Madison Scouts Alumni Association Bylaws

The Madison Scouts Alumni Association (MSAA) serves as a representative body composed of Madison Scouts Alumni whose purpose is to foster camaraderie and directly support the Madison Scouts organization in reaching its goals.

The Mission of the Madison Scouts Alumni Association is to:

• Utilize the time, talent, and resources of Madison Scouts Alumni to build a stronger connection to the current and future corps.
• Enhance communication and events for Madison Scouts Alumni to connect both within and between generations of the Madison Scouts fraternity.
• Create an ongoing financial legacy that will ensure the long-term stability of the Madison Scouts organization.

The MSAA seeks to connect, organize, and engage alumni and current members to build a lifelong connection in support of the Madison Scouts organization. The MSAA intends to accomplish this through social activities, community outreach and fundraising. MSAA seeks to operate consistent with all Forward Performing Arts, Inc. policies and an organizational structure that facilitates risk mitigation to MSAA, FPA and the Madison Scouts and is adherent to guidelines for Youth Protection and Safety for the performing members, staff and administration of the Madison Scouts.

The Values for guiding the Mission of the Madison Scouts Alumni Association are:

• Integrity: We are guided by honesty, respect, inclusion and trust in all our actions.
• Advocacy: We promote and educate the community on the value of investing in the Madison Scouts and its members.
• Passion: We are champions for the Madison Scouts, our alumni, and the attributes that are uniqur communities.
• Community: We foster a connection with current members, all alumni, and our communities.

The goals and objectives of the MSAA include:

• Locate, organize and encourage participation of all Madison Scouts alumni in the MSAA.
• Foster the emotional connection of Madison Scouts alumni to the Madison Scouts organization (May You Never Walk Alone).
• Foster creation of Alumni Chapters organized by common delineations such as geography, year(s) marched, section performed in, or any other meaningful grouping as decided by the chapter organizer.
• Support Alumni social gatherings throughout the year to encourage camaraderie amongst the alumni and help with alumni retention. Represent and support the Madison Scouts organization in the community at public events and gatherings.
• Represent and support the Madison Scouts organization in the community at public events and gatherings.
• Organize volunteer opportunities to support all Madison Scouts programs.
• Support local community efforts that provide sponsorship to the Madison Scouts organization.
• Foster alumni support of active Madison Scouts members through mentoring and friendship. Ideally, this will create a bond between generations of Madison Scouts alumni and promote the transition of current Madison Scouts members into active alumni as part of the MSAA.
• Create and foster professional support and create a network among alumni for the purpose of career path support and advancement.

The MSAA is open to all former marching members in good standing who were active participants in at least one performing season with the Madison Scouts Drum & Bugle Corps. Where, a member in good standing is defined as all Madison Scouts performing member financial obligations have been met (i.e. no outstanding debt (e.g. tuition) is owed to the Madison Scouts).

MSAA membership is also open to individuals who auditioned for, earned a performer spot and met their financial obligations to the Madison Scouts, but were unable to complete a full performance season with the Madison Scouts due to extenuating circumstances (e.g. injury etc). The MSAA Officers (Chair, Vice Chair, Secretary, &/or Treasurer) will evaluate each set of extenuating circumstances in alignment with the values of the MSAA.

There is no fee required to become a member of the MSAA.

The only obligation for membership in the MSAA is to provide contact information to the MSAA for the sole purpose of communication amongst and with the organization members.

Requested contact information will be protected as Personally Identifiable Information (PII) through application of current cybersecurity standards for encryption practices with authentication controls and limited access to be used solely for the purpose of MSAA communications. Protection of MSAA member PII will be compliant with Forward Performing Arts, Inc. (FPA) data privacy policies and General Data Protection Regulation (GDPR) rules for the European Union.

Requested MSAA member information to include name, years and section marched in the Madison Scouts, occupation(s), current email, mailing address and phone number.

Section 1: Cooperation with Forward Performing Arts, Inc (FPA)

MSAA members will conform to all aspects of the currently published Policy Manual of FPA in order to be consistent with guidelines for Youth Protection and Safety for the performing members, staff and administration of the Madison Scouts.

