| bylawsrevised0606.pdf |
By-Laws of the Huntsville band booster club, Inc.
ARTICLE I. NAME
The organization shall be called the Huntsville Band Booster Club, Inc.
ARTICLE II. PURPOSE
Section 1. The purpose of this organization shall be to promote and support the Huntsville
Independent School District Band (hereinafter referred to as the Band) program
and the students therein in accordance with UIL guidelines.
Section 2. To cultivate within the school and community a respect for their activities,
functions and achievement.
Section 3. To promote educational and social opportunities for participation by the
Huntsville Bands.
Section 4. To cooperate with the band directors and the Huntsville Independent School
District (HISD) on the musical and general education and development of all
students involved in the Band.
Section 5. The organization is exclusively for charitable purposes within the meaning of
Section 501(c)(3) of the Internal Revenue Code. The registered agent shall be the
Treasurer of the organization.
ARTICLE III. MEMBERSHIP
Section 1. Membership in this organization shall be open to any person wishing to advance
the purposes of the organization, and whose dues are current as set forth by the
Executive Committee.
Section 2. TYPES OF MEMBERSHIPS
Section 2.1 REGULAR MEMBERSHIP shall be extended to parents or guardians
of an HISD High School (HS) Band student at dues to be determined
by the Executive Committee.
Section 2.2 MPMS MEMBERSHIP shall be extended to parents or guardians of
an HISD Mance Park Middle School (MPMS) Band student at dues
to be determined by the Executive Committee.
Section 2.3 HIS MEMBERSHIP shall be extended to parents or guardians of an
HISD Huntsville Intermediate School (HIS) Band student at dues to
be determined by the Executive Committee.
Section 2.4 ASSOCIATE MEMBERSHIP shall be extended to any person who
does not have a child enrolled in an HISD Band at dues to be
determined by the Executive Committee.
Section 2.5 SPONSOR MEMBERSHIP is open to all who wish to contribute
more financially than the other membership categories. Sponsor
members will be recognized for the special financial support
provided.
Section 3. VOTING ELIGIBILITY shall only be extended to Regular Members, MPMS
Members and HIS Members.
ARTICLE IV. OFFICERS
Section 1. The officers of this organization are the President, First Vice President, Second
Vice President, Secretary, and Treasurer.
Section 2. The terms for each office shall be one year, beginning on May 1st after elections
by the end of April.
Section 3. Candidates for the offices of President, First Vice President, Second Vice
President, Secretary, and Treasurer shall be Regular Members who will be
qualified to be Regular Members during the upcoming school year.
ARTICLE V. REPRESENTATIVES
Section 1. Candidates for Middle School Representative shall be an HIS Member who will
be qualified to be a MPMS Member during the upcoming school year.
Section 2. Candidates for Intermediate School Representative shall be an HIS Member.
Section 3. Representatives shall be appointed from among the candidates by the Executive
Committee in conjunction with the band directors from the respective schools.
Section 4. Representatives shall serve for one year from September 1st until August 31st
.
ARTICLE VI. ORDER OF SUCCESSION OF OFFICERS
Section 1. Should the President be unable to serve his/her term, the order of succession shall
be First Vice President and then Second Vice President.
Section 2. Should the First Vice President and Second Vice President be unable or unwilling
to serve as President, a new election for President shall be held by order of the
Executive Committee.
ARTICLE VII. DUTIES OF OFFICERS AND REPRESENTATIVES
Section 1. The President is the chief officer of the Band Boosters and provides leadership for
the organization. The President shall prepare the agenda for business meetings,
serve as the representative of the organization, and act as liaison between the
organization and the Band directors. The President shall maintain a yearly log of
his/her activities and create an Operations Manual based on that log in order to
assist a succeeding or replacement President. If an Operations Manual exists, the
President shall ensure that the Manual is kept up-to-date and accurately reflects
his/her actual activities. The outgoing President shall surrender everything
associated with this office to the incoming President within 14 days after the end
of the term of office.
Section 2.5 SPONSOR MEMBERSHIP is open to all who wish to contribute
more financially than the other membership categories. Sponsor
members will be recognized for the special financial support
provided.
Section 3. VOTING ELIGIBILITY shall only be extended to Regular Members, MPMS
Members and HIS Members.
