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BY-LAWS
COLLEGE PARK CAVALIER
BAND BOOSTER CLUB
ARTICLE I - NAME
The organization shall be known as the College Park Cavalier Band Booster Club.
ARTICLE II – PURPOSE
To operate exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code by providing the necessary support for all band activities and programs and thereby encouraging the creativity of our youth and our members through community involvement, and to do all things incidental to or desirable in connection with the foregoing. The band shall be defined as all sections of the band and all sections of the guard. Our aim in supporting the creativity of our youth and in supporting their involvement in community activities is to help them accept the responsibilities and rewards this participation can bring and in this way benefit The Woodlands College Park High School and the Conroe Independent School District.
ARTICLE III - REGISTERED OFFICE
The principal office of the organization in the State of Texas shall be located in The Woodlands, Texas , County of Montgomery . The organization shall have and continuously maintain in the State of Texas a registered office and a registered office agent as required by the Texas Non-Profit Corporation Act. The registered office may be, but need not be, identical with the principal office in the State of Texas , and the address of the registered office may be changed from time to time by the Board of Directors.
ARTICLE IV - MEMBERSHIP
Membership in the organization is open to any individual who supports the purpose of the organization. The organization shall have such membership classifications as are designated annually by the Board of Directors. Each membership shall be entitled to one vote and carry an annual fee and other benefits as designated annually by the Board of Directors.
A. To be a member in good standing, each family shall pay an annual fee per band Student. The fee shall be established each year by the Board of Directors and approved by the membership at the Annual Meeting.
B. Alumni Membership. Past booster members will be members in good standing by making a donation of at least $25.00.
ARTICLE V - BASIC POLICIES
A The organization shall be noncommercial, nonsectarian, and nonpartisan.
B. The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the objectives of the organization.
C. The organization shall not - directly or indirectly - participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office.
ARTICLE VI - MEETINGS
A. Regular Meetings: The regular meetings of the organization shall be scheduled on an appropriate day of each month except for those days regulated by various activities of the school. There will be no regular meetings in June, July, and December. The agendas shall be determined by the Board of Directors.
B. Annual Meeting: The regular meeting in May shall be designated as the annual meeting of the organization. The time, date, place, and purpose of the annual meeting shall be posted in the media or on the band website, and the general membership shall be notified of said meeting either by personal contact, by mail or by e-mail no less than one week prior to the meeting. The budget shall be presented and approved by the majority of the members present.
C. Special Meetings: The President or three (3) board members may call a special meeting. A special meeting may be called upon the request of twenty percent (20%) of the general membership. The time, date, place, and purpose of the special meeting shall be posted in the media or on the band website, and the general membership shall be notified of said meeting either by personal contact, by mail or by e-mail no less than one week prior to the meeting. The business at the special meeting must be confined to that business for which said meeting was called.
D. Quorum: Any number of voting members present at a general meeting or a special meeting shall constitute a quorum.
ARTICLE VII - BOARD OF DIRECTORS
A. All members of the Board of Directors shall be members in good standing of the organization.
B. The Executive Board of Directors of the organization shall consist of the Officers of the organization, the Principal (non-voting member), and the Head Band Director (non-voting member) of The Woodlands College Park High School. The Officers of the organization are President, First Vice President - Ways and Means, Second Vice President – Membership, Secretary, Accounts Payable Treasurer, Accounts Receivable Treasurer, Color Guard Liaison and Percussion Liaison. The Board of Directors shall include the Officers of the organization as listed above plus the following Committee Chairmanships: Communication Chairman, Social Committee Chairman, Pit Crew Chairman, Uniform Chairman, Raffle Chairman, Spirit Chairman, Grocery Certificate Chairman, Corporate Sponsorship Chairman and Concessions Chairman.
C. The Board of Directors shall be allowed to carry on the business of the organization with a quorum of eight (8) members of the board or half of the filled positions of the board. The Board of Directors may authorize any officer or officers to enter into any contract or agreement on behalf of the organization. The President and First Vice President are duly authorized parties to deliver or execute any contract or instrument unless this authority is delegated by the Board of Directors to others.
