Cedar Hill Band Boosters, Inc.

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BYLAWS

Article 1

NAME

The name of the organization is Cedar Hill Band Boosters Inc.

 
Article 2

PURPOSE

The purpose for which this organization exists is to provide financial assistance and spontaneous services for the Bands of the Cedar Hill Independent School District.

This would include:

·         All parts of the band program and all supportive units as may be added

·         To aid in the development of student interest

·         To support the curriculum and activities

·         To promote student leadership and responsibilities

·         To deal with any and all other things necessary and desirable and consistent with these purposes

 

Article 3

MEMBERS

Section 1:  The organization shall have only one class of members.  Membership is open to all parents of students participating in the bands’ activities and any person whose interest is to further the purpose of the organization.

Section 2:  The Executive Board shall establish dues and payment as required for membership.  Membership is valid only for the school year in which dues are paid.

Section 3:  Each member of the organization shall have one vote on any matter under consideration by the membership at a meeting.  The right to vote shall be exercised only once by each member.

 

Article 4

OFFICERS

Section 1:  The Executive Board is the elected officers of this organization and shall be President, 1st Vice President, 2nd Vice President, 3rd Vice President, Secretary, Treasurer, Historian, Public Relations Chairman, Parliamentarian, and Membership Chairman.

The officers shall perform the duties prescribed by these Bylaws.  The officers of this organization shall serve without compensation.

Section 2:  The President shall be the Chief Executive Officer of the organization and shall preside at all of the membership and Executive Board meetings.  The President shall actively direct the affairs of this organization and perform such other duties as directed by the Executive Board.  The President’s vote would only be cast as a tie breaker.  The President will maintain a pass-down log to keep track of key distribution and current band fees.  The President shall serve as a repository for various committee reports and other documentation to be maintained on file and shall keep all itemized lists of the organization’s inventory.

Section 3:  The 1st Vice President shall perform all the duties and have the powers of the President in his or her absence.  The 1st Vice President shall be the concessionist coordinator for football season and track season and coordinate with the Athletic Department for scheduling.  The 1st Vice President shall assume any duties assigned by the President or the Executive Board.  The 1st, 2nd, and 3rd Vice Presidents will work together to coordinate meals for the band at away games.

Section 4:  The 2nd Vice President shall be the concessionist coordinator for the soccer season.  The 2nd Vice President shall coordinate judges’ lunches and concession stands for hosted competitions.  The 1st, 2nd, and 3rd Vice Presidents will work together to coordinate meals for the band at away events.

Section 5:  The 3rd Vice President shall be the purchaser.  The purchaser shall do all purchasing and stocking necessary for concession stands.  The purchaser shall maintain an inventory of stock and purchase other items required by the organization for its own or the band’s use.  At the end of the year, the purchaser shall review the pricing schedule for the concession stands and present it to the Executive Board for approval for the upcoming year.  The 1st, 2nd, and 3rd Vice Presidents will work together to coordinate meals for the band at away events.

Section 6:  The Secretary shall record minutes of the business meetings and the Executive Board meetings.  The Secretary will keep these available for the duration of term of office.  The Secretary shall organize and maintain complete records of all organization activities (student band booster credits) to be provided to all members.

Section 7:  The Treasurer shall keep the accounts of the organization in a true and accurate manner.  The Treasurer shall have charge of all receipts and disbursements.  The Treasurer shall make financial reports at all meetings of the organization and the Executive Board and shall submit the financial records of the organization for audit to a committee appointed by the President at the end of the school year in Cedar Hill.

Section 8:  The Historian and Public Relations Chairman shall keep an account and take pictures of the bands’ activities and publicize the bands’ activities (i.e., concerts, contests, summer band rehearsals, awards, scholarships, fundraisers or any newsworthy events).  The Historian and Public Relations Chairman shall communicate with directors for newsworthy events throughout the year.

Section 9:  The Parliamentarian shall keep a copy of the Bylaws and review the Bylaws yearly and present any proposed changes to the Executive Board and membership for approval in accordance with Article 10.

Section 10:  The Membership Chairman shall recruit members and collect membership fees for the organization.  The Membership Chairman shall maintain a membership list with contact information.  The Membership Chairman shall notify members of meetings and be responsible for providing membership cards.

Section 11:  The Executive Board and membership may vote to remove a Board member if the member has three consecutive unexcused absences from meetings or breaches any of the Bylaws or rules of conduct in Article 7, Section 10.  The procedure for removal is as follows:

a.     A removal meeting must be called and a written notice given according to Bylaws.

b.    The notice must state clearly the removal of an officer is on the agenda and the reasons for dismissal.

c.     The officer will have the right to an attorney at their expense and a right to present evidence at the meeting showing why they should not be dismissed.

d.    The members shall consider possible arrangements for resolving the problem.

e.    If no arrangements can be made, a Board member can be removed by an affirmative vote by a quorum as defined in Article 9, Section 4.

