BCAD Booster Club

The BCAD Booster Club is committed to fostering a supportive environment for all Article I: Name and Purpose

1. The name of the organization shall be BCAD Booster Club.
2. The purpose is to support the Bucks County Arts and Dance students and staff.

Article II: Membership

1. Membership is open to all parents/guardians of students currently enrolled at Bucks County Arts and Dance.
2. No annual dues

Article III: Officers (The Board)

1. President 

Presides over meetings, main point of contact for the Studio Director.

2. Vice President

Assists the President and leads committees.

3. Secretary

Records meeting minutes and handles official correspondence.

4. Treasurer

Manages all funds, provides monthly financial reports, and handles tax filings.

Article IV: BCAD Booster Club: Open Floor Election Procedures

1. Call for Nominations

The presiding officer (or interim chair) shall announce the opening of nominations for each specific office, one at a time, in the following order: President, Vice President, Treasurer, and Secretary.

2. Eligibility 

Any member in good standing (a parent/guardian of a current BCAD student) may nominate themselves or another member from the floor.

3. Consent

If a member nominates another person who is not present, that person must have provided written consent to serve prior to the meeting. If present, the nominee must verbally “accept” or “decline” the nomination.

1. Seconding: For open-floor nominations, a “second” is not technically required, though it is common practice to show support.
2. Closing Nominations

Once no further names are offered for a specific office, the presiding officer shall ask: “Are there any further nominations for [Office Name]?” If there is no response, the officer shall declare: “Nominations for [Office Name] are now closed.”

5. Candidate Statements

Each nominee shall be given a maximum of two minutes to introduce themselves to the membership and briefly explain their interest in the role and their relevant experience (e.g., “I am a CPA and would like to serve as Treasurer”).

6. Voting Methods
   1. Uncontested Races: If only one candidate is nominated for an office, the chair may call for a voice vote (“All in favor, say Aye”) or a show of hands.
   2. Contested Races: If two or more candidates are running for the same office, the vote must be conducted by Secret Ballot.
   3. Two “Tellers” (members not running for office) shall be appointed to distribute, collect, and count the ballots.
   4. A simple majority (51%) of the members present is required to win.
7. Tallying and Announcement
   1. The Tellers shall provide the written results to the Secretary. The presiding officer will then announce the winner to the membership. Ballots should be kept by the Secretary for 30 days in case a recount is requested, then destroyed.

Article V: Removal and Resignation of Officers

1. Voluntary Resignation 

Any officer may resign at any time by giving written notice to the President or the Secretary. Such resignation shall take effect at the time specified therein, or, if no time is specified, at the time of acceptance by the Board.

2. Removal for Cause 

Any officer may be removed from office for “cause” by a two-thirds (2/3) affirmative vote of the remaining Board members present at a meeting where a quorum is met. “Cause” for removal includes, but is not limited to:

1. Failure to perform the duties of the office as outlined in these Bylaws.
2. Misconduct or misappropriation of Club funds or assets.
3. Conduct that is detrimental to the reputation or mission of Bucks County Arts and Dance or the Booster Club.
4. Violation of the Club’s Conflict of Interest policy.
5. Automatic Removal (Attendance) 

To ensure the effective operation of the Club, any officer who fails to attend three (3) consecutive regularly scheduled meetings without prior notification or a valid excuse (as determined by the President) shall be deemed to have voluntarily resigned their position. This vacancy shall be recorded in the meeting minutes and filled in accordance of Section 5 of this Article.

4. Due Process 

Prior to a vote for removal for cause (Section 2), the officer in question shall:

1. Receive written notice of the proposed removal and the reasons thereof at least seven (7) days prior to the meeting.
2. Be given the opportunity to be heard by the Board (either in person or in writing) prior to the final vote.
3. Vacancies 

Should an office become vacant due to resignation or removal, the President (with Board approval) shall appoint an interim officer to serve the remainder of the unexpired term, or until a special election can be held.

Article VI: BCAD Booster Club: Conflict of Interest Policy

1. Purpose 

The purpose of this policy is to protect the interests of the BCAD Booster Club when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Club.

2. Definition of “Interested Person” 

Any director, principal officer, or member of a committee with governing board-delegated powers who has a direct or indirect financial interest is an interested person. A financial interest exists if the person has:

1. An ownership or investment interest in any entity with which the Club has a transaction or arrangement.
2. A compensation arrangement with the Club or with any entity or individual with which the Club has a transaction or arrangement.

3. Procedures
   1. Duty to Disclose: In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest to the Board.
   2. Determining Whether a Conflict Exists: After disclosure of the financial interest, the interested person shall leave the Board meeting while the remaining board members discuss and vote on whether a conflict of interest exists.
4. Procedures for Addressing the Conflict 

The Board shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

1. The Board shall determine whether the Club can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
2. If a more advantageous arrangement is not reasonably possible, the Board shall determine by a majority vote of the disinterested directors whether the transaction is in the Club’s best interest and is fair and reasonable.
3. Violations of the Policy If the Board has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

Article VII: BCAD Booster Club: Meeting & Voting Procedures

1. Meeting Schedule & Notification
   1. Frequency The Board shall meet once per month on the first Thursday of the month.
   2. Notice: The Secretary shall send a meeting reminder and a “Draft Agenda” to all members at least 7 days prior to the meeting.
   3. Special Meetings: The President may call a “Special Meeting” for urgent matters (e.g., an emergency costume order) with 48 hours’ notice.
2. The Standard Agenda (Order of Business)

To maintain consistency, every monthly meeting should follow this flow:

1. Call to Order: The President opens the meeting.
2. Approval of Minutes: The Secretary reads (or distributes) the minutes from the previous month for approval.
3. Treasurer’s Report: A mandatory update on the bank balance, recent income (fundraisers), and upcoming expenses.
4. Committee Reports: Updates from specific groups (e.g., Spirit Wear Committee, Gala Committee).
5. Unfinished Business: Items discussed last month that still need a decision.
6. New Business: Fresh ideas or upcoming needs.
7. Studio Director’s Report: A time for the BCAD Director (or presiding President) to share upcoming school needs.
8. Adjournment: The President officially ends the meeting
9. Voting Procedures

Spending must be approved by a vote to protect the Board from liability.

