Name of the Organization

Transcription

1 Purpose: 1. Support all band members in achieving Trust, Commitment, and Excellence at all times with the Band program. As well as leadership and team work, all students are encouraged to focus on their musicianship. 2. Support band staff. The club will provide assistance in completing non-instructional and nondiscipline duties. Instruction and Discipline will be sole domain of the Band staff and Administration team of Cy-Ranch High School. 3. Support band budget. The club will plan and implement fund raising for items not provided by district budget but needed in the band program, as identified by the director for the benefit of the students in every aspect of the band program. 4. Encourage membership with all eligible parents and guardians and to help members be involved with the operation of the band. Membership is available to all parents and guardians of band and color guard students. Note: Everyone involved in the program must move in the same direction in order for the band to reach its goals quickly and successfully. If members of the group are moving in contrary direction of the director, the band will only separate and not move toward its goals. Bylaws As approved June 17, :30 PM as Warner Elementary Cypress Ranch High School Band Booster Club Article I: Name of the Organization The name of this organization shall be Cypress Ranch High School Band Booster Club. Article II: Purpose Section 1: This Organization s purpose is to contribute toward attaining program goals as set by the Director. Boosters are to provide assistance for band activities and financial support when necessary and possible. Section 2: The organization will have direction and goals that the band students will recognize the singleness of purpose in the band program and experience clear and specific community support for the band and all of its activities. Section 3: The organization shall be a not for profit, non-sharing, non-commercial organization. Section 4: To aid the Director in making membership in the Band a model of a quality/ cooperative experience of a lifetime. With this aid the booster club can truly embody Trust, Commitment and Excellence with all actions. Article III: Membership Section 1: The annual dues shall be a minimum of $75.00 per family membership. Changes in the annual dues shall be recommended by the executive board and submitted to and voted upon by the general membership. Any changes in membership dues will be effective the following year.

2 Section 2: The term of membership shall be from August 1 st to July 31 st of each year. Section 3: There shall be a maximum of two (2) votes per family membership. No proxy votes will be allowed. In order to vote, members must be present at the time of the vote. Section 4: The band director and assistant directors will have one (1) vote each. However, the Head Director or highest ranking director present at a meeting can Veto any vote regardless of percentages in favor. In the event of this Veto the item fails and the meeting continues onto the next agenda item without further discussion. This item can also not be included in future agendas without approval of the Director. Section 5: A Director may not pass a vote if the majority of the members present at a meeting are against an item being voted upon. The Director s vote is a single vote in favor of any individual agenda item. Section 6: The band director(s) and Cy-Ranch Principal shall be members of the organization but will be exempt from any dues for membership. Article IV: Meetings Section 1: The organization will hold regularly scheduled meetings on the third Tuesday of each month, or as determined by the Executive Board. Section 2: A quorum shall be determined as at least 40 members of the membership present at the meeting or 20% of the membership. Obviously in the inaugural year the 20% rule will be the primary rule. After the augural year it will be 40 members or 20% of the membership, whichever is higher. Section 3: Meetings will be run in accordance with the current version of Robert s Rules of Order on all points not covered by the by-laws. Section 4: Meetings shall take place in the Cypress Ranch Band Hall, unless another location is stated by the director. Examples of an exception could be at a concert or performance where the booster meeting is happening along with another event. Article V: Executive Board Section 1: The Executive board shall consist of band directors, President, Executive Vice President, Vice President Fundraising, Vice President Morale, Treasurer, Assistant Treasurer, Secretary, Committee Chairpersons and Parliamentarian. Section 2: A quorum shall be defined as five (5) members and must include at least three (3) officers. A band director and the President or Executive Vice President must be among the officers present.

3 Section 3: The Executive Board shall act for the organization as necessary between regular meetings, set meeting times and location and make recommendations to the membership in regular or called meetings. Section 4: The Executive Board shall meet on the second Tuesday of each month, or as determined by the Director with the reasonable consideration of the member s personal schedules. Article VI: Elections and Duties of Officers Section 1: The Executive Board shall present for ratification by the membership the names of five (5) members as the nominating committee at the March meeting. This committee shall consist of at least one band director, two officers, and two members at large. Section 2: Nominations for officers shall be communicated to the membership during the April meeting. The consent of each candidate must be obtained before his/her name is placed in nomination. Additional nominations from the floor shall be permitted during the April meeting. All nominees must have the approval of the director before the names may be submitted to membership for a vote. The vote will be held at the May meeting. Section 3: Elections shall be conducted orally and/or by a show of hands and determined by simple majority. Section 4: Officers shall be elected to serve for one (1) year. The elected officers shall assume office at the close of the May meeting. There will be no term limitations stated in the by-laws. If a member has a returning student the following year they will be eligible to be in an officer s position. Section 5: The President shall preside at all meetings. The President shall be an exofficio member of all committees and shall perform other duties usually pertaining to the office. The President will have authority to cosign checks of the organization. Section 6: The Executive vice President shall preside in the absence of the President, shall serve as an aide to the President and the directors and shall be responsible for and an ex-officio member of the chaperone, audit & budget, and uniform committees. The executive vice president shall have authority to cosign checks of the organization. Section 7: The vice-president of fundraising shall be responsible for and an ex-officio member of all fundraising committees. Section 8: The Vice President of morale shall be responsible for and an ex-officio member of the refreshment and student morale committees.

