REV Wildcat Band Booster By-Laws

(Approved by the Executive Board and general membership at the regular meeting in January 2016)



ARTICLE I:

· NAME: The name of this organization shall be the "Redlands East Valley High School Wildcat Band Boosters" and may be referred to as the "Band Boosters".

ARTICLE II:

· OBJECTIVE: The purpose of the Band Boosters shall be to promote and extend public relations through its moral and active support of the Redlands East Valley High School Wildcat Bands. The Redlands East Valley Wildcat Bands include the Marching Band, Colorguard, Concert Bands, Orchestra, Jazz Ensemble, and Chamber Ensembles. This organization will not seek to control the policies of any of the performing groups or the policies of the Band Director.

ARTICLE III:

· MEMBERSHIP:

o Section 1: There shall be no limitation to the numerical membership of this organization.

o Section 2: Membership shall be open to anyone subscribing to the objective of the organization.

ARTICLE IV:

· OFFICERS

o Section 1: The officers of the Band Boosters shall be a President, a First Vice-President, a Second Vice-President, a Recording Secretary, a Corresponding Secretary, a Treasurer, a Financial Secretary, and a Ways and Means Chairperson

o Section 2: The officers of the organization and the Band Director shall constitute the Executive Board.

o Section 3: At the regular meeting of the Executive Board held in November, a Nominating Committee of two (2) members shall be elected by the Executive Board. The Nominating Committee shall consist of these (2) elected members and the Band Director. It shall be the duty of this committee to nominate candidates for each office of the Executive Board at the monthly meeting in December. Before the election at the annual meeting in December, nominations from the floor shall be permitted.

o Section 4: The Executive Board shall be selected by ballot to serve for one year, from January 1 through December 31.

o Section 5: Any officer appointed by the Executive Board before July 1st will be considered a full term officer. An officer appointed by the Executive Board after July 1st will be considered to be filling a vacancy and still be eligible to be elected to serve two (2) full terms of office.

o Section 6: Executive Board members may be elected by acclamation if there is but one candidate for any office.

o Section 7: No member shall hold more than one office at a time, and no member shall be eligible to serve more than two (2) consecutive terms in the same office, unless no other member has been elected to the office, in which case the previous member should continue holding the position as interim, until someone is elected/appointed for that position.

o Section 8: Executive Board should not consist of more than one member of the same household unless there are no other nominees. Under no circumstances should the President, Treasurer, and Financial Secretary ever be a family relative, or of the same household.

o Section 9: No members shall be elected as officers of the Band Boosters unless each of those members has a student in a Redlands East Valley High School instrumental music program. They may, however, finish serving their term if their student is no longer a member of any performing organization.

o Section 10: The officers of the Band Boosters shall perform the duties prescribed by these BY-LAWS and by the parliamentary authority adopted by the organization.

o Section 11: The officers serve without remuneration.

o Section 12: Attendance at all meetings by members of the Executive Board and the Standing Committee Chairpersons is required.

o Section 13: After two (2) consecutive unexcused absences by a Board Member or Standing Committee Chairperson, the Board may declare the position vacant and fill the position by appointment of the President with approval of the Board.

o Section 14: The President, with the approval of the Executive Board, will appoint an officer to fill the unexpired term of an officer who resigns or is removed from office for cause.

ARTICLE V:

• DUTIES OF OFFICERS:


o Section 1: PRESIDENT: It shall be the duty of the President to preside at all meetings of the Band Boosters and of the Executive Board; to enforce a due observance of the BY-LAWS and parliamentary authority adopted; to ensure that all officers, members, and committees perform their respective duties; to call special meetings and appoint standing and special committees; and to appoint, with the approval of the Executive Board, an officer to fill an unexpired term or vacancy on the Executive Board. The office of the President will not be a voting office except to break a deadlock vote.

o Section 2: FIRST VICE-PRESIDENT: It shall be the duty of the First Vice-President to assist the President in the performance of his or her duties; to preside over the organization in the absence of the President; to prepare, distribute, collect and count the ballots in all cases where ballots are required; to chair the Hospitality Committee; and to perform such other duties as may be assigned by the President and/or required by the laws and usages of the organization.

o Section 3: SECOND VICE-PRESIDENT: It shall be the duty of the Second Vice-President to maintain control and inventory of Band equipment and uniforms; to identify and report to the Band Director and Executive Board the need for any equipment purchases; to preside over the organization in the absence of both the President and First Vice-President; to serve as an active member of the Performance Assistance Committee; and to perform any other duties as may be assigned.

