H.E.B. SUZUKI BOOSTER CLUB BY-LAWS
ARTICLE I. – NAME
The name of this organization shall be the “Hurst Euless Bedford Suzuki Booster Club (HEB-SBC)”.
ARTICLE II. – OBJECTIVES
To function as a support group for the HEB ISD Suzuki program.
To be democratic in considering all matters, courteous in hearing all proposals, and cautious in using each vote.
To avoid controversial issues (political, moral, racial, or religious in nature) which could be detrimental to the harmonious growth and development of the Suzuki program and/or Booster Club program.
To promote the interests of all Suzuki program participants and to be aware that the only valid reasons for the existence of this club is to promote the welfare of our young musicians and the Suzuki program.
To find places to play and to provide logistical support to expose the community to the HEB Suzuki program.
To facilitate parent education by enlisting experts and providing a forum for presentations.
ARTICLE III. – POLICES
This club shall be noncommercial, nonsectarian, and nonpartisan. No commercial enterprises and no candidate shall be endorsed by it.
This club shall not seek to direct any activities of the Suzuki program or take away any authority from the Suzuki teachers or the teaching staff.
The goal of this club shall be to develop and accomplish projects that serve to benefit the Suzuki program and its musicians. All Suzuki related projects will first be approved by the Suzuki teachers.
ARTICLE IV. – MEMBERSHIP AND DUES
Any person interested in the Objectives and Policies of the HEB Suzuki Booster Club and willing to uphold and abide by the club’s goals and subscribe to its by-laws may become a member of the HEB Suzuki Booster Club. Membership becomes effective upon payment of the club dues. The club dues will be determined by the executive board in coordination with the Suzuki teachers. The dues are to be paid and renewed annually. Only members of the club will be eligible to serve in any elected or appointed position and have voting privileges at the general meetings.
ARTICLE V. – MEETINGS
The General Meetings of the HEB Suzuki Strings Booster Club will be held on a date designated by the Executive Board.
Special meetings can be called by the President or a two-thirds vote of the elected officers. These meetings will be identified in a mail out/email out/call out to all active club members.
The Club Officers will meet prior to each General Meeting to prepare an agenda of topics that will be covered during the General Meeting. The location and time of this meeting will be determined by the availability of the Club Officers and any guests that they may ask to attend the meeting.
A special meeting of the Club Officers may be called by the President or by a majority of the members of the board with proper notice being given.
The Board may hold an online virtual meeting, in which all persons participating in the meeting can clearly hear each other. The notice of a virtual meeting must state the fact that the meeting will be held virtual as well as all other matters required to be included in the notice. Participation of a person in a virtual meeting constitutes the presence of that person at the meeting.
The Board may vote by email as long as all members agree to holding the vote by email.
The notice of a vote by email must state the fact that the vote will be held by email as well as all other matters required to be included in the notice. A vote by email will be held only if all board members agree to vote by email. Agreement to participate in a vote by email constitutes the presence of that person.
Any decision required or permitted to be made at a meeting of the Board may be made without a meeting. A decision without a meeting may be made if a written consent to the decision is signed by a majority of all of the Executive Board members entitled to vote on the matter. The original signed consents shall be kept by the Secretary of the Board.
At board meetings, a majority of the Club Officers shall constitute a quorum.
At general and special meetings a quorum shall consist of those members present, including board members.
ARTICLE VI. – CONTENT OF GENERAL MEETINGS
The General Meetings will be open to the public for those who share the same interest and concerns as stated in Article IV. – Membership and Dues.
The Spring Festival Meeting – The primary emphasis of this meeting will be for the election of new officers. The Suzuki teachers will provide a list of recommended candidates and additional nominations will be taken from the floor. Once this is accomplished, the election will be completed.
In special circumstances where Spring Festival is not held, and it is not possible to hold an in-person General Meeting at the end of the school year, the election may be held via email as long as the majority of the Executive Board agree to holding the vote by email.
The notice of a vote by email to all members must state the fact that the vote will be held by email and will ask for nominations to be emailed back by a designated date. After the designated date, an email will be sent to all booster club members with voting instructions and voting by email deadline. Participating in a vote by email constitutes the presence of that person in the election. After the voting deadline, the board shall tally the votes, and the election will be completed.
The existing officers will finalize the turn-over of all records and properties of the club to the incoming officers. The new officers will assume full responsibility of their elected positions on June 1st.
The August through April meetings – These meetings will cover the business related to the club activities. These activities include, but are not limited to, the forming of committees, the promotion of membership, fundraising activities, teacher and student support activities, club publicity, goal setting, performances and the budget.
June through July – There will not be any General Membership meetings planned during these months. Meetings will only be held on an “as needed” basis. Any meetings that are held will be announced with a mail out/email out/call out to all active members.
ARTICLE VII. – OFFICERS AND THEIR ELECTION
Each officer shall be a dues-paying member of the HEB Suzuki Strings Booster Club. The elected executive positions for the club shall consist of: President, Vice President, Secretary, Treasurer, Fundraiser Chair, Publicity Chair, Programs Chair, and Membership Chair.
The teachers will each designate a teacher representative whom will also be a member of the executive board.
Each year, the existing executive board of the HEB Suzuki Strings Booster Club will identify a nominee for each of the elected positions prior to the Spring Festival meeting. These candidates will officially be presented at the Spring Festival meeting. Additional nominations for each of the board positions may also be made from the floor at the Spring Festival meeting. If Spring Festival is not held and it is not possible for an in-person General Meeting, then nominations will be requested by email. Once nominations are complete, nominations will be presented by email to all booster club members.
No position may be held by the same person for more than two consecutive years. Exceptions may be made if no other nominations have been made for that position. Anyone who has served more than ½ of a term shall be credited with having completed a full term.
