CONSTITUTION AND BY-LAWS
Article I. NAME
The name of this organization shall be the Barstow High
School Band and Colorguard Boosters, Inc.
Herein also known as Band Boosters; Aztec Band.
Article II. PURPOSE
The purpose of this club, as a non-profit organization, will
be to assist the Barstow High School Bands and associated instrumental groups,
through fundraisers, volunteer service, public relations and recognition of
individual and group achievement.
Article III. ORGANIZATION
The organization of the Barstow High School Band and
Colorguard Boosters, Inc. shall be pursuant to the General Non-Profit
Corporation Law of the State of California.
Article IV. ADMINISTRATION
1. This organization
shall be governed by an Executive Board and the General Membership. The business of the Barstow High School Band
and Colorguard Boosters, Inc. will be conducted by this Executive Board and the
General Membership.
2. The
Executive Board shall consist of a President, Vice President, Secretary,
Treasurer, and Membership Coordinator.
In addition, advisors to the Executive Board members would consist of
the BHS Band Director and BHS Colorguard Advisor. The Executive Board may also have, at their
discretion, such other Officers or Sub-Ordinate Officers as may be appointed by
the Executive Board in accordance with these Constitution and By-laws.
3. Annual
budget meeting will be held between June – August, prior to the first General
Meeting of the next school year by the newly elected Executive Board. The budget will be presented to the General
Membership at the first General Meeting of the school year for approval.
4. There shall
be one general meeting each month.
Meetings shall also be subject to the call of the President or any two
or more Executive Board members requesting a special meeting from time to time
as may be required by the operations of this organization. Meetings shall also be subject to the call of
the President or any two or more Executive Board members requesting a special
meeting from time to time as may be required by the operations of this
organization. A general meeting may be
called by five (5) members with verbal or written notice to the President. In order to conduct business of an Executive
Board meeting, there must be present a 51% quorum of the Executive Board.
5. In the event
a vacancy should occur in the Executive Board, the position shall be deemed
vacant and may be filled by a majority vote by the remaining Executive Board
members. If the vacancy cannot be filled
by the end of the school year, then another board member may cover as
temporary.
6. Nominations for
board positions for the following school year will be submitted to the
Executive Board in March. Voting will be
held in April, by the General Membership, and the results published at the
Senior Banquet in May and on the blog.
7. A Board
Member’s term of office shall be for a minimum of one year: July 1 through June
30 of the following year. If an office
is unable to be filled by either an election or appointment, said officer
currently holding that Board position may continue in that office for the next one
year term upon approval of the general membership.
Article V. AMENDMENTS
The Barstow High School Band and Colorguard Boosters, Inc.
Executive Board, whenever two-thirds (2/3) of said Executive Board shall deem
it necessary, shall propose amendments to this Constitution, which shall be
valid for all intents and purposes, as part of this Constitution, when ratified
by three-fourths (3/4) of the Executive Board.
BY-LAWS
Article I. MEMBERS
General Membership shall be open to all persons interested
in the welfare of all bands and colorguard within the program.
Article II. REMOVAL
OF A MEMBER/DIRECTOR
Should the Executive Board or the general members find the
conduct of any member, Office, or Chairperson, detrimental to the bet interests
of the organization, the Executive Board/Members may take such action as they
deem applicable and appropriate, including, but not limited to, suspension from
or removal from the Barstow High School Band and Colorguard Boosters, Inc. Such action shall require a two-thirds (2/3)
majority vote of those voting Members/Officers present.
Article III. DUTIES OF EXECUTIVE BOARD
Only parents or guardians of a student in the Barstow High
School Band and Colorguard Boosters, Inc. may hold an elected position.
President: Represent this organization at Barstow
Unified School District or any applicable meetings when requested. Conduct organization meetings as scheduled. Authorize expenditures under one hundred
dollars ($100.00), after consulting with the Treasurer, on request of the Band
Director. Appoint committees as
necessary. The President will authorize
media information. Receive and
acknowledge correspondence relating directly to this organization. Turn over a
complete record of his/her dealing on behalf of this organization to the
succeeding President. The immediate past
President will act as an advisor with the succeeding board.
