Constitution & By-Laws

Constitution & By-Laws of the Marching Mariners Boosters, INC.

LAST REVISED 2/11/15

ARTICLE I – NAME

This organization shall be known as The Toms River North Marching Mariners Boosters, Inc., and hereinafter will be referred to as the “Organization”.

ARTICLE II – PURPOSE

The purpose of this Organization shall be the support and promotion of The Toms River North Marching Mariner activities. The Toms River North Marching Mariners is defined as all active Instrumental and squad members, both student and staff. The organization shall operate under section 501(c)3 of the Federal Revenue Code as a non-profit educational supporting organization.


ARTICLE III – MEMBERSHIP

Any parent or legal guardian are considered regular members of the Organization. Honorary membership maybe offered to Alumni of the Organization at the discretion of the Executive Board. Honorary members shall be permitted to partake in all activities and discussions but shall not be permitted to make motions, vote or hold office. Honorary members are not required to pay dues.

Family members of active members of the Organization maybe offered honorary membership. Family members shall be permitted to partake in all activities and discussions but shall not be permitted to make motions, vote or hold office. Family members are not required to pay dues.


ARTICLE IV – VOTING RIGHTS

Except as otherwise provided the right to vote is reserved and restricted to its regular members, and unless otherwise stated, a simple majority of those members present and voting on any issue, will be sufficient to approve a motion.


ARTICLE V – OFFICERS AND TERMS

1. The right to hold office on the Executive Board is reserved for regular members who currently have a high school student active in the Organization in good standing. School professionals and other Organization Staff may not hold office, but may chair committees or participate in any activities of the Organization. Any executive board member currently holding a position on the board may continue in that position until the end of his /her term.

2. The Organization shall be governed by an Executive Board consisting of ten (10) members who shall be elected every year. Members interested in a board position shall express this interest in writing via The Toms River North Marching Mariner Boosters, Inc. no later than April 15. A ballot will be presented to the general membership at the May meeting and any regular member who has expressed written interest in board positions, Nomination from the floor can be added to the ballot as well, provided the nominee is present. Nine (9) members will be selected from the final ballot to the executive board. Votes will be tallied and announced by the conclusion of the same meeting.

3. Once the Executive Board has been determined they shall determine amongst themselves, the Organization’s President, Vice-President, Secretary, Treasurer, and Chairpersons for the standing committees: (i.e. Ways and Means, Special Events, Refreshments, Chaperons/Logistical Support, and Public Relations/Membership committees).The above Executive Board shall be elected at the Annual Meeting with their terms of office commencing the night of the Annual Meeting. Said Annual Meeting is to be held during the month of May.

4. Board members completing their terms will act as advisors to the newly elected board for the remainder of the current school year. The advisory positions are of a non-voting status.


ARTICLE VI – COMMITTEES

1. Standing Committees

A. Ways and Means Chairperson

The Ways and Means Chairperson is responsible for developing ways to raise funds and oversee the implementation and execution of said projects. All fund raising activities shall be submitted to the Executive Board for approval by majority vote. All funds shall be turned over to the Treasurer within seven (7) days of the closing of each fundraiser. The Ways and Means Chairperson is also a member of the Auditing Committee.

B. Membership Chairperson

The Chairperson will maintain proper records and financial accounts of individual student members from fundraising events and dues payments. The Public Relations/Membership Chairperson is also a member of the Auditing Committee.

C. Special Events Chairperson

The Special Events Coordinator is to oversee and coordinate major Marching Mariner trips and to assist the President in any other special events as deemed necessary. All funds received by the Special Events Coordinator will be turned over to the Treasurer within 7 days of receipt of the funds.

D. Refreshments Chairperson

The Refreshments Chairperson will be responsible for obtaining committee members from the Organization to provide refreshments at football games and at the spring and winter concerts and any other events as determined by the Organization.

