Alvirne - HMS Friends of Music Bylaws June 2025
Bylaws
Alvirne - HMS
Friends of Music
(FOM)
June 2025
Table of Content
1 Purpose 1
2 Membership 1
3 Governing Body 1
3.1 Term of Office 1
3.2 Duties of Executive Board 2
3.2.1 President 2
3.2.2 Vice President, Fundraising 2
3.2.3 Vice President, Operations 3
3.2.4 Secretary 3
3.2.5 Treasurer 4
3.2.6 Assistant/Successor Treasurer 5
3.2.7 Director 5
4.0 Duties of General Membership 6
5.0 Nominations and Elections 6
5.1 Candidate Eligibility 6
5.2 Nominations 6
5.3 Elections 7
5.4 Vacancies 7
6.0 Removal or Resignation from Office 7
7.0 Appointed Committees 8
8.0 Student Representation 8
9.0 Association Meetings 8
9.1 Order of Business 8
9.2 Rules of Order 8
9.3 General Membership Meeting Quorum 8
9.4 Executive Board Meeting Quorum 9
10 By Law Administration 9
10.1 Changes to Bylaws 9
10.2 Suspension of Bylaws 9
11.0 Fiscal Year 9
12.0 Conflicts of Interest 10
12.1 Disclosure 10
12.2 Recording Disclosure 10
12.3 Agreement 10
13.0 Transfer of Funds 10
14.0 Check Request 11
15.0 Fundraising 11
15.1 FOM Fundraising 111
15.2 Student Fundraising 122
16.0 Attest 13
Appendix I - Transfer of Funds 14
Appendix II - Check Request 15
Appendix III Fundraiser Proposal Form 16
FUNDRAISING PROPOSAL FORM 17
Appendix IV - Fundraising Summary Form 18
Alvirne Friends of Music Fundraising Event Summary 19
Appendix V – Student Fundraising Proposal Form 20
STUDENT FUNDRAISING PROPOSAL FORM 21
1.0 Purpose
The Bylaws stated herein form the operating regulations for the conduct of business of the Alvirne - HMS Friends of Music (“Friends of Music” or “FOM”) organization. These Bylaws have been prepared to meet the intent and spirit of the Constitution of Alvirne -HMS Friends of Music (“FOM Constitution”) and other applicable requirements of Alvirne High School and Hudson Memorial School.
Eligibility for membership shall be open to anyone, 18 years or older. Alvirne High School students may not be voting members. Membership provides the right to vote and hold office.
General members of the Friends of Music shall abide by all applicable sections of these Bylaws.
Members are expected to represent the organization with appropriate behavior, and ethics.
Unless otherwise negotiated with the Executive Board, all monies raised or received on behalf of the Friends of Music shall be given to the Treasurer with appropriate Transfer of Funds form within ten (10) days of the event conclusion.
Prior to being nominated for any Executive Board position, the following criteria must be met:
a) The individual must have attended a minimum of three (3) normally scheduled FOM general meetings.
a) The individual can not have an immediate relative that will be serving concurrently in another position on the Executive Board.
b) The individual must be a current member of the FOM.
The proposed slate of officers shall be provided to the general membership at least 10 days prior to the general membership meeting in June.
Only those persons who meet the criteria as stated in paragraph 5.1 and have consented to serve if elected to the nominating committee shall be nominated for an office.
Any officer may be re-nominated for the next year either in their current position or another position.
Election of Officers shall be conducted by written ballot (if multiple candidates) at the June general meeting, by a majority vote of those authorized members present and voting.
Members authorized to vote in the elections shall be those members who have attended a minimum of three (3) general meetings. Ballots will be distributed only to those members who meet this criterion.
The elected officers shall assume the duties of their office effective July 1 of that year.
Two individuals from the general membership shall be selected to count ballots. Counters of ballots cannot be on the ballot.
In the event of a vacancy occurring in the office of President, the Vice-President of Operations shall serve as president for the remainder of the term and appoint a Vice-President of Operations.
In the event of a vacancy in any office other than President, the President shall fill the position by appointment for the remainder of the term.
The Friends of Music shall be a self governing body consisting of elected officers who shall comprise the “Executive Board” (“Eboard”) and other general members.
The Executive Board shall consist of the following elected positions:
President
Vice-President, Fundraising
Vice President, Operations
Treasurer
Assistant/Successor Treasurer
Secretary
Director (Music Director of Alvirne High School) this is not an elected position.
The term of office for elected officers shall be July 01 through June 30 of the following year and each elected officer shall serve two year terms, except for the Treasurer. The Treasurer shall be elected to a term of three years, serving as Assistant Treasurer in the first of those three years.