o Section 4: RECORDING SECRETARY: It shall be the duty of the Recording Secretary to keep a record of all proceedings of the Band Boosters; to prepare and distribute to the Executive Board agendas for Band Booster and Executive Board meetings at least 24 hours in advance; to prepare and distribute to the Executive Board minutes of the prior meeting at least 24 hours in advance of the meeting at which they will be presented for approval; to have on file all committee reports; to make the minutes and records available to members upon request; to notify officers and committee members of their election or appointment; to furnish committees with whatever documents are required for the performance of their duties and to have on hand at each meeting a list of all existing committees and their members; to sign all certified copies of acts of the Band Boosters; to perform such other duties as may be assigned by the President and/or required by the laws and usages of the organization; and in the absence of the President and Vice-Presidents, to call the meeting to order and preside over the meeting.

o Section 5: CORRESPONDING SECRETARY: It shall be the duty of the Corresponding Secretary to conduct the general correspondence of the Band Boosters; to maintain a file of all such correspondence in an electronic, digital or paper format; to maintain a current list of member email addresses and to communicate current events accordingly; and to perform such other duties as may be assigned by the President and/or required by the laws and usages of the organization.

o Section 6: TREASURER: It shall be the duty of the Treasurer to chair the budget committee and prepare the budget for adoption by the Band Boosters; to contact the bank to secure signatures of all authorized signers on all checking and savings account signature cards and file with the bank immediately upon taking office; to receive and retain a copy of the deposit slip for any deposit made to the Band Boosters; to make all disbursements of Band Boosters funds as provided by the BY-LAWS; to keep accurate records of all Band Booster financial transactions; to prepare and distribute to the Executive Board, at least 24 hours in advance of a regularly scheduled meeting, a monthly Treasurers report; to make a full financial report at the regular meetings of the organization; to serve as an active member of the Ways and Means Committee; and to perform such other duties as may be assigned by the President and/or required by the laws and usages of the organization.

o Section 7: FINANCIAL SECRETARY: It shall be the duty of the Financial Secretary to keep records of all student transactions; to give a receipt for monies received for the Band Boosters, deposit immediately in a bank approved by the Executive Board & give a copy of the deposit slip to the Treasurer, to keep an accurate record of all receipts for filing with the Treasurer's financial records for the Band Boosters; to present a detailed monthly report at every meeting of the Band Boosters; and to perform such other duties as may be assigned by the President and/or required by the laws and usages of the organization..

o Section 8: WAYS AND MEANS CHAIRPERSON: It shall be the duty of the Ways and Means Chairperson to establish a committee whose purpose is to oversee the financial stability of the Booster organization and to help establish and oversee the policies and procedures relating to the raising and spending of all Booster funds; to form an advisory committee with as many volunteer members as the Chairperson deems necessary to accomplish the committee's duties; and to perform such other duties as may be assigned by the President and/or required by the laws and usages of the organization.

ARTICLE VI:

· MEETINGS:


o Section 1 - The regular meetings of the Band Boosters shall be held once each month on a day selected by the Executive Board.

o Section 2 - The regular meeting in December shall be for the purpose of electing Executive Board members, and for any other business appearing on the agenda.

o Section 3 - Both the outgoing and incoming Executive Boards shall attend the regular meeting in January, during which year-end reports from officers and committees will be reviewed and discussed. The incoming Executive Board shall preside over the meeting.

o Section 4 - Special meetings may be called by the President upon the written request of ten (10) members of the Band Boosters. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least three (3) days notice will be given.

o Section 5 - At all regular and special meetings, no business will be conducted unless a quorum is present. One-half of the total elected members of the Executive Board shall constitute a quorum.