Section 2.5 SPONSOR MEMBERSHIP is open to all who wish to contribute
more financially than the other membership categories. Sponsor
members will be recognized for the special financial support
provided.
Section 3. VOTING ELIGIBILITY shall only be extended to Regular Members, MPMS
Members and HIS Members.
Section 2. The First Vice President shall coordinate fund raising. The First Vice President
shall assist the President in overseeing the functioning of the Standing
Committees dealing with the High School Band and other duties assigned by the
President. The First Vice President shall assume the duties of the President should
the President be unable to serve. The First Vice President shall maintain a yearly
log of his/her activities and create an Operations Manual based on that log in
order to assist a succeeding or replacement First Vice President. If an Operations
Manual exists, the First Vice President shall ensure that the Manual is kept up-todate
and accurately reflects his/her actual activities. The outgoing First Vice
President shall surrender everything associated with this office to the incoming
First Vice President within 14 days after the end of the term of office.
Section 3. The Second Vice President shall coordinate chaperones for all High School band
trips and assist the President in overseeing the functioning of the High School
Standing Committees and other duties assigned by the President. Should both the
President and First Vice President be unable to serve, the Second Vice President
shall assume the duties of the President. The Second Vice President shall maintain
a yearly log of his/her activities and create an Operations Manual based on that
log in order to assist a succeeding or replacement Second Vice President. If an
Operations Manual exists, the Second Vice President shall ensure that the Manual
is kept up-to-date and accurately reflects his/her actual activities. The outgoing
Second Vice President shall surrender everything associated with this office to the
incoming Second Vice President within 14 days after the end of the term of
office.
Section 4. The Secretary shall take minutes at the business meetings of the organization,
serve as the organization’s official correspondent, and keep all organizational
records. The Secretary shall distribute proposed amendments to these by-laws to
the membership one month prior to the business meeting at which they will be
considered. The Secretary shall maintain a yearly log of his/her activities and
create an Operations Manual based on that log in order to assist a succeeding or
replacement Secretary. If an Operations Manual exists, the Secretary shall ensure
that the Manual is kept up-to-date and accurately reflects his/her actual activities. .
The outgoing Secretary shall surrender everything associated with this office to
the incoming Secretary within 14 days after the end of the term of office.
Section 5. The Treasurer shall keep all records of financial transactions of the organization,
handle the transaction of all financial accounts of the organization, and report on
the financial activity and health of the organization at each business meeting. The
Treasurer shall maintain a yearly log of his/her activities and create an Operations
Manual based on that log in order to assist a succeeding or replacement Treasurer.
If an Operations Manual exists, the Treasurer shall ensure that the Manual is kept
up-to-date and accurately reflects his/her actual activities. The Treasurer shall
ensure all books are in order for the internal audit and shall surrender the
completed books and everything else associated with this office within 14 days
after the end of the fiscal year.
Section 6. The Middle School Representative (MSR) shall coordinate chaperones for all
Middle School band trips, coordinate with Standing and Special Committees
dealing with the Middle School Band, and coordinate with the Middle School
Band Director(s). The MSR shall maintain a yearly log of his/her activities and
create an Operations Manual based on that log in order to assist a succeeding or
replacement MSR. If an Operations Manual exists, the MSR shall ensure that the
Manual is kept up-to-date and accurately reflects his/her actual activities. The
outgoing MSR shall surrender everything associated with this position to the
incoming MSR within 14 days after the end of the term of service.
Section 7. The Intermediate School Representative (ISR) shall coordinate chaperones for all
Intermediate School band trips, coordinate with Standing and Special Committees
dealing with the Intermediate School Band, and coordinate with the Intermediate
School Band Director(s). The ISR shall maintain a yearly log of his/her activities
and create an Operations Manual based on that log in order to assist a succeeding
or replacement ISR. If an Operations Manual exists, the ISR shall ensure that the
Manual is kept up-to-date and accurately reflects his/her actual activities. The
outgoing ISR shall surrender everything associated with this position to the
incoming ISR within 14 days after the end of the term of service.
Section 8. All officers and representatives shall act in accordance with the directives and
goals as set forth by the band directors.
ARTICLE VIII. COMMITTEES
Section 1. The Executive Committee shall consist of all officers, both representatives and the
Director of Bands. The Director’s position on the Committee is ex officio, and
does not include voting privileges. The Committee is authorized to act for the
organization between meetings regarding organizational business. These actions
will be reported at the next business meeting.