Vice President: Conduct affairs in the absence of the
President and assists the President in his/her tasks. Maintains a current roster of all current band
and colorguard students. Maintain any
multi-media communications.
Secretary: Take attendance at all meetings of the Band
Boosters. Record the minutes of all
meetings, open or closed, keep and maintain the official records of the organization. Publish the minutes of all meetings as
directed by the Executive Board and General Membership. The Secretary shall turn over a complete
record of his/her dealing on behalf of this organization to the succeeding
Secretary.
Treasurer: Record all monies received or disbursed,
deposit all funds, pay all debts, and provide financial report at each General
Meeting. Head the annual budget meeting
with the Executive Board to establish the annual budget. Submit annual budget
for approval by the General Membership at the first General Meeting in August
or September. The Treasurer and two
Executive Board members shall be authorized to sign checks, with two signatures
required:
A. Signature Authorization:
(1) Booster Account – (a) President (b) Vice
President (c) Treasurer
Any expenditure over one hundred dollars ($100.00), not
included in the approved annual budget, must be approved by a majority of the
General Members, after consulting with the Executive Board.
An assistant to the treasurer may be appointed by the
Executive Board to help the treasurer in his/her duties.
In all collecting, counting, and verifying of monies, there
shall be at least two members present, one of who will be a board member, preferably
the treasurer. For this activity the
assistant treasurer will be counted as a board member.
Because of BUSD policy regarding district employees handling
money, the positions of President, Vice President, Treasurer and Assistant to
the Treasurer (if one is appointed), shall not be held by an employee of the
BUSD.
Membership
Coordinator: Obtains list of band
parents and coordinates said lists for various tasks and activities organized
by the Band Boosters.
Article IV. CHAIRPERSONS/COMMITTEES
Chairpersons are to be appointed to fulfill the needs of
this organization. Chairpersons are to
include, but not limited to the following titles; Fundraising, Field Show/Band
and Orchestra Festival, Concessions Manager, Concessions Staff, Chaperone,
Water, 50/50, Recycling, Scholarship Committee.
An Executive Board member may hold a chairperson position
providing there is no conflict with their position as it is described in the
by-laws.
Fundraising: Organizes fundraising activities for this
organization to support the Band and Colorguard performances and operations. He/She reports to the President and/or
Treasurer.
Field Show/Band and
Orchestra Festival: Co-Chairs, with
the band director, the annual field show tournament, Bandtasia, and the Band
and Orchestra Festival.
Concessions Manager: Manages concessions stand(s) for all home
football games, the annual field show tournament, Bandtasia, and the Band and
Orchestra Festival and any other event where concessions may be provided. This includes supplying food, condiments,
equipment and maintenance as needed. He/She
reports to the President and/or Treasurer.
Concessions Staff: Recruits volunteers to work concessions sales
at events. Maintains a schedule and
record of all volunteers who work. He/She
reports to the President and/or Membership Coordinator.
Chaperone: Schedule parents to chaperone and coordinate
trip activities utilizing a rotational method from the signed volunteer
roster. Said chaperones must be cleared
to volunteer through BUSD and be on current list for Barstow High School. He/She reports to Membership Coordinator
and/or Band Director.
Water: Responsible for securing a supply of water
for each band member at all home football games and field shows and at other
functions as requested by the Band Director.
He/She reports to the Treasurer and/or Concessions Manager.
50/50: Recruits volunteers to sell 50/50 tickets
during football games, field show tournaments and other events as
necessary. He/She reports to the
President and/or Membership Coordinator.
Recycling: Responsible for collecting recyclables brought to the Band room and turning in for cash which is to be deposited in the general fund of this organization. He/She reports to the President and/or Treasurer.
Scholarship Committee: Determine the method of application and the
number of scholarships to be awarded.
This committee shall be comprised of: two members of the Executive Board, three general
members, and the Band Director. The Band
Director is in an advisory capacity only and has no vote on this
committee. This committee shall be
formed at the March general meeting and shall not consist of a person who is a
parent/guardian to a graduating senior band member.