All funding raised by the MSAA will be provided to FPA as restricted funding for the sole purpose of supporting the Madison Scouts and to support planning and operation of an MSAA alumni performance ambassador event.

No part of the net earnings of the MSAA corporation shall insure to the benefit of, or be distributed to, its members, directors, or other private persons except that the corporation (MSAA) shall be authorized and empowered to pay reasonable compensation for services rendered.

The MSAA Board Chair (or another MSAA Board member designated by the MSAA Board and approved by the MSAA Board Chair) will be presented for appointment to the FPA Board following all FPA procedures including vetting by the Governance Committee and with the approval of the FPA Board.

Section 2: Voting Members

Voting Members of the organization are defined as valid MSAA members (adherent to Article IV) that have attended at least one MSAA meeting either in person or remotely in the six months prior to participating in a vote.

Section 3: Officers and Board of Directors

The Officers of this association shall consist of a Chair, Vice Chair, Secretary, and Treasurer. These Officers shall be elected bi-annually to serve a two year term.

There shall be a Board of Directors consisting of the Officers named above and other At-Large Board Members. These At-Large members shall be elected bi-annually to serve a two year term. There shall be a minimum of six (6) At-Large members.

Term periods of the Board of Directors shall be alternating. In even numbered years the Chair and Vice Chair positions shall be elected, in odd numbered years the Treasurer and Secretary positions shall be elected. At-Large members should have alternating term periods as well, maintained to the best of the abilities of the Election Committee.

If a vacancy occurs partway through a term, either by resignation, changing positions, removal, or death, the MSAA Chair shall appoint a member to serve the balance of the term of the individual being replaced.

In the event that the Chair is unable to preside over meetings of the association and of the Board of Directors, the Vice Chair shall officiate. In the absence of the Chair and the Vice Chair, the Board of Directors shall appoint a Chair pro tempore from the remaining members of the Board of Directors until the elected officers can assume their regular duties or until the next regular election, whichever is earlier.

Any Board Member may be removed from office, with cause, upon an affirmative vote of two-thirds of the entire Board of Directors at a duly constituted Board of Directors meeting.

MSAA Board Members will be compliant with Policies and Procedures of FPA.

Each MSAA Board Member, upon expiration of their term or in case of resignation, shall submit to the MSAA Chair within seven (7) days all records, books, funds, and other material pertaining to the position held. The leaving member shall make a summary of activities with reference to contacts, type of projects undertaken, and recommendations.

The Board of Directors of the MSAA shall consist of not less than ten (10) members.

Section 4: Election of Officers and Board of Directors

Each November (or as soon as practical thereafter), the MSAA shall accept applications to serve on the Board of Directors in any of the open positions. Applications will be open for at least fourteen (14) days and are open to all MSAA Voting Members.

Once the application period has ended, members of the Election Committee shall consider the applicants and shall develop a slate of candidates for the Officer and At-Large positions to present to the organization membership in the month of December.

The Voting Members shall elect the Officers and At-Large Board Members that are available at the time of the vote by simple majority vote, of a minimum twenty five (25), via proxy or in-person ballots. Voting will be open for at least thirty (30) days and is open to all MSAA Voting Members.

If the previously stated minimum quorum does not participate in a vote for BOD membership then the responsibility for electing MSAA Board Members will be conducted by simple majority vote, of a minimum of four (4) of the current MSAA Board Members attending the called meeting.

The elected members shall be installed at the January (or as soon as practical thereafter) meeting of the MSAA Board of Directors.

All candidates for the Board of Directors must be members of the organization in good standing at the time of nomination or appointment and for their complete term of office.

Any member of the MSAA who has previously served on the Board of Directors may be re-elected to the Board of Directors.

