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Edison Band Parent Organization By-Laws
Revision Date: June 4th, 2007

	Article I: Title Article II: Purpose Article III: Membership Article IV: EBPO Officers Article V: Executive Committee Article VI: Standing Committees Article VII: Special Committees Article VIII: Meetings Article IX: Finances Article X: Amendments & Conforming Rules

Article I. TITLE

§1.01. The title name of this non-profit voluntary organization shall be the Edison Band Parent Organization (EBPO).

Article II. PURPOSE

§2.01. The EBPO, recognizing that fine arts in general, and music in particular, are a vital part of an effective high school academic program, pledges to actively assist, encourage, and support the band program at Thomas A. Edison High School (EHS) of Alexandria, Virginia. To this end, the EBPO is organized exclusively to provide charitable non-profit support to the Edison band program and will:

(a) Urge and provide support for a strong music educational program at Edison High School that encourages student participation in each of the band program activities;
(b) Promote organized and active parent support of the Edison band program, to include:

(i) Organizing and executing fundraising events to raise funds to underwrite band program expenses not covered by County/public funds
(ii) Assist, as needed, in the coordination and execution of band program activities
(iii) Stimulate community interest and support of the Edison band program.

§2.02. The organization shall not carry on any other activities, to include attempting to influence legislation and participating in, or intervening into, any political campaign on behalf of a candidate for public office, to which the purpose of such activities are not permitted to be carried out in accordance with:

(a) An organization exempt from Federal income tax under §501(c)(3) of the Internal Revenue Code (or corresponding sections of any future Federal tax code), or
(b) An organization to which contributions are deductible under §170(c)(2) of the Internal Revenue Code (or corresponding sections of any future Federal tax code).

Article III. MEMBERSHIP

§3.01. The EBPO membership shall consist of the parents and or guardians of Edison High School band program students and the Edison High School Band Program Director.

§3.02. The EBPO voting membership shall consist of: the EBPO Officers, the Edison Band Program Director, and those parent/guardian members present at the time of the vote who have agreed in writing to underwrite that portion of their band program student's annual financial obligation not met or not eligible for payment through fundraising efforts (see Article IX, §5, subparagraph (c))

Article IV. EBPO OFFICERS

§4.01. The EBPO officers will consist of a President, Vice President, Secretary, and Treasurer elected by the EBPO voting membership on an annual basis. The EBPO officers must meet the membership criteria as outlined in Article III, §1 of this document and be elected in accordance with the following procedures:

(a) At the April EBPO meeting, nominations, with proper seconds, from the floor shall be made to fill each of the EBPO Officer positions. Consent of the prospective nominated individual is required prior to placing that individual's name into official nomination. At the conclusion of the nominations, the EBPO membership at large will be informed of the names of the nominees and that the election for offices will occur at the May EBPO meeting. The means to provide this information shall consist of posting the names of the nominees for each position and the date and time of the election on the Edison Band website: http://www.edisonband.com.
(b) Election of EBPO Officers will occur at the May EBPO meeting. Except by unanimous consent, no additional names may be added to the list of nominees.
(c) When there is no more than one nominee for each office, it shall be in order for the current President to request a vote for all candidates en bloc. If there is an objection from the voting membership, a separate vote for each office will occur.
(d) Determination of the election of a nominee for each office will be determined by majority vote of those voting member's present (see Article III, §2) at the May EBPO meeting. Unless an objection is heard, the vote will consist of a verbal affirmation or show of hands to which the Secretary will record the result. If a majority of the voting members demand a secret ballot, then written ballots will be used and counted by three non-nominees from the voting membership with the results announced by the current residing President.

§4.02. Each EBPO Officer shall serve a minimum one-year term of office that begins on 1 July of the year elected and runs through 30 June of the following year. An EBPO Officer may be re-elected for a second term of office in the same position but will not hold that office for more than two consecutive elected terms. In the event an office becomes vacant during the course of a term, the President shall appoint a consenting voting member to serve as that officer for the remainder of the term.

§4.03. The duties and responsibilities of the EBPO Officers shall be:

