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ARTICLE I: NAME
The name of the organization will be the "St. Augustine High School Band Booster Association, Incorporated", which can also be referred to as "the Band Boosters". (The "Band" program consists of those performance-based music activities taught by the St. Augustine High School band director, which include marching band, colorguard, wind symphony, concert band, jazz band and percussion ensemble.)
ARTICLE ll: PURPOSE
1. The Band Boosters will act as a not for profit organization.
2. The Band Boosters Organization will assist, through financial and physical help, to achieve the goals of the band program as prescribed by the band director and school administration The Band Boosters actions and policies will be consistent with and respectful of the rules guiding St. John's County Schools as well as those of related professional memberships held by the band director.
ARTICLE lll: FUNCTIONS
1. The Band Boosters will establish service committees based upon areas of need determined by the band director and the school administration
2. Chairpersons of those committees will serve as a coordinating Board for the purpose of the communication and recruitment
3. The band director and the Executive will estimate the annual program operation budget for the purpose of fundraising and assessment
4. The budget, having been approved by the band director and Executive Board, will be submitted to the general membership for approval.
5. The Executive Board and band director will prepare and execute a program to implement the budget
6. The Executive Board and band director will prepare and execute a program to implement the budget.
7. The Band Boosters will strive to represent the consensus with respect to each and every family's ability to participate in the band program, in particular where monetary projects and obligations are concerned.
ARTICLE lV: POLICIES
The Band Booster Organization will:
1. Cooperate fully with the administration of St. Augustine High School, recognizing the band director as the immediate representative of the school and school district. all decisions made by the Band Boosters will proceed with the director's approval.
2. Schedule at least four general meetings and seven executive board meetings per school year. Order of business for meetings are as follows: Determination of a quorum, Band Directors report, approval of minutes, approval of treasurer's report, new business, adjournment.
3. Hold advisory Board meetings on alternate months, with the option for monthly meetings to be determined by the director.
4. Keep the general population informed of financial obligations and important dates through a regular newsletter.
5. Develop a projected operating budget at a designated Executive Board meeting prior to the August band camp and new fiscal year, and assist the director in determining a per capita band fee adequate to initiate the new school year.
6. Anticipate funding, in whole or in part for coaching assistants and clinicians approved and authorized by the director.
7. Work with the director to prepare a twelve month calendar coordinating fundraising efforts with needed expenses, reflecting performance activities and obligations.
8. Present the annual budget proposal at the first general meeting for approval.
9. Meet in general session governed by Robert's Rules of Order.
10. Hold advisory meetings in chairman/board format, unless parliamentary procedure is invoked by the presiding authority.
11. Recognize that a majority of the Board constitutes a quorum.
12. Govern financial decisions in accordance to federal, state, and local statues and/or laws.
ARTICLE V: FUNDS
1. All funds will be deposited within seven days in a St. Augustine Band Booster, Inc. account, and will be administered under the advice of the director and Executive Board.
2. A zero based accounting philosophy will prevail, where a project's funds will be collected prior to their disbursement.
3. The treasurer will determine the procedure for collecting and recording expenses for each activity.
4. The chairperson of each fundraising activity, as advised by the treasurer, will be responsible for the collection of all related money's, the keeping of complete records, and the submission of the above to the treasurer for deposit.
5. All accounts of the Boosters will be reviewed in semi-annually by a Board appointed bookkeeper; the report will be made available to the membership.
6. The fiscal year of the Boosters will coincide with the schools budget year: August to July.
7. Funds to be expended by the Band Boosters must be identified in the annual budget. Exceptions due to unforeseen circumstances must be approved, in advance, by the band director and Executive Board.
8. New budgetary requests and over expenditures must a) be approved by the Executive Board and band director and b) reflect commensurate fundraising compensations to the project's budget.
9. The Band Boosters will not incur indebtedness beyond the available balance in the Boosters' account.
10. For expenditures that do not exceed $500 and are appropriated within the current budget, the president or vice- president and band director may approve a payment for goods or services. Subsequent Board minutes will reflect such expenditures.
11. In accordance with the law, in the event of dissolution of the Band Boosters, the net assets of the St. Augustine High School Band Booster Organization, Inc. will be deposited in the band's internal school account. Leal notice of dissolution will be published in a local newspaper.
ARTICLE Vl: MEMBERSHIP
All parents of children enrolled in the Band programs at SAHS and any adults interested in the positive promotion of the activities of the Band programs are entitled to become members of this association. All members will be required to follow the St. Johns Country School Board policies with regards to volunteer standards and protocols. A $5/year annual fee entitles a family of up to two adults voting rights. "New" first time members are eligible to vote after attending a minimum of three general meetings and all embers must attend a minimum of three meetings a year to retain voting rights.
