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Constitution and By-Laws of

The Heritage High School Band Boosters Club

 

ARTICLE ONE: NAME

 

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.

 

ARTICLE TWO: PURPOSES

 

Section 1.   To stimulate and maintain an interest in the Heritage High School Band Department.

 

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. 

ARTICLE THREE: MEMBERSHIP

 

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.

 

ARTICLE FOUR: OFFICERS

 

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.
 

ARTICLE FIVE: DUTIES OF THE OFFICERS

 

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.

 

ARTICLE SIX: DUES AND FINANCES

 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.

 

ARTICLE SEVEN: COMMITTEES

 

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

 

     

ARTICLE EIGHT: MEETINGS

 

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

ARTICLE NINE: CHAPERONES

 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.

ARTICLE TEN: AMENDMENTS

 

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.

 

ARTICLE ELEVEN: APPROVAL

 

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