ESCAMBIA HIGH SCHOOL

BAND BOOSTERS, INC.

CONSTITUTION

BYLAWS

STANDING RULES

The Pride

May 2003

ESCAMBIA HIGH SCHOOL BAND BOOSTERS INC.

CONSTITUTION-BYLAWS-STANDING RULES

REVISED May 2003

PREAMBLE

     We, the members of the Escambia High School Band Boosters Inc., in order to establish, administer and maintain a working society united for the precise purpose, benefit, advancement and support to the Escambia HIGH SCHOOL BAND Program, do hereby, adopt this Constitution of the Escambia High School Band Boosters Association.  The Rules contained herein shall govern this Association in all cases to which they are applicable.

ARTICLE I

NAME     The name of this association shall be: THE ESCAMBIA HIGH SCHOOL BAND BOOSTERS INC.

ARTICLE II

PURPOSE

     The purpose of this association shall be to unite all Band Boosters into one association for the benefit, advancement, and support of the Escambia High School Band students and the Colorguard Program.  This Association in no way will interfere with the Band Director and the running of the Band Program.  The function of this Association will be to cooperate with the Band Director and Band Students in fundraising and other projects deemed necessary.  The Band Director shall act as ex-officio advisor to said Association and all committees and shall advise as to the goals and needs of the Escambia High School Band Program. 

ARTICLE III

MEMBERSHIP

     Section A: The membership shall consist of parent(s), stepparent(s), grandparent(s), or guardian(s) of a student member of the Escambia High School Band Program and other interested individuals.

     Section B: Dues in the amount set forth by the Association must be paid in order to become a member, thereby qualifying a person to vote at meetings.

     Section C: Dues for membership are $10.00 per year for each individual or $15.00 per year for families.  Membership dues for band students and their families are included in their band fees described below. 

ARTICLE IV

EXECUTIVE BOARD AND DUTIES:

     Section A: The elected officers of the Association shall be President; 1^st Vice-President; 2^nd Vice-President; Secretary and Treasurer.  These officers shall be voting members of the Executive Board with the President holding the deciding vote in the event of a tie vote.  The appointed standing committees include, but are not limited to: Chaperon, Historian, Publicity, Telephone, Uniform, Colorguard, Banquet, Maintenance and Student Accounts Coordinator.

     By majority agreement of the Executive Board at the June Executive Board meeting, three officers shall be designated as authorized signatories for all bank accounts of the Association.  These three officers and the treasurer shall be bonded.

     Subsection 1: The President shall preside at all Executive and General Meetings of the Association; shall appoint chairpersons of all standing and ex-officio members of all committees with the exception of the nominating committee.  The President shall represent this Association when called upon to do so.  The President may call special meetings to transact business, which may require immediate action.

     Subsection 2: The 1^st Vice-President shall act as an aide to the President and shall substitute in the absence of the President.  The 1^st Vice-President shall be in charge of the Ways and Means Committee.  The Ways and Means Committee's primary duty is to provide money-making projects for students to earn money for their accounts.  All projects for students shall have prior approval of the Band Director, Executive Board and General Membership.  The 1^st Vice-President will present the Treasurer a complete breakdown of the student orders.

     Subsection 3: The 2^nd Vice-President shall substitute in the absence of both the President and the 1^st Vice-President and shall be in charge of the Food Concession Committee.  The 2^nd Vice-President must present to the Treasurer copies of all itemized invoices.  The 2^nd Vice-President must be present for the annual audit in May. 

     Subsection 4: The secretary shall keep dated and signed minutes of all executive and general meetings.  The minutes shall be kept in a book and turned over to the newly elected secretary at the end of each term.  The secretary is to read all incoming correspondence and prepare outgoing correspondence as directed.  The secretary shall maintain a current inventory of all equipment.  The secretary shall act as Parliamentarian and maintain the constitution, bylaws and standing rules.  Duties shall include providing a copy of current constitution, labor contracts, bylaws and standing rules to all new members.

     Subsection 5: The Treasurer shall maintain checking/saving accounts in the name of the Association and shall pay by checks all bills authorized by this Association and shall be present and post an itemized and dated financial report at each Executive and General Meeting.  A financial ledger shall be kept up, in addition to the checkbook, listing all receipts and disbursements by item, check number and date.  The Treasurer and her/his assistant must be present for the January pre-audit and the annual audit in May.

     The Treasurer shall issue receipts for all money and donations received by this Association.   The Treasurer shall keep a current record of all student earned credit accounts and an updated list is to be posted the first of each month, updated and posted during and after each fundraiser has completed.  A current list of student accounts shall be posted at any time at the Band Director's request.  A Counting Committee will be selected and function under the direction of the Treasurer to reconcile all moneys collected following all football games and guard show.  The Treasurer shall be bonded.  The Treasurer shall submit IRS Returns before October each year.  The Treasurer will furnish all information concerning student moneys, including dues, to the Student Account Coordinator in writing for annotation in the student account books. 

