Band Support Organization Constitution

Article I - Name

Section 1

The name of this organization shall be the Band Support Organization, hereinafter referred to as "Band Support Organization" or "BSO".

Article II - Purpose

Section 1

The purpose of the BSO shall be to assist the Battlefield High School (BHS) Band Director by providing administrative, logistical, financial, and moral support to the BHS Band Programs and the students who participate in those programs. The BSO will also help support the Middle School (MS) bands that feed into BHS as necessary.

Article III - Authority

Section 1

The BSO shall be incorporated in Prince William County (PWC) of the Commonwealth of Virginia, be perpetual and operated as a nonpartisan, nonsectarian, nonprofit organization in support of the BHS Band Programs (including, but not limited to all Bands, Color Guard, Winter Guard, Ensemble, Concert, and Drum Line), and any future additions to the Band Program.

Section 2

The BSO will be under the guidance and decision-making of the BHS Band Director who is empowered under the PWC School System which assumes all liability and risk associated for all band-related activities. The BHS Band Director is encouraged to seek guidance and/or input from Executive Board Officers, Committee Chairpersons, and/or Chaperones present during band-related events should a major decision or crisis arise, where such consultation does not violate school division policy.

Section 3

The BSO is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Article IV - Executive Board

Section 1

The Executive Board shall work together and share all planning, execution, and closing of each band program-related event to accomplish the Purpose of the BSO. (See Article II, Section 1)

Section 2

Members of the Executive Board shall include the BHS Band Director, President, Vice-President, Secretary, Public Affairs Officer, Treasurer, Member-at-Large, President Emeritus, BHS Guard Director, MS Band Director(s) of the MS(s) that feed into BHS (hereinafter referred to as MS Band Director(s)), and MS Representative(s) of the MS(s) that feed into BHS (hereinafter referred to as MS Representative(s)).

Section 3

The BHS Band Director, President, Vice-President, Secretary, Public Affairs Officer, Treasurer, Member-at-Large, and President Emeritus have voting privileges. Non-voting members include the BHS Guard Director, MS Band Director(s), and MS Representative(s).

Section 4

Apart from the BHS Band Director, BHS Guard Director, and MS Band Director(s), any Executive Board member who has three unexcused absences from Executive Board meetings during their term of office shall forfeit their elected position and all privileges and responsibilities that coincide with said office immediately.

Section 5Apart from the BHS Band Director, BHS Guard Director, and MS Band Director(s), any Officer who does not perform the duties and responsibilities assigned may be removed from office at the request of at least two Executive Board Members. A hearing shall be held by the Executive Board where the affected Officer shall be notified and given an opportunity to defend their position. Removal shall be effective immediately with a majority vote of the General Members present at the next General Members Meeting.

Article V - Membership

Section 1

Membership in the BSO shall be open to any adult person who has an interest in supporting the BHS Band Programs. An "adult" shall be a person 21 years of age or older. Members will be classified as either General Members or Associate Members.

Section 2

General Member shall be a person who is an:

adult Parent/Legal Guardian of a current BHS band student(s), OR
adult Parent/Legal Guardian of a rising MS band student(s), AND
have a vested interest in the BHS Band Programs.

Section 3

Associate Member shall be a person who is an:

adult who does not have a student currently enrolled in a BHS Band Program, OR
adult Alumni or Parent/Legal Guardian of Alumni of the BHS Band Programs; AND
have a desire to continue to support the BSO.

Article VI - Officers and Associate Officers

Section 1

Officers of the BSO shall include the BHS Band Director, President, Vice-President, Secretary, Public Affairs Officer, Treasurer, Member-at-Large, and President Emeritus.

Section 2

Associate Officers of the BSO shall include the BHS Guard Director, MS Band Director(s), and MS Representative(s).

Section 3

Apart from the BHS Band Director and Treasurer, Officers have a ONE (1) YEAR term limit in the specific office. Officers shall not serve two consecutive terms in the same office.

Section 4

Elected Officers include the Vice-President, Secretary, Public Affairs Officer, Treasurer, and Member-at-Large. Elections shall be held each year. (See Article VII)

Section 5

The Treasurer has a TWO (2) YEAR term limit and shall be elected every other year.

Section 6

The offices of President and President Emeritus are not an elected office. The person elected Vice-President shall serve a term of three consecutive years, the first year as Vice-President, second year as President, and third year as President Emeritus.