1. Quorum: A “Quorum” is the minimum number of members who must be present for a vote to be valid. Our Quorum is a simple majority of the Board, 3 out of 4 officers, plus any members present.
2. Motions: All actions must start with a motion.
   1. Example: “I move that we spend $500 on new team warm-up jackets.”
   2. Process: Another member must “Second” the motion.
3. Discussion: The President opens the floor for 5–10 minutes of debate.
4. The Vote
   1. Routine Items: Voice vote (“Aye” or “Nay”) or show of hands.
   2. Sensitive/High-Cost Items: If any member requests it, a secret ballot shall be used.
   3. Conflict of Interest: Any member with a financial stake in a vote must recuse themselves (as per your previously drafted policy).
5. Virtual vs. In-Person
   1. Electronic Voting: For minor decisions between monthly meetings (e.g., “Do we want the blue or black ribbons?”), voting may be conducted via email or a secure messaging app.
   2. Hybrid Meetings: Members attending via Zoom/Teams have full voting rights as if they were present in the studio.
6. Documentation (The Minutes)

The Secretary is responsible for recording every vote. The minutes must reflect:

1. The exact wording of the motion.
2. Who made the motion and who seconded it.
3. Whether it passed or failed.
4. Crucial: You do not need to record who said what during a disagreement—just the final outcome.

Article VIII: Financial Administration

1. Fiscal Year 

The fiscal year of the BCAD Booster Club shall begin on September 1 and end on August 31 of the following year.

2. Annual Budget
   1. Drafting: The Treasurer, in consultation with the Executive Board and the Studio Director, shall draft an annual budget for the upcoming fiscal year.
   2. Approval: The budget shall be presented to the general membership at the first meeting of the fiscal year. A majority vote of the members present shall be required to adopt the budget.
   3. Authority: Once the budget is adopted, the Board is authorized to spend funds within the approved categories and limits without further membership votes.
   4. Expenditures Outside the Budget: Any expense not specifically included in the approved annual budget, or any expense exceeding a budgeted category by more than 10%, must be approved by a majority vote at a regular or special meeting.
   5. Discretionary Spending: The President and Treasurer shall have the authority to approve emergency or incidental expenses not to exceed $100.00 per occurrence, provided such expenses are reported at the next scheduled meeting.
3. Banking and Signatures
   1. All funds shall be deposited into a dedicated BCAD Booster Club bank account.
   2. The Club shall not use the personal Social Security Number of any member; all accounts must be tied to the Club’s Employer Identification Number (EIN).
   3. Two-Signature Rule: All checks or withdrawals exceeding $500.00 shall require the signature or written digital approval of two (2) authorized Board members (typically the President and Treasurer).
4. Reimbursements 

No member shall be reimbursed for out-of-pocket expenses without the submission of an original itemized receipt. Reimbursement requests must be submitted within 30 days of the purchase.

5. Financial Reporting (The Monthly Audit) 

The Treasurer shall present a written financial statement at every regular meeting, including:

1. Current bank balance.
2. Income received since the last report.
3. Expenses paid since the last report.
4. Comparison of actual spending vs. the approved budget.
5. Dissolution of Funds 

In the event of the dissolution of the BCAD Booster Club, all remaining assets, after paying all liabilities, shall be donated to Bucks County Arts and Dance (if it is a non-profit) or another designated 501(c)(3) organization.

Article IX: Amendments to Bylaws

1. Submission of Proposals 

Any member in good standing may propose an amendment to these Bylaws. Proposals must be submitted in writing to the Secretary at least fourteen (14) days prior to a regularly scheduled meeting, except for the first meeting.

2. Notice to Membership 

Upon receipt of a proposed amendment, the Secretary shall notify the general membership of the intent to amend the Bylaws. This notice must include:

1. The current wording of the section to be changed.
2. The proposed new wording.
3. The date, time, and location of the meeting where the vote will occur.
4. Notice Period 

This notice must be sent at least seven (7) days prior to the meeting.

4. Review and Discussion 

The proposed amendment shall be read aloud at the scheduled meeting. Members shall be given a reasonable opportunity to discuss the merits and potential impact of the change.

5. Voting Requirement 

An amendment to the Bylaws shall require a two-thirds (2/3) affirmative vote of the members present at a meeting where a quorum has been established.

1. Note: Because Bylaws are the “law” of the club, a higher threshold (2/3) is used rather than a simple majority (51%) to ensure broad consensus.
2. Effective Date 

Approved amendments shall take effect immediately upon the conclusion of the vote, unless the motion specifically states a future effective date.

7. Recording and Filing 

The Secretary shall record the results of the vote in the meeting minutes and produce an updated, dated version of the Bylaws. A copy of the revised Bylaws shall be provided to the Studio Director of Bucks County Arts and Dance and made available to the membership.