Article V. CONTRACTS
The Band Director selects the coaching/support staff and
presents his selections and compensation suggestions to the Executive Board at
the Annual Budget Meeting. Once the
Selectees and compensation have been approved, a contract will be generated by
the President and then signed by the Band Director, Treasurer or President, and
the Selectee. When all signatures have
been collected, a copy will be provided to the Selectees and to the Treasurer
to be maintained in his/her records.
Article VI. MEETINGS
The first General Meeting will be held on the third Tuesday
in August if schedules and time allow.
Subsequent General Meetings shall be held on the third Tuesday of each
month during the school year. General
meetings are to be held September through May at one per month during school
year. An optional December meeting is at
the discretion of the Membership. Board
meetings will be held on the third Tuesday of each month right before the
General Meeting. Board meetings may be
changed at the discretion of the Board.
Reasonable notice shall be given to all members of the Board and the
General Members for any meetings.
Article VII. SCHOLARSHIP FUND
A scholarship fund shall be established each year and
included in the annual budget. Any
senior who has ever performed in the Barstow High School Band or Colorguard
will be eligible.
1. The
President or other Executive Board member and the Band Director are to be the
signers of the certificate or letter that is given to the recipient at the
Scholarship Award Ceremony.
2. Scholarship recipients must show proof of
enrollment to the Band Boosters by the end of the calendar year following the
award presentation.
3. Notification of enrollment in a
college/institution must be received from the registrar’s office on the
letterhead of the institution by December of the calendar year in which the
student graduates from Barstow High School.
4. If the scholarship recipient has any
outstanding debt to the Barstow High School Band or its Booster Club, these
funds may be deducted from the scholarship award.
5. In the event the scholarship recipient
doesn’t enroll into a higher education institution by the end of the calendar
year, the scholarship will be forfeited.
Article VIII. STUDENT ACCOUNTS
Student accounts are set up for each member of the Barstow
High School Band and Colorguard.
As each student participates in fundraising activities
through his or her Aztec career, the money raised is deposited into his/her student
account.
These accounts are set to track and save their fundraised
monies so that the money is available to them for the payment of fees and
expenses associated with band trips.
Fundraised money can ONLY be utilized for payment on behalf of the
student for trips.
This account is not a private or personal account. It is not an account set-up for students to
pay for anything except for fees and costs associated with band related
expenses. It is simply a way of tracking
the student’s share of funds raised through his or her volunteer efforts
through the year. The student’s “share”
of the funds raised is recorded under the student’s name. Personal or family related deposits on behalf
of the student by individuals may be used for purchase of items relating to
band, i.e. clothing, apparel or instrument accessories. When the student graduates or leaves the
program, the monies left in the student’s account from fundraising activities
will be transferred into the general fund of the Barstow High School Band and
Colorguard Boosters, Inc. Or monies can
be transferred from sibling to sibling ONLY, if the receiving sibling is
currently in the program or incoming to the program the following school year. Any personal or family related deposits that
were made to a student’s account MAY BE returned, on a case by case basis. Donations made by a business to a student for
their account MAY NOT be returned and will be transferred to the general
fund. If a student leaves the program by
any manner, other than graduation, all monies are forfeited to the general fund
after 30 days have passed, unless monies are a personal deposit and those must
be requested within 30 days of students departure from program.
Article IX. AMENDMENTS TO THE BYLAWS
Proposals to amend these Bylaws may be made by any General
Member or any member of the Executive Board.
Any proposal to amend the Bylaws shall be submitted in writing to the
President and Secretary not less than 30 days prior to a general meeting or any
special meeting called for this purpose.
No proposal shall be accepted from the floor of any general meeting or
any special meeting called for this purpose.
These by-laws shall be reviewed whenever necessary by any
member of the Band Boosters. Any recommendations
made will be presented to the General Members for approval.
By-laws
should be reviewed every two (2) years or when deemed necessary.
Any amendment to these Bylaws must be carried by a
two-thirds (2/3) majority of those members present and voting.
Whenever an amendment to these Bylaws is adopted, it shall
be copied in the Book of Bylaws with the original Bylaws, in the appropriate
place.
President: Carol Mauk
Secretary: Cheri Echols
Vice-President: Barbara Scott-Blakely