Article 5

EXECUTIVE BOARD

Section 1:  The elected officers of the organization shall constitute the Executive Board.  The immediate past president will serve as an advisor to the Board.

Section 2:  The Executive Board shall have general supervision of the affairs of the organization and shall make recommendations to the organization.  The Board shall be subject to the organization and none of its actions shall conflict with the actions taken by the organization.

Section 3:  Time and place of each meeting shall be fixed by the President.

Section 4:  A quorum is defined as a majority of the Board.

Section 5:  When a vacancy occurs on the Executive Board, such a vacancy shall be filled by Presidential appointment.

Section 6:  If a Board member violates any statutes set forth in the Bylaws, the violation will be grounds for removal using the procedures stated in Article 4, Section 11. 

 

Article 6

COMMITTEES

The President shall appoint the following chairpeople:  the Chaperone and Co-Chaperone Captains, the Fundraiser Chairman, the Scholarship Committee Chairman, and the Nomination Committee Chairman. 

Section 1:  The President shall appoint the following chairpeople:  The Chaperone and Co-Chaperone Captains, the Fundraiser Chairman, the Scholarship Committee Chairman, and the Nomination Committee Chairman.

Section 2:  The President shall appoint other committees as he or she deems necessary (i.e., Trip, Uniform, events).

Section 3:  The President shall be an ex-officio member of all committees except the Nomination Committee.

Section 4:  The 1st and 2nd Vice Presidents appoint concessionist captains (home side and visitor side).  The captains shall be responsible for opening, running and closing concession stands on their appointed nights.  All monies are to be counted and deposited in accordance with the guidelines established by the Treasurer and the Executive Board.  Records are to be maintained by each captain and reported to the 1st and 2nd Vice Presidents.

Section 5:  The Chaperone Captain shall plan all social events (i.e., parties for each of the bands, banquets, refreshments for concerts and membership meetings as needed).

Section 6:  The Fundraiser Chairman shall coordinate all fundraising activities. 

Section 7:  The President appoints the Scholarship Committee.  It shall consist of a chairman and two additional members, all parents of nongraduating students.  They shall accept applications from any senior band student wishing to apply for the Band Booster Scholarship.  The Committee shall select a winner according to 1/3 emphasis on academics, 1/3 on band participation, and 1/3 on a personal interview.  (John Philip Sousa $500 and Brenda Burke $500).  Additional scholarships may be awarded depending upon donations.  All deadlines must be adhered to in order to receive the monetary award.  The band directors should provide information requested by the Scholarship Committee.

Section 8:  A Trip Committee shall be appointed during the year of a planned trip.  They shall assist the Director in trip arrangements.  The Trip Committee shall appoint chaperones to assist the directors with the care of the students attending the trip.  Elected officers and their spouses are allowed first option for fulfilling trip chaperone positions.  The ratio of chaperones to students is typically 1:4.  This ratio is subject to change as deemed necessary by the Executive Board.

Section 9:  The Chaperone Captain shall plan all social events (i.e., swim parties for each of the bands, parties, banquets, refreshments for concerts and membership meetings as needed.)

Section 10:  The Fundraiser Chairman shall coordinate all fundraising activities.

 

Article 7


FINANCE

Section 1:  The fiscal year of the organization shall begin August 1st and run to the end of July.

Section 2:  All funds of the organization shall be deposited in a local banking institution designated by the Executive Board.

Section 3:  All disbursements of funds of the organization shall be made by checks signed by two members of the Executive Board.

Section 4:  The President shall clear any disbursements of $500 or more.

Section 5:  All concessionist captains must submit a cash box report for every game.

Section 6:  The Treasurer, with the approval of a majority of the Executive Board, will establish guidelines for collecting, counting, and depositing all monies.

Section 7:  The Executive Board may authorize or designate any officer or member to enter into a contract or execute business on its behalf.

Section 8:  The Executive Board may accept contributions and gifts to be used for the good of the organization.  The Board may also make gifts and give charitable contributions that are not prohibited by the UIL or local Bylaws or other documents governing the operation of the organization.  These transactions should be recorded by the Treasurer and entered into the minutes.

Section 9:  The organization cannot make any loan to an officer of the organization.  An officer of the organization can lend money to and transact business with the organization if the transaction is described fully in a legally binding contract and is in the best interest of the organization.  The contract should have full disclosure of all relevant facts and payments and be approved by the Executive Board without the vote of the person entering into the contract.

Section 10:  As long as the organization is in existence, no officer or committee member of the organization shall:

-          Do any act in violation of the Bylaws.

-          Act with the intention of harming the organization.