Section 5: Duties of Officers

Chair

• The Chair shall preside over meetings of the MSAA.
• The Chair shall set time and site of MSAA meetings. Access to remote MSAA members will be arranged when feasible.
• The Chair shall represent the interests of the MSAA.
• The Chair shall work directly with the Forward Performing Arts Board of Directors and serve as a resource to the Executive Director (ED) and the Director of the Madison Scouts.
• Collaborate with the administration of the Madison Scouts on how the MSAA can support the needs of the corps, as well as foster positive relations between members of the corps and alumni.
• To facilitate transparency, communication and currency of the status of the Madison Scouts, the Chair shall be available to participate in a monthly teleconference tag up with the Executive Director of Forward Performing Arts and the Director of the Madison Scouts. In turn, the Chair shall communicate updates to the MSAA membership for status and to seek assistance for identified needs.

Vice Chair

• The Vice Chair shall act as the representative of the Chair as appropriate and, upon request or absence of the Chair, shall preside over MSAA meetings.
• The Vice Chair shall perform other duties as assigned by the Chair.
• The Vice Chair shall prepare a summary of all unfinished business for the Chair; and, on direction of the Chair, prepare an agenda for meetings.
• The Vice Chair shall perform the duties of the Secretary as required or when designated by the Chair.

Secretary

• The Secretary shall maintain the list of voting members, take minutes of meetings, and record action items.
• The Secretary shall be prepared to read, on call, records of any business of previous meetings.

Treasurer

• The Treasurer will provide for accounting best practices and distribution of MSAA funds according to FPA policies and procedures as aligned in support of MSAA or the Madison Scouts.
• Approval for distribution of MSAA funds to be approved by the MSAA Executive Committee (EC) or other EC-authorized designee.
• The Treasurer will provide MSAA financial account status as a standard practice during regular MSAA Board of Director meetings or at the request of any MSAA Board member.

At-Large Board of Directors

• At-Large Board of Directors members shall represent the interests of the MSAA and work directly with the MSAA Chair and Officers to further support of the MSAA and the Madison Scouts.
• There will be a minimum of six (6) At-large Directors, whose primary purpose is to lead or coordinate MSAA Volunteer Committees or related MSAA activities, as determined by the MSAA Chair.
• It is encouraged that an At-Large will serve as Director of at least one Committee during each term on the Board, though not required.

Section 6: Parliamentary Authority

The rules in the current edition of Robert’s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws or any special rules of order the Board may adopt.

Section 7: MSAA Volunteer Committees

The composition of members and descriptions for what each of the responsibilities of each volunteer committee will be consistent with the focus area objectives and Project Plans for achieving MSAA Goals. MSAA volunteer committees to support the Madison Scouts organization may include but not be limited to:

Executive

• The MSAA Board will operate without an Executive Committee by communicating with the entire MSAA Board for addressing time sensitive issues.

Communications & Social Media

• Composed of members assigned by the Chair responsible for actively building the structure for and producing content of MSAA communication and social media platforms (e.g. website, Facebook, Instagram, email messages, etc.)

Volunteer Management

• Composed of members assigned by the Chair responsible for MSAA alumni volunteer recruitment and in coordination with the Madison Scouts Volunteer Coordinator. Data collection, management and analysis.

Fundraising

• Composed of members assigned by the Chair responsible for development and implementation of an MSAA Strategic Fundraising Plan in concert and cooperation with FPA on behalf of the Madison Scouts.

Chapters & Events

• Composed of members assigned by the Chair responsible for assistance and/or coordination of MSAA Chapters and events (e.g. Chapter Event, Tailgate, Social Events, Regional Show Alumni Meet & Greet, Drums on Parade Events, etc.)

Data & Technology

• Composed of members assigned by the Chair responsible for management of the MSAA website, coordination of the technology used to store membership information, management and maintenance on any softwares or hardware used by the MSAA Board or Chapters.

Governance

• Composed of members assigned by the Chair responsible for development and maintenance of MSAA governing documentation. To include the MSAA ByLaws and MSAA Strategic Plan and any other governing document(s) as determined by the Chair and Executive Committee.