Section 2. Standing Committees may consist of Marketing (e.g., newspaper, radio),
Membership, Hospitality, Webmaster, Calling, Fund-raising, and Scholarship.
Section 3. Special Committees may be formed as needed by the President, with the advice
and consent of the Executive Committee. The membership may create a Special
Committee with the support of a quorum at any business meeting.
ARTICLE IX. MEETINGS
Section 1. Regular business meetings will be held on the same day of the first week of each
month during the school year. Meetings will be held in the High School Band
hall at a time designated by the President with the advice and consent of the
Executive Committee. An alternative regular meeting date and/or place may be
chosen by the Executive Committee according to the school calendar and other
considerations.
Section 2. Special meetings shall be called as needed by the President or a majority of the
Executive Committee, and must be adequately publicized in the advance and open
to all members.
Section 3. Executive Committee meetings will be held prior to the regular business meeting,
or as needed, at a time designated by the President.
ARTICLE X. ELECTIONS
Section 1. Elections will be held by the end of April at a regular business meeting of the
organization
Section 2. Elections shall be conducted by ballot only when there is more than one nominee
for the office. When a ballot vote is used, a simple majority of the votes cast shall
determine election. A voice vote may be used in uncontested election.
ARTICLE XI. PARLIAMENTARY PROCEDURE
Section 1. The most recent edition of Alice Sturgis’ “The Standard Code of Parliamentary
Procedure” shall be the parliamentary authority for this organization.
Section 2. The President may appoint a parliamentarian who shall attend all business
meetings and provide advice and consultation to the presiding officer on matters
of parliamentary procedure.
ARTICLE XII. QUORUM
Quorum at any meeting shall consist of a minimum of seven members plus at least two
officers.
ARTICLE XIII. AMENDMENTS
Section 1. These By-Laws may be amended at any business meeting by two-thirds majority
of members present and voting if the published amendment(s) is circulated among
members one month prior to the meeting. The proposed amendment(s) must be
provided in written form to the organization Secretary at least 45 days before the
business meeting where the vote will be held, in order to allow the Secretary to
give members the required one month notice at the next regular business meeting.
Section 2. In the case of an emergency, the Executive Committee may submit a proposed
amendment (or amendments) to these By-Laws for consideration at the regular
business meeting, without the advance notice requirement of Article XIII. Section
1. Under these circumstances, approval of this amendment shall require a
unanimous vote of those members present.
Amendment 1. Internal Audit An audit of the financial records shall be conducted annually
within 20 days of the end of the fiscal year. The Internal Audit Committee shall
consist of 3 Band Booster Club members not involved in the disbursement or
control of the organization’s finances. They shall be appointed by the President
during a regular business meeting and with the approval of a simple majority of
the members present. This Committee shall have the authority to determine the
degree of involvement of the outgoing and incoming Treasurers during the
internal audit.
Amendment 2. Checks All checks made payable from this Club shall bear the signatures of
two members of the Executive Committee. The Treasurer shall ensure that the
appropriate members of the Executive Committee are on the signature card.
Amendment 3. Fiscal Year The fiscal year shall be from June 1st of the current calendar
year until May 31st of the next calendar year.
Proposed Amendment to the Bylaws - July 20, 2019
Article VII DUTIES OF OFFICERS AND REPRESENTATIVES
Section 4 The Treasurer
This first sentence of this section currently reads:
The Treasurer shall keep all financial transactions of the organization, handle the transactions of all financial accounts of the organization, and report on the financial activity and health of the organization at each business meeting.
The proposed amendment to Section 4 would insert the following sentence before the first sentence as stated above:
The Treasurer position shall not be an elected position, but shall be appointed annually by the current board.
Article VII DUTIES OF OFFICERS AND REPRESENTATIVES
Section 4 The Treasurer
This first sentence of this section currently reads:
The Treasurer shall keep all financial transactions of the organization, handle the transactions of all financial accounts of the organization, and report on the financial activity and health of the organization at each business meeting.
The proposed amendment to Section 4 would insert the following sentence before the first sentence as stated above:
The Treasurer position shall not be an elected position, but shall be appointed annually by the current board.