E. Chaperons/Logistical Support Chairperson

This committee is responsible for obtaining members of the Organization to accompany the Marching Mariners to all events, outside of the school day, to act as chaperones. This Chairperson shall also be responsible for working with and coordinating with the Marching Mariners professional staff and transport of needed equipment and instruments for performance. Organization member performing the tasks of chaperones are responsible for the safety and protection of all student members of the Marching Mariners. Any observed misbehavior or rule violations on the part of a student shall be brought to the attention of the band director or school administrator responsible for the event who will take appropriate action according to Board of Education policy. Chaperon privileges can be revoked from a member if their behavior is deemed inappropriate or not representative of the conduct set forth by The Toms River North
Marching Mariners Boosters. Chaperon conduct shall be reviewed by the Executive Board as needed or necessary.

F. Freshman Representative

A freshman representative will be elected to the Board at the September General Membership Meeting, bringing the total representation to 10 (ten) Board Members. This position will follow the same election guidelines as set forth in these articles. Interested parties must contact the organization by August 15. This position is a nine month position commencing at the Annual meeting in September and concluding at the Annual Meeting in May.

2. Appointed Committees

A. Auditing Committee


The Auditing Committee shall be appointed in June of each year. All ledgers, books of account and any other financial records of the Organization shall be turned over to them, upon their request. They shall report back, in writing, to the Executive Board prior to the September meeting. The Treasurer will report the Audit Committee findings to the Organization at the September Meeting. The Auditing Committee will consist of the Ways and Mean Chairperson, Membership Chairperson and an appointed member from the general membership. The Secretary will be present to record the findings and document the meeting.


ARTICLE VII – POWERS AND DUTIES OF OFFICERS

PRESIDENT

The President shall appoint committees as deemed necessary. . The President shall preside over the General Meetings and oversee the functions of the standing committees and any other committees he or she deems necessary. . The President shall be the “Chairperson of the Executive Board” preside over meetings of the Executive Board, but shall have no vote on the Executive Board except in the event of a tie vote. The President shall represent the Organization before the School and the Public at large. The President shall have such other powers and duties as may be delegated to him or her by the Executive Board consistent with the provisions of this Constitution and By-laws. . The Executive Board shall have purchasing authority of up to $500 without General Membership approval and with a two-thirds majority Board approval.

a. PURCHASES-All items purchases by the Organization become the property of the Toms River High School North Band once such items are ordered and received.

VICE-PRESIDENT

The Vice-President will serve to assist the President and to succeed to the duties and privileges of the President when he or she is unable or unavailable to perform the duties of such.

The Vice President will promote, encourage and recruit members and business boosters. In addition, The Vice President is responsible for coordinating and organizing press releases and publicizing band activities.

SECRETARY

The Recording Secretary will keep written records of the minutes of the Annual, General, and Executive Board meetings. . These minutes shall be made available to any active Organization member upon request. He or she shall also keep a record of the members of the Organization. The Secretary shall handle any correspondence concerning the Organization. He or she shall be responsible for organizing, preparing and distributing the Monthly Newsletter. The Secretary shall also attend and document the Audit Committee Meeting and findings.

TREASURER

The Treasurer shall maintain the Organization’s ledgers, and is responsible for coordinating tax and audit activities. . The Treasurer is responsible for collecting and accounting for all funds received by the Organization. All funds received by the Treasurer must be deposited into the Organizations accounts within five (5) business days. The Treasurer is responsible for receiving all bills, submitting them for approval to the Executive Board, and overseeing payment of same. An approval is defined as a vote by the Executive Board following the rules of Quorum, as per Robert’s Rules of Order. The Treasurer is responsible to ensuring that all funds belonging to the Organization shall be deposited or invested in a federally insured institution only. The Treasurer will report, a monthly accounting to the Organization. The Monthly accounting will report the General funds separately from the totalamount held for the students in the activities funds. The Treasurer shall generate a budget for the General fund with a two (2) year comparisons of expenses, in writing, to be approved by the Organization in August of each year.

VACANCIES

In the event of a vacancy on the Executive Board, the President shall appoint a replacement for the remaining term of that position with the approval of a majority of the Executive Board.


ARTICLE VIII – EXECUTIVE BOARD

ORGANIZATION

The Executive Board shall consist of the elected officers, and the non-voting members who will be: Band Director, Assistant Band Director, Squad Director, Supervisor of Fine Arts, High School North Principal or (his designee), this designee cannot be a current member of the Executive Committee.

STATED MEETINGS

The stated meeting of the Executive Board shall be on the second Tuesday of every month at 6:00 PM during the school calendar year, in the band room of Toms River High School North. Alternate dates, times and location may be made at the discretion of the President.

