (such as for unexpected expenses, field trip fees, or event reservations) can be made before fundraising occurs in Oct/Nov.

The Orchestra Boosters shall approve its annual operating budget at the first General Meeting in the fall of each year if not done at the previous General Meeting. The Board may reallocate funds budgeted for one purpose to another purpose by a majority vote, and the General Membership shall be informed at the next General Meeting. Any change in the overall budget in excess of 30% must be presented to and approved by the General Membership.

Bank Accounts and Safe Deposit Box

All funds shall be promptly deposited into the Kenmore Instrumental Music Boosters - Orchestra Chapter checking account no later than 2 business days after receipt. One or more accounts may be established, as determined by the Board. Currently, the checking account is located at Chase Bank, 6701 NE 181st St, Kenmore, WA 98028.

All deposits shall be logged with check number and amount, counted by at least two (2) people, and deposited in the bank account no later than 2 business days.

If the Orchestra Boosters receive a non-sufficient funds (NSF) check, the bank fees incurred are charged to the check writer. If the NSF check and fees are not paid by June 1, then Orchestra Boosters will not accept any checks from this individual in the future. If more than two (2) NSF checks are received from the same individual during the fiscal year, the organization will not accept further checks from the individual responsible.

The Orchestra Boosters currently have no legal documents requiring the security of a safe deposit box. If a need arises that justifies the expense, the Orchestra Boosters may maintain a safe deposit box at the bank where the Booster checking account is maintained. The original copy of any legal documents shall be kept in the safe deposit box. Copies are to be made for the president and secretary and kept in their office’s binder. All elected officers shall have access to the contents of the safe deposit box, but only the President and Treasurer shall be issued access keys and one must accompany other officers to the bank.

Bank Signature Cards

The incoming Treasurer and President meet at the financial institution to change names on the Orchestra Boosters bank account. They must bring the most recent signed meeting minutes naming the new officers, booster legal documents such as the Articles of Incorporation and the EIN assignment letter, a record of the account number, and two forms of personal identification. Debit cards should be requested and activated for each for use during field trips or for online purchases. Each officer should securely retain their usernames, passwords, and PIN numbers.

Signers on the account cannot sign checks made out to themselves or their family members. If two elected officers live in the same household, they cannot both be signers on the account.

Independent Review of Monthly Bank Statements

To protect against identity theft or inappropriate diversion of funds, each month the bank statements must be reviewed. Our liability insurance company requires this as a condition of the bonding insurance. This review must be conducted no later than the 5^th of each month.

The designated Board member will review the monthly bank account statements in their entirety. This person will be appointed by the Board at the beginning of the fiscal year, and shall not be a signer on the account. The reviewer must promptly report any concerns or discrepancies identified in the review to the President, Vice President, Secretary, and Treasurer. If there are no concerns or apparent discrepancies, the reviewer shall initial and date the account statements (if printed) and provide them to the Treasurer. If the account statements are audited electronically, then by no later than the 6^th of the month, the reviewer must report in writing to the Board that the audit was completed and that no discrepancies were found, or else provide a list of problems that need to be addressed immediately.

For 2016-17, the Westside Strings Rep will conduct the monthly audits and organize the annual review meeting.

Annual Financial Reviews

A financial review committee, a minimum of three (3) members appointed by the president, will review the financial books annually. Members of this committee shall not include the Treasurer or any person authorized to sign on the bank account(s) for the period that is being reviewed, nor shall it include any individual living in their households. One member of this committee will be granted “View Access” to the checking account at Chase Bank. All members will have access to the financial plan.

Fundraising

The Fundraising Chair manages aspects of all fundraisers, which may include but are not limited to sales of Butter Braids, Pass the Hat donation collection at concerts, and rose sales at concerts.

The membership shall be informed in advance of fundraising activities, including any specific fundraising goals, opportunities to donate at concerts, and that checks should be made out to “Kenmore Orchestra Boosters.” For donation collections at concerts, volunteers should stand outside the venue doors with signs and donation boxes. Sending a box down each aisle should be avoided as it takes a considerable amount of time and cuts into concert time.