-          Behave in a manner making it impossible or unnecessarily difficult to carry on ordinary business of the organization.

-          Receive an improper personal benefit from the organization.

-          Use the assets of the organization for any purpose other than which it was provided.

-          Wrongfully transfer or dispose of the organization property.

-          Use the name of the organization or any other trademark except on behalf of the organization.

-          Disclose any of the organization business practices, trade secrets or any other information to any person not authorized to receive it.

Section 11:  Transactions over $2,500.00 of nonrecurring expenses are to be done with the approval of the Board and a quorum vote of the membership.

Article 8

ELECTIONS


Section 1:  The President shall appoint a Nomination Committee of four (4) in February of each year.  This committee will include not more than two Executive Board members.  The committee will present to the membership a slate of officers at the general meeting in March and voting will take place at the general meeting in April.

Section 2:  Members of the organization may also make nominations.  Such nominations must be in writing and filed with the Nomination Committee.

Section 3:  Any person nominated for an office must have a student currently enrolled in the Cedar Hill ISD band program or have graduated within the past four (4) years of the year of service.

 

Article 9

MEETINGS

Section 1:  The general meeting of the organization shall be held on the second Tuesday of each month from September to May unless otherwise directed by the organization or the Executive Board.

Section 2:  The September meeting shall be considered the annual membership meeting.

Section 3:  The President or the Executive Board can call special meetings.

Section 4:  A quorum shall be constituted by one-half of the Executive Board and at least ten members.

Section 5:  All meetings should be open to the public.

 

Article 10

AMENDMENTS TO THE BYLAWS


These Bylaws can be amended at any regular meeting of the organization by a two-thirds vote of members present, provided that the amendment has been submitted in writing at the previous regular meeting.

Article 11

BAND CREDITS

The Longhorn Band engages in fundraising activities to help raise money for trips, equipment, and services not provided by the school district.  All members are expected to do their share of fundraising.

Students can earn service hours in the concession stand during soccer and track only and other organization functions.  Family members may work to earn credit for their student’s account.

1.     Credits are not considered to be dollars, but represent amounts earned to finance activities.  This will translate to 1 (one) hour equaling 7 (seven) credits.  Credits can only accumulate up to 50% (fifty percent) of the trip cost or not to exceed $400 (four-hundred dollars). This work may be performed at concessions of home football games, and any other function which is deemed by the Executive Board of the organization to be a qualifying fundraising event which earns money.

2.    Chaperones, organization officers, truck drivers, equipment specialists/loaders, plume assistants, and other voluntary positions are not considered to be credit paying positions but are very necessary and are strictly on a voluntary basis.  Chaperones must be members of the organization and have a valid District volunteer clearance and badge.  Chaperones must be signed up in CHARMS prior to chaperoning an event.

3.    Credits are to be designated at the time of work performed for the student to which account they will be assigned.  Students may work for other students but must designate the student for whom they are working at the time the work is performed.

4.    Credits will not be transferred from student to student.  The only exception will be for high school band students and within the immediate family (i.e., brothers/sisters).

Each student’s account will be cleared to a zero balance at the end of football season on a trip year.  This is necessary due to the amount of money required to fund such ventures.  No exceptions will be made to this rule. 

5.    Credits will be carried over to the following year during nontrip years.  For instance, eighth graders may earn credits during a nontrip year and carry over these credits coming into their freshman year in the high school band program.  High school band students will also be allowed to carry it into the trip year from the previous nontrip year.  Currently, band trip years are even years during the spring semester.

6.    Dollars may be used to reach trip goals when credit amounts fall short of needed totals.

7.    Credits will not be refunded for any reason.  Actual dollars used to embellish credit totals will be refunded in the instance that the student is unable to attend the trip.  This will be the only situation in which refunds will be given in accordance to the provision stated below.

a.     Only cash deposits made to the student’s trip account will be considered for refund.

b.    The organization cannot refund money already spent on the student’s behalf.  This would include the amount of any nonrefundable fees, deposits made for contest fees or penalty fees for changing reservations/accommodations, etc.  These charges or fees shall be deducted from the amount in item above before being considered for refund.

c.     Credits cannot/will not be transferred except as stated in Article 11.  The only other exception will be in the event that a student whose trip is paid in full has an unforeseen emergency two weeks prior to departure, then that student’s trip may be transferred to another student of choice.

d.    If the request for refund comes after the organization has made full payment(s) to its vendors (usually 6 – 8 weeks before departure), then there will be no funds available in the student’s account to make refund.

8.     It is the sole responsibility of the student and/or their parents to monitor credit accounts as to not exceed the trip goal.  This is to insure that surplus credits are avoided in the student’s account.

9.    Periodic installments for trip payment will be required and enforced during trip years.  Students may be eliminated from the trip if these installments are not met in a timely manner.

 

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