| Conestoga Valley Band Booster
Organization By-Laws
Article
I
Name
Conestoga Valley High School Band Boosters
Article
II
Objective
To support all
facets of the Conestoga Valley High School Band program
Article
III
Membership
Membership is
automatically granted to all high school band parents. Membership is open to any
other persons interested in supporting the Conestoga Valley High School Band.
| Section
1. |
Dismissal
from the general membership shall be considered by executive committee if
the member has engaged in behavior unbecoming to the
organization. Said member may request a hearing in front of the
general membership. |
Article
IV
Executive Committee
The Executive
Committee shall consist of the elected officers, the high school band director(s),
and the chair and a representative from each of the standing committees.
| Section
1. |
The
officers of the organization shall be a President, Vice-president,
Secretary, and Treasurer. These
officers shall perform the duties prescribed by the By-Laws.
|
| Section
2. |
A
nominating committee of three (3) to five (5) members shall be appointed
by the President. It shall be the duty of this committee to nominate candidates
for the officers in Section 1. Nominations from the floor shall be
permitted prior to the election of officers.
|
| Section
3. |
The
new officers shall assume the duties of their offices at the last spring
meeting.
|
| Section
4. |
No member
shall hold more than one office at a time.
|
| Section
5. |
When a
vacancy occurs in an elective office, except the Presidency, the unexpired
term shall be filled by election at the next general membership meeting. |
Article
V
Duties of the Executive
Board Members
| Section
1. |
The
PRESIDENT shall preside at all meetings of the organization and the
executive board and have general supervision of all the organization’s
committees except the nominating committee, none of whom shall be members of the executive board.
|
| Section
2.
|
The
VICE PRESIDENT shall perform the duties of the President in his/her
absence and in case of vacancy shall become president. He/She shall also assist
the President in the organization’s administration, as well as presiding
over parliamentary procedure. He/she will assist the treasurer in
fundraising activities.
|
| Section
3. |
The
SECRETARY shall record the minutes of all regular and executive committee
meetings. He/She will preserve all records of the organization. He/She
shall maintain a current mailing list of all Band Booster members and have
copies of the By-Laws available for use at all meetings. A Corresponding
Secretary may be appointed to handle all correspondence. The secretary
shall keep a log of all committee activities.
|
| Section
4. |
The
TREASURER shall receive and hold all monies and pay all bills approved by
the organization. He/She shall also keep an account of all receipts and
expenditures and render a report at
all the organization’s meetings. The Treasurer shall sign all checks for
the organization. The Treasurer is responsible for all investments and
reporting of such funds and shall submit an annual budget for adoption by
the general membership. It is required that the treasurer be covered by a
Fidelity Bond of $10,000.00. The Treasurer shall submit its books to the
Business Manager’s office of the Conestoga Valley School District for
auditing when requested. The treasurer shall be a permanent member of the
Finance and Fundraising Committee.
|
| Section
5. |
The
executive committee shall transact routine business, recommend policies to
the organization, and act for the organization in cases of emergency. The
executive committee will call a general membership meeting of emergency
allocation of funds exceeds budgetary restraints.
|
| Section
6. |
Removal
of an officer from office would be considered if said officer fails to
perform specified duties.
|
| Section
7. |
No
officer shall receive pay for any duty performed; however, reimbursement
may be made for justifiable expenditures upon presentation of receipts. |
Article
VI
Committees
| Section
1. |
Standing
committees are as follows: Finance and Fundraising, Publicity, Chaperones,
Membership and Hospitality, and Jazz Exhibition.
|
| Section
2. |
Special
committees are as follows: Nominating, and any other which the president
desires to appoint. |
Article
VII
Meetings
| Section
1. |
Regular
meetings shall be held in September and May or as needed. The executive
committee shall set the date and time of all general membership meetings.
|
| Section
2. |
Eight
(8) members present at an organizational meeting shall constitute a
quorum.
|
| Section
3. |
Executive
committee meetings shall be held every other month beginning in September. |
Article
VIII
Dissolution
In the event of the Conestoga Valley Band Boosters dissolution, all real
property becomes a part of the Conestoga Valley School District.
Article
IX
Amendments
Amendments to these By-Laws shall be presented to the Executive
Committee in writing at least thirty (30) days before a membership meeting.
Amendments received by the Executive Board shall be submitted to the member at
the regular meeting for a vote. A two-thirds majority will be needed for
approval of proposed amendments.
Amendment
1.
June
10, 2003 |
Student Trip Accounts. When
designated beforehand, a portion of the profit earned by each student from
a given fundraiser shall appear on the books as that student’s “Trip
Account” fund, which may be used toward general band trips. This money
will accumulate from year to year until said student graduates. At that
time, the amount left in said student’s fund may do one of three things:
(1) if a sibling will be participating in the CV band program during the
upcoming year, the funds may be transferred to that sibling’s trip
account; (2) the funds may be designated to be used toward a band-specific
item, i.e. Senior Gifts; or (3) if neither of the aforementioned occurs by
graduation of said student, all money left in said student’s trip
account will revert back to the general fund of the Band Boosters. If a
band member quits band in the middle of a school year, the trip account
funds may either (1) be transferred to a sibling currently in band or (2)
will go to the general fund. If a band member quits band at the end of the
school year, the trip account funds may either (1) be transferred to a
sibling who will be participating in the CV band program during the
upcoming year, or (2) will roll into the general Band Booster Club fund.
|
Article
X
Parliamentary
Authority
The rules contained in Robert’s Rules of Order (newly revised)
shall govern the organization in all cases to which they may be applicable.