Officers shall not serve more than four consecutive years after which all officers shall take a minimum of one year break from service before seeking election to any Executive Board office, provided a successor can be elected.
All officers are bound to abide by the duties set forth in the following sections of these Bylaws and all applicable rules and regulations set forth by Alvirne High School and Hudson Memorial School.
5.2.1 President
Duties are:
Duties are:
Duties are:
Duties are:
Duties are:
Duties are:
Duties are:
Representatives from each student musical group (concert band, marching band, stage band, chorus, or other) may attend all general meetings and act as liaison between this organization and the student body. These representatives will have no voting rights.
General meetings shall be held at the discretion of the Executive Board. The dates for the general meetings shall be approved at the June meeting and published.
The agenda for meetings shall be:
Robert's Rules of Order shall be used as a guide for both general meetings and Executive Board meetings. Specific rules shall be applied at the discretion of the President.
Three (3) Executive Board members constitute a quorum for the transaction of business. The Director need not be present to conduct a general membership meeting.
Three (3) members, one of which is the Music Director, constitute a quorum for the transaction of business.
9.0 By Law Administration
Proposed changes to the Bylaws must be made in writing and presented to the Board at least 30 days prior to any meeting.
Once approved, the Bylaws become effective immediately.
If in the best interest of The Friends of Music, a situation occurs which would prevent business from being acted upon, due to existing restrictions; the Executive Board can suspend the applicable section(s) of the Bylaws for the purpose of acting upon said business. This suspension will require a vote of two-thirds of the Executive Board. The suspension will only be in effect to act upon said business.
The fiscal year of the FOM shall be from July 1st (first) through June 30th (thirtieth) of each year.
Any possible conflict of interest on the part of any Executive Board member of the Friends of Music organization shall be disclosed in writing to the Executive Board. Disclosure shall be made when the interest involves a specific issue before the Executive Board. Where transactions involving a member of the Executive Board exceed five hundred dollars ($500.00) in a fiscal year, then a two-thirds vote of the disinterested Executive Board members.
The minutes of the Executive Board meeting where such transaction(s) is divulged shall reflect that a disclosure was submitted, names of abstaining voter(s) and the actual vote itself.
Every new member of the Executive Board will be advised of this policy upon entering the duties of his or her office, and shall sign a statement annually acknowledging the understanding of and agreement to this policy. The Secretary shall retain the signed statement.
The use of a Transfer of Funds form is required when submitting money to the Treasurer. The purpose of this form is to provide pertinent information to the Treasurer and serve as a record of the fundraising activity.
Appendix I provide the form to be used.
Instructions:
Date | Date funds are transferred to the Treasurer |
To | Name of Treasurer |
Submitted by | Name of individual transferring the form and funds |
Amount | Amount being transferred |
Purpose | Identify the source of the funds |
Comments | Comments pertinent to the funds, receipts, etc. |
Signed | Signature of individual transferring funds |
Date | Date of transfer. |
A check request form will be completed when an individual is being reimbursed for expenses. This form will serve as a record for the Treasurer identifying why a check was issued to an individual.
Date | Date of request |
To | Name of individual writing check |
Make payment to | Name of individual to be paid |
Requested by | Name of individual requesting payment |
Amount | Amount to be paid |
Purpose | Reason for payment |
Receipt Attached | Yes / No or explanation (under certain circumstances receipts are not available. |
Comments | Comments pertinent to transaction. |
Appendix II provides the form to be used.
We, the officers of the Alvirne -HMS Friends of Music organization attest that this is a true and complete copy of the Alvirne - HMS Friends of Music Bylaws, as amended and approved. Signatures of this testament are on file with the Secretary.
President | Date | |
Vice President, Fundraising | Date | |
Vice President, Operations | Date | |
Secretary | Date | |
Treasurer | Date | |
Assistant/Successor Treasurer | Date | |
Director of Music, Alvirne High School | Date |
See next page for form
Transfer of Funds
Date: | ||
To: | ||
Submitted by: | ||
Amount: | $ | |
Purpose: | ||
Comments | ||
Signed Date |
See next page for form
Check Request Form
History of Revisions:
Date | Description of Change |
June 2000 | Revised how student accounts will be managed |
June 2001 | Revised duties of the Vice-president |
June 2002 | Added Immediate Past President to Executive Board and defined duties |
March 2005 |
|
Nov. 2006 |
|
June 2008 |
|
October 2008 |
|
May 2009 |
|
June 2010 | a) Attest (item 16.0) revised to reflect current dates. |
History of Revisions continued:
September 2010 |
|
June 2016 |
|
May 2018 |
|