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BY-LAWS
AND CONSTITUTION WOODLANDS
BAND BOOSTER CLUB ALSO
OPERATING AS THE
ARTICLE I - NAME The organization shall be known as Woodlands Band
Booster Club and The Woodlands High School Band Booster Club. ARTICLE II - PURPOSE The purpose of the organization is to provide the
necessary support for all band activities and programs and thereby encourage
the creativity of our youth and our members through community involvement. Our
aim in supporting the creativity of our youth and in supporting their
involvement in community activities, is to help them accept the
responsibilities and rewards this participation can bring and in this way
benefit The Woodlands Senior High School and the ARTICLE III - MEMBERSHIP Membership in the organization is open to any adult who
supports the purpose of the organization. The organization shall have such
membership classifications as are designated annually by the Board of
Directors. Each membership shall be entitled to one vote and carry an annual
fee and other benefits as designated annually by the Board of Directors. a. To be a
member in good standing, each family shall pay an annual fee per band/color
guard/winter guard Student. The fee shall be established each year by the Board
of Directors and approved by the membership at the Annual Meeting b. Annual fees shall
be paid by the due date as established each year by the Board of Directors and
approved by the membership at the Annual Meeting c. Members
requesting extensions to the fee due date shall require approval on a case by
case basis by the President, Treasurers and Band Director. After special
arrangements are made and if terms are not adhered to, the band/color guard/
winter guard student may be subject to administrative actions, which may
include non-participation in band activities. d. Any member
displaying conduct in total disregard to the purpose of the organization may be
suspended, expelled, or reinstated by majority vote of the Board of Directors. ARTICLE IV - BASIC POLICIES a. The
organization shall be noncommercial, nonsectarian, and nonpartisan. b. The name of the
organization or the names of any members in their official capacities shall not
be used to endorse or promote a commercial concern or in connection with any
partisan interest or for any purpose not appropriately related to promotion of
the objectives of the organization. c. The
organization shall not - directly or indirectly - participate or intervene (in
any way, including the publishing or distributing of statements) in any
political campaign on behalf of, or in opposition to, any candidate for public
office. ARTICLE V - MEETINGS a. Regular
Meetings: The regular meetings of the organization shall be scheduled on the third Thursday
of each month except for those days regulated by various activities of the
school. There will be no regular meetings in June,
July, and December. The agendas and dates shall be determined by the Board of
Directors. b. Annual Meeting:
The regular meeting in May shall be designated as the annual meeting of the
organization. The time, date, place, and purpose of the annual meeting shall be
posted in the media and the general membership shall be notified of said
meeting either by personal contact or by mail, electronic mail, or by web site
posting. c. Special
Meetings: The President or three (3) Board Members may call a special
meeting. A special meeting may be called upon the request of twenty percent
(20%) of the general membership. The business at the special meeting must be
confined to that business for which said meeting was called. ARTICLE VI - BOARD OF DIRECTORS a. All members
of the Board of Directors shall be members in good standing of the
organization. b. The Board of
Directors of the organization shall consist of the Officers of the
organization, the Principal, the Band Directors, and Color Guard/Winter Guard
Directors of The Woodlands Senior High School. The officers of the organization
are President, First Vice President - Ways and Means, Second Vice President - Membership,
Secretary/(Parent Liaison), Accounts Receivable Treasurer, Accounts Payable
Treasurer, Communications
Chair, Merchandise Chair, Spirit Chair, Pit Crew Chair, Color Guard Chair,
Uniform Chair, Fundraising Chair, Lone Star Preview Chair, Grocery Certificate
Chair, Concessions Chair, Corporate Donations Chair,
and Travel Chair. c. The Board
of Directors shall be allowed to carry on the business of the organization with
a quorum of six (6) members of the Board. The President and First Vice
President are duly authorized parties to deliver or execute any contract or
instrument unless this authority is delegated by the Board of Directors to
others. The Board of Directors
must authorize any other officer or officers to enter into any contract or
agreement on behalf of the organization. d. A Board member
may delegate a subcommittee member to attend board meetings to vote on his/her
behalf. e. A
Nominating Committee of at least three (3) members in good standing shall be
appointed by the President no later than the March regular meeting. The
Committee may have more than three members but must consist of an odd number.
The Second Vice President shall be the Chairman of the Nominating Committee.
Said committee will present a slate of Officers, which has been made up from
members of the organization, to the general membership at the annual meeting in
May. Nominations from the floor will also be accepted at that time. f. All
positions with expired terms will be open to the general members. g. The
nomination for the following positions can not be filled by the same candidate
in consecutive terms: President, First Vice President, Second Vice President,
Treasurers, and Fundraising Chair. Exceptions can be made in the case of Second
Vice President, if approved by the general membership prior to the general
election h. All
nominees for the office of First Vice-President shall have been a member of the
organization for at least one (1) year. i.
