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.

2.0        Membership

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.

3.0        Duties of General Membership

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.

4.0        Nominations and Elections

4.1 Candidate Eligibility

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.

4.2        Nominations

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.

4.3        Elections

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.   

4.4        Vacancies

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.

5.0        Governing Body

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.

5.1        Term of Office

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.

5.2        Duties of Executive Board

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:

1. Preside over all meetings of the Friends of Music and the Executive Board.
2. Fill any vacant positions by appointment, redirecting execution of volunteer positions as necessary and dismissing volunteers when protocol is not followed.
3. Prepare and make available for review, agendas for the Executive Board one week in advance of the meeting.
4. Perform duties that are customary for the office such as assigning tasks and maintaining oversight of the progress and completion of each assignment.  
5. Have access to perform and conduct review of bank reconciliations.
6. Upon the expiration of the term of office, all records pertaining to this office shall be turned over to the successor.

5.2.2        Vice President, Fundraising

Duties are:

1. Provide oversight and coordination for all fundraising activities.
2. Recruit members to assist in all fundraising activities by performing the following tasks:

1. On a continual basis, actively solicit, review, summarize positive and negative aspects, monetary gains, and risks of various fundraising activities, and present to the FOM Executive Board for review and approval.
2. Coordinate fundraising sales activities as approved by the Executive Board.
3. Arrange for distribution of products sold, collecting money, and maintaining appropriate records.
4. Ensure money raised along with the appropriate form is transferred to the Treasurer within ten (10) days of the completion of an event.

3. Guide student officers of the musical groups in the planning and operation of student-run fundraising activities that require involvement of FOM members.
4. Upon the expiration of the term of office, all records shall be turned over to the successor.

5.2.3        Vice President, Operations

Duties are:

1. Preside over all meetings in the absence of the President.
2. Prepare and maintain job descriptions for each appointment made by the Executive Board. Reference section 7.0.
3. By-Law Chairperson
4. Maintaining the history of the music department activities.
5. Provide oversight of details of activities such as parades, football game performances, band shows, and other similar activities.
6. Create and maintain job descriptions and associated procedures for the conduct of activities.
7. Assigning, altering, cleaning and storing uniforms.
8. Upon the expiration of the term of office, all records including job descriptions, procedures and other similar records shall be turned over to the successor.

5.2.4        Secretary

Duties are:

1. Record minutes of the general and Executive Board meetings.
2. Record and retain attendance records of those present at Executive Board meetings.
3. Record and retain attendance records of those present at FOM general meetings.
4. Prepare written minutes of all general and Executive Board meetings.
5. Submit minutes of Executive Board and General FOM meetings to the Executive Board for review no later than 14 days after a meeting.
6. Conduct the general correspondence of the organization as requested by the Executive Board.
7. Retain all non-financial records such as correspondence, agendas, and minutes of meetings, for a minimum of seven (7) years.
8. Ensure Executive Board officers sign the Attest statement located at the end of the Bylaws whenever a new officer is elected.
9. Record and retain attendance records as required to determine eligibility for nomination to Executive Board positions.
10. Distribute voting ballots for Executive Board elections only to those members who have satisfied the eligibility requirements as stated in paragraph 5.3.
11. Upon expiration of the term of office all records in their complete form, together with all correspondence, shall be turned over to the successor.

5.2.5 Treasurer

Duties are:

1. Be responsible for the maintenance of such books of account and record as to comply with State and Federal regulations.
2. Have custody of all funds of the organization.
3. Keep a full and accurate account of receipts and expenditures.
4. Make disbursements for FOM expenses.
5. Have authority to require a form to be submitted for each deposit and/or expense at his/her discretion for ease of tracking transactions.
6. Present a financial statement at every general meeting of the membership and at other times when requested by the Executive Board.
7. Ensure a qualified accountant conducts an examination of the financial records to confirm its overall accuracy, prior to the filing of taxes for the related fiscal year.
8. Seek approval of the Board for any changes to the accountant.
9. Be bonded for $100,000 minimum. Fees shall be paid by the FOM organization.
10. The monthly bank reconciliations must be reviewed and signed by someone who does not have authorization to sign checks.
11. Maintain an account with a bank approved by the Executive Board.
12. Coordinate a detailed annual budget, a copy of which shall be provided to the Executive Board prior to the September general meeting and be made available to the general membership upon request.
13. Ensure a copy of each year’s tax return will be filed on time. A copy of all schedules of the tax return will be made available to the Executive Board the next meeting after filing. The tax return will be available to the general membership upon request.
14. Depositing of funds in the bank account shall be made within fifteen (15) days of receipt of funds by the Treasurer.
15. Ensure student accounts are maintained.
16. Train the Assistant/Successor Treasurer to assume duties at the end of the term.
17. Upon expiration of the term of office, the funds, bank statements, receipts, documents and records in their complete form, together with all correspondence, shall be turned over to the successor.

5.2.6  Assistant/Successor Treasurer

Duties are:

1. Shadow the Treasurer in a year when the current Treasurer will be leaving the organization at the end of the next school year.
2. The Assistant/Successor Treasurer will not have the ability to sign checks
3. The Assistant/Successor Treasurer will not be able to record entries in the accounting system or perform any duties of the Treasurer without the supervision of the current Treasurer.
4. The Assistant/Successor Treasurer will have a seat with voting rights during Eboard meetings.

5.2.7  Director

Duties are:

1. Serve as advisor in all FOM activities.
2. Serve as advisor on school policy and regulations.
3. Determine major musical events to be held for the school year.
4. Be liaison between FOM and school administration.
5. Be a voting member of the Executive Board.
6. Have veto power on any FOM activity when determined to be in direct conflict with or not meet the spirit of the philosophy of the music department or any school regulation.  

6.0        Removal and Resignation from Office

1. Removal – In the event of a misuse of their duties of office, deliberate violation of the Bylaws, Constitution, school policy or disgrace to the position, an officer may be suspended of their duties by a majority vote of the Executive Board. An officer may be removed from office, once all arguments have been provided to the general membership, by two-thirds (2/3) vote of the general registered membership present and voting at a general meeting.
2. Resignation – Any Executive Board member, officer, or person appointed to any position may resign his or her position at any time.  Such resignation is to be made in writing and to take effect from the time of its receipt by the President unless some other time is fixed in the resignation.

7.0         Student Representation

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.

8.0        Friend of Music General Membership Meetings

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.

8.1        Order of Business

The agenda for meetings shall be:

1. Call to order
2. Concurrence of previous meeting minutes
3. Report of the Treasurer
4. Old Business
5. New Business 
6. Questions/Comments.
7. Adjournment

8.2        Rules of Order

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.

8.3        General Membership Meeting Quorum

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.

8.4        Executive Board Meeting Quorum

Three (3) members, one of which is the Music Director, constitute a quorum for the transaction of business.

9.0        By Law Administration

9.1        Changes to Bylaws

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.

9.2        Suspension of Bylaws

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.

10.0        Fiscal Year

The fiscal year of the FOM shall be from July 1st (first) through June 30th (thirtieth) of each year.

11.0        Conflicts of Interest

11.1        Disclosure

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.

11.2        Recording Disclosure

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.

11.3        Agreement

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.

12        Transfer of Funds

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:

13.0        Check Request

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.

Appendix II provides the form to be used.

14.0        Attest

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.

Appendix I - Transfer of Funds

See next page for form

Transfer of Funds

Appendix II - Check Request

See next page for form

Check Request Form

History of Revisions:

History of Revisions continued: