BYLAWS OF CLOVIS HIGH BAND BOOSTERS (REVISED 04/13/2009)

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1 BYLAWS OF CLOVIS HIGH BAND BOOSTERS (REVISED 04/13/2009) ARTICLE I: NAME The name of this organization shall be Clovis High Band Boosters. ARTICLE II: PURPOSE The purpose of the organization is to support the Clovis High School Instrumental Music Program, its directors and auxiliaries through services and fund-raising projects. ARTICLE III: MEMBERSHIP The membership shall have one (1) class of member. Members are nonvoting and all rights, interests and privileges of each member shall be equal. Membership in the organization shall be open to any person that maintains good standing in the program and is interested in its objective and purpose. (In Good Standing shall mean your child is not on obligation and is currently enrolled as a student in band and any auxiliary unit.) The organization shall keep a Membership List containing the name and address of each member. Such list shall be kept in the Directors office/location. ARTICLE IV: OFFICERS The officers of the Clovis High Band Boosters will consist of a Chairperson, Vice-Chairperson, Secretary, and Treasurer. Term is one (1) year, or until successors are elected and qualified. Officers shall take office July 1 st. SECTION I: DUTIES OF OFFICERS CHAIRPERSON: Shall chair meetings of the Executive Board and General Meetings of the Membership. Will have a prepared an agenda for all meetings. Shall serve as Ex-Officio member of all committees. and VICE-CHAIRPERSON: Assumes duties of Chairperson in absence of Chairperson. Responsible for supervising and initiating fundraising functions to appoint a chairperson to be in charge of each specific fundraiser. Duties will also include submitting a request for fundraising for each fundraiser. Assumes the role of chairperson or co-chairperson for any fundraiser that does not have a chairperson appointed. SECRETARY: Takes minutes of all General and Executive Board meetings. Provide minutes for posting on the website. Responsible for maintaining accounts for students. Work with Chairperson and Executive Board in sending student/parent communications. TREASURER: Maintains all monetary records/transactions working with the 1

2 Foundation. Shall provide financial reports at all General meetings. Will be the primary signature on all booster expenditures. Support Director managing student accounts including data entry. SECTION II: AUXILIARY BOARD MEMBERS BAND DIRECTOR: Oversees the entire Band program. Reports program agenda and financial needs at Executive Board monthly meeting. ASSISTANT BAND DIRECTOR: Works in conjunction with the band director to oversee the band program. ADVISOR: A member of the previous year s Executive Board will serve as an Advisor to the Executive Board (no voting privileges). ARTICLE V: EXECUTIVE BOARD There shall be an Executive Board, which shall be the elected officers of the Clovis Band Boosters. The executive Board shall direct activities of Clovis High Band Boosters between meetings of the Executive Board and General Membership Meetings. The Executive Board shall fill any vacancy occurring on the Executive Board and/or Committee on an interim basis. The General Membership shall have the final approval of said appointment. ARTICLE VI: C OMMITTEE CHAIRPERSONS Small Fundraiser Chairpersons: A small fundraiser tends to require a less intense time frame. Some fundraisers will require multiple trips to the band room either during normal school hours or field season practice hours. Manage all communications with the fundraising entity. Process all proceeds and orders; confirm all appropriate paperwork is completed with Vice Chairperson. Provide closing summary and spread sheet at the end of event. Large Fundraiser Chairpersons: Large fundraisers typically require a more intense amount of work in a small space of time. Manage all communications with the fundraising entity. Process all proceeds and orders; confirm all appropriate paperwork is completed with Vice Chairperson. Provide closing summary and spread sheet at the end of event. ARTICLE VII: C OMMITTEES There shall be such standing committees as are necessary for the conduct of business of the organization. Chairpersons shall be designated by the voting members with approval of the Executive Board. The Secretary shall keep a current list of all standing committee chairpersons. ARTICLE VIII: C OMMITTEE REFERENCE/GUIDE BO OK All committee chairpersons shall make, keep and update, as necessary, a reference/guide book for their committee. The book is to be passed on to their successor. All committee handbooks will be compiled into the Clovis 2

