CLEARWATER HIGH SCHOOL BAND BOOSTERS, INC.
BY-LAWS
ARTICLE I. ~ NAME
SECTION 1. This corporation shall be known as
the Clearwater High School Band
Boosters, Inc., (hereafter referred to as the Band Boosters) a non-profit
corporation.
ARTICLE II. - OBJECTIVES
SECTION 1. The objective of this non-profit Florida Corporation is to assist the Director of Instrumental music and Clearwater Senior High School Administration in promoting, enhancing and supporting instrumental music education at Clearwater Senior High School and to assist and provide additional music education and community service opportunities to the Clearwater Senior High Tornado Band and it's auxiliary units.
This Corporation is organized with
the specific intent to qualify as an exempt organization under provisions of
section 501 (C) (3) of the internal revenue code.
Contributions to this corporation
are intended to qualify as charitable deductions under the provisions of
section 170 ((2) (2) of the Internal Revenue Code.
The purposes and powers of the
Corporation shall be limited as follows:
No part of the earnings of the Band Boosters shall benefit
any individual member. This section is meant to prevent any member of the
Boosters from being paid or compensated for their work as members of the Band
Boosters. In addition, no Booster shall be compensated for their service on the
Board. This section is not meant to prevent the Boosters from doing business
with individuals who are members of the Boosters. Whenever the Boosters do
business with an individual member of
the Boosters or a company employing a member of the Boosters, a majority of the
board shall approve the purchase or transaction. Any transaction with a member
of the Boosters in an amount of above
$
1000.00 must be approved by the general membership of the Boosters. (amended
1/10/06)
ARTICLE III. - MEMBERSHIP
SECTION
1. CLASSES OF MEMBERSHIP
a. Full Membership
b. Special Membership
SECTION
2. ELIGIBILITY
a.
Full
members in the Band Boosters shall be parents of pupils in the Instrumental
Music Department, including auxiliaries, of Clearwater High School. Full
memberscan hold office.
b.
Special
members in the Band Boosters shall be persons interested in furthering the
objectives of the organization who are not currently band parents. These
members must be approved by a majority vote of the Board of Directors, shall
not be eligible to hold office and shall not have voting power.
SECTION
3. ADMISSION
Membership shall be open to all
applicants regardless of age, sex, creed, race, color or national origin.
SECTION
4. VOTING
Only full members shall be entitled
to vote. Voting privileges shall be restricted to one vote for each member in
good standing.
SECTION 5. TERMINATION OF MEMBERSHIP
Full membership shall automatically
terminate when the parent no longer has a Pupil in the Instrumental Music
Department of Clearwater Senior High School.
Said member may then apply for
special membership. Special membership shall terminate upon written
resignation.
SECTION 6. REMOVAL FROM MEMBERSHIP
Any member, full or special, may be
removed from membership in the Band Boosters by the Board of Directors,
whenever in it's judgment the organization will
benefit from such actions. Reasons
for removal shall include, but not be limited to, conduct which is inappropriate
or is disruptive to the Band and/or the Director
of Instrumental Music. Such action
requires a two week previous written notice of intended action to all parties
concerned, and a two-thirds vote of the entire Board of Directors.
ARTICLE IV. ~ BOARD OF DIRECTORS,
OFFICERS AND STAFF
SECTION 1. BOARD OF DIRECTORS
a. Is the governing body of the Band Boosters
and shall establish policy andgive guidance to the President.
b.
Shall
consist of the President, First Vice President, Second Vice President,
Recording Secretary, Corresponding Secretary and Treasurer. The Director of
Instrumental Music shall be a non-voting member, serving as an advisor. In
addition, the President or equivalent of the Student Band Officers(SBO) shall
be a liaison between the board and the students. **Amended 9/12/94
c.
Shall
not receive any compensation for their services.
d.
Shall
fill all vacancies by a majority vote of the remaining members of the Board of Directors. An
officer chosen by the Board of Directors shall fulfill the unexpired term with
the approval of the general membership at the next regular meeting.
e. Any Director may resign at any time by
giving written notice to the Board of Directors.
f. Any Director may serve as an Officer and a
Standing Committee Chairperson during the same year.
g. Any Director, elected or appointed, may be
removed from office whenever in the judgment of the Board of Directors the
action is in the best interest of the organization.Such action requires a two-week
previous written notification of intent to all parties concerned, and a
two-thirds vote of the entire Board of Directors.
h.
The SBO representative on the board shall coordinate their activities
with the President of the Band
Boosters. In the event of a
conflict between CHS Band Booster fundraisers, the Band Boosters shall
take precedence
**Amended 9/12/94
i. When the President of the
Band Boosters deems that a matter before the board needs confidentiality, the President
shall have the right to excuse the non-voting members from the meeting.
**Amended 9/12/94
SECTION 2. OFFICERS
PRESIDENT:
a.
Shall
preside at all the Board of Directors and general membership meetings
b.
Shall
make all committee appointments, other than the nominating committee.
c. Shall be a member, ex-officio, of all
committees, except the nominating committee.
d. Shall perform all other duties usually
pertaining to the Office of President.