4 Section 9: The Secretary shall keep a record of all meetings of the organization and of the Executive Board Meetings. The Secretary will be responsible for compiling a bound set of minutes and financial reports given at each meeting for the year of their office and present to the directors at the end of the year for future reference. The secretary shall be responsible for and an ex-officio member of the communication and publicity committees. Section 10: The Treasurer shall be the custodian of all organization funds. All disbursements of funds must be verified by original or copies of original receipts to the Treasurer. The Treasurer shall present a financial report at all regular meetings of the Booster club. The Treasurer shall cosign all checks with the President or Executive Vice President, and both signatures will be necessary to withdraw funds. They shall upon completion of their annual term of office, submit to an audit of the books and funds of the organization. This audit should take place in the band hall annually the first week in June. This audit must be completed prior to the end of June. Section 11: The Assistant Treasurer shall assist the treasurer and the band director by maintaining the accounting records for all student source funds and of funds available to each student. The Assistant Treasurer shall report the balances as requested by the band director. The Assistant Treasurer shall be and exofficio member of the audit & budget and fundraising committees. The Assistant Treasurer shall have authority to cosign checks of the organization. Section 12: The Parliamentarian shall be available to advise the President or any member concerning rules of order in meetings and to assist the President in setting of the agenda for meetings. Section 13: In the event of a vacancy of the office of President, the Executive Vice President shall become the President. Vacancies in any other office are filled by appointment by the Director with concurrence of the Executive Board. Section 14:Requests for reimbursement by the booster club to a Director or Board member must have a reimbursement form signed by two board members. The treasurers or the member requesting the reimbursement are not eligible to sign these forms. These forms must be signed prior to the treasurer issuing a check. Section 15: Emergency expenditures by the director will be necessary from time to time and it will not be possible to wait for the next meeting. Example: instrument repair or replacement, travel (tie-downs), etc... In the event such a need arises, the director shall contact the President. The Head Director is the only individual who can initiate such an expenditure. The Booster President will then contact board members by phone or and obtain approval from a quorum of the Executive Board. Five votes in favor will render the expenditure approved. The President will document who was involved in the

5 approval and present the documentation to the Secretary. The subsequent vote and the approval will be noted at the end of the last executive board meeting s minutes and the documentation shall be in the secretaries bound report at the end of the year. Article VII: Committees Section 1: The President shall appoint all committee chairpersons with concurrence of the Director. The Director will have the authority to remove any chairperson from their responsibilities. Removal of any chairperson may also be by the President with the consent of a majority of the officers and Director s approval. Section 2: Standing committees shall be Audit & Budget, Chaperone, Uniform, Fundraising Committee as committees formed as necessary for each fund raising project, Student Morale, Refreshments (includes hospitality for contests hosted), Communication, Publicity, Football / performance meal committee. Section 3: Committees other than the standing committees as set forth in these by-laws may be established by a majority vote of the Executive Board. The President will dissolve each additional committee upon completion of the committee s responsibilities. Section 4: A committee member may be removed from a committee with the consent of both the chairperson and the responsible officer with concurrence of the Director. Section 5: The audit and budget committee shall be responsible for an annual audit of the financial records of the organization. The audit shall be completed and submitted to the executive board by July 15th of the fiscal year. The fiscal year shall end on the later of either the last day of the school year, the last band booster club sponsored or supported event associated with the school year or May 31, whichever comes latest. This audit must be completed by the end of June with report due approximately two weeks later on or before July 15. The audit will be presented to the general membership during the first meeting following the presentation to the Executive Board. The audit & budget committee shall also draft a budget that outlines the expected income and expenditures of the organization prior to August 15th. Section 6: The chaperone committee shall be responsible for providing chaperones for all events as requested by the band director. This committee shall provide

6 assistance in the supervision of students, loading, unloading, and movement of equipment necessary for band activities and band related functions. Section 7: The communications and publicity committee(s) shall inform parents of organization activities and shall publish noteworthy information concerning band-related activities in area publications including Cy-Fair ISD forums. This Committee chairperson will be responsible for producing the annual directory for all members. Consent forms must be received by each member of the band in order for their information to be included. This directory will be for internal use of the organization. This will compile an list to aid in quickly relaying band information, schedules, and results. These lists are not to be used for any commercial endeavors. Section 8: The fundraising committee(s) shall recommend fundraising activities to benefit the band program and shall be responsible for implementing those projects and monitoring the results. Section 9: The refreshments committee shall provide refreshments for band and organization activities and activities hosted by the band. Examples might include but not be limited to hosting of UIL band Contests, Region Meetings, and Guard competitions, at the request of the director for certain events, etc. Section 10: The uniform committee shall assist the band director by issuing uniforms, establishing uniform fees, maintain the uniform room, and providing for periodic cleaning of the uniforms. On years with an auxiliary uniform, the committee will assist the director in design, construction, communication with manufacturers, and sizing of students. This committee will assist all facets of the program including Jazz Band, Indoor Drumline, Color Guard, Winter Guard, Marching band, and Drum Majors. Article VIII: Parliamentary Authority The rules contained in the current edition of Robert s Rules of Order shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws. Article IX: Amendment These by-laws may be amended at any regular meeting of the organization by two-thirds vote of those present if the members present consist of a quorum (Article IV Section2). The proposed amendment must have been submitted in writing and read at the previous regular meeting. Changes may not be made at a meeting that includes the vote. Any changes to any amendment will delay the amendment being officially part of the by-laws until the next meeting.