Section 7

MS Representative(s) shall be appointed by the BHS Band Director, the MS Band Director(s), or by the Executive Board.

Section 8

To run for an elected office in the BSO, individuals must be a General Member. (See Article V, Section 2)

Section 9

If an elected Officer resigns from office, the President may appoint their successor for the remaining term of office.

Section 10

The Executive Board shall have no more than one (1) Officer from the same household or family.

Article VII - Elections

Section 1

Elections shall take place in May of each school year around the time of the Spring Concert.

Section 2

Nominations of officers shall be made by General Members only. General Members may nominate themselves for an office.

Section 3

Only General Members may vote, and each shall have one (1) vote. Voting will be done online via an electronic ballot on the BSO Website.

Section 4

Each office shall be elected by a majority vote. In the event no one (1) candidate receives a majority vote for a single office, a second election will be administered for the top vote recipients only. The second election will consist of only those General Members who voted in the initial election. In the event no one (1) candidate receives a majority vote following the second election, the Band Director, current President, and current Vice-President will convene to come to a consensus and select the Officer.

Section 5

Installation of newly elected officers will take place each year beginning June 1^st.

Article VIII - Meetings

Section 1

The Executive Board and/or General Member Meetings shall be held regularly once a month with a day, time, and location specified by the President or Vice-President. The Executive Board will meet immediately preceding the General Member Meeting. The President reserves the right to hold Executive Board Only Meetings but should do so sparingly.

Section 2

Only the President or Vice-President may declare a quorum present at any meeting called in accordance with Article VIII, Section 1 for the purpose of conducting BSO business. A quorum is defined as at least four (4) voting Officers present.

Section 3

Members must be present at General Member Meetings to vote. No absentee or proxy voting will be permitted at any official meeting.

Article IX - Finances

Section 1

The fiscal year of the BSO shall begin 1-July and end 30-June the following year.

Section 2

Any income derived by the BSO will be used solely for the benefit of the Band Programs. Expenditure of this income will be with the approval of the BSO Executive Board and in accordance with the annual budget as adopted by the General Members.

Section 3

An annual budget will be drafted by the President and Vice-President before the Spring Concert with program fee(s) and expenditure(s) estimations and submitted for approval to and by the Executive Board. Once approved by the Executive Board, the budget will be sent to the General Members for approval.

Section 4

The amount of program fee(s) and payment due date(s) shall be determined by the Executive Board each Spring and announced at the BHS Interest Night with as much advance notice to parents as possible. Program fee(s) and due date(s) are subject to change.

Section 5

Any individual expense under the budgeted amount can be purchased without taking it to a further vote. All other expenditures not budgeted for shall need approval of the Executive Board in consult with the BHS Band Director. Purchases may be accomplished with majority vote approval of the Executive Board not to exceed the amount indicated in the Bylaws. (See Bylaw V - Section A)

Section 6

Purchases of band equipment and materials may be made by the BHS Band Director without approval of the Executive Board or General Members not to exceed the amount indicated in the Bylaws. (See Bylaw IV - Section A)

Section 7

No part of the net earnings of the organization shall inure the benefit of, or be distributable to, its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No part of the activities of the organization shall be for propaganda or otherwise attempting to influence legislation, shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. The organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by any organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Article X - Bylaws

Section 1

The Executive Board shall have the power to adopt Bylaws regulating the affairs of the BSO.

Section 2

Bylaws may be adopted, amended, suspended, or removed by a majority vote present at a BSO Meeting where a quorum is present. Advance notice is not required.

Article XI - Amendments

Section 1

The Bylaws may be amended as follows:

Sub-Section 1

Proposed amendment(s) shall be sent via email to the Executive Board to be considered at the next scheduled Executive Board Meeting for discussion. After approval by a majority vote of the Executive Board, the proposed amendment(s) shall then be presented to the General Members at the General Members Meeting for discussion.

Sub-Section 2

Proposed amendment(s) shall be sent to all General Members by email not less than six (6) days before the BSO monthly meeting when the vote is scheduled. The delivery date shall control the start of the six-day period.

Sub-Section 3

Approval of the amendment(s) shall be confirmed by a simple majority of the General Members present at the General Members Meeting called in accordance with Article VIII, Section 1. Upon approval by the General Members, the amendment(s) shall be effective immediately unless otherwise stipulated in the amendment(s).

