Constitution and By-Laws of
The Heritage High School Band Boosters Club
Section 1. The name of this
organization shall be the Heritage High School Band Booster Club (HHSBBC).
Section 2. HHSBBC is and shall remain,
a non-profit organization.
Section 3. HHSBBC is exempt from State of Tennessee Sales Tax
through its tax-exemption program.
Section 2. To give all possible
support, both moral and financial to
this band department.
Section 3. To cooperate with school officials for both building
and maintaining an efficient band
department, and for promoting general activities pertaining to the band in
cooperation with the guidelines for booster clubs.
Section 4. All policies pertaining to the operation of the
HHSBBC shall
be under the jurisdiction
of the superintendent or principal
or his/her designated
representative for HHSBBC.
Section 1. The
membership of this club shall include any band member, alumni, parent, or other
person interested in the progress and development of the Heritage High School
Band Program.
Section 2. Dues shall not be required.
Section 1. There
shall be the following officers:
a.
President
b.
Vice-President
c.
Secretary
d.
Treasurer
e.
Color
Guard Liaison
Section 2. All officers shall be
elected by the membership for a
one-year term.
Section 3. Officers may serve more than
one, one-year terms.
Section 4. The Executive Committee shall be
composed of all elected officers plus the Band Director(s).
Section 5. Officers
shall be elected at the April meeting and take office
at the May meeting.
Section 6. Officers
are first selected from active band parents, but if HHSBBC is unable to fill
officer positions, all other people are eligible to serve.
Section 7. Officers are expected to be
dedicated to the success of HHSBBC and the Band itself. Repeated failure to
work at these events may lead to the Officer being removed from his/her office
as detailed herein.
a.
90%
of all home football season games
(e.g. Varsity,
JV, Freshman,
PeeWee/Midgets)
b.
Work
all day (8 a.m. until clean up is completed)
for the annual
Volunteer Classic
Band
Competition.
c.
Majority
of all other events/games where Band Boosters operate Concessions (e.g. Special
Olympics, Senior Day, dinners, et cetera)
d.
Band
Camp as much as possible.
Section 8. Should and officer not fulfill
their term, for any reason, the Executive Committee shall seek a qualified
person, from the membership, to fill that position. That person shall be
elected at the earliest possible meeting by a majority vote of the membership
present.
Section
9. Should an officer need to be replaced, for any
reason,
removal must take place before the new officer is
elected. Removal requires a majority vote of the
executive committee.
Section 1. The
President shall preside at all meetings of this organization and at all the meetings of the Executive
Committee. The president shall appoint a Vice-President to preside over any
meeting that he/she is unable to attend. The President shall be in charge
of delegating fund raising activities among the Officers for HHSBBC.
The President has authority to perform
administrative duties and to call upon others to achieve the
goals of HHSBBC. Accordingly:
a.
The
President may appoint special committees as needed.
b.
The
President may assign duties to the other officers as needed.
c.
The
President may require periodic reports from the other officers to insure that the
needs of HHSBBC are met.
Section 2.
The
Vice-President shall be in charge of acquiring all concession stand food
and
supplies. The Vice President shall chair meetings when the President is absent.
Section 3. The Secretary shall keep an
accurate record of all Executive Committee meetings, called meetings, and
regular meetings, contact and schedule people to help work concessions, and
take care of needed correspondence. The Secretary shall also be responsible for
publicizing notices of meeting dates and times.
Section 4. The Treasurer shall oversee the
financial operations of the association. This includes:
receiving all funds of this organization, depositing
those funds expeditiously into an approved bank, disbursing those funds as
needed by the organization and providing an accounting of receipts and
disbursements at each monthly meeting. Filing yearly tax exemption,
incorporation and tax reports as needed. The Treasurer shall post
student/parent earning statements on a monthly basis through an effective and
efficient means.
Section 5. The Treasurer’s book and
Secretary’s book and all other pertinent data shall be turned over to the
respective incoming officers at the May meeting. These records are to be kept
for five years.
Section 6. The Color Guard Liaison shall be
responsible for communicating at Executive Committee Meetings or general
meetings on behalf of the Color Guard.
Section 1. Members may not make
purchases without the approval of
the Executive Committee.
Section 2. The membership cannot commit
this organization’s
funds without the review
and recommendation of the
Executive Committee.
Section 3. Should this organization be dissolved, any monies
remaining in the treasury shall be transferred to the Heritage High School Band
Account to be used exclusively for the benefit of the Heritage High School
Band. In the event that this organization dissolves and there is no longer a
Heritage High School Band, any remaining monies are to be donated to a public
high school band program.