3 High Band Booster Handbook once each year. The books shall be kept in the Directors office for the edification of future Clovis High Band Booster organizations. ARTICLE IX: NOMINATING COMMITTEE The Executive Board shall request of five (5) General Members to serve on the Nominating Committee. The nominating Committee shall nominate members for each Executive Board and Committee Chairperson positions. Further nominations may be made from the floor at the election meeting. ARTICLE X: SECTION I: MEETINGS MEMBERSHIP MEETINGS At least one (1) meeting per month of the Members shall be called, including the annual meeting. The annual meeting shall be held in May of each year to receive annual reports and to attend to such other business as may properly come before the meeting. The time and place of meetings shall be designated by the Executive Board and published on the band s website. Members qualified to vote at any meeting of the Membership shall constitute a quorum. SECTION II: ANNUAL ELECTION MEETING The election meeting shall be held at the May meeting. The Nominating Committee shall be appointed in March and present their nomination slate at the April meeting. SECTION III: NOTICE Notice of the time and place of all meetings shall be posted on the website up to five (5) days prior to said meetings. ARTICLE XI: SECTION I: FINANCES All finances shall be processed through The Cougar Foundation. PURPOSE OF FUNDS All funds disbursed by Clovis High Band Boosters shall be used to support activities of the Clovis High Instrumental Music Program. SECTION II: EXPENDITURE REQUESTS BY BAND DIRECTOR All requests for funds from Clovis High Band Boosters in excess of five hundred dollars ($500.00) shall be submitted to the Executive Board to be considered for approval. SECTION III: EXPENDITURE REQUESTS BY OTHERS All requests for funds from the Clovis High Band Boosters in excess of five hundred dollars ($500.00) shall be submitted to be considered by the Executive Board. SECTION IV: EXPENDITURES UNDER $ Shall be approved by the Executive Board. Requests must be submitted five (5) days before expected disbursement. SECTION V: EMERGENCY EXPENDITURES 3

4 In the event of an emergency two (2) Executive Board member must be contacted for approval. Any emergency expenditure shall be presented to the Executive Board at the next meeting after the emergency. SECTION VI: FUND-RAISING The chairperson of any fund-raising activity shall present an accounting of all financial activities monthly to the Executive Board. ARTICLE XII: VOTING PROCEDURES All major decisions regarding Booster activities will be determined by voting. All members of the Executive Board are entitled to vote on business conducted by the boosters. All votes are final and the majority decision will be used to determine the booster s actions. In the event of a tie the vote shall be taken to the general membership where the majority decision will be used. Any new business requiring the expenditure of funds to exceed $ or a commitment from the band must be presented before the board on one other successive occasion before a vote for action can be taken. ARTICLE XIII: AMENDMENTS These bylaws may be amended by the vote or written assent of a two-thirds (2/3) majority of the voting members present at a membership meeting, provided the changes have been presented to the Executive Board, with notice of the date of the voting meeting given and the proposed amendment or amendments distributed to all members at least thirty (30) days before such meetings. ARTICLE XIV: ARTICLE XV: PARLIAMENTARY AUTHORITY Robert s Rules or Order, revised, shall govern the Clovis High Band Boosters in all cases in which they are applicable, insofar as they are consistent with the bylaws of the organization. OFFICES The organization s principal office (meeting place) is as follows: Clovis High School, 1055 Fowler Avenue, Clovis, CA

5 ARTICLE XVI: SCHOLARSHIPS It is the intent of the Clovis High Band Boosters to recognize 12 th grade students who have participated in the activities of the Clovis High School Golden Cougar Marching Band and/or Auxiliaries, and, who, within this participation, have exhibited exemplary or outstanding musicianship and/or Auxiliaries. Recognition will be given through the Clovis High School Band Boosters Scholarship Fund. Scholarships will be awarded to selected students in the second (2 nd ) semester of their Senior year and to students who have indicated that they will attend a college or university to further their education. Scholarships will be paid to the student(s) upon proof of registration at the college or university of their choice. Students applying must have a 3.0 Grade Point Average or higher to be eligible for scholarships. Students applying must sit for an interview with the Committee. Transcripts of those students applying must be made available for review by the Committee during the selection process. Each student s application must be time and date stamped upon receipt by Clovis High School. Students must complete and application in order to be considered for all scholarships. Students will be eligible to receive one scholarship award, with the exception of the Outstanding Scholarship Award. Selection of award winners will be made by the Scholarship Award Committee. Four members of the Boosters Club, including one from the Executive Board, the Band Director, Auxiliary/Color Guard Instructor, and a representative from the Administration will make up this committee. An Executive Board member shall chair this committee. No parent of a Senior applying for any scholarship may sit on the Scholarship Selection Committee. If, for any reason, scholarships are not awarded, (requirements not met), the monies available will be placed into a Scholarship Reserve Account to be used for scholarships at a later date, or redistributed in lesser amounts. Applications for scholarships are to be submitted after the beginning of the second semester and before the end of April. Once an award has been granted it shall be claimed no later than October 31 st of the award year or it will be considered forfeited. 5