Sub-Section 4

A copy of the amendment(s) to this Constitution must be submitted to the Secretary within two (2) weeks after adoption. The Secretary must also report changes to the Constitution and/or Bylaws to the IRS annually.

Article XII - Dissolution

Section 1

In the event that the BSO should be dissolved for any reason, all assets remaining after payment or payment provision of all debts and liabilities of the BSO will go to the BHS Band operating account for use in the band programs at the discretion of the BHS Band Director.

Section 2

If the school no longer exists, any funds remaining in the BHS Band account(s) shall be distributed to a nonprofit fund, foundation, or corporation in PWC. The fund, foundation, or corporation shall be dedicated to music appreciation and/or music education of youth, shall be organized and operated exclusively for charitable purposes, and shall have established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code. The determination of distribution of funds shall be by the Executive Board made with a simple majority vote.

APPENDIX A - BYLAWS

Bylaw I - Powers and Duties of Officers

Section A

The Band Director shall:

Offer leadership and guidance in identifying the needs of all band students and the BHS Band Programs.
Provide budget input for the upcoming school year by the end of Spring Break.
Have the final decision regarding which competitions and/or events the band will attend.
Handle logistics and reservations of buses for competitions.
Make the Executive Board aware of actions being taken by the state, county, school board, or other entities or individual(s) that may impact the BHS Band Programs.
During any band-related event, if the majority of the Executive Board, General Members, and/or chaperones present feel a situation exists where there may be a crisis(crises)/safety issue(s), the Band Director shall, at earliest convenience, convene with the member(s) of the Executive Board present to discuss the(se) concern(s), provided school division policy and/or student confidentiality are not compromised, and take into consideration the opinions of the majority of the Executive Board members present. However, the final decision regarding the outcome of these discussions will remain with the Band Director.
Provide input on all items presented to the Executive Board by the President.
Vote in the event there is a tie in voting by other voting members of the Executive Board.

Section B

The President shall:

Conduct business of the BSO by presiding at all Executive Board and General Member Meetings.
Prepare Executive Board and General Member Meeting agendas.
Coordinate all BSO activities with the BHS Band Director.
Ensure implementation of the BSO Program, Constitution, and Bylaws.
Have all login accesses to any online platforms used for the functioning of the BSO.
In the absence of the Treasurer, sign all BSO checks.
Have authority to make appointment to any office that is/may become vacant for the remaining term of office.
Be the single spokesperson for the BSO and represent the BSO in meetings with the BHS Band Director, Chair of Music Department, Activities Director, Principal, School Board, or other entity as appropriate or necessary.
Assume the Office of President Emeritus immediately following term of President.
Vote and provide input on all items presented to the Executive Board.

Section C

The Vice-President shall:

In the absence of the President, assume the role of Acting-President.
Assist the President and perform other such duties as directed by the President.
Ensure implementation of the BSO Program, Constitution, and Bylaws.
Have all login accesses to any online platforms used for the functioning of the BSO.
Assume the Office of President immediately following term of Vice-President.
Vote and provide input on all items presented to the Executive Board by the President.

Section D

The Secretary shall:

Serve as recorder for the minutes of the Executive Board and General Members Meetings.
Maintain and upload the approved recorded minutes within one (1) week of the monthly meetings to the BSO website.
Receive and respond to any written correspondence, under the direction of the President.
Have all login accesses to any online platforms used for the functioning of the BSO.
Maintain and upload all official BSO records to the BSO website.
Maintain a roll of members for voting and other purposes.
Maintain a calendar of required reports, licenses, and/or other regularly required activities necessary to conduct BSO business.
Maintain all historical documents necessary for the operation of the BSO.
Perform other such duties as directed by the President.
Vote and provide input on all items presented to the Executive Board by the President.

Section E

The Public Affairs Officer (PAO) shall:

Be responsible for submitting emails, text messages, newsletters, flyers, social media updates, promotions, acknowledgements, results, and special events to all General Members regarding band-related events or activities, deadlines, meetings, etc.
Have all login accesses to any online platforms used for the functioning of the BSO.
Monitor and censor all social media accounts and material.
Write and mail necessary BHS BSO donor acknowledgement letters.
Upload photos and/or videos to the BSO website.
Perform other such duties as directed by the President.
Vote and provide input on all items presented to the Executive Board by the President.