ARTICLE Vll: ADMINISTRATION
1. The business of the Band Boosters will be administered by the band director and the Executive Board.
2. Decisions of the Executive Board will be final upon majority vote by a quorum.
3. Board actions affecting the general membership will be presented by the secretary at the next general meeting.
4. Suggestions for change in the by-laws will be presented, in writing, to the Executive Board for review at their next meeting. An approved change will be presented to the next general meeting where it will be adopted pending a majority vote.
5. The bylaws will be read aloud and voted upon each year at the first general meeting in conjunction with the approval of the annual budget utilizing the same process.
ARTICLE Vlll: LEADERSHIP BOARD
1. The leadership structure will consist of the Executive Board which consists of four (4) elected officers, ten (7) appointed committee chairs, and the band director. Past presidents will become nonvoting Board members. There may only be one Executive Board position held by an individual household. No person may hold more than one Executive Board position or committee chair position. The president, vice-president and band director will appoint the Committee Chairs.
2. Th elected Executive Board positions are:
President, Vice President, Secretary, Treasurer, Past President (assumed), Band Director (assumed), School Principal, or their Designee (assumed).
3. The appointed Committee Chair positions are:
Uniforms
Hospitality & Concessions
Communications & Newsletter
Chaperones
Transportation & Field Crew
Festival
Welcoming Committee
Band Camp
Fundraising
Banquet & Decorations
Sponsorship
Spirit Wear
4. Board members must attend all; Board meetings. Any Board member who is absent for more than two consecutive meetings without appointing a substitute, to perform his or her duties may be removed from the Board. (The Recording Secretary will notify the President of any such violations so that a verbal notice can be given.)
5. Each Board member will present a written or oral report at all Board and general meetings.
6. Any Board member displaying disrespectful or inappropriate behavior at any band or Board function may be removed from the Board pending a Board majority vote.
Article IX: Elections
1. Elected Board positions will be chosen annually by ballot.
2. The President will appoint a Nominating Committee at least thirty days prior to the April general meeting. That committee will be composed of two Board members, two general members and the band director. Nominating Committee members are not eligible for nominated positions.
3. If the Past President is unavailable, the President, with board approval, will choose a Nominating Committee Chair.
4. Only members in good standing and available for a full term will be nominated for office.
5. The nominated officers will be elected by a majority vote at the last general meeting prior to the awards banquet. The new officers will be introduced at the awards banquet and all new Board members will assume office on June 1st.
6. At the election general meeting, space will be made available on the ballot for any nomination to be made from the floor.
7. No Board member shall serve more that two consecutive terms in the same office. The Past President office is a one year term.
8. If an active Board position should become vacant, excepting the Presidency, the director and Board will approve a replacement selected by the President.
9. If the active Presidency should become vacant, the Vice-President will assume those responsibilities until the Board can select a suitable replacement.
ARTICLE X: COMMITTEES
1. Each committee chairperson will appoint an appropriate number of volunteers who are willing to serve on that committee for the duration of need. The complete committee roster will be listed in the next available newsletter.
2. The board and director may create an ad hoc committee providing its function and intent is consistent will all provisions of the by-laws.
ARTICLE XI: DUTIES OF EXECUTIVE BOARD MEMBERS
1. The President will:
a) preside over board and general meetings
b) serve as an ex officio member on all committees
c) select members to serve the Band Boosters as needed
d) work in close cooperation with the band director
e) represent the Band Boosters in dealing with the school and community
g) serve as chair for the nominating committee and supervise the election of Executive Board members
2. The Vice President will:
a) administer and oversee the Fundraising Committee
b) appoint a chairperson for each fundraising activity who will, in a manner established by the Executive Board, keep a written report with accurate financial records for that activity
c) submit to the Executive Board a definitive plan of action for the yearlong fundraising program on or before the first Board meeting of the fiscal year. This will include a tentative schedule of events and a fiscal budget for the Executive Board's approval.
d) collect all monies paid to the Band Boosters and turn over such moneys and identifying data to the treasurer
e) designate a chairperson or oversee the Welcoming Committee
3. The Secretary will:
a) keep accurate records of all Board and general meetings
b) read minutes of the prior Board and general meetings, and have copies available as needed
c) assist other Board members with secretarial functions
d) assist the band director with creating Event Programs
4. The Treasurer will:
a) be responsible for the collection, recording and accounting of all moneys received by the Band Boosters
b) maintain accurate records of all students' accounts including cash receipts and disbursements
c) set up and maintain cash receipts and disbursements records and prepare a statement of account to present at all Band Boosters' meetings
d) reconcile all bank statements monthly
5. The Past President will:
a) be a consultant to the President
b)coordinate recruitment of band Boosters membership
Article Xll;DUTIES OF COMMITTEE CHAIR MEMBERS
b) coordinate recruitment of Band Boosters membership
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