Roses are typically donated and/or purchased with tax included then repackaged for individual sale, so there is no need to have a Reseller’s License. If the Orchestra Booster Board supports a fundraiser that involves purchasing goods wholesale, a Reseller’s License may be researched and (if the Board approves) acquired.

Gambling Activities

Currently there are no Orchestra Booster fundraisers or events that could be classified as gambling (e.g. bingo, raffles). In the future if the Board supports such fundraisers, procedures shall be verified to conform to current PTSA guidelines. Also, orchestra students shall be considered honorary members without voice, vote, or the privilege of holding office in order to participate in these particular gaming activities.

Fundraising Coordination of Corporate Gifts and Programs with Band Boosters Chapter

Currently there is only one Tax ID (EIN) for Kenmore Instrumental Music Boosters, so the Band and Orchestra Chapters file taxes together and coordinate with some corporate fundraising programs. Specifically:

a. The Microsoft system (Benevity) was updated 2016 to allow donors to specify “Orchestra Boosters via Kenmore Instrumental Music Boosters” and/or “Band Boosters via Kenmore Instrumental Music Boosters” as separate projects.

b. Orchestra is set up to receive Amazon Smile contributions, but the program does not provide a way for donors to designate which chapter is to be credited. Thus, Orchestra is set up to receive the funds and transfers 50% of the amount received to Band. At this time, Amazon provides donations once they reach a minimum of $5.00.

c. Each year, the Fundraising committee should research, sign up for, and communicate to members any additional corporate sponsorships or matching grants that may be available.

Funds Usage

General philosophies observed by the Board for decision-making regarding funds:

● Support all students of Orchestra (from entry to expertise) with respect to balancing for environment and specific needs and interest.

● Promote Orchestra interest and exploration at all levels (talent, interest, grade level).

● Provide the opportunity to perform and support growth of performance skills.

● Support economic accessibility-anyone interested in participating can.

Funds can be used to support scholarships to make orchestra events and involvement accessible, supplement students who go to state/advanced events, and to support instrumental music as per the Bylaws.

Reserve Funds

Fall funding needs may be needed for field trip reservations and/or fees prior to major fundraising. Three to six (3-6) months of operating expenses should be held in reserves but not less than 30% of the previous year’s financial plan unless there are extenuating circumstances.

Emergency or unexpected expenses may include instruments and instrument repair requiring quick action. The Board may reallocate funds, but as a last resort is not bound to reserve fund limits in an emergency situation. The General Membership shall be notified of situations with financial impacts at the next General Meeting. The Board may increase reserve funds if the Board approves a plan, such as impacts on instrumental music programs due to grade re-configurations in 2017.

A target reserve amount should be determined based upon the previous fiscal year with modifications to accommodate special circumstances and to reflect the above statements.

Dispersions and Requests

If the Board approves the dispersion, support for rentals of specialty instruments shall be made to the vendor providing the family with the rental instrument, not the family directly.

Student Support

The Orchestra Director may confidentially request support for a student. If a parent requests funds, the “Request for Support from KJH Orchestra Boosters” form should be submitted with the following process:

1. Form. Parent or Orchestra Director completes a “Request for Support from Kenmore Orchestra Boosters” form. Any supporting documentation should be attached as proof of cost, such as an equipment rental invoice/estimate, registration form for an event, etc.

2. Submission. If completed by a parent, the form gets submitted to the student’s Orchestra Director. After keeping track of the requestor, the Orchestra Director blacks out any identifying information in order to protect student/family confidentiality. The Orchestra Director next forwards the form to the Treasurer, who retains the form and helps ensure that the family remains anonymous if applicable.

3. Review. The Board is forwarded the request, reviews it, and votes on it.

- If approved, the Treasurer cuts a check and sends to requestor or pays on the requestor’s behalf, as appropriate.