(a) President. - The EBPO President shall: preside over organizational and Executive Committee meetings; oversee all committees; appoint standing and special committee chairs as necessary; coordinate EBPO support with the Edison Band Program Director and School Administration; and provide organizational guidance and direction, as required, pertaining to the duties and obligations associated with the office.
(b) Vice President. - The EBPO Vice President shall: perform the duties of the President in the absence of that Officer; coordinate, execute, and oversee the distribution of the summer student packets; participate actively on the standing fundraising committee; oversee the planning, preparation, and execution of the band program banquets special committee; and perform such other duties as delegated by the President.
(c) Secretary. The EBPO Secretary shall: take, maintain, and report a correct record of all organizational and Executive Committee meetings; handle all outside organizational correspondence; maintain a custodial record of all EBPO records not assigned to others; oversee the administrative paperwork requirements of the organization; and perform such other duties as delegated by the President.
(d) Treasurer. The EBPO Treasurer will maintain accurate and up to date organizational financial records that include status of student accounts, bank balance, budget status, receipts and expenditures, and student credits gained through participation in fundraising events; coordinate with members at large in regards to their band program student's account and provide student balance updates at a minimum of four times annual to the parent/guardian; provide up dates of the EBPO financial records at organizational meetings; coordinate with the Edison High School Financial Office to secure funds owed by departing band program students; develop a proposed budget covering the operating costs and expected fundraising gains for the coming Fiscal Year and present it to the EBPO Executive Committee (see Article V) in June; present the EBPO fiscal year proposed budget to the voting members at the September meeting for approval; file the annual Internal Revenue tax forms; and perform such other duties as delegated by the President.

Article V. EXECUTIVE COMMITTEE

§5.01. The EBPO Executive Committee shall consist of the EBPO Officers, the Band Director, and the chairperson of each of the Special and Standing Committees.

§5.02. The duties of the Executive Committee shall be:

(a) Plan, prepare, supervise, and execute all organizational business in order to accomplish the organization purpose.
(b) Establish, organize and disband, as needed all special committees necessary to promote the objectives and interests of the organization.
(c) Coordinate and transact necessary organizational business during intervals between regular meetings.
(d) Handle such business as directed by the voting membership.
(e) Review, comment, and change, as necessary, the proposed fiscal year budget presented in June by the Treasurer in order to finalize this document for submission to the membership in September for approval.

Article VI. STANDING COMMITTEES

§6.01. The EBPO will maintain two standing committees: Fundraising and Public Relations.

(a) The Fundraising Standing Committee.

(i) Purpose - The fundraising committee will generate ideas for, organize, promote, and oversee the execution of those organizational activities designed to raise funds in support of the organizational purpose.
(ii) Committee Membership - The fundraising committee will consist of the EBPO Vice President and sufficient volunteer EBPO members to effectively conduct the business of the committee The committee may have sub-committees, each with a chairperson, which focuses on individual fundraising activities (TAG Day, Fall Fruit and Cheesecake Sale, Car Washes, etc.).
(iii) Reporting - The fundraising committee will report the status of fundraising planning and events to the membership at large at each EBPO meeting.

(b) The Public Relations Committee.

(i) Purpose - The Public Relations committee will generate and execute ideas to promote and stimulate interest in the activities of the Edison Band Program both within Edison High School and the community writ large.
(ii) Committee Membership - The Public Relations committee will consist of sufficient volunteer EBPO members to effectively conduct the business of the committee and will be chaired by a member appointed by the President and willing to execute the responsibilities of the position.
(iii) Reporting - The Public Relations committee will report the status of their planning actions and executed events to the membership at large at each EBPO meeting.

Article VII. SPECIAL COMMITTEES

§7.01. The EBPO will establish and maintain as many special committees as necessary to conduct organizational activities and business that are generally short in duration. These committees will be organized to conduct activities / business in support of the organizational purposes and upon completion of that activity / business will be placed in inactive status or terminated.

§7.02. The EBPO special committees will consist of, but will not be limited to, the Chaperone Committee, the Uniform Committee, the Band Program Banquets and Catering Committee, and the Scholarship Committee.

(a) Each special committee will be organized with sufficient volunteer EBPO members to effectively conduct the activity / business of the committee and will be chaired by a volunteer EBPO member willing to take on the responsibilities of the position.
(b) Each special committee will provide reports during the timeframe that that committee is in operation to the EBPO members at EBPO meetings.

§7.03 The Committees and Responsibilities are as follows:

(a) Chaperone Committee - To plan, organize and execute chaperone responsibilities at those Edison band program activities that require said duties.
(b) Uniform Committee - Issue to the students, repair, and receive turn in of the Edison Band Program Uniforms; provide instructions to students in regards to the care and cleaning of said uniforms; and arrange for, and execute summer uniform cleaning and storage.
(c) Band Program Banquets and Catering Committee - Plan, coordinate, decorate, and execute all band program
banquets and awards ceremonies. Plan and execute catering necessary in support of those Edison band activities requiring said need.
(d) Scholarship Committee - Review and update scholarship criteria and application material, coordinate with the Treasurer on the awarding year scholarship amount, make available to Seniors who participated in the Edison band program during any of their four years at Edison High School with scholarship applications, requirements, and timelines for turn in, review applications and adjudicate on a winner(s), and announce the winner(s) at the Spring Banquet. The Scholarship Committee membership will consist of an odd number of EBPO members having no scholarship eligible students in rolled in the Edison band program.