FIRST VICE PRESIDENT:
a.
Shall report
to the President.
b.
Shall
preside at all the Board of Director and general membership meetings in the
absence of the President.
c. Shall share responsibility for
fundraising activities with second vice president.(amended 1/10/06)
d. Shall be chairman of the Publicity
Committee and issue press releases to all the news media
publicizing the activities and
accomplishments of the Clearwater High School Instrumental Music
Department.
SECOND VICE PRESIDENT:
a.
Shall
report to the President.
b.
Shall
preside at all the Board of Director and general membership meetings in the
absence of the First Vice President.
c. Shall share responsibility for fundraising activities with first vice president.(amended 1/10/06)
RECORDING SECRETARY:
a. Shall report to the President.
b. Shall keep the minutes and records of all meetings.
c. Shall maintain all committee reports.
CORRESPONDING SECRETARY:
a.
Shall
report to the President.
b.
Shall
carry on all correspondence of the corporation.
c.
Shall maintain
the current lists of all members of the Instrumental Music Department and
members of the Band Booster organization.
d. Shall edit and maintain web page and any
other correspondence.
TREASURER:
a.
Shall
report to the President.
b.
Shall
be custodian of all funds and securities of the corporation and collect
interest thereon.
c. Shall keep a record of the accounts of the corporation and report thereon at each regular meeting of
the Board of Directors, at each regular meeting of the
membership, at each Annual Meeting and special
meetings when requested.
d. Shall deposit all monies of the corporation in the name of the Band Boosters in a bank or banks as
selected and designated by the Board of Directors, subject to the withdrawal for authorized purposes.
e. Shall prepare and file reports and returns
requested by all governmental agencies.
SECTION
3. STAFF
The Clearwater High School
Administration, in accordance with Pinellas County School Board policies, shall
hire all staff. The Board of Directors shall have approval for salaries and
authorization for payment.
a.
Upon
approval by the Board of Directors each year, the Band Director may be
compensated for his work in directing the preschool summer camp. The Boosters recognize
that the Pinellas County School Board does not compensate the Band Director for
this time. The Board shall determine the amount of such compensation.** Amended
4/18/96
ARTICLE V. ~ MEETINGS
SECTION 1.
GENERAL MEMBERSHIP MEETINGS
a.
General
membership/parent meetings of this
organization may be held once a month
beginning in July and ending in May and must occur at a minimum in August and
April of each school year. If necessary, additional membership meetings shall
be scheduled either by the Board of Directors or, at any regular membership
meeting, the members may vote by majority vote to schedule any additional
membership meetings they desire. There shall be at least two (2) weeks
notification provided to all
active members before any membership meeting. The date, time
and place of any meeting shall be
published in the Booster's
newsletter or the membership shall be notified by notice sent home with
their students of any meeting at least two (2) weeks prior to
the meeting. ** (amended 1/10/06)
b.
The
Annual Meeting shall be the regular meeting in April. **Amended 2/22/99
c.
The
President may call special meetings.
d.
A
quorum shall consist of the members in attendance at a regular, special or
annual meeting.
SECTION 2. BOARD OF DIRECTORS MEETINGS
a. The Board of Directors of this
organization shall meet before each regular meeting at a time and place
designated by the President.
b. The President may call special meetings.
c. A majority of the Directors in office shall constitute a quorum
of the Board.
ARTICLE VI. - ELECTIONS
SECTION I. ELECTIONS
Officers are to be elected at the regular meeting in April, and shall take office effective at the end of the student school calendar year. ** (Amended 01/10/06)
ARTICLE VII. - COMMITTEES
SECTION 1. UNIFORMS
The uniform committee is responsible
for assisting the Director of Instrumental Music in the care, maintenance,
cleaning and distribution of uniforms.
SECTION 2. CONCESSIONS
The concession committee operates the
concessions at the Jack White Stadium during all home football games of
Clearwater Senior High School and other activities as the organization may
solicit. The Chairperson is responsible for supervising purchases for
concessions with approval from the Board of Directors.
SECTION 3. FESTIVAL (** Amended name
change from Tournament 02/10/03)
a. The Festival Committee is responsible for the planning, organization and execution of any band contest
sponsored by the Band Boosters. These responsibilities would include, but not be limited to, the sale of
tickets, invitation to other bands, determination of prizes, and publicity for the contest. The chairperson
is responsible for coordinating these activities with the Director of Instrumental Music and the Board of
Directors.
b. This committee shall remain a
standing committee even though a festival may not be held each year.
SECTION 4. TRIP
a. The Trip Committee is responsible for assisting the Director of Instrumental Music in planning and
implementing any major trips for the Clearwater High School band program in accordance with Pinellas
County School Board policies.
b. This committee shall remain a
standing committee even though a major trip may not be scheduled each
year.