Section
4. The membership may not divert any part of its income or assets to any
member, donor, officer, employee, individual, corporation or organization by
any means except for official approved transactions. Such transactions shall be
placed in the official record of HHSBBC.
Section 5. Financial procedures:
a.
Two signatures from the Executive Committee are required for all expenditures.
b. Expenditures not
co-signed by the President must be approved by the President in
advance.c. A permanent log of
receipts and expenditures must be maintained by the
Treasurer. d. The Treasurer
will report at each Executive Committee meeting concerning receipts and
expenditures. e. The
Treasurer will report to the general membership at each
meeting. f. The
Treasurer will safeguard all
funds. g. The Treasurer
will deposit all funds in an approved bank within one business day of their
receipt. If the receipts cannot be deposited within one business day, the
Treasurer will (upon advising the President of the situation) arrange for one
of the other Executive Committee Members to deposit the receipts. Section 6. HHSBBC property may not be
donated, loaned or used for non HHSBBC purposes without the expressed written
permission of the Executive Committee. Such permission shall be signed by the
President and at least two other representatives of the Executive Committee.
Such record shall become a part of the permanent record maintained by the
Secretary. Such transactions shall be made a part of the report to the
membership.
Section 7. All instruments, uniforms,
or other similar equipment purchased by HHSBBC shall become the property of the
Blount County School District upon written notification from the Executive
Committee.
Section 8. Other equipment, materials
and supplies purchased by HHSBBC shall remain the property of HHSBBC.
Section 9. Appreciation gifts purchased
specifically for the Band Director(s) shall be his/her personal property.
Section 1. President shall appoint
chairs of committees necessary to carry on the work of HHSBBC. The President
and Band Director shall be a member ex-officio of all committees.
Section 2. There shall be the following
standing committees:
a. Auditing (up to three
members to audit the Treasurer’s accounts each year.)
b. Band uniform
committee
c. Christmas parade
chairperson
d. Publicity committee
Section 1. The
President shall call an Executive Committee meeting at his/her discretion.
Section 2. The membership shall meet as
frequently as prudent throughout the year with at least three meetings per
year.
Section 3. The President or Vice-President
may call special meetings with a minimum notice of forty-eight (48) hours
Section 1. Chaperones will be needed for band
performances at away games and band competitions. Parents interested in being
chaperones shall complete the “Chaperone Application” form. From these forms, a
roster of parents willing to chaperone shall be prepared.
Chaperones will first be selected from the members
of the Executive Committee. Then chaperoning opportunities will be offered to
other partner/booster members based upon their service to the HHSBBC.
No one may automatically assume that he or she is a
chaperone. Prior to each chaperoning event the Executive Committee will review
the roster of person’s desiring to be chaperones. The needs shall be compared
with the number of persons able to chaperone that particular event. The
potential chaperone shall be offered the opportunity and given the list of
rules for the trip. The chaperone shall be issued an identification tag or name
badge that identifies that person has an HHSBBC Chaperone.
Section 2. Specific duties of the
chaperones will be listed prior to each trip. However, all chaperones will be
required to follow the same rules and policies set by the Blount County
School Board. Additionally, all alcoholic beverages are prohibited.
Section 3. On out-of-town trips, plan
to have at least three chaperones for every twenty students. Other parents
interested in attending these events should, of course, be encouraged to do so.
Section
5. If a married couple are selected as chaperones and take a child not in
the Heritage High School Band, that husband or wife may be asked to forfeit the
position of chaperone. Such decision will be made by the Executive Committee of
HHSBBC.
Section 6. Children must be 6th
grade or above to accompany chaperoning parents on overnight trips. The only
exception is the band director(s) family.
Section
7. HHSBBC may elect to pay all or a portion of the official travel costs
of chaperones. Such decisions shall not be arbitrary and shall be consistent
during the school year. Such payment will only be made for approved chaperones
who fulfill their stated duties on the trip.
Section 1. The Constitution and By-laws
may be changed or amended by a majority vote of the members present at a
regularly scheduled Band Booster meeting, provided there has been public
notification and the proposed changes or amendments were read at the previous
regularly scheduled Band Booster meeting.
These
revised bylaws and Constitution were approved by the general membership of the
Heritage High School Band Booster Club at a regular meeting on ___________
January 2008.
President
________________________________
______________________________
Signature
Printed Name
Secretary
________________________________
______________________________
Signature
Printed Name