POTEAU HIGH SCHOOL BAND BOOSTERS

BY-LAWS

Article 1

The name of this organization shall be the Poteau High School Band Boosters.

Article II

Section 1

The objectives of the Poteau High School Band Boosters are:

a)      To arouse and maintain an enthusiastic interest in the various phases of the band of Poteau High School and the Band Booster Club. The term “band” as used in these by-laws is all-inclusive covering all the Poteau High School bands, Auxiliary units and orchestral groups. 

b)      To lend all possible support, both moral and financial, to the band programs of Poteau High School. 

c)      To cooperate with those in charge of the Band Department and the School Board to the end that the Department shall maintain the highest degree of efficiency. 

d)      To build and maintain an organization of boosters that will help promote the general activities of the Band Department. 

e)      The Band Boosters shall in no way control, direct or set policy as to the curriculum of the Band Department.

Section 2

This organization shall be a non-profit organization, established with tax-exempt status under Section 501 (C) (3) of the Internal Revenue Code, to support the financial needs of the Poteau High School Band Program.  (PENDING IRS APPROVAL)

Article III

Section 1

Parents/Guardians of the student currently or previously enrolled in the Poteau High School Band shall be considered active members of the Poteau High School Band Boosters.  Membership in the Poteau High School Band Booster’s is extended to any member of the community interested in the Poteau High School Band Program.

Active members shall be entitled to vote on matter’s brought before the Band Boosters and be considered for the Offices of the PHS Band Boosters.  Only one member of a family should be allowed to hold an office at a time.

Section 2

All other interested individuals shall be special members and are invited to participate in the PHS Band Boosters with non-voting rights.

Article IV

Meetings shall be conducted and procedures governed under the parliamentary rules contained in Robert’s Rules of Order where not specified in writing with policies and procedures/By-Laws of the Poteau High School Band Boosters.

Section 1

A quorum of three executive officers and at least four participating active members shall be required to hold regular or special meetings where a vote is required.

Section 2

Regular Boosters meetings will be held on the second Tuesday of each month.  Special Booster meetings to be held as needed, notice to be published in the local newspaper or by personal contact.

Article V

Section 1

The Officers of the Poteau High School Band Boosters shall be:  President, Vice -President, Secretary, Treasurer, Chairperson of Concessions, Chairperson of the Resources Committee, Chairperson of Public Relations, Chairperson of Props, Chairperson of Chaperones, and Class Callers.

The Executive Board shall consist of: the President, Vice-President, Secretary, and Treasurer. The Band Director shall be an ex-officio member of the Board.  Executive Board will meet for discussion only no decisions shall be made.

Section 2

The terms of all elected Officers shall be one year, beginning with the last meeting of the school term.  Officers shall be elected by a majority vote of active members present.  Vacancies shall be filled by appointment of the President for the balance of the term.  The appointee shall be considered to have served one term.

Any Officers of the Poteau High School Band Boosters missing two consecutive meetings (except for illness or death in the family) shall no longer hold office.  Officers shall also work ballgame concession and fundraisers that are held.

Section 3

The duties of President are:

a)      To preside over the general meeting of the Band Boosters and prepare the agenda.

b)      To perform as liaison between the Band Boosters, Band Director(s), School Staff,

c)      and the School Board.

d)      To serve as ex-officio member of all committees.

e)      To support and coordinate the activities of the officers.

f)        Miscellaneous as needed.

Section 4

The duties of Vice-President are:

a)      To assume all the duties of the President in his or her absence. 

b)      To support committees as needed.

Section 5

The duties of Secretary are:

a)      To record the minutes of the general meetings of the Band Boosters and to distribute written minutes at the next meeting.

b)      To maintain the records and minutes of all meetings of the Poteau High School Band Boosters.

c)      To attend to the correspondence by mail, phone, or fax of the Band Boosters. 

Section 6

The duties of Treasurer are:

a)      To receive and record all monies for deposits.

b)      To receive and record all expenditures.

c)      To maintain ledgers and other bank keeping records for all activities of the Band Boosters.

d)      To make appropriate financial reports at all regular meetings, and at any special meeting when requested by the President.

e)      To designate a reporter and provide all necessary information when unable to report in person.

f)        To submit a Treasurer’s report to the Secretary to be included with the minutes.

g)      The Treasurer shall be required to prepare a financial report at the close of each school year and file copies of this report with the Secretary. The annual financial report shall become a part of the permanent record. 

h)      The Treasurer shall complete yearly tax forms as required by law.