SECTION 5. NOMINATING
The Board of Directors shall appoint
a chairman of the Nominating Committee at a regular meeting prior to March 1st. Any additional members shall be chosen at
a general meeting, and a report on a slate of officers for the ensuing year
shall be made at the regular membership meeting in April. Additional
nominations may be made from the floor.
SECTION 6. SPECIAL
The President may appoint special Committees at any time for the purpose of fulfilling specific needs or as requested. Such committees shall continue to
exist until they have completed their assignments or have been discharged by the President or the fiscal year ends.
SECTION 7. ADDITIONAL STANDING COMMITTEES
The Board of Directors may approve
the establishment of new Standing Committees and their objectives, abolish
Standing Committees, and modify existing Standing Committees by a majority vote
with the approval of the general membership at the next regular meeting.
ARTICLE VIII. ~ FISCAL RESPONSIBILITIES
SECTION 1.
The fiscal and administrative year shall begin on July 1 and end on June
30 of the following year.**Amended 02/10/03
SECTION 2. Persons designated by the Board of Directors shall review the official records and accounts of this organization at the end of the fiscal year. Those persons reviewing shall not be affiliated with the Band Boosters.
SECTION 3. In addition, the Board of
Directors may request a review whenever they deem necessary. The treasurer, or
persons designated by the Board of Directors, shall report the findings of all
review to the Board of Directors and general membership. The official records
and accounts shall be available for review by any member upon a two weeks
request.
SECTION 4. BUDGET
The Board of Directors shall meet,
along with the Director of Instrumental Music shall submit to the general
membership the proposed annual budget for approval at the final general meeting
of the school calendar year-end meeting. ** Amended 02/10/03 The budget is a
summary of probable income and expenditures and is not a statement of final
appropriations.
SECTION 5. EXPENDITURES
a. The Board of Directors or the general membership shall first
approve all expenditures in excess of
$ 250. The Treasurer may approve by either the President or the First
Vice President and expenditure not
exceeding $ 250 if funds are provided in the budget for such purpose and
if the Treasurer determines that
cash is available for such expenditure.
b. All checks must have the signature of two of the following officers:
1. President
2. First Vice President
3. Second Vice President
4. Treasurer
5. Recording Secretary
6. Corresponding Secretary
c. All other financial transactions must be approved by the Board of Directors or General membership.
SECTION 6. DISCRETIONARY EMERGENCY FUND
a. This fund is established for use by the Director of Instrumental Music and is not to exceed $1000 annually. Once a month, preferable before the board meeting, the Director of Instrumental Music will submit to the Treasurer receipts or expenditures made. The Treasurer will issue a check for the receipts submitted subject to Board of Director approval. This fund may be increased for special purposes by a majority vote of the entire Board of Directors.
b. The Director of Instrumental Music may draw no more than $ 250 from the fund for a specific purpose. At the end of the month, the Director shall account for the amount drawn and shall furnish receipts for all expenditures for approval by the Board of Directors. All draws shall be returned and accounted for at the end of the fiscal year.
SECTION 7. SPECIAL ACCOUNTS
STUDENT FAIR SHARE
a.
Definitions:
1. Contributed funds are those funds that
were put in by the student from his/her personal finances.
2.
Earned funds are those funds earned by the student as part of a fundraising
activity.
b. These funds shall be placed in an
account in a FDIC bank maintained by the Band Boosters.
** Amended 02/10/03
c. The Treasurer shall maintain a
separate record in the name of each student who has contributions or
earnings in the fund.
d. All individual student fair share balances will be applied to the Clearwater High School band related expenses. If a student has more funds than needed,the following options shall apply:
1. Any excess funds earned by the student shall automatically roll over to the following band season as long as the student is enrolled in the Instrumental Music Program for at least one semester each year or can be transferred to a sibling or other student must be within one year.
2. Parents of students enrolled in the band
program must notify the treasurer and make known their intentions in writing of the disposition of the fair share account. The
treasurer must be notified within two weeks prior to the last day of school. If
no contact is made, the funds will be returned to the general operating booster
budget.** Amended 1/10/06
3. Any special circumstances regarding fair share accounts require approval from the Board of Directors.
e. All funds earned or contributed shall be the result of that student's effort. ** (Amended 1/10/06)
SECTION 8. FUND RAISERS
All fund raising activities will
follow the guidelines outlined by the Pinellas County School Board.
ARTICLE IX. ~ AMENDMENTS
SECTION 1.The By-Laws may be amended by a
majority vote of the members present at any regular general membership meeting.
The amendments must have been presented at the preceding regular general
meeting of the organization.
ARTICLE X. ~ PARLIAMENTARY PROCEDURES
SECTION 1. Except when it conflicts with the
By-Laws, the most current edition of "Robert's Rules of Order"
(revised) shall be the authority for conduct of all meetings of this Organization.
ARTICLE XI. ~ DISSOLUTION
SECTION 1. Upon the dissolution of this
organization, and after all liabilities and obligations are Paid, satisfied and
discharged or adequate provisions for such made,any remaining Funds shall be
transferred or conveyed to the instrumental Music Department of the Clearwater
Senior High School of Clearwater, Florida or its successor.