The Office of President will be filled by the previous years First
Vice-President. j. A
joint meeting of the outgoing and incoming Board of Directors shall be held
during June, at which time the incoming officers' terms will begin. k. All resignations
must be in writing to the Secretary and vacancies may be filled by appointment
of the President with ratification of two-thirds (2/3rds) of the Board of Directors. l. General
items of business activities will be reported to the Board of Directors by
designated committees. These activities will be presented to the membership
during regular meetings. A general business activity may be voted on and passed
by a quorum of 10 percent of the members in the
regular meeting. ARTICLE VII - OFFICERS' DUTIES The officers of the organization
will be elected at the annual meeting. The duties of these officers are as
follows: A. PRESIDENT (1 year
term) 1. Call all meetings
and preside over same. 2. Appoint and
dismiss all committees. 3. Supervise all
business of the organization. B. FIRST VICE PRESIDENT
– WAYS AND MEANS (1 year term) 1. Assist the
President and preside in that officer's absence. 2. Shall oversee all
fund-raising activities associated with the Grocery Certificate program,
Fundraising Chair, Merchandise Chair, Corporate Donations Chair, Concessions
Chair, Grocery Card Chair, Lone Star Preview Chair, and those other events as
approved by the Board of Director 3. Shall review
records of all fund-raising activities. 4. May appoint
members to chair individual fund-raising activities C. SECOND VICE
PRESIDENT - MEMBERSHIP (2 year term) 1. Shall oversee activities
of the Spirit Chair, Uniform Chair, Travel Chair, Pit Crew Chair, Color Guard
Chair and Communications Chair. 2. Chair the
Nominating Committee. 3. Secure chaperones
for all football games, contests, parties, trips, and whenever requested by the
Board of Directors. 4. Produce an
annual information packet to be distributed to all band/color guard families by
the conclusion of summer band practice either by mail, electronic mail, web
site posting, or personal distribution. D. SECRETARY (1
year term) 1. Shall keep the
minutes of all meetings. 2. Shall retain
copies of all committee reports and officers' reports. 3. Shall conduct all
delegated correspondence. 4. Shall furnish
copies of all minutes to school office, if requested. 5. Shall develop and
issue the annual booster directory. 6. Shall be the contact person between the
general membership and Board of Directors (Parent Liaison). 7. Shall publish and email information to the
parents of the band/color guard/ winter guard students informing them of the
activities of the band and of this organization. 8. Shall keep an accurate mailing list. E. ACCOUNTS
RECEIVABLES TREASURER (2 year term) 1. Receive all
monies of the organization. 2. Keep accurate
records of all monies of the organization. 3. Present a
statement at each regular meeting of the organizations Balance Sheet and a Year
to date Profit and Loss statement against the Fiscal year budget 4. Present a
financial statement at the May meeting bearing the signatures of the Treasurer
and the President. F. ACCOUNTS PAYABLE TREASURER (2 year
term) 1. Disburse all monies of the organization. 2. Keep accurate records of all monies of the
organization. 3. Responsible for filing state sales tax and
federal tax returns. 4. Insure compliance of C.I.S.D. accounting
practices. G. COMMUNICATIONS
CHAIR (1 year term) 1. Reports to the
Second Vice President 2. Shall keep all
records and memos of the progress of the Band. . 3. Shall notify the
media of the area of any activity considered to be newsworthy. 4.
Will oversee
the Booster Website. H. SPIRIT CHAIR ( 1
year term) 1. Reports to the Second Vice President. 2. Coordinates all special items to be given
to the band students before competitions and games, ie:
treat bags, and luggage tags. 3. Coordinates all posters, banners, and balloons
for contest send-offs. 4. Distributes popsicles when appropriate during
summer band practices, muffins and cookies before or after early rehearsals,
etc. 5. Recruits senior parents to participate in
the annual Red and Green Parade show. 6. Plans and coordinates the Band Barbeque
after the summer band exhibition. 7. Plans and coordinates the Spring Band
banquet. 8. Coordinate any Concert Band receptions. 9. Coordinate any Spirit activities for parents
and supporters. I. TRAVEL CHAIR (1 year term) 1. Reports to the Second Vice President. 2. Shall arrange for
water, food, drinks and ice at games and competitions as the Band Directors
deem necessary. This includes
breakfasts, pizza, and sandwiches or other food items on band trips. 3. Will coordinate all game day food orders. 4. Will coordinate
the snack trunk that is taken on band trips. J. MERCHANDISE CHAIR (1 year term) 1. Reports to the First Vice President. 2. Coordinates band student, parent and
supporter clothing items, ie: shirts, hats,
sweatshirts, etc., as well as miscellaneous spirit items. 3. Provides group tickets for contest events. 4. Coordinates the student’s band uniform
shirts. 5. Coordinates the production of “show” shirts
for the students, staff and supporters of the band. K. UNIFORM
CHAIR (2 year term) 1. Reports to the Second Vice President. 2. Organize a crew
of parents to organize, maintain and distribute Marching uniforms, Concert
season attire and all associated accessories. 3. Coordinate the
repair of damaged items and make recommendations to the directors regarding