Madison Scout Alumni Reunion Projects (MSARP)

• Committee composed of members assigned by the Chair responsible to serve as leaders, administrators and coordinators for any performance events of the Madison Scouts Alumni Association or serve as ambassadors to other performance groups composed of Madison Scouts alumni.
• Responsible for the development, planning and execution of Madison Scout Alumni Reunion Projects (MSARP) events and performances to include brokering and selection of event venue, program design, program coordination, instructional staff coordination, project scheduling, uniform, costume and equipment selection and logistics, performance logistics and coordination of all MSARP project communication.
• Madison Scouts alumni performance projects are intended to be performances that raise awareness of the Madison Scouts and provide a vehicle for alumni camaraderie and support of the Madison Scouts through an organization and structure that mitigates risk to the MSAA, Madison Scouts, and FPA.

History & Remembrance

• Committee composed of members assigned by the Chair responsible to deal with matters related to the history of the Madison Scouts organization and communicate alumni life events, particularly when a Madison Scout alumni has passed.
• The Remembrance Committee’s intent is to record the history of the corps in a way that will survive for many more generations to look back upon.

Hall of Fame (HOF)

• Committee composed of members assigned by the Chair responsible to recognize and honor outstanding achievements of marching members, staff, and volunteers who have exhibited commitment over time with significant contributions to The Madison Scouts.
• The mission of the Madison Scouts Hall of Fame is to recognize and honor outstanding achievements of marching members, staff, and volunteers who have exhibited commitment over time with significant contributions to The Madison Scouts.
• Administration for the MSAA MSHOF shall be conducted according to documented instructions and procedures maintained by MSAA. MSHOF Committee membership will consist of members appointed by the Chair of the MSAA. There will be a minimum of five (5) appointees to the MSHOF Committee. Each appointee shall be an alumnus of the Madison Scouts and an active member of MSAA, who possesses a deep knowledge of the history and passion for the Madison Scouts. The HOF Director shall have at least five (5) years experience in drum corps activities including five (5) years within The Madison Scouts organization.

Elections

• Committee composed of members assigned by the Chair responsible to monitor MSAA attendance in concert with the MSAA Secretary throughout the year to determine MSAA voter eligibility. The Elections Committee will assume election tasks, including the count and verification. This committee can be non-BOD alumni who are MSAA members in good standing.
• Intent is to communicate and conduct MSAA BOD elections in a timely manner.

Section 8: Meeting of Members

REGULAR MEETINGS: MSAA Members’ meetings will be held as a teleconference on a set monthly schedule or at a predetermined date, location, and times in alignment with the FPA Executive Director and the Madison Scouts Director’s schedule, beginning at the specified time in the meeting notice.

ANNUAL MEETING: The annual MSAA meeting will be conducted on or about the 8th of February, which coincides with the anniversary of the first rehearsal of the Madison Scouts Drum and Bugle Corps in 1938.

SPECIAL MEETINGS: The Chair may call a special meeting. Such meetings shall be held as a teleconference (or Web-based Video Teleconference) at the regular meeting place of the association, or possibly a different location designated by the Chair who called the meeting. If time is of the essence in making a decision, a special MSAA Board of Directors’ meeting may be held by telephone or internet; any votes made and recorded in such a meeting will be considered valid, and posted as noted in the Secretary’s duties.

NOTICE OF MEMBERS’ MEETINGS: Written notice stating the location, date and hour of the meeting and, in the case of a special meeting, the purpose for which the meeting is called, shall be emailed to each member, not fewer than five (5) days prior to the meeting. Announcements may appear in the Madison Scouts Alumni website post and email subscriber list or the Madison Scouts Alumni Association Facebook page and shall be considered written notification.

Section 9: Revising Membership Rules

Recommended changes to the rules for membership as set forth in this document can be brought up by any MSAA member for discussion at a meeting, and can be voted upon only after a minimum 30 day notice has been given to voting members. Recommendations will be reviewed with the MSAA Chair and approved by the Board Chair of FPA.

The MSAA consists of different alumni chapters (“Chapters”) throughout the world. Each Chapter’s main goal shall be to create opportunities for alumni to connect socially, keep in touch with the organization, and participate in Madison Scouts activities in support of the objectives and goals of the Madison Scouts.

Any MSAA Member may be a member of any MSAA Chapter and can likewise be a member of multiple MSAA Chapters.

