BY-LAWS AND CONSTITUTION

WOODLANDS BAND BOOSTER CLUB

ALSO OPERATING AS

THE WOODLANDS HIGH SCHOOL BAND BOOSTER CLUB

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 Conroe Independent School District.

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 Texas shall be located in The Woodlands, Texas, County of Montgomery. The organization shall have and continuously maintain in the State of Texas a registered office and a registered office agent whose office is identical with such registered office as required by the Texas Non-Profit Corporation Act. The registered office may be, but need not be, identical with the principle office in the State of Texas, and the address of the registered office may be changed from time to time by the Board of Directors.

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 May 19, 2007.