D. A board member may delegate a subcommittee member to attend board meetings to vote on his/her behalf.
E. A Nominating Committee of at least three (3) members in good standing shall be appointed by the Second Vice President and approved by the President no later than the March regular meeting. The committee may have more than three members but must consist of an odd number. The Second Vice President shall be the Chairman of the Nominating Committee. Said committee will present a slate of Board of Directors, which has been made up from members of the organization or a feeder organization, to the general membership at the annual meeting in May. Nominations from the floor will also be accepted at that time.
F. All positions with expired terms will be open to the general members.
G. An officer may not serve more than two consecutive terms in the same office with the exception of the two treasurers who may only serve one (two-year) term.
1. Should a member be appointed to fill a position for an officer that has resigned and if there are less than nine (9) months remaining in the term, that term shall not count as one of the two consecutive terms.
2. Any deviations from this paragraph G, must be approved by a two thirds (2/3) vote of the board and a two thirds (2/3) vote of the general membership present at a regular meeting.
H. After the inaugural year of the organization, all nominees for the office of President shall have been a member of the organization for one (1) year or shall have had at least one year prior membership with a high school band booster organization.
I. A joint meeting of the outgoing and incoming Board of Directors shall be held during June, at which time the incoming officers' terms will begin.
J. All resignations must be in writing to the Secretary and vacancies may be filled by appointment of the President with ratification of two-thirds (2/3) vote of the Board of Directors.
K. General items of business activities will be reported to the Board of Directors by designated committees. These activities will be presented to the membership during regular meetings. A general business activity may be voted on and passed by a majority of members present at a regular meeting.
ARTICLE VIII - OFFICERS' DUTIES
The officers of the organization will be elected at the annual meeting. The duties of these officers are as follows:
A. PRESIDENT (1 year term)
1. Shall call all meetings and preside over same.
2. Shall appoint and dismiss all committees.
3. Shall supervise all business of the organization.
B. FIRST VICE PRESIDENT – WAYS AND MEANS (1 year term)
1. Shall assist the President and preside in that officer's absence.
2. Shall oversee all fundraising activities approved by the Board of Directors and shall oversee activities of the Raffle Chairman, Grocery Certificate Chairman, Concession Chairman and Corporate Sponsor Chairman.
3. Shall review records of all fundraising activities.
4. May appoint members to chair individual fundraising activities including, but not limited to, the garage sale chair or silent auction chair.
5. Shall be responsible for receipt of monthly bank statement and reconciliation of the bank statement with the general ledger records as provided by the Accounts Payable Treasurer.
C. SECOND VICE PRESIDENT - MEMBERSHIP (1 year term)
1. Shall oversee activities of the Spirit Chairman and Communication Chairman.
2. Shall administer the Band Aid Program which is intended to assimilate new Members into the Booster Club.
3. Shall secure and chair the Nominating Committee.
4. Shall secure and direct activities of chaperones for all football games, contests, trips, and whenever requested by the Board of Directors.
5. Shall coordinate development and distribution of the annual Band Booster membership packet.
6. Shall appoint a Volunteer Coordinator who
a. Shall help co-ordinate chaperones.
b. Shall work with all committee chairmen as needed to provide volunteers for events.
c. Shall maintain the CISD-approved volunteer list .
D. SECRETARY (1 year term)
1. Shall keep the minutes of all meetings and retain copies of all committee reports and officers' reports.
2. Shall distribute the board meeting and general meeting minutes to the board members for edits and then distribute the corrected general minutes to the entire membership within 10 days of the meeting.
3. Shall conduct all delegated correspondence.
4. Shall furnish copies of all minutes to school office.
E. TREASURERS (2 year term each)
1. There shall be two treasurers who have alternating terms: Accounts Payable Treasurer and Accounts Receivable Treasurer. The duties and responsibilities of each treasurer shall be further defined below. Each treasurer shall serve for a term of two years, with the exception of the Accounts Payable Treasurer who will serve a one year term in the inaugural year of the organization only. The treasurer who is in their second year shall be the designated senior treasurer and the treasurer who is in their first year shall be designated junior treasurer. The senior treasurer shall be the lead treasurer and the senior treasurer shall be responsible for training, directing and leading the junior treasurer. In addition the senior treasurer shall ultimately be responsible for the following.