Section 7

The duties of the Chairperson of Concessions are:

a)      To purchase all concession supplies and maintain an adequate stock of all items to be sold and supplies necessary for sales.

b)      To oversee the purchase, leasing, and maintenance of all equipment used the Poteau High School Band Boosters for concession stands.

c)      To give Treasurer copy of order sheets.

d)      To keep sign-up sheets for concession and provide Secretary with copies of sign-up sheets.

e)      To provide concession stand coordinators with adequate forms for timely reporting if inventory levels of saleable goods and supplies.

f)        To make necessary reports at all regular meetings of the Band Boosters and as requested at special meetings.

g)      To assign a substitute and provide all necessary information if unable to attend any meeting in person.

h)      To oversee concession stand(s) clean-up.

Section 8

The duties of the Chairperson of the Ways and Means Resources Committee are:

a)      To be self motivated.

b)      To serve as the contact point for all fund raising and work-for-pay opportunities.

c)      To appoint and chair the Fund Raising committee. Ways and Means committee and the Resources committee.

d)      To work with the committee and the Band Directors to screen and approve all fund raising opportunities.

e)      To provide information to the Chairperson of Public Relations.

f)        To assist the Treasurer in the processing of receipts, deposits, and invoices.

g)      To make necessary reports at all regular meetings and as requested at special meetings of the Association.

h)      To assign a substitute and provide all necessary information if unable to attend any meeting in person.

Section 9

The duties of Chairperson of Public Relations are:

a)      To submit news articles to newspaper as directed by the Band Director(s) or President.

b)      Any articles initiated by the Chairperson of Public Relations should be done with the knowledge of the Band Director(s) or President.

c)      Events that should be submitted to the newspapers:

d)      Calendar of events for marching season. This should include football games, contests, parades with times and places.

e)      Notice of Band Booster meetings with times and places.

f)        Notice of Band Booster fund raisers.

g)      Scores of all contests and awards that the Poteau High School Band has won, pictures may be included.

h)      Names of those who have made All-District Band, All-State Band, District Honor Band including alternates and special music awards.

i)        To assign a substitute and provide all necessary information if unable to attend any meeting in person.

Section 10

Class Callers:

a)      A chairperson will be appointed by the President.  Committee membership shall be open to all members.  Chairperson should make first contact.  If not enough class callers are found, President shall be informed.

b)      Class Callers shall relate information to class parents as needed, help with dates and times of meetings, work sites etc.

Article VI

Chaperone Recruitment and Selection

a)      Band Directors select committees.  Committees should include freshman, sophomore, junior, and senior Parents.  Band members are also encouraged to be on these committees.

b)      To recruit and select all chaperones needed for any bus trips, primarily football games and contests, but also for any other bus trips taken by any portion of the Poteau High School Band.  Coordinate cell phone numbers for trips in the event of an emergency.

c)      A schedule of events for which chaperones will be needed can be obtained from the directors.  At least one chaperone will be needed for each bus.  Allow for alternates.

d)      The exception to this is the big trip for either marching or concert band.  The chaperones for these trips are chosen from those who wish to chaperone, the final selection based on the number of hours worked during the school year’s fund raisers, concession, and chaperoned bus trips. Final decision will be by the Executive Board.

NOTE:

Before leaving on the bus for any event, a brief meeting is held with the chaperones.  At that time, the chaperones are given assignments and any special instructions. Chaperones are responsible for uniform repair and any minor emergency that may come up.

Trips:

Assistant Band Directors usually take care of the uniforms however Band Booster members may need to:

a)      Be available pre-game prior to inspection.

b)      Be available prior to and during parades.

c)      Be responsible for bus bags which are carried by the chaperones.  Restock when necessary.

d)      Uniform inventory before loading and unloading.

e)      Ensure First Aid Kit is loaded onto bus.

Article VII

Section 1

These By-laws shall be amended or replaced according to Robert’s Rules of Order by a majority vote of active members present at any regular or special meeting of the Band Boosters.

Section 2

The amendment(s) or replacements must be presented in writing for discussion at regular or special meeting of the Band Boosters at least one week before the vote is to be taken.

Section 3

When in doubt or conflict, the policies and directives of Robert’s Rules of Order and the official representatives of the Poteau High School shall prevail and the By-laws and/or policies and procedures of the Band Boosters amended to resolve the doubt or conflict.

ARTICLE XIII – DEDICATION/DISSOLUTION CLAUSE 

Section 1.

The property of this organization is irrevocably dedicated to charitable purposes and no part of the net income or assets of this organization shall ever inure to the benefit of any private persons, with the exception of payments for products or services which are intended to benefit the Poteau Band Department.

Section 2.

 Upon dissolution or winding up of this organization, its assets remaining after payment, or provision of payment, of all debts and liabilities of this organization shall be distributed to the Poteau High School Band Fund.