ARTICLE VII:

· COMMITTEES:


o Section 1 - Committees, Standing or Special, shall be appointed by the President and approved by the Executive Board and shall carry on the work of the Band Boosters. The President shall serve as an ex-officio member of all committees except the Nominating Committee.

o Section 2 - Hospitality Committee: The First Vice-President will chair the Hospitality Committee. The committee will be responsible for coordinating and overseeing the delivery of snacks and meals to students at select performances and events; and to staff a hospitality table at performances and events.

o Section 3 Ways and Means Committee: The Treasurer will serve as an active member. This committee will accept and develop ideas and assure proper execution of special events such as fund-raising affairs, including coordinating parent volunteers; accept and review requests for expenditures not contained in the approved Band Booster budget develop financial policies and procedures for the Band Boosters, and submit them for review and approval by the Executive Board; review and recommend methods for disposing of retired assets; and perform other duties as required by the President This Committee shall meet on an as-needed basis, and shall prepare a written report of each meeting to be submitted to the Executive Board for review and necessary action. The Ways and Means Committee Statement of Purpose is appended to these By-Laws as Exhibit A.

o Section 4 - Performance Assistance Committee: The President will appoint the chairman of this committee. This committee will coordinate parent volunteers for performances and rehearsals where volunteers are required; and perform other duties as required by the President and/or the Band Director, which may include construction, transportation and/or maintenance of props and band equipment The Second Vice-President will serve as an active member.

ARTICLE VIII:

• FUNDS: 

Music Program Funding Philosophy and Policy: 

The success of Redlands East Valley High School's Instrumental Music Program is dependent in large part on the financial support provided by the Redlands East Valley High School Wildcat Band Boosters organization. To augment the baseline funding that the School District provides, the Band Boosters provide additional funds that are essential to a successful instrumental music program. These funds are used to pay for instructors, hospitality, field show props, equipment and other items — enhancements that would not be possible without the additional funds.

o Section 1 - All funds collected by the Band Boosters shall only be used to actively support the Redlands East Valley 1-figh School Wildcat Bands' activities.

o Section 2 - The funds of the Band Boosters shall be obtained from the following three primary sources and all expenditures will be made according to Article VIII, Sections 5-7 below.

     a. Donations and corporate sponsorships

     b. Proceeds from approved fundraising activities

     c. Grants

o Section 3 - The funds of the Band Boosters shall be designated as follows: 
    
    a. Funds allocated to approved annual budget items

    b. Funds allocated to student accounts

    c. Unallocated reserve funds

o Section 4 - It shall be the duty of the Executive Board to approve plans for raising and disbursing funds of the organization, by parliamentary vote.

o Section 5 - All disbursements shall be made by check drawn on the Band Boosters checking account and signed by 2 authorized members of the Executive Board. Authorized signers will be determined at the regular meeting in January of each year.

o Section 6 - Expenditures of funds for any items identified in the approved annual budget may be disbursed at any time by the Treasurer. Upon approval of the Board of Directors, the Treasurer may disburse funds more than the budgeted amount for any budget item, provided sufficient funds are available in the unallocated reserve and the total budget overrun does not exceed 10% of the total budget All budget revisions must be approved by a majority vote of the general membership present at the meeting when the revision is presented to the Board of Directors.

o Section 7 - Non-budgeted disbursements in excess of fifty dollars ($50.00) shall not be made unless approved by the Executive Board.

o Section 8 - All funds collected by the Band Boosters shall be deposited in a savings and/or checking account. Funds deposited in any interest-bearing account must first be transferred to the Booster checking account before being spent The Treasurer shall include all bank transfer transactions and balances on each monthly Treasurers statement

o Section 9 - The fiscal year for the Band Boosters shall begin on January 1 and run through December 31. The annual budget as developed by the Board of Directors will be approved by a majority vote of the general membership meeting.

o Section 10 - In the event of financial need by a student, the President, Band Director, and one other officer may discuss and grant to the student an amount they deem appropriate. An announcement of such financial aid will be made at the following Board meeting with the students name remaining anonymous.

o Section 11 At the first meeting of the Executive Board, a budget of estimated income and expenditures for the year will be prepared for submission to the general membership.

o Section 12 - The financial records of the Band Boosters will be audited at the end of the year by an auditor appointed by the President.

o Section 13 - Scrip Funds:

     a. All incoming and outgoing funds associated with the Scrip fundraising program are run through the Band Boosters checking account.

     b. The Scrip Program Administrator may make scrip bank deposits to the Band Booster checking account, and therefore may retain a supply of checking account deposit slips and a check endorsement stamp. The Scrip Program Administrator will report all scrip banking activity to the Treasurer and Financial Secretary within 24 hours.

     c. Scrip profits earned by students are tracked and logged by the Scrip Program Administrator and reported to the Treasurer and Financial Secretary.