2. Shall keep accurate records of all monies of the organization.
3. Shall present the following statements at each regular meeting of the organization: Balance Sheet and a Year to Date Profit and Loss statement against the fiscal year budget
4. Shall file state sales tax and federal tax returns.
5. Shall present a financial statement at the May meeting bearing the signatures of the Treasurer and the President.
F. ACCOUNTS PAYABLE TREASURER:
1. Shall serve as administrator of the electronic accounting system.
2. Shall issue expense checks. Post expense checks to cash/expense offset.
3. Shall provide monthly general ledger records to the First Vice-President.
4. Shall provide any needed financial reports to the Board of Directors.
5. Shall work with the band directors and membership in a fiduciary capacity to ensure that the expenditures stay within the confines of the total approved budget
G. ACCOUNTS RECEIVABLE TREASURER:
1. Shall receive all funds, i.e. direct payments, fundraisers, etc.
2. Shall prepare itemized deposits by receipt source.
3. Shall deposit funds to the bank.
4. Shall provide itemized deposit with bank receipt to Accounts Payable Treasurer for general ledger posting.
5. Shall post previously itemized and completed deposits to general ledger cash/income offset.
6. Shall create and maintain member fundraising summaries. Bi-monthly issuance of summaries to parents/students.
7. Shall maintain an accurate list of e-mails and mailing addresses of parents and students. Provide these to board members as needed.
H. GUARD LIAISON (1 year term)
1. Shall ensure effective communication between Color Guard and Winter Guard groups and other band activities.
2. Shall assist the guard director with the coordination of guard activities related to the need for volunteers, i.e., chaperones, flag makers and any other need for volunteers.
3. Shall assist the guard director with the recruiting process by creating flyers and helping to organize and promote clinics.
I. PERCUSSION LIAISON (1 year term)
1. Shall ensure effective communication between percussion group and other band activities.
2. Shall assist directors with coordination of percussion competitions and other percussion specific activities especially related to volunteer needs such as chaperones and pit crew type activities.
3. Shall organize comunication with incoming percussion students regarding end of year percussion concert and ancillary items related to the concert such as entrance fee and director collection.
ARTICLE IX – COMMITTEE CHAIRMEN’S DUTIES
The remaining Board of Directors of the organization will be elected at the annual meeting. The duties of these directors are as follows:
A. UNIFORM CHAIRMAN (1 year term)
1. Organize a crew of parents to organize, maintain and distribute marching uniforms, concert season attire and all associated accessories
2. Coordinate the repair of damaged items and make recommendations to the directors regarding needed replacements of damaged or lost parts
3. Shall establish and maintain order in the uniform room
B. RAFFLE CHAIRMAN (1 year term)
1. Reports to the First Vice President
2. Coordinate, oversee and manage the CISD annual raffle fundraiser
3. Shall keep accurate records of all monies exchanged by fundraiser
C SPIRIT CHAIRMAN (1 year term)
1. Reports to the Second Vice President and oversees 3 separate spirit committees. Can appoint a committee chair for each of the following groups:
a. Food committee: plan and coordinate all meals for competitions and trips. Be the contact for Student Fuel. Must ensure that all meals are properly manned.
b. Pep committee: provides group tickets for contest events, coordinates Popsicle Tuesday, the spirit bags, spirit sendoffs for the band, the parent show, football player sendoffs and any other event related to the spirit of the band.
c. Merchandise committee: coordinate the marketing and sales of band spirit items to include but not limited to t-shirts, polo shirts, yard signs, caps, visors, car decals, etc. Oversee the creation of the annual show shirt and its marketing and sales. Must be present at band events and booster meetings in order to promote and sell these items.
D. COMMUNICATION CHAIRMAN (1 year term)
1. Reports to the Second Vice President
2. Shall oversee the booster Historian who is to keep a scrapbook of the band’s activities in the format prescribed by the head band director so that such records comply with the documentation criteria of awards that the band may apply for in the future. The Historian should also ensure that photographs are taken at all band events and distributed as needed.
3. Shall notify the media and/or school administration of the area of any activity considered to be newsworthy
4. Shall publish via e-mail and hard copy a weekly Band Notes during marching season and as needed following that season to inform the students and parents of current events and information. Ensure this is posted on the band website.
5. Shall publish via e-mail and the band website the band newsletter (The Musical Score) 3 times a year – August/September, January/ February, and May/June -reporting information as it pertains to the various times of the year. This newsletter should be sent to the junior high(s) in the spring.