The election of officers will be held at the Spring Festival General Meeting. The selection for each office position shall be by a voice vote of yea or nay, unless there are two or more nominations for that position. If there are two or more nominees, election shall be by a show of hands or closed ballot, whichever is agreed upon by the nominees. If the election is done via email, each member may select their nominee of choice for each position via email.
Officers shall assume their official duties following the close of the school year and shall serve a term of one year or until their successors are elected.
ARTICLE VIII. – VACANCIES
It shall be the responsibility of the incumbent officers to secure a replacement for any elected officer who becomes ineffective (misses two consecutive meetings without a valid reason or is unwilling to uphold the objectives, policies or by-laws of the club) or inactive (moves). In these cases, the Vice President will replace the outgoing President. In all other officer position replacements, a two-thirds vote of the executive board will be required. Any officer changes because of ineffective reasons must be initiated in writing and included in the minutes of a general meeting.
ARTICLE IX. – DUTIES OF THE OFFICERS/CHAIRPERSONS
PRESIDENT
Shall coordinate the work of the officers and the committees of the club to ensure success in the accomplishment of the club’s purpose and desired goals.
Preside at all club meetings.
Must be on the signature card for the checking account.
Call meetings of officers as necessary to conduct business for the club.
Confirm that a quorum is present before conducting any business at any meeting of the organization.
Perform such other duties as may be prescribed in these bylaws or assigned by the organization.
Attend HEB Suzuki Functions whenever possible.
VICE PRESIDENT
Be willing to step in as President if the existing President is not available.
Shall act as the aide for the President.
Preside over the club meetings if the President is not available.
Shall coordinate and oversee committees for special projects.
Perform the duties outlined in these bylaws and those assigned from time to time.
Attend HEB Suzuki Functions whenever possible.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
Perform all duties assigned by the President.
SECRETARY
Record the minutes of all meetings of the club. If unable to attend any formal meetings, provides a substitute to record the minutes of the meeting.
Maintains a current copy of the by-laws and a current membership list. Will have this information readily available at all formal club meetings.
Accomplishes all club correspondence, as requested.
Shall provide the minutes of the previous meetings at each General Meeting. This will be accomplished through a short verbal presentation or with a handout that is provided to those in attendance.
Maintain sign in sheets for each meeting.
Perform the duties outlined in these bylaws and those assigned from time to time
Attend HEB Suzuki Functions whenever possible.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
Perform all duties assigned by the President.
TREASURER
Shall have custody of all funds of the club.
Shall keep an accurate record of all money that is received and/or spent by the club.
Shall make payments out of the club’s funds only as authorized by the club.
All HEB Suzuki Strings Booster Club checks must be signed by two authorized officers. If at all possible, one of these officers will be the Treasurer. The offices authorized to sign checks will be determined by the executive board.
Shall provide a report of all disbursements and receipts at every General Meeting of the club. This will be accomplished through a short verbal presentation or with a handout that is provided to those in attendance.
Shall provide a report of all disbursements and receipts to the executive board when it is requested.
A year end report shall be presented at the Spring Festival meeting when the treasury records are officially turned over to the incoming Treasurer.
Shall maintain an accurate ledger book on all the club’s finances.
Shall ensure all requirements of the club’s tax-exempt status are properly maintained.
Shall ensure that all state and federal tax filing requirements are properly accomplished.
Submit books to the auditing committee upon request.
Perform the duties outlined in these bylaws and those assigned from time to time.
Attend HEB Suzuki Functions whenever possible.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
Perform all duties assigned by the President.
FUNDRAISER CHAIR
Perform the duties outlined in these bylaws and those assigned from time to time.
Coordinate fund-raising activities.
Submit a plan of work to the President.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
PUBLICITY CHAIR
Perform the duties outlined in these bylaws and those assigned from time to time.
Maintain and update Booster Club website and social media pages.
Submit a plan of work to the President.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
PROGRAMS CHAIR
Perform the duties outlined in these bylaws and those assigned from time to time.
Plan and organize, along with teachers and President, all performances and activities.
Act as the contact person for such events.
Submit a plan of work to the President.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
MEMBERSHIP CHAIR
Perform the duties outlined in these bylaws and those assigned from time to time.
Promote, record, keep track of and coordinate membership.
Submit a plan of work to the President.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
TEACHER REPRESENTATIVE
Attend all meetings
Represent teachers in all Executive Board meetings.
Relay information between officers and teachers.
Perform the duties outlined in these bylaws and those assigned from time to time.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
ARTICLE X – ADVISORY BOARD
Only due-paying members of the club shall be eligible to serve on the advisory board.
Each teacher will each designate a campus representative whom will be a member of the advisory board.
CAMPUS REPRESENTATIVE
Attend all meetings
Deliver information to home campus.
Coordinate home campus volunteers.
Perform the duties outlined in these bylaws and those assigned from time to time.
Attend HEB Suzuki Functions whenever possible.
Deliver to their successor or the president all official materials within fifteen (15) days following the date at which their successor assumes their duties.
Perform all duties assigned by the President or his/her campus’ Suzuki teacher.
ARTICLE XI. – AMENDMENTS TO BY-LAWS
These by-laws may be altered, amended or repealed, and new by-laws may be adopted by a two-thirds vote of the executive board and approval at a general meeting of the voting membership wherein notice is given of the change.
ARTICLE XII. – RULES OF ORDER
The by-laws of the HEB Suzuki Strings Booster Club shall supersede all other by-laws.
The rules obtained in the current edition of the “Robert’s Rules of Order” shall govern the club in cases in which they are applicable and are not in conflict with these by-laws.
(Revised September 24, 2020)