BY-LAWS OF THE
HAYFIELD SECONDARY ORCHESTRA (HSO) BOOSTERS
1. GENERAL – By-Laws and rules governing the operation of the Hayfield Secondary Orchestra (HSO) Boosters organization, hereinafter called the ‘Boosters’, are promulgated for the information and guidance of all concerned. A quorum to conduct business at a general meeting will consist of five (5) voting members, to include at least two (2) elected officers present at the meeting. A quorum of the Executive Committee meeting will consist of the President or Vice President plus one other elected officer.
2. ALTERATION – The By-Laws can be altered or added to at any general membership meeting at which a quorum is present, provided alterations were presented and discussed at the preceding general membership meeting.
3. SUGGESTIONS AND COMPLAINTS – Suggestions and complaints will be referred orally or in writing to the Executive Committee for consideration and any action that may be determined, as necessary.
4. FINANCES – The Treasurer or the President are the contracting officer for the Boosters and are authorized, with the prior approval of the Executive Committee, to execute contracts.
5. AUDIT – An audit will be conducted at the end of each Treasurer’s term of office or at the end of a two-year period, whichever comes first. An audit may also be conducted during a Treasurer’s term of office at the discretion of the Executive Committee.
6. CHAPERONES – Selection of chaperones for field trips and overnight trips shall be made by the Orchestra Director based upon Fairfax County School policies, the number of male and female students on a trip, and particular duties needed for the trip.
7. GRANTS – Grant money is to be used at the Orchestra Director’s discretion to help students with financial need participate in orchestra events. A grant is proposed to the Executive Committee by the Orchestra Director, giving the amount needed, without naming the student. The Executive Committee approves or disapproves the grant. The following guidelines will be used in evaluating the proposed grant:
a. The grant will be given in situations of financial need.
b. The student must be attending all mandatory orchestra activities.
c. The student must be participating in orchestra fundraisers.
d. The grant will pay up to 100% of the total fee.
This information about grants will appear in the handbook handed to Orchestra students annually in September.
8. EXECUTIVE COMMITTEE – The Executive Committee consists of the elected officers. The Orchestra Director(s) and the Administrative Liaison are encouraged to attend Executive Committee meetings to serve as advisors and to provide direction to the Boosters.
9. DUTIES OF OFFICERS AND COMMITTEE CHARIPERSONS -
a. President – Conducts and coordinates the business of the Boosters by presiding at all general and Executive Committee meetings and coordinates the program with the Orchestra Director. Also serves as an ex officio member on all committees.
b. Vice-President – Assists the President and serves as President in his/her absence and performs such other duties as the President may prescribe.
c. Treasurer – Safeguards the funds of the Boosters; reports financial status at each general meeting and at each Executive Committee meeting; prepares an annual budget with the assistance and approval of the Executive Committee to be submitted to the general membership no later than May 15 of the preceding year; and disburses the funds as authorized herein and as directed by the President, in response to Executive Committee or general meeting authority.
d. Secretary – Serves as recorder for the minutes of the general meetings and Executive Committee meetings; maintains for record purposes this Constitution and By-Laws; keeps a roll of active members for quorum and other purposes; and performs any other duties the President may direct. The Secretary will also furnish each member, upon request, with a copy of the Constitution and By-Laws, including any amendments thereto.
e. Committee Chairpersons – Perform duties as prescribed by the Executive Committee or the general membership.
10. SALARIES AND REMUNERATION – Elected Officers and Committee Chairpersons will serve without salary or other remuneration.
11. DISSOLUTION – Incorporated as ARTICLE XIII of the Constitution.
APPROVED (Original By-Laws 9 February 2006, and revisions of 20 February 2006, 10 October 2006)