Sullivan East High School Band Boosters Club

Transcription

1 Sullivan East High School Band Boosters Club By-Laws Revised May 29, 2008 I. NAME 1. The name of the Club shall be Sullivan East High School Band Boosters Club. 2. The principal office of the Club shall be at Sullivan East High School or other such place as the Board of Directors or the activities of the Club shall require. II. PURPOSE 1. To promote and encourage community/area support of the Sullivan East High School Band Department. a. To involve the community in supporting the music department. b. To supplement school board support of Band activities. c. To provide financial support for Band activities. d. To encourage students, parents, alumni and other interested individuals to participate in the activities of the Band Booster Club. 2. To provide financial assistance and services for the Band program. 3. To aid in the development of student interest. 4. To promote student leadership and interest. 5. To arouse and maintain an enthusiastic public interest in all phases of the Band program. 6. To support the Band Director & governing School Board so that the Band Program maintains the highest learning environment possible and maintains the highest degree of efficiency. 7. To bring into closer relationship the home and school so that parents and Band instructors may cooperate. 8. To stimulate and maintain student and community interest and appreciation of the school Band program in cooperation with the Band Director and the School Administration. 9. To promote and encourage student cultural improvement through appreciation of fine music. 10. To actively support all performances of the school Band. 11. To lend all possible support, both moral and financial to the Band program. 12. To serve as a means of communication to keep parents and the Sullivan East High School Band members informed as to the activities and projects of the Band. 13. To provide for the Band members as much as is financially feasible those things over and above that which is provided by the School Board.

2 14. To make all plans that carry out fundraising for support of activities and projects. 15. To assume responsibility for publicity covering any activity or project sponsored by the Band. III. ORGANIZATIONAL STRUCTURE Under the provisions specified in the Bylaws, this Club shall be governed by the elected officers, the Board of Directors, the Executive Committee and the membership, with the cooperation of the Band Director. 1. Robert s Rules of Order shall be the official guide of the Booster Club in all cases in which they are applicable and in which they are not in conflict with these Bylaws. 2. Any issue determined by the Band Director or Band Boosters to be in question as to the best interest or good of the Band program shall be tabled until all the membership is notified of the issue. IV. MEMBERSHIP 1. Parents and legal guardians of all Band members automatically become members upon the student s acceptance into the Band. 2. Other adults who are concerned with the promotion or good of the Band may also become members. 3. Voting members shall be the Band Director and parents or legal guardians of members who are or have been in the Band program of the current academic school year. 4. Band members shall be ex-officio, non-voting members of the Club. 5. Each voting member shall have one vote on the matter under consideration and must be present to vote. No voting by proxy will be allowed under any circumstances. V. BOARD OF DIRECTORS 1. The Board of Directors shall be composed of the Band Director, President, Vice- President, Secretary, Treasurer and four (4) Committee Chairs. 2. The nomination of new officers for the coming year shall be held during the March meeting. The election of new officers shall be held during the April meeting. Officers will assume their responsibilities during the May meeting. 3. Names of Club members may be added to the list of prospective Club officers that the Nominating Committee submits to the Club through the proper procedure, and nominations may be made from the floor with consent of the nominee. 4. Officers are to be elected by a majority vote of the eligible Club members present at the April meeting subject to the requirements of voting stated in Articles IV and X of this document. 5. Board Meetings shall be called as needed. 6. It shall be the responsibility of the Board of Directors to issue a Financial Policy no later than the June meeting of each year which shall state the procedures and

3 policies of the Board in regards to fundraising, collection of monies and past-due collection of funds. 7. Encourages Club members to attend the board meetings if they have suggestions, recommendations or concerns they think should be brought before the Club. 8. Assumes responsibility for the Club s programs, studies its needs and makes recommendations to the Club members as to how these needs may be met. 9. Each of the four (4) appointed board members shall serve as coordinator of committees as follows: two (2) of the appointed members will serve as Chairman and Vice-Chairman of the FUNDRAISING COMMITTEE and two (2) of the appointed members will serve as Chairman and Vice-Chairman of the CONCESSION COMMITTEE. VI. OFFICERS 1. All officers with the exception of the Band Director shall be elected from the eligible voting membership. 2. All officers shall transfer to their successors all books, papers, and other property of the Club in their possession after the May meeting. 3. Nominations for officers will be accepted from the floor at the March meeting, with the consent of the nominee. 4. If there is only one candidate for an office, the election shall be by voice vote. 5. If there is more than one candidate for an office, election shall be by ballot. 6. A quorum of the Board of Directors shall consist of at least four (4) members of the Board, and must include the President and/or the Vice President of the Booster Club. 7. Officers shall be elected annually in April and assume office at the May meeting. VII. DUTIES AND RESPONSIBILITY OF THE CLUB OFFICERS 1. President a. Prepares all meetings. b. Starts meetings on time and endeavors to close promptly. c. Appoints committees, as needed and is ex-officio member of each committee. d. Shares the work of the Club with as many members as possible. e. Appoints Nominating Committee in February to present a new slate of officers during the March meeting. f. Helps the Vice-President to discharge his or her duties. g. Sees that all members, especially the officers, are familiar with the Club Bylaws. 2. Vice-President a. Serves as presiding officer of the Club in the absence of the President. b. Assists the President of the Club as needed. c. Serves as coordinator for the transportation for all trips in which the Band may participate. d. Serves as coordinator for the chaperones for all trips, including Band Camp, in which the Band may participate.