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Committees
of the CV Band Boosters
Committee
Descriptions
Committees shall be
composed of the chairpersons appointed by the Executive Committee and as many
persons as necessary to adequately fulfill the committee responsibilities. These
committees shall be responsible to the CV Band Boosters for all their actions
and activities.
Committee
Charges
Finance and Fundraising
The
Vice-President and the Treasurer shall be members of this committee.
 | Compose
budget for fiscal year beginning July 1.
|
| Plan
fundraising activities as needed to obtain the goals of the Band Boosters.
|
| Provide
Treasurer with appropriate funds necessary for band activities.
|
Membership and
Hospitality
| Organize
and direct all Band and Band Booster social functions such as swim party,
picnics, Awards Banquet, etc.
|
| Promote
band spirit through the sale of items approved by the Executive Committee.
This committee is non-profit.
|
| Provide
refreshments as needed.
|
Publicity
| Provide
for notification of announcements, articles, photos, etc. in newspapers,
radio, and television.
|
Chaperones
| Assign
bus chaperones for all band competitions, away football games, parades and
special events that require bus transportation.
|
| Be
responsible for the physical well-being of all band members which includes
transporting medical permission slips and First-Aid kit.
|
| Provide
for supervision of loading and unloading of band equipment.
|
Jazz Exhibition
| Shall
be responsible for planning and running Conestoga Valley’s annual jazz
exhibition.
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Band
Booster Organization Duty Descriptions
Officer
Duty Descriptions
President
| Preside
at all membership meetings of the organization.
|
| General
supervision of all the organizations committees.
|
| Actively
encourage and maintain membership involvement.
|
| Oversee
directly all committees, playing facilitator role and ensuring that needs of
organization are being met.
|
| Report
to Directors regularly with updates and concerns.
|
| Devise
major plans of action with Vice-President and committee chairs to present to
directors for approval prior to activating them.
|
| Establish
and maintain open lines of communication to all officers, committee chairs
and members.
|
| Organize
Band Banquet
|
Vice President
| Perform
duties of president in his/her absence.
|
| Fill
vacancy permanently of President should the need arise.
|
| Preside
over parliamentary procedure (rules of order).
|
| Publicity
awareness. Any community exposure via major lines of communication should be
made known to membership.
|
| Developing
future goal proposals for submission to executive committee and membership.
|
Secretary
| Record
minutes at regular and executive meetings.
|
| Preserve
records of organization.
|
| Maintain
current mailing lists and e-mail and phone databases.
|
| Develop
a phone chain and update as needed.
|
| Newsletters
|
| E-mail
correspondence
|
| Weekly
bulletin (?)
|
| Web
page
|
| Member
profiles for band packet
|
Treasurer
| Fundraising
committee chair
|
| Assist
President and Vice-President with Banquet as needed
|
| Assist
with Concession Committee as needed
|
| Assist
with Jazz Exhibition Awards as needed
|
| Organize
Band Blitz
|
| Deal
with ticket moneys and ticket sales to parents/students.
|
Finance
| Fundraising
– Organize, run and wrap up
|
| Bookkeeping
|
| Money
collection, distribution and disbursement
|
| Deposit
revenues
|
| Maintain
account balances and reports.
|
Concessions and
Provisions
Concessions
·
Account for needs
of the Concession Stand
·
Staff Concession
Stand
Away Provisions
·
Detail and make
available provisions for away events (Water, apples, hot chocolate, etc.)
Home Hospitality and Day Lunches
·
Coordinate
lunches for students before competitions
·
Jazz Exhibition
·
Band Camp
Equipment
| Maintain
all equipment that keeps the band mobile
|
| Develop
and maintain a staff separate from that of the chaperone committee chair
that is available to help throughout the season by volunteering time or
services to keeping the band mobile.
|
| Create
a schedule and deal with cancellations and replacements as needed.
|
| Attain
clear instructions from directors prior to each event that will dictate
where and when equipment shall be unloaded and loaded.
|
Chaperone
| Assign
bus chaperones for all band competitions, away football games, parades and
special events that require bus transportation
|
| Maintain
a schedule that clearly shows the chaperones to be accompanying the band to
a said event on a said day. Cancellations or replacements should be dealt
with as needed.
|
| Make
known that chaperones may be responsible for the physical well-being of band
members which includes transporting medical permission slips and first aid
kit.
|
| Chaperones
that accompany the band to away events should also help to inspect uniforms
to ensure they are cared for respectfully (double check students are
following correct procedures and document any that aren’t to director).
|
Band Camp
| Uniform
distribution
|
| Provide
water and treats in conjunction with Home Hospitality and Day Lunch
sub-committee
|
| Organize
pool party
|
| Help
treasurer with Band Blitz
|
Jazz Exhibition
| Facilities
preparation in conjunction with Home Hospitality and Day Lunch sub-committee
|
| Hall
monitoring
|
| Room
monitoring
|
| Hosting
|
| Ushering
|
| Set-up
|
| Awards
in conjunction with Treasurer
|
Nominations
| Appointed
by the President and accepted by the general membership at February meeting.
|
| Recommend
nominees for election of officers
|
| Provide
short summary of why they were selected to candidacy
|
| At
time of presentation, committee will preside over nominations from the
general membership. These same individuals will also be involved in
presiding over the election process and the installation of new officers.
|
| It
is possible to be on the nominating committee and be elected to any office.
|
| It
is not possible for an active President to be on the nominating committee.
|
Ad Hoc
| Committees
appointed at the discretion of the President or Directors temporarily to
accomplish short-term goals.
|
| These
will be relegated to and overseen by a member or officer and facilitated by
the President.
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