     Subsection 6: The Assistant Treasurer/Student Accounts Coordinator shall work with the Treasurer.  Primary responsibilities shall be to keep an up to date listing of all the student accounts available at all times.  The Student Accounts Coordinator will also serve as a special events coordinator between the event Chairperson, Treasurer and Executive Board.

SECTION B: In order to serve as an elected member on the Executive Board, a person must be a parent, stepparent, grandparent, or a guardian of a student member of the Escambia High School Band Program; or have become a DUES PAID MEMBER BY SEPTEMBER 1^ST; and MUST HAVE FULFILLED ALL PRIOR AND PRESENT FINANCIAL OBLIGATIONS TO THE ASSOCIATION.  No Executive Board member shall, during time of office, be appointed as a chairperson of any committee for special projects; however, they may donate their services to any committee when requested to do so by the chairperson and/or co-chairperson.  Two members of the same family may not hold office on the Executive Board simultaneously.

ARTICLE V

OPERATING COMMITTEE CHAIRPERSON AND DUTIES:

The chairpersons of this Association shall be: Chaperon: Historian: Maintenance; Publicity; Telephone; Uniform; and Banquet.  All chairpersons shall select their respective committees and shall attend regular Executive Board meeting submitting reports on individual projects at this time on as needed basis. 

Section A: The Chaperone Chairperson will recruit from the membership adequate personnel to serve at marching band, and other individual band related functions.  The Band Director shall have final approval on Chaperone selections. 

Section B: The Historian Chairperson will be responsible for maintaining a video taped record of Band functions and turn over said tape to the newly appointed historian at the end of each term.

Section C: The Maintenance Chairperson will be responsible for recruiting workers for necessary maintenance.  They will be responsible for repairs on band/colorguard equipment.  They will maintain a list of maintenance problems and needed repairs that shall include what-when-where and who repaired said equipment.

Section D: The Publicity Chairperson will be in charge of publicizing band activities when requested by the 1^st Vice-President. The Band Director must approve all Publicity information. 

Section E: The Telephone Chairperson will be responsible for the distribution of information to members as requested and shall maintain a current file, for reference purposes, as to individual members special abilities and/or qualifications for special projects and committees.

Section F: The Uniform Chairperson will be responsible for coordinating adequate uniforms for band students. 

Section G: The Colorguard Chairperson will be responsible for coordinating colorguard uniforms, flags, etc. and appoint a Guard Mom/Dad for each guard event during the indoor season.  Further, it will be this chairperson responsibility to recruit from membership adequate personnel to serve at individual indoor functions.  The Band Director shall have final approval on Chaperone sections.

Section H: The Banquet Chairperson will be responsible for coordination the Band Banquet/Dance to be held sometime during the month of April or May.

Section I: The Drumline Chairperson will be responsible for coordinating uniforms, equipment, props and work as support to the Drumline Director.  It will be this chairperson's responsibility to recruit from membership adequate personnel to serve at individual indoor functions.  The Drumline Director shall have final approval on Chaperone selections.

ARTICLE VI

ELECTIONS:

     Section A: All officers shall be elected in April and take office in June.  Both outgoing and incoming officers and all newly appointed chairpersons must attend the May Executive Board Meeting.  The month of May shall be used as a transitional month.  All records must be turned over to all incoming officers and chairpersons by the June Executive Board Meeting.

     Section B: All committee of three (3) volunteers from the membership present at the January General Meeting will constitute the Nominating Committee which shall meet with the February Board to discuss the Board Candidates and present a slate of officer candidates at the March General Meeting.

     Section C: Elections shall be held at the April General Meeting from the previously nominated slate and requested nominees from the floor, if it has been ascertained that these nominees are willing to serve if elected.  A majority vote by DUES PAID MEMBERS shall elect by secret ballot and sealed absentee ballot.  Three General Meeting members and the Band Director shall tally all votes.  No absentee ballots will be accepted after the night of elections. 

     Section D: All officers shall serve a term of one (1) year from June to June and shall be eligible to serve consecutive terms, if re-elected.

     Section E: Vacancies occurring in any office for unexpired terms shall be filled temporarily by a member chosen by the President until a new officer can be elected at the next general meeting or special meeting. 

ARTICLE VII

MEETINGS:

     Section A: The Executive Board will meet once a month.

     Section B: The General membership shall meet once a month, after the Executive Board has met, from May to May.

     Section C: The President or any three (3) members of the Executive Board may call special Executive and/or General Meeting to transact business, which may require immediate attention.

     Section D: A majority of three (3) will constitute a quorum of the Executive Board. 

     Section E: In order to conduct business, a majority of dues paid members present at any General or called meeting will constitute a quorum.

ARTICLE VIII

FINANCIAL:

     Section A: The Band Director and the Executive Board shall present at the August General Meeting their tentative budgets for the Escambia High School Band Boosters Inc.  The Band Director and Executive Board have permission to obtain approver budget items. 