4 3. Secretary a. Keeps accurate and permanent records of all meetings of the Board of Directors, including minutes, reports, and correspondence. Minutes of the Board of Directors meeting are to be read at the following Club meeting where proper action can be taken. b. Keeps an accurate record of the membership (name, address, telephone number and the first name of their children in Band) c. Keeps records in permanent form so they can be referred to in future years. d. Has all present sign a record of attendance at all meetings. 4. Treasurer a. Gives financial report at each meeting, showing disbursements since previous report, with balance on hand. b. Has accounts audited each year (April) by an auditing committee consisting of the incoming President, incoming Treasurer, current Treasurer, and one voting member at large with detailed report of the audit made by the May meeting. c. Shall be bonded with the Club paying for the bond. d. Shall receive all funds due the Club, issue appropriate receipts, be solely responsible for the deposit of funds in a designated depository determined by the Board. Checks may be signed only by the President, Vice-President and Treasurer. TWO SIGNATURES ARE REQUIRED ON EACH CHECK. e. Shall only be responsible for collecting such funds as not covered in Article VIII, Section 6 where the funds will be collected by the Fundraising Committee personnel. f. Shall have the authority to designate a responsible individual or group of individuals to collect monies at such times that they cannot personally fulfill the duty themselves. VIII. CLUB COMMITTEES Composed of the designated coordinator acting as chairperson or a chairperson appointed by the coordinator and any other Club member the President or chairman may wish to have. Committees may be added or deleted as needed. 1. Executive Committee Composed of the Band Director, President, Vice-President, Secretary and Treasurer and will be responsible for the day to day operations of the Booster Club in order to implement the actions taken by the Booster Club at its regular meetings. 2. Concession Committee a. Composed of Chairman, Vice-Chairman and other Club members as needed. b. Responsible for operating the concession stands during Football season.

5 3. Hospitality Committee Responsible for acting as host and organizer for any Band social event or gathering where refreshments or food is to be distributed or sold. 4. Fundraising Committee a. Suggests and initiates ways of raising funds needed for Band expenses and other Club related functions. b. Responsible for collecting all monies generated by the efforts of the committee during and as a result of all fundraising events, campaigns, etc. 5. Other Committees Any other committee which may be needed will have its Chairman and members appointed by the Club President. IX. MEETINGS 1. The regular meeting shall be held on the first (1 st ) Tuesday of each month at Sullivan East High School. 2. Special meetings may be called by the President, who will inform the Secretary to notify Club members. 3. Notification for special meetings will be sent to all members one (1) week in advance of the called meeting date and the purpose of the meeting will be stated in the notice. X. QUORUM At least three (3) officers and three (3) eligible voting members must be present at any Club meeting to constitute a quorum. XI. AMENDMENTS Amendments of these Bylaws shall be proposed in writing and presented by mail at least three (3) weeks in advance of the next regularly scheduled meeting, or proposed in writing and presented at one meeting of members, discussed and voted on at the next meeting of the members. Passage shall require the vote of two-thirds (2/3) of the members present and voting; provided, however, any amendment of Article II of these Bylaws regarding the Purpose of the Corporation shall require the vote of two-thirds (2/3) of the entire membership. XII. REMOVAL OF OFFICERS 1. Any officer or board member missing three (3) consecutive, unexcused meetings will be automatically removed from the Board of Directors. 2. Any officer or agent may be removed by a two-thirds (2/3) majority vote of the Board of Directors whenever in its judgment, the best interests of the Club will be

6 served thereby, but such removal shall be without prejudice to the contract rights of any person so removed. XIII. VACANCIES 1. In case of a vacancy in the office of the President, the Vice-President shall serve for the unexpired term. 2. Elected offices vacated during the year shall be filled upon the nomination by the Executive Committee and approval of a quorum of the general membership (as defined in Article IV) and shall serve out the remaining term of said office. These Bylaws have been duly adopted by the Sullivan East High School Band Boosters Club this 10 th day of July 2008 at its regularly scheduled meeting held at Sullivan East High School in Sullivan County, Tennessee. Band Director President of Booster Club Vice-President of Booster Club Secretary of Booster Club