6. Shall oversee the booster website and secure a webmaster. The webmaster will maintain the website.
7 Shall oversee the Yahoo Group, and appoint moderator(s) to maintain the e-mail group utilized to send mass e-mails to the organization and students.
8. All official Band Booster mass notifications must be approved by the head band director and the President of the Booster Club.
9. May oversee the development of and issuance of the annual booster directory
E. SOCIAL COMMITTEE CHAIRMAN (1 year term)
1. Shall provide refreshments as the Band Directors deem necessary
2. Shall provide refreshments at the meetings when deemed appropriate
3. Shall arrange refreshments, decorations and chaperones for all parties for band members and members of this organization
4. Shall organize the annual meal/exhibition, band banquet and other special events as requested by the Board of Directors
5. Shall appoint an Alumni Affairs Chairman to oversee communication and events with alumni.
F. PIT CREW CHAIRMAN (1 year term)
1. Shall organize a crew of parents and students to set up and remove the pit equipment and show props during halftime at football games and at marching contests.
2. Shall oversee the logistics and maintenance of any vehicles used to transport the band equipment.
3. Shall oversee the truck loading crew.
G. GROCERY CERTIFICATE CHAIRMAN (1 year term)
1. Reports to the First Vice President.
2. Shall coordinate, oversee and manage the Grocery Certificate fundraiser.
3. Shall keep accurate records of all monies exchanged by fundraiser.
H. CONCESSIONS CHAIRMAN (1 year term)
1. Reports to the First Vice President.
2. Shall oversee and organize any concession event and ensure compliance with any health department requirements.
3. Shall solicit and organize the parent volunteers to meet commitments of any concessions contracts.
4. Shall appoint a committee chair for the pavilion.
a. Pavilion committee chair will be responsible for soliciting TABC trained boosters to work the booth at the pavilion.
b. Will also keep accurate records of hours worked, checks deposited, and Aramark shirts washed and ready to go for each event.
c. Shall be TABC certified and shall train all stand managers.
d. Shall ensure the current Pavilion policy is adhered to at all times. The policy is dated and approval is noted in the minutes.
5. Shall keep accurate records of all monies exchanged by fundraiser.
I. CORPORATE SPONSORSHIP CHAIRMAN (1 year term)
1. Reports to the First Vice President.
2. Shall coordinate, oversee and manage any fundraising from businesses and large public institutions.
3. Shall keep accurate records of all monies exchanged by fundraiser.
4. Shall send thank you letters to sponsors as needed to show appreciation.
ARTICLE X - FINANCIAL POLICY
A. The Band Booster Club shall operate within the total approved budget. Any expenditure that would exceed the total approved budget will require approval of the Band Booster Club general membership at a scheduled meeting.
B. Individual expense accounts’ actual expenses may be higher and or lower than their budgeted amounts. This variance is permissible as long as the overall expenditures do not exceed the total approved budget, and said variances are further restricted as follows:
If an individual expense account’s actual expenditure total exceeds its budgeted amount by 5% of the total approved budget, a formal report of the variance must be presented by the A/P Treasurer to the board to detail the nature of the expenditures.
If an individual expense account’s actual expenditure total is anticipated to exceed 10% of the total approved budget, and/or in fact does exceed 10% of total approved budget, this must be reported to the general membership at a booster meeting. A simple majority vote of general membership in attendance is necessary before release of funds for the over expenditure in the individual account.
C. Funds may be reserved, as recommended by the Board and approved by the general membership that can be used for specific purchases that may require collection of funds over multiple years.
D. All monies received by the organization shall be held in one or more accounts at a local bank. Authorized check signers are: Accounts Payable Treasurer, President and one other board member selected by the board (excluding the First Vice President and the Accounts Receivable Treasurer). Checks of two hundred dollars ($200) or less require only a single authorized signature. All checks over Two Hundred Dollars ($200.00) shall require two (2) signatures. The board will establish proper controls and policy for cash handling by fundraising committees.
E. A thorough review of the financial records of the organization will be conducted after June 1 but before the August general meeting of each year and the results presented at the August meeting. A committee consisting of three (3) qualified members in good standing (none of whom are authorized to sign checks) will be appointed to review the books and records of the organization and prepare a report to the Board of Directors of their findings.