SPECIAL MEETINGS

Special meetings of the Executive Board shall be held by order of the President.

QUORUM

A majority of the Executive Board in attendance shall constitute a quorum for the transaction of official business. In an emergent situation as determined by the President, the President can take an e-mail vote of the Executive Board. This shall constitute a quorum for the transaction of official business. However, should e-mail not be practical or feasible at the time of the vote, the Board President shall accept a verbal
vote from a member that will be officially and formally documented by the Secretary.

POWERS AND DUTIES

To prescribe and provide for the supervision, control and general administration of the affairs of the Organization, and for the execution and accomplishment of its purpose, (within the Guidelines of the By-laws of the Organization).


ARTICLE IX – MEETINGS

1. Regular meetings shall be held the second Tuesday night of each month at 7:30 PM during the school calendar year in the band room of Toms River High School North. Alternate dates, times and location may be made at the discretion of the President.

2. The Annual meeting is to be held during the May meeting.


ARTICLE X – CONSTITUTION AND BY-LAWS

Annually, the President will appoint a committee, chaired by the Vice President of the Executive committee, to review the “Constitution and By-Laws”. The committee shall submit their recommendations to the General Membership for vote.

1. A two-thirds (2/3) majority vote of the members present at a single regular meeting is necessary for approval.

2. Amendment to the By-Laws from anyone of the General Membership in “good standing” (account cannot be in arrears) shall be submitted in writing and at a regular meeting of the general membership. At the next meeting the purposed amendment will be voted on and must receive a two-thirds (2/3) majority vote of the members present to be approved.


ARTICLE XI – NON-PROFIT STATUS

The Toms River North Marching Mariner Boosters, Inc. is a duly incorporated organization which has been granted tax exempt, non-profit status (501 (c) (3)) by the Internal Revenue Service. As such an organization, all funding gathered and dispersed by the Organization shall be done so under IRS guidelines. All funds raised by the Organization are to be used for the stated purposes of the Organization. Funds may not be used for individual gain.

All members of the Organization may participate, but shall not be required to participate in fund raising activities. Unless a fundraiser is designated as a General Fund fundraiser, all funds raised by the individuals on behalf of the Organization shall be held by the Organization and paid out on behalf of that individual member for activities of the Organization.

No funds raised on behalf of the Organization may be paid to any member leaving the Organization. Upon written notification to the Treasurer, any fund balance raised by a student who is leaving the Organization may be transferred to any other active Organization member.

In the event a graduating senior has a sibling who will be entering the Organization within two school years of said graduation those funds may be held for the incoming student by the Organization. In June of each year, parents will be notified through a general notification written by the Organization that it is the responsibility of the graduating student’s parents, or guardians to notify the Treasurer, in writing within 30
days, of their intentions concerning any fund balance being held by the Organization on their behalf. AFTER 30 DAYS, ALL MONIES WILL REVERT TO THE GENERAL FUND OF THE ORGANIZATION.

If a member leaves the Organization for any reason, it is their responsibility to notify the Treasurer, in writing within 30 days, of their intentions concerning any fund balance being held by the Organization on their behalf. AFTER 30 DAYS, ALL MONIES WILL REVERT TO THE GENERAL FUND OF THE ORGANIZATION
ARTICLE XII – MISCELLANEOUS
Whenever, in the affairs of the Organization, parliamentary rules or procedures are involved, “Robert’s Rules of Order” shall apply and control.


ARTICLE XIII – MEMBER FEE

All Instrumental and Squad members shall contribute an annual non-refundable fee to the General Fund. All first year members must make their contribution on or before November 30. All other members must make their contribution on or before September 30. All contributions may be made through fund raising or by self-payment. The Executive Board will recommend the specific amount in August of each year, to be approved by the membership of the Organization. An Approval is defined as two-thirds (2/3) majority vote of the members present at a single regular meeting, Students who do not pay will not benefit from the activities the Organization sponsors. No additional funds to support the General Fund shall come from active individual student accounts. This fee includes the student members participation in the annual banquet held in June. All accounts must be current and in good standing in order for the student to participate in Special Events. Accounts that are not current may prohibit students from participation in these events.