Madison Scouts Alumni Association Chapter Requirements

Each MSAA chapter is expected to:

• Have at least one (1) alumnus committed to serve as a Chapter Leader volunteer. The Chapter Leader is the main point of contact with the Director of the Chapters and Events Committee of the MSAA. The Chapter Leader ensures continuity of leadership by providing opportunities for new leaders to develop
• Have at least two (2) named Alumni volunteers to help with events and promotion (as a Co-Leader and a Planning Committee member). These leader/volunteers have primary responsibility for the management and spirit of a MSAA chapter
• Each chapter should establish short-range and long-range objectives for the chapter
  • Examples: volunteer with Madison Scouts, raise funds for the Madison Scouts, volunteer in your community on behalf of the Madison Scouts, and reach out to younger Madison Scouts Alumni

Each MSAA Chapter operates at its own risk and is responsible for developing their own charter, and developing their own fundraising strategies as they deem appropriate.

FPA shall not be responsible to indemnify, defend, or hold harmless the Madison Scouts Alumni Association or any of its’ Chapters (including members, participants, officers or directors thereof) for any liabilities of any nature arising out of or relating to their creation, existence, activities or other acts or omission. No Chapter may, directly or indirectly, represent to any person or entity that it is part of the FPA. No Chapter may use the FPA logos, trademarks, or other property in any fashion (including, by way of example, on items marketed or sold to Chapter members or third parties or in marketing collateral) without express permission granted by a license, in writing, only on such terms and conditions as approved by the FPA Board of Directors on behalf of the Madison Scouts.

These Bylaws may be amended, repealed, or added to, with the exception of Article VII, by a simple majority vote (meeting and/or by proxy/email ballot) of MSAA members (of a minimum twenty five (25) MSAA member quorum, with the exception of the inaugural period where the MSAA Officers may approve by majority vote to amend the inaugural MSAA ByLaws) via proxy or in-person ballots. If the previously stated minimum MSAA member quorum does not participate in a vote for BOD membership or ByLaw change, then the responsibility for electing MSAA BOD members or to vote on MSAA ByLaw changes will be conducted by simple majority vote of the current MSAA BOD members attending the called meeting.

Notification of a meeting for the purpose of amendment to the MSAA Bylaws, shall be emailed to each member, and/or posted on the MSAA website not fewer than five (5) days prior to the meeting.

Upon dissolution of this organization, the Board of Directors shall, after paying or making provision for the payment of all liabilities of the association, dispose of all the assets of the corporation exclusively for charitable, educational and religious purposes as shall qualify as an exempt organization under Section 501c (3) of the Internal Revenue Code of 1954, as amended, as the MSAA Board of Directors shall determine.

• Original Issue – Jan 28, 2019
• Revised – July 22, 2019 – 19:52 CST – (minor format edits)
• Revised – July 31, 2019 – 21:59 CST – (minor edits to operating procedures)
• Revised – August 01, 2019 – 05:25 CST – (added Committee descriptions)
• Revised – October 20, 2019 – 16:45 CST – (aligned gender language with FPA)
• Revised – October 20, 2019 – 20:47 CST – (clarified the quorum for voting)
• Revised – November 11, 2019 – 16:28 CST – (added provision for Secretary and Treasurer positions on the MSAA Board)
• Revised – August 21, 2022 – 20:45 CST – (added alumni performance group (MSARP) committee, Remembrance committee, Hall of Fame Committee and election process clarifications)
• Revised – October 22, 2023 – 8:37 PM CST – Formatting changes; clarified elections process; clarified BoD structure; changed term length for Officers to two years; removed limit for BoD members to serve no more than six concurrent years in the same position; removed language about inaugural BoD processes; revised how alumni performance events are handled with the MSAA and MSARP; board members installed in January rather than November; changed frequency of Chair tag up meetings with FPA to monthly; moved Meeting of Members section to “ARTICLE V Operating Procedures” rather than “ARTICLE VI Alumni Chapters”; added committees Data & Technology, and Elections; renamed multiple committees to be more inline with their purpose; removed Marketing Committee (overlap with Communications Committee); combined Remembrance Committee with History Committee; removed requirements for Chapters to file a plan and hold at least two events; allow MSAA to change bylaws with BoD vote if member quorum not is not met.