Section F

The Treasurer shall:

Have primary custody of all BSO funds, accounts, and credit cards.
Submit detailed accounting status reports and/or financial statements of monthly financial activity at each Executive Board Meeting.
Report general accounting information at each General Member Meeting.
Submit annual accounting actuals of the financial affairs for budget preparation.
Deposit all funds received in a timely manner.
Have all login accesses to any online platforms used for the functioning of the BSO.
Receive and disburse funds in accordance with the approved budget and policies recommended by the Executive Board and approved by the Voting Membership.
Prepare and file all corporate, tax, and school financial reports.
Perform other such duties as directed by the President.
Vote and provide input on all items presented to the Executive Board by the President.

Section G

The Member-at-Large shall:

Serve as Chairperson of Fundraising Committee.
Be responsible for the planning and execution of Tag Day.
Report to Executive Board on fundraising ideas, coordination, logistics, and execution of all fundraising events.
Have all login accesses to any online platforms used for the functioning of the BSO.
Perform other such duties as directed by the President.
Vote and provide input on all items presented to the Executive Board by the President.

Section H

The President Emeritus shall:

Serve as a consultant to the current President. All past Presidents may serve as a consultant at the discretion of the President.
Ensure all email and financial accounts are transferred appropriately to the incoming Officers.
In the absence of the President and Vice-President, assume the role of Acting-President.
Serve as Committee Chairperson for the Car Show.
Have all login accesses to any online platforms used for the functioning of the BSO.
Vote and provide input on all items presented to the Executive Board by the President.

Bylaw II - Committees

Section A

Committees can be established by any Officer of the Executive Board to assist in conducting the activities of the BSO as necessary and shall be approved by the Executive Board.

Section B

Special Committees can be established for special projects and shall exist only for the duration of the special project.

Section C

The following rules apply to all Committees:

One person may constitute a committee.
General Members and/or Associate Members may serve as Committee Chairperson and may serve concurrently on one or more committees, including Special Committees.
Committee Chairs shall be appointed by the Executive Board or by the majority of the respective committee members.
Additional members may be appointed to any committee by the Committee Chairperson of each committee to assist in the administration of the projects of each committee.
The President and Vice-President are considered members of all committees including any Special Committees.

Section D

All Committee Chairs shall attend the monthly Executive Board Meetings and submit Committee Status Reports. If unable to attend, the Committee Chairperson shall be required to submit a Committee Status Report to the President the Friday prior to the next scheduled Executive Board Meeting.

Bylaw III - Committee Responsibilities

Section A

Membership Committee

Responsibilities include, but not limited to recruiting, encouraging new membership, and setting up and manning information booths as needed or directed by the Executive Board. (Examples - Rising 8^th or 9^th Grade Info Nights, Haymarket Day)

Section B

Publicity Committee

Responsibilities include, but not limited to promoting all band-related activities in the form of flyers, newspaper articles, social media posts, and taking pictures/videos and submitting them to PAO and Committee Chairperson. (Examples - practices, competitions, fundraisers, socials, concerts, auditions, football games, graduation)

Section C

Hospitality Committee

Responsibilities include, but not limited to hospitality efforts for any band-related activities. Duties include decorating cafeteria tables, ordering/pickup pizza on competition days, (Examples - Band Camp, 8th Grade Night, concerts, All-County/State Auditions, parades, cards/flowers, get wells, socials)

Section D

Fundraiser Committee

Responsibilities include, but not limited to assisting in all fundraising efforts as designated by the Executive Board. (Examples - Donuts, Spirit Nights, Spirit Wear, Sponsorships, Tag Day, Car Show, Silent Auction, Ms. Fields, Calendar)

Section E

Pit Crew Committee

Responsibilities include, but not limited to leading transport convoy, towing trailers, loading, securing, and unloading instruments and equipment, reservations (as needed) for special events, trailer maintenance, prop construction. (Examples - competitions, football games, parades, JMU Buffet, Haymarket Christmas Tree Lighting)

Section F

Chaperone Committee

Responsibilities include, but not limited to riding buses, possess and protect student emergency medical information, and assist Uniform Committee. (Examples - competitions, football games, parades)

Section G

Uniform Committee

The BSO Treasurer shall track student fundraising efforts by each individual student. If an individual student reaches certain levels of fundraising, a refund may be given to the student to help cover marching band fees, band trip costs, audition fees, or other initiatives determined by the BHS Band Director or the BSO for the current year. Funds remaining in individual student accounts shall be refunded to the respective family at the end of the student's senior year. Any funds donated by these families will revert to the BSO general operating account.