Article VIII. Meetings

§8.01. The EBPO shall hold regular meetings of the membership on a monthly basis throughout the school year: September - November and January - May. The meetings will occur on the 2nd Tuesday of the month in the Edison High School Band Room and will begin at 7:00 p.m., unless other wise decided upon by the Executive committee.

§8.02. The EBPO regular meeting agenda will consist of, at a minimum, discussion of the last meeting minutes, a review of the budget, report from the standing committees, reports from special committees, review of old business, and discussion of new business.

§8.03. The EBPO May meeting will be a general meeting wherein the EBPO Officers for the following School year shall be elected (see Article IV, §1).

§8.04. The notification time for both the regular and general meetings will be a minimum of one (1) week in advance of said meeting.

§8.05. The EBPO will hold special meetings upon the call of the President with a minimum of three (3) days notice to discuss matters of immediate importance to the members writ large.

§8.06. Regular and Special EBPO meeting shall have a quorum of fifteen (15) members of which a minimum of two (2) must be members of the Executive Committee.

§8.07. Standing and Special Committees shall meet upon the call of the chairperson with a minimum of three (3) days notice at times and places selected and coordinated by the chairperson. A simple majority shall constitute a quorum for these meetings.

§8.08. Roberts Rules of Order will govern all meetings where applicable and are not inconsistent with these by-laws or other EBPO rules.

Article IX. FINANCES

§9.01 The EBPO is organized exclusively for the purpose of providing charitable non-profit support to the Edison High School Band Program, and as such will establish a budget with which to control all organizational financial affairs.

§9.02 Under no circumstances will the net earnings of the EBPO benefit, or be distributed to its members, officers, or other private persons except where the organization is authorized and empowered to pay a reasonable compensation for services rendered and/or to make payments and distributions in accordance with budgeted expenses as required by §501(c)(3) of the Internal Revenue Code (or future Federal Tax Code requirements) under which the organization is structured.

§9.03 The Budget.

(a) The Treasurer will prepare each year in June a proposed budget and submit it to the EBPO Executive Committee for approval. The proposal will include:

(i) An outline of the expected EBPO costs/expenditures and fundraising gains by specific major categories for the coming school year.
(ii) The proposed student financial obligation amounts for each band program activity for the coming school year.

(b) The EBPO Executive Committee will, not later than 30 June, review the proposed budget, modify it as required, and approve it for presentation to the EBPO membership in September at the start of the next school year.
(c) The President and Executive Committee may approve in advance of the formal organizational budget approval payment(s) of contractual obligations and other necessary organizational expenses in the interim timeframe between the Executive Committee approval of the proposed budget in June and the final budget approval in September.
(d) At the regular September EBPO meeting, the Treasurer will present the proposed school year EBPO budget for approval. The proposed budget will include both the break out of EBPO expenses and gains by category and also include the student fundraising financial obligation per band program activity. A majority vote of the voting members (see Article III, §2) is necessary for approval. If approval is not obtained, the President will conduct a discussion amongst the voting members present to determine the area(s) of the proposed budget requiring change. Following an approval of a motion from the floor, the budget will be modified to resolve the issue(s) and resubmitted to the EBPO membership in October for another approval vote. As required, this procedure will continue until such time as the voting members approve the budget.
(e) Once the budget is approved, the Treasurer is authorized to disburse funds without Executive oversight for all approved budgeted purposes up to the amounts approved.
(f) To meet changing circumstances, the Executive Committee may authorize expenditures by category different from that approved by the budget, provided that the total expenditures remain within the aggregate approved amount.
(g) If disbursement of funds for other purposes not budgeted, or for amounts in excess of the approved category budget are necessary, then the following procedures will be implemented.

(i) If sufficient time exists to discuss and vote upon these expenditures at a regular EBPO meeting then this procedure will be followed. In this case, a majority vote of the voting membership (see Article III, §2) is necessary for approval.
(ii) If insufficient time is available to decide upon these expenditures at a regular EBPO meeting, then the President is authorized to approve the disbursement of the required funds to pay these expenses. However, at the next regular EBPO meeting, the President is responsible for reporting the expenses and the reasoning behind the decision to spend these funds to the membership.
(iii) In cases where disbursement of funds occur to pay for expenses not budgeted or that exceed approved budgeted amounts, the Treasurer will make proposed budget changes, as necessary, and submit them to the EBPO membership for approval at the next regular EBPO meeting.
(iv) The President and the Executive Committee may authorize the expenditure of funds in whatever amounts may be necessary to undertake a fundraising event and other off-budget activities when costs for said events will be subsequently reimbursed during the execution of the fundraising activity.

§9.04 Since the majority of the costs associated with the Edison High School band program are not covered by County/Public funds, the Fundraising Committee, upon approval of the budget, will propose to the Executive Committee fundraising efforts to raise, to the extent possible, the necessary funds to underwrite the approved budget operating costs.