6 CLOVIS HIGH BAND BOOSTERS SCHOLARSHIPS AWARD PROGRAM SCHOLARSHIPS AVAILABLE: Exemplary Musicianship Award -- $ (Exemplary: Serving as a model or example worthy of imitation, exhibiting commendable or exemplary conduct.) This scholarship is to be awarded to the Senior student musician who has exhibited exemplary achievement in the area of musical performance and musical involvement at Clovis High School. 1. Enrollment in High School Band for eight (8) semesters.* 2. Participation and position (chair) in Honor Band, Honor Orchestra, or Honor Jazz Band, at the local or state levels.* 3. Participation in solo and small ensemble festivals. * a. Rating of performance 4. Position or chair in section each year a. Marching Band b. Concert Band c. Jazz Band d. Other 5. Participation in other school musical organizations a. Pep Band b. Marimba Band c. Orchestra d. Other 6. Outside of School Musical Activities a. Fresno Philharmonic b. Youth Orchestra (Jr. Philharmonic) c. Theater Groups d. Brass, woodwind, or percussion youth groups e. Other 7. Overall attitude and/or deportment *(Items 1, 2 and 3 mandatory requirements for this award.) The student receiving the Exemplary Musicianship Award will be expected to perform a solo of his/her choice at the Spring Concert and/or awards presentation. 6

7 ANGEL QUINTERO MEMORIAL SCHOLARSHIP -- $ Limited to a percussion student with eight (8) semesters enrollment in High School Band.* 2. Requires 1 st or 2 nd Chair position in Section. Section Leader or Drum Major at least 4 semesters (or a combination of these responsibilities).* 3. Participation in city, county, or state honor groups and/or other high school instrumental organizations 4. Exhibits exemplary conduct and attitude 5. Must exhibit leadership qualities or potential *(Items 1 and 2 are mandatory requirements for this award) The student receiving the Angel Quintero Memorial Scholarship will be expected to perform a solo at the Spring Concert and/or awards presentation. OUTSTANDING MUSICIAN AWARD -- $ Enrollment in High School Band for eight (8) semesters.* 2. Requires 1 st or 2 nd Chair position in Section. Section Leader or Drum Major at least 4 semesters (or a combination of these responsibilities).* 3. Participation in city, county, or state honor groups and/or other high school instrumental organizations 4. Exhibits exemplary conduct and attitude 5. Must exhibit leadership qualities or potential *(Items 1 and 2 mandatory requirements for this award) The student receiving the Outstanding Musician Award will be expected to perform a solo at the Spring Concert and/or awards presentation. 7

8 OUTSTANDING AUXILIARY/COLOGUARD AWARD -- $ Requires eight (8) semesters enrollment in High School Band or Color guard Member, two semesters of which must be in the Senior year.* 2. Must exhibit leadership qualities, exemplary conduct and attitude. *(Item 1 is a mandatory requirement for this award.) OUTSTANDING SCHOLAR AWARD -- $ Based on the highest grade point average, calculated on a 4-point grading scale. For advanced placement classes taken 1 additional point per class. 1. Six (6) semesters enrollment in High School Band, two semesters of which must be in the Senior year. OUTSTANDING ACHIEVEMENT MUSIC AWARD -- $ Four (4) semesters enrollment in High School Band, two semesters of which must be in the Senior year.* 2. Outstanding music and marching ability 3. Participation in city, county, or state honor groups and/or other High School instrumental organizations. *(Item 1 mandatory requirement for this award.) NICOLE YOUNG MEMORIAL SCHOLARSHIP -- $ Requires eight (8) semesters enrollment in High School Color Guard, two semesters of which must be in the Senior year. 2. Must exhibit leadership qualities, exemplary conduct and attitude. 8