- If partially approved or denied, the Treasurer or Orchestra Director contacts the requestor with an explanation and processes checks if still needed. (e.g. if full support not provided, then the person may choose to not participate).

4. Documentation: The Treasurer retains all relevant paperwork.

Pass Through Support

The “Request for Support from Kenmore Orchestra Boosters” form may also be used for tracking ‘pass through’ items such as T-shirt printing. “Pass through” means that we collect monies for an item (t-shirt, field trip fees, registrations, etc.) and make payments to vendors for an identical amount. Boosters may provide support to students who are not able to contribute financially for these items.

Reimbursement Requests

All reimbursement requests for authorized (approved in the budget) expenses must include a receipt and be submitted with a “Request for Reimbursement” form to the treasurer within 60 days of purchase. All requests for reimbursement must be received by June 1st or the amount spent will be considered a donation.

VI. General Administration

Insurance

All booster groups in the Northshore School District are required to carry liability insurance. Officers’, General, and Bond insurance shall be renewed by the Treasurer prior to expiration each year. The Board reviews coverage, then the Treasurer signs the form and makes the payment online or mails a check, whichever is most expedient. Copies of the coverage are in the President’s and the Treasurer’s binders. In

For 2016-17, coverage from RVNA was purchased at a discount through our membership in WSBCA (Washington State Booster Club Association) and is in effect from 9/8/2016 to 9/8/2017.

Binders & Archives

Each Orchestra Boosters Board member, as appropriate, shall maintain a collection of information and update it at least annually prior to hand off to a new office holder or a new school year.

While often referred to as a ‘notebook’ or ‘binder’ it is not limited to a single physical notebook, binder, box of files, or electronic storage medium. Electronically stored data should be backed up on a duplicated device or medium. Additionally, all forms, minutes and legal documents should be sent to the archival account, currently at BoostersArchive@gmail.com.

The following documents should be included in each officer’s binder: Welcome, General Timeline, Job Descriptions, Bylaws, and Standing Rules.

Also, the binder should include enough information to describe the role of the particular binder-owner’s tasks and scheduling to help someone in the position complete tasks, and to ease transition to a new person in the future. This information is referred to as “Guidance Documents.”

Certain documents need to be retained for extended periods. Checks and contracts are to be retained for 7 years, insurance policies (once expired) and internal audit reports for 3 years. Bylaws, tax returns, and insurance records for accident reports or claims are to be held permanently.

File Naming Conventions

Board members save copies of relevant documents and forms in their binders. When creating a document, Board members must include the name of the file in a footer in order to aid future retrieval from the electronic archives for reference or updating. The file name should include the year, month, and title of the document. Once a final version is approved or in use, a copy should be forwarded to the BoostersArchive@gmail.com account.

Orchestra Boosters Website:

The location of the website is to be verified each year. Information and links on the website should always be current and functional, and outdated information and dead links removed.

The website URL is: http://sites.google.com/site/OrchestraBoosters1. This was created in January 2017­­­­­­ and is hosted by Google Sites.

VII. Addenda

Name Changes

In the 2017-18 school year, the Northshore School District will alter the school boundaries and convert Junior High Schools to Middle Schools comprising grades 6, 7 and 8. The name of Kenmore Jr. High will change to Kenmore Middle School. Westside Strings will comprise Frank Love, Kenmore, Lockwood, and Shelton View elementary schools. All Orchestra Boosters documentation will need to be edited to incorporate these changes.

Electronic Archives

An email account with 15 GB of free storage, BoostersArchive@gmail.com, was established in 2016. Board members should forward important documents and forms to this account. The Librarian or other designated officer should monitor this account, set up file folders (for Agenda, Minutes, Forms, Bylaws & Standing Rules, Job Descriptions, Financial, Parent Communication, etc.), and save documents in the proper folder for ease of retrieval.

Notes and Revision History:

1) Approved unanimously by the Orchestra Board vote on October 4, 2016.

2) Website address updated Jan. 4, 2017.