needed replacements of damaged or lost parts. 4. Establish and
maintain order in the uniform room. L. PIT CREW CHAIR
(1 year term) 1. Reports to the Second Vice President. 2. Shall organize a
crew of parents and students to design, fabricate, and maintain show props, as
well as to set up and remove the pit equipment and show props during half-time
at football games and at marching contests. 3. Shall oversee the
Logistics and maintenance for the Band 50’ and 16’ trailers 4. Shall oversee the
truck loading crew. M. COLOR GUARD CHAIR
(1 year term) 1. Reports to the Second Vice President. 2. Ensure effective
communication with color/winter guard activities. 3. Help to oversee
accounts of guard activities. N. FUNDRAISING CHAIR (2
year term) 1. Reports to the
First Vice President 2. Coordinate,
oversee and manage the fundraising activities of the band. 3. Keep accurate
records of all monies exchanged by fundraisers. O. CORPORATE DONATIONS CHAIR (2 year
term) 1. Reports to the First Vice President. 2. Oversees solicitation of corporate and
private donations to the band. 3. Coordinates the publicity and recognition
of corporate and private donors. P. LONE STAR PREVIEW CHAIR (2
year term) 1. Reports to the
First Vice President 2. Coordinate,
oversee and manage the annual Lone Star Preview competition 3. Keep accurate
records of all monies exchanged by this event. Q. GROCERY CERTIFICATE CHAIR(2
year term) 1. Reports to the
First Vice President 2. Coordinate,
oversee and manage the Grocery Certificate program. 3. Keep accurate records of all monies
exchanged by the Grocery Certificate program
R.
CONSESSIONS
CHAIR (2
year term) 1.
Reports to
the First Vice President 2.
Coordinate,
oversee and manage the non-profit concessions booth activities of the band. 3.
Solicits and
organize the parent volunteers to meet commitments to the contracts. 4.
Support the
training process for TABC and Stand managers as needed. 5.
Keep accurate
records of all monies exchanged by the Concessions program. ARTICLE VIII - FINANCIAL POLICY a. A petty
cash fund, of Fifty Dollars ($50.00) or less,
shall be maintained by the Accounts Payable Treasurer. Properly documented
receipts must be presented for reimbursements. b. All monies,
except the petty cash fund, received by the organization shall be held in a
checking account, money market or certificate of deposit in a local bank.
Checks of Four Hundred Dollars ($400.00) or less require the sole signature of
either Treasurer. All checks over Four
Hundred Dollars ($400.00) shall require two (2) signatures. The Accounts
Receivable Treasurer, the Accounts Payable Treasurer and the President shall be
the signatures authorized. Only the President and the two Treasurers have
signature authority. c. The Board
of Directors may, with the quorum of six (6) Members of said Board, vote to
expend such funds as are necessary for summer band expenditures, not to exceed
125% of such prior year expenditures, incurred prior to adoption of the
approved budget for the for the fiscal year, which expenditures will be
included in the proposed budget submitted by the Board for approval by the
Membership of the organization. After the adoption of an approved budget, the
President or the two Treasurers can authorize an unbudgeted expenditure not to
exceed Two Thousand Dollars ($2000.00) without a vote of approval of the Board of
Directors. Proper written documentation of the planned expenditure is required
prior to the approval of the expenditure. d. A thorough review
of the financial records of the organization will be conducted after March of
each year and the results presented at the Annual meeting. A committee
consisting of three (3) qualified members in good standing (none of whom are
authorized to sign checks) will be presented to review the books and records of
the organization and prepare a report to the Board of Directors of their
findings. e. At the
discretion of the membership, through a majority vote of those present at any
scheduled meeting of the organization, an outside auditor shall be retained to
perform a limited review, review, or audit of the books and records of the
organization, as determined by the membership. ARTICLE IX - REGISTERED OFFICE The principle office of the organization in the State of
ARTICLE X - FISCAL YEAR The Fiscal Year of the organization shall begin on the
First (1st) day of July and shall end on the Thirtieth (30th) day of June. ARTICLE XI – DISPOSITION OF
ASSETS UPON DISSOLUTION Upon the dissolution of the organization, the Board of
Directors shall, after paying or
making provision for payment of all liabilities of the organization, dispose of
all of the assets of the organization exclusively
for the purposes of the organization in such manner, or to such organization or
organizations operated exclusively for educational purposes as shall at the
time qualify as an exempt organization or organizations under Section 501(c) (3) of the Internal Revenue Code of 1986, As Amended (or
the corresponding
provision of any future United States Internal Revenue Law), as the Board of
Directors shall determine. ARTICLE XII - AMENDMENTS This By-Laws and Constitution may be amended by a
two-thirds (2/3rds) vote of the Board of Directors and by a simple majority
vote of the General Membership present, voting at any meeting of the
organization. Revised by Steve Watson, Stephanie Teed, Mark Teed and
Cheryl Malden on
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