Responsibilities include, but not limited to, evaluating marching band uniform and concert band uniform conditions, coordinate fittings, distribute, prep, pack unforms, arrange dry-cleaning as needed, coordinate with the Band Director and Executive Board to help anticipate future band growth and assist with finding the most cost-effective supplier of marching band and/or concert band uniforms. (Examples - competitions, football games, parades, concerts)

Bylaw IV - Allocation of Funds

Section A

A majority approval of the Executive Board is needed for all expenditures between $500-$2,500. A majority approval of General Members is needed for all expenditures greater than $2,500.

Section B

The BSO shall set aside money each year into a reserve account solely designated for the purchase of new uniforms when deemed necessary by the BHS Band Director and the BSO Executive Board. This dollar amount shall be based on the total cost of a single uniform replacement (by a reputable marching band uniform outfitter), multiplied by the greatest number of estimated marchers over the next 8-12 years, and divided by 10 (the median years of uniform life expectancy). This amount shall be subject to change from year to year and shall be determined by the BSO Executive Board but shall be enough to cover the purchase of total uniform replacement by the end of the 8-12 year life expectancy of the uniforms.

Section C

The BSO shall set aside $5,000 or 10% of all money fundraised (whichever is greater) each year into a reserve account solely designated for the purchase of a new travel trailer, repair/updating any existing trailers, and/or marching band instruments and/or equipment when deemed necessary by the BHS Band Director and the BSO Executive Board. This amount is subject to change and will be determined by the BSO Executive Board.

Section D

Funds allocated for specific purposes but not utilized for the respective specific purpose and any unexpended funds shall revert to the general operating fund of the BSO at the end of the school year.

Section E

Provided the BSO has sufficient funds on hand to cover operating expenditures, funds may be allocated under this section to the BHS Band Director for purchases, clinics, guest conductors, or anything the Band Director feels necessary throughout the school year, but not to exceed $3,500 each year. In the absence of sufficient funds, the President, Vice-President, and the BHS Band Director shall arrive at an equitable alternate dollar amount.

Section F

DOCUMENT HISTORY

The Constitution and Bylaws of the BSO were amended on October 12, 2006, approved by the General Members on October 16, 2006, and signed by the Band Director (Matthew Brodt) and a witness on December 3, 2007.

The Constitution and Bylaws of the BSO were reviewed and approved by the Executive Board upon request from the administration of BHS on August 3, 2015 and signed by the Band Director (Gregory Oaks) and a witness on August 3, 2015. No changes were made during this review.

The Constitution and Bylaws of the BSO were amended and approved by the General Members on June 13, 2016 and signed by the Band Director (Gregory Oaks) and a witness on June 13, 2016. Appendix A, Section D - Allocation of Funds was amended to increase expenditure levels based on current economic trends.

The Constitution and Bylaws of the BSO were amended and approved by the General Members on May 18, 2017 and signed by the Band Director (Gregory Oaks) and a witness on November 1, 2017.

Appendix A, Section D, #3 - Amended to establish a reserve account for uniforms
Appendix A, Section D, #4 - Amended to clarify structure of reserve account for uniforms
Appendix A, Section D, #6 - Added to establish reserve account for travel trailers
Appendix A, Section D, #7 - Added to clarify structure of reserve account for travel trailers
Appendix A, Section F - Student Accounts - Added to establish method to track individual student fundraising accounts

The Bylaws of the BSO were amended and approved by the Executive Board on April 14, 2020 and signed by the Band Director (Michael Britcher) and a witness on April 14, 2020. Appendix A, Subsection G: Allows amendments to the bylaws by the Executive Board; Appendix A, Subsection D, #8: Allows reduction of deposits to reserve accounts during times of severe economic hardship.

The Constitution and Bylaws of the BSO were restated and approved by the Executive Board on February 13^th, 2023 and signed by the Band Director (Michael Britcher) and witness (James Pickering) on February 13^th, 2023.