     Section B: The Treasurer shall maintain: (1) checking and savings accounts in the name of this Association, (2) a night deposit, and (3) submit IRS Returns by October each year.

          Subsection 1: All moneys received by this Association shall be deposited within two (2) working day of receipt.

          Subsection 2: A bound Financial Ledger shall be maintained by the Treasurer, listing all receipts and disbursements by item, check number, and date and must all be submitted at each Executive and General Meeting.  All persons responsible for donations of any type to this Association must submit a written itemized, dated and signed report at the next General Meeting and turn over to the Treasurer such donations at said meetings.  Each person shall maintain a copy for his or her individual records.

     Section C: The Executive board may make emergency expenditures of up to two-hundred ($200.00) provided there is a quorum decision at a special Executive Board Meeting subject to ratification at the next General Board Meeting.

     Section D: The general fund must be pre-audited and audited annually prior to the incoming Board taking office in June.

          Subsection 1: The Audit-Committee shall be elected from the membership present at the May General Meeting with the exception of any person(s) authorized to sign checks on either the checking and/or savings accounts.

          Subsection 2: The incoming and outgoing Treasurer must be present when the general fund is audited.

     Section E: All expenditures for standing committees and special projects must be ratified by the membership at the next General Meeting.

     Section F: In order for this Association to borrow money from any loan institution, a majority of members must approve such a loan and four (4) of the five (5) Board members must be available to sign for said loan.

AMENDMENTS TO CONSTITUTION AND BYLAWS

     An amendment of any article or section in the Constitution and Bylaws of the Escambia High School Band Boosters Inc. may only be accomplished annually at the May General Meeting.  The proposed amendments must be submitted in writing at the April General Meeting and will require a two thirds (2/3) vote of dues paid members present for the adoption of the proposed amendment and shall be signed by the Executive Board to signify ratification of its adoption.

STANDING RULES

Rules contained herein shall govern this Association in all cases to which they are applicable and in which they are not inconsistent with the Constitution and Bylaws.

     Section A: The Executive Board Meeting will be held on the first Monday of each month at 7pm.  The General Meeting shall be held on the second Monday at 7pm of each designated month: May through May.

     Section B: Cash Band Dues shall be $150.00 for one child

                                                                       $225.00 for two children

                                                                       $  75.00 for each additional child

     Section C: Work Band Dues shall consist of working at four (4) revenue producing events during the year; football games, civic center concessions, guard show concessions and others which may be determined.  An additional two (2) work events apply for each additional child.  You have the option of paying $25.00 per work event should you elect not to participate in these work events.

Band/Colorguard dues shall be determined by the Executive Board on an annual basis and approved by a vote of the General Membership in conjunction with the annual election of officers in April. 

BAND DUES MUST BE PAID BY SEPTEMBER 1^ST.  Refunds will be prorated until October 1^st.  AFTER OCTOBER 1^ST NO REFUNDS WILL BE PERMITTED.

     Section D: Students will not be allowed to go on any trips unless all moneys owed for the trip and other financial obligations to the Band Booster Association have been met.  There may be a financial waiver obtained if necessary based upon recommendation of the Band Director and approval of the Executive Band. 

     Section E: Any member of the Executive Board failing to attend three (3) consecutive meetings may be removed from office.  This excludes extenuating circumstances such as major medical problems.

     Section F: In order to qualify as a chaperone, a person must: (1) be a parent, stepparent or guardian of a band student; (2) have fulfilled PRESENT FINANCIAL OBLIGATIONS TO THE ASSOCIATION; and (3) have given service to and for the betterment of this Association and the Band Program.

     Section G: The Band Director or President shall have the authority to have emergency repairs or purchases made with a maximum of $200.00.  A written account will be presented to the general membership for each expenditure.

     Section H: The Band student account moneys cannot be spent for any purpose other than planned Band functions.  The students accounts will be transferred from year to year with the remaining account going into the Booster account at the end of their senior year unless there is another brother or sister either in the band or entering the band the following school year.  Unpaid obligations must be paid before the former band student participates in graduation ceremonies.

     Section I: Any officer of this Association that willfully disregards the Constitution and/or Bylaws of said Association and fails to perform designated duties for the benefit of the Escambia High School Band may be removed from office by a two-third (2/3) vote of the Association membership, after first being brought before the Executive Board and Band Director.

     Section J: Any chairperson of the Association who willfully disregards the Constitution and/or Bylaws of said Association may be removed from office by a two-third (2/3) vote of the Executive Board and the Band Director.

     Section K: A petty cash fund of $50.00 shall be set up for the 2^nd Vice-President and a petty cash fund of $25.00 shall be set up for the Treasurer.

AMENDMENTS TO STANDING RULES

     Amendments to standing rules may be accomplished by submitting in writing a new amendment to be voted on at the next General meeting.  A majority vote of members present will be required for the adoption of said new amendment and shall be signed and dated by the President to signify ratification of its adoption.