o Section 14 — Other Student Fundraising Funds: 

     a. Certain student fundraisers are offered and administered by the Band Boosters and, as such, require incoming and outgoing funds to be run through the Band Boosters checking account

     b. Profits earned by students from fundraisers are tracked and logged by the Booster Fundraising Coordinator, and reported to the Treasurer and Financial Secretary.

     c. Profits from student fundraisers may only be allocated to students actively participating in a Redlands East Valley High School instrumental music program.

    d. The student profits earned from each fundraiser will be processed in the manner most suitable under the circumstances, and under the auspices of the Ways and Means Committee.

o Section 15 — Assets - Over an extended period of time, the Band Boosters will accumulate physical assets such as a motorized vehicle, a trailer, a money counting machine, etc. These items shall remain the property of the Band Boosters until such time that they are no longer needed. The Ways and Means Committee will then review potential methods of disposing the retired assets and submit recommendations to the Executive Board, which will make the final determination regarding disposal alternatives.

ARTICLE IX:

· PARLIAMENTARY AUTHORITY:


o Section 1: The rules contained in the current edition of Roberts Rules of Order, newly revised, shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these BY-LAWS and any special rules of order that the organization may adopt.

ARTICLE X:

· AMENDMENT OF BY-LAWS:


o Section 1: These BY-LAWS can be amended at any regular or special meeting of the Band Boosters by a two-thirds vote of the members present, with concurrence by the Band Director, provided that the amendment has been submitted to the members three (3) days prior to the meeting.

ARTICLE XI:

· DISSOLUTION:

o Section 1: Upon the dissolution of the "Redlands East Valley High School Wildcat Band Boosters" and after payment of its debts, the Executive Board is required to dispose of its assets to the Instrumental Music Department of Redlands East Valley High School.

ARTICLE XII:

· ADMINISTRATION:


o Section 1: The records of the Band Boosters are considered a public record, and as such are open to review by any person with a minimum of 3 business days notice. Records shall be retained as follows:

    a. Minutes of the Executive Board shall be retained by the Recording Secretary in electronic, digital or paper format for the duration of his or her term of office, and then transferred to the files of the Band Director for a total retention period of at least ten years.

     b. General correspondence of the Executive Board shall be retained by the Corresponding Secretary in electronic, digital or paper format for the duration of his or her term of office, and then transferred to the files of the Band Director for a total retention of at least two years.

     c. Financial records including, but not limited to, annual approved budgets, records of income and expenditures, and tax records shall be retained by the Treasurer in electronic, digital or paper format for the duration of his or her term of office, and then transferred to the incoming Treasurer. Records should be retained in such a manner as to not impede retrieval should the need arise, and shall be retained pursuant to, and for the minimum time required by, any applicable local, State and Federal codes and laws, but under no circumstances less than seven years.

o Section 2: This organization shall comply with the policies and regulations set forth by the Redlands Unified School District, as stated in Administrative Regulation #1230 and Board Policy #1230 pertaining to School-Connected Organizations.

Exhibit A:   R.E.V. Marching Wildcat Band Boosters: 

· Ways and Means Committee

o Statement of Purpose: The purpose and duties of the REV Marching Wildcat Band Boosters (aka: Boosters) Ways and Means Committee are to oversee the financial stability of the Booster organization and to help establish and oversee the policies and procedures relating to the raising and spending of all Booster funds. The Ways and Means Committee shall also inquire into, and propose to the Booster Board, various "ways and means" of raising funds for use by the Boosters.

    a. This is an advisory Committee in that no formal action may be taken until presented to, and voted on, by the Booster Board of Directors. This is not an auditing entity, nor is it a part of the Treasurer's function. It is a Booster sub-committee with the responsibility of assuring that written policies and procedures are in place which will assure the proper handling of Booster assets.

     b. It is the intention of this committee to develop, and recommend to the Booster Board, procedures for reimbursing expenses, paying debts or other obligations incurred in the normal business of the Boosters, and methods of handling assets that may be accumulated by the Boosters over the years.

    c. The Ways and Means Committee Chairperson will have as many volunteer members as the Chairperson deems necessary to accomplish the committee's duties. The Booster Treasurer will serve as a committee member. The committee will meet on an as-needed basis, as determined by the Chairperson, and attendance shall be open to all Booster members. Notes will be taken at each meeting, from which a report will be prepared and presented to the Booster Board at the monthly meeting. 
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