F. At the discretion of the membership, through a majority vote of those present at any scheduled meeting of the organization, an outside auditor shall be retained to perform a limited review, review, or audit of the books and records of the organization, as determined by the membership.
ARTICLE XI – BOOKS AND RECORDS
A. The organization shall keep correct and complete books and records of account. The books and records include:
1. A file endorsed copy of all documents filed with the Texas Secretary of State relating to the organization, including but not limited to the Articles, and any Articles of amendment, restated articles, articles of merger, articles of consolidation, and statement of change or registered office or registered agent.
2. A copy of all by-laws, including these by-laws, and any amended versions or amendments thereto.
3. Minutes of the proceedings of the board, and any committees having any of the authority of the board.
4. A list of the names and addresses of the members, directors, officers and any committee members of the organization.
5. A financial statement showing the organization’s assets, liabilities, and net worth at the end of the five (5) most recent financial years.
6. A financial statement showing the organization’s income and expenses for the five (5) most recent fiscal years.
7. All rulings, letters, and other documents relating to the organization’s federal, state and local tax status.
8. The organization’s federal, state, and local tax information or income tax returns for each of the organization’s five (5) most recent tax years.
ARTICLE XII - FISCAL YEAR
The fiscal year of the organization shall begin on the first (1st) day of June and shall end on the thirty-first (31st) day of May.
ARTICLE XIII – DISPOSITION OF ASSETS UPON DISSOLUTION
Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE XIV – AMENDMENTS
FIRST AMENDMENT TO THE BY-LAWS
OF
COLLEGE PARK CAVALIER BAND BOOSTER CLUB
These By-Laws of the College Park Cavalier Band Booster Club dated May 20, 2009 (hereinafter referred to as the “By-Laws”), are amended so that the following sections shall by replaced by this First Amendment to the By-Laws approved on this 14th day of October by two thirds (2/3) consent of the College Park Cavalier Band Booster Club and Board of Directors as follows:
Article VII – BOARD OF DIRECTORS
E. A Nominating Committee of at least three (3) members in good standing (preferably non-board members) shall be appointed by the Second Vice President and approved by the First Vice President no later than the September regular meeting. The committee may have more than three members but must consist of an odd number. The President shall be the Chairman of the Nominating Committee, but shall not have a vote in the proposed slate of Directors. Said committee will present a slate of Board of Directors, which has been made up from members of the organization, to the general membership at the meeting in November. Nominations from the floor will also be accepted at that time.
- I. A joint meeting of the outgoing and incoming Board of Directors shall be held in January, at which time the incoming officers’ terms will begin.
Article VIII – OFFICERS’ DUTIES
The officers of the organization will be elected at the November meeting. The duties of these officers are as follows:
- PRESIDENT (1 YEAR TERM)
4. Shall chair the Nominating Committee.
B. FIRST VICE PRESIDENT – WAYS AND MEANS (1 YEAR TERM)
6. Shall obtain monthly financial statements and transaction reports through December 31 for verification of end of month cash and to retain with the bank statements for the annual review of the financial records.
7. Shall approve the appointees to the Nominating Committee.
C. SECOND VICE PRESIDENT – MEMBERSHIP (1 YEAR TERM)
3. Shall secure the Nominating Committee.
Article IX – COMMITTEE CHAIRMEN’S DUTIES
The remaining Board of Directors of the organization will be elected at the November meeting. The duties of these directors are as follows:
Effective Date of The First Amendment to the By-Laws: Shall be effective in the fall of 2010 with the Board of Directors commencing calendar year terms in 2011. The Board of Directors term commencing June 1, 2010 shall be for a period of 7 months, ending December 31, 2010.
These by-laws may be altered, amended, or repealed, and new by-laws may be adopted by two thirds (2/3) vote of members present at a regular meeting, provided the amendment was presented in writing and read at the previous regular meeting. The notice of any meeting at which these by-laws are altered, amended, or repealed, or at which new by-laws are adopted shall include the text of the proposed by-law provisions as well as the text of any existing provisions proposed to be altered, amended, or repealed. Alternatively, the notice may include a fair summary of those provisions
Last revision: October 14, 2009
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