§9.05 Student Accounts

(a) Upon approval of the budget and the estimated Student Participation Costs for each band program activity, the Treasurer is responsible for establishing and maintaining an account standing for each band program student that includes:

(i) A beginning balance. For returning band program students, this balance will be the balance brought forward from the previous school year's account. For new band program students, this balance will be zero ($0.00).
(ii) Program Fees for each unit in which the student is a participant in.
(iii) Direct Participation charges as incurred for payment by the EBPO for expenses directly related to the unit of participation, hotel, meal, etc. expenses.
(iv) Credits for 80% of the value of the proceeds realized by that student for participation in an EBPO fundraising activity.
(v) Credits for the value of student/parent/guardian payments made into the individual account.
(vi) Current Balance standing based on adding the student's beginning balance, Program Fee charges, and Direct Participation charges and then subtracting credits gained through fundraising and/or payments.

(b) The Treasurer is responsible for keeping parents/guardians/students informed of the status of student accounts. To achieve this, the Treasurer will mail student band program account statements to parents/guardians a minimum of three times during the course of the school year. In addition, the Treasurer will be prepared to discuss student account standings at each regular EBPO meeting.
(c) To insure that the approved EBPO annual budgeted financial goals are met, parents/guardians of each Band Program member will receive a written explanation of student fundraising financial obligation responsibilities and will be requested to agree in writing to reimbursing the EBPO for any part of their student's annual financial obligation that is not met through participation in fundraising activities. The Treasurer will maintain these written agreements on file.
(d) In cases where a student fails to meet his/her financial obligation by April 30 of each school year, the Treasurer is responsible for notifying the parent to attempt to resolve the issue. In such cases, the resolution to the problem will be accomplished in one of the following manners

(i) Parent/Guardian and/or student pay the debt owed.
(ii) Parent/Guardian ask that the student balance due be rolled over to the following school year due to financial constraints. This applies only for those students who will be returning band program students and must be approved by the EBPO Executive Committee.
(iii) For a graduating or transferring student that fails to pay any balance due, a financial obligation slip is submitted to the Edison High School Finance Officer identifying the student in debt, the amount owed, and the year of graduation. In both situations, the financial obligation slip must be in the Edison Finance Officer's office prior to either the student's graduation or transfer. Once this is accomplished, Edison High School is responsible for assisting the EBPO in collecting the debt owed.

(e) In cases where a student exceeds his or her annual fundraising financial obligation, those funds in excess which have been paid into the student's account by the parent/guardian or student may be refunded. At no time are funds raised through student fundraising activities authorized (see Article IX, §2) for disbursement to the student and or parent/guardian.

§9.06 All funds raised through EBPO fundraising activities, or otherwise received by the organization, will be deposited by the Treasurer into an account at a financial institution under the organizations name and will be disbursed by the Treasurer only as authorized by Article IX, §2.

§9.07 The Treasurer is responsible for maintaining the EBPO's financial records in a way that will be compatible with, and facilitate, the necessary and required reporting to the Internal Revenue Service in accordance with §501(c)(3) of the Internal Revenue Code. For reporting purposes, the EBPO fiscal year will run from 1 July to 30 June.

§9.08 Prior to the submission of the Internal Revenue report each year, the EBPO financial records will be audited by an individual appointed by the President and who has not had a direct involvement in the organizational financial activities.

§9.09 Upon the dissolution of the EBPO, its assets shall be distributed for one or more exempt purposes within the meaning of §501(c)(3) of the Internal Revenue Code, or corresponding §of any future Federal Tax Code, or shall be distributed to the Federal, State, or Local Government for public purposes.

Article X. AMENDMENTS AND CONFORMING RULES

§10.01 Amendment to these EBPO By Laws may be proposed and discussed at any EBPO regular meeting. Procedures for the adoption of proposed amendments will be in accordance with the following

(a) A motion to amend that is properly seconded will not be adopted until all the membership has been informed of the proposed change and a vote at the next scheduled EBPO regular meeting is taken.
(b) Informing the EBPO membership of the proposed change will occur during the timeframe between the meeting in which the proposed change is motioned and the next regular EBPO meeting. The Edison Band website: www.edisonband.com is the method of informing the membership of the proposed change and voting date.
(c) After appropriate notice to the membership, the proposed amendment(s) will be discussed at the next regular EBPO meeting and voted on by the voting members present (see Article III, §2). By unanimous consent, multiple amendments will be voted and considered en bloc. Adoption of an amendment(s) to the By Laws shall require a majority vote of approval.

§10.02 Operating or procedural rules otherwise in conformance with these By Laws may be adopted at any time upon a motion, with a proper second, and an approval vote of the majority of voting members (see Article III, §2) at any regular EBPO meeting.