NORTHGATE BAND BOOSTERS CONSTITUTION & BY–LAWS
ARTICLE I—NAME
ARTICLE II—CONSTITUTION
ARTICLE III—PURPOSE
ARTICLE IV—MEMBERSHIP
ARTICLE V—OFFICERS
ARTICLE VI—DUTIES OF OFFICERS
ARTICLE VII—EXECUTIVE BOARD
ARTICLE VIII—STANDING COMMITTEES AND ASSIGNMENTS
ARTICLE IX—FINANCES
ARTICLE X—MEETINGS
ARTICLE XI—VOTING
ARTICLE XII—NOMINATIONS AND ELECTIONS
ARTICLE XIII—BAND DIRECTOR
ARTCLE XIV—FINANCIAL EXAMINATION
ARTICLE XV—AMENDMENTS
ARTICLE XVI—DISSOLUTION
RECORD OF AMENDMENTS
The name of this organization shall be "Northgate Band Boosters". In these by-laws, this organization shall be called the Boosters.
The Boosters exists as a voluntary association of its members. The constitution of the Boosters shall consist of these by-laws and amendments.
The purpose of this organization is to:
♦ Encourage and maintain an
enthusiastic interest in the Band Program of the Northgate School District.
♦ Support the Band Director and
staff through fund-raising projects and volunteer services, while providing a
safe environment for the students.
♦ Maintain the highest standards among students, parents and band staff.
Only instrumentalist and bandfront
member's parent(s) or guardian(s) shall be considered active members of the
Boosters.
Section 1 The elected officers of
the Boosters shall be President, First Vice-President, Second Vice-President,
Secretary and Treasurer.
Section 2 All elected officers are
for a term of one year, with possible re-election into the same office for one
additional term. Having served two successive years, an elected officer shall
not be eligible to run for the same office unless unopposed.
Section 3 Anyone resigning or being
recalled from any office(s) twice will be ineligible to run for an Executive
Board position thereafter.
The President shall call
all meetings and preside over same, and supervise all business of the Boosters.
The First Vice-President shall preside in the absence of the
President and shall temporarily assume all duties of the President if a vacancy
occurs in that office. The First Vice-President serves as the chair of the
Concession Stand Committee.
The Second Vice-President shall assume
the duties of the First Vice-President in their absence and shall temporarily
assume all duties of the President if a simultaneous vacancy occurs in the
offices of the President and First-Vice President. The Second Vice-President
serves as chair of the Social Committee.
The Secretary shall keep minutes of all
proceedings of Boosters meetings and Executive Board meetings. The secretary
shall keep such other records as may be determined by the Boosters, its
officers or committees. The Secretary shall ensure that the minutes of the
present and previous years are available for reference at all Boosters and
Executive Board meetings. The Secretary shall also maintain and make available
a current copy of the Boosters by-laws. The Secretary shall serve as chair of
the Internet Committee.
The Treasurer shall keep accurate
records of the Boosters' financial transactions, receive and disburse the
Boosters' funds as directed by the Boosters, present a statement of account at
every regular meeting of the Boosters, and at such times as directed by the
Boosters or Executive Board. The Treasurer will, upon the request of any
booster member, permit said member view of the General Fund account and will
also cooperate with the Finance Committee to initiate a full annual financial
examination during the month of May (Article XIV).
Section 1 The
Executive Board shall be comprised of the elected officers and non-voting band
staff.
Section 2 The
Executive Board shall conduct all necessary business between meetings of the
Boosters; shall make or approve all plans for the fulfillment of the Boosters'
purposes; shall appoint Standing Committees; and constitute the By-Laws
Committee.
Section 3 All
actions of the Executive Board shall be reported to the Boosters at the next
General Meeting for approval by the Boosters.
Section 4 The
presence of a majority of Executive Board members shall constitute a quorum to
transact Board business.
Section 5 Resignation
Any
officer wishing to resign from office must submit their resignation to the
Executive Board in writing and shall be considered binding.
Any
allegations of misconduct, misappropriation of funds, or of an officer
consistently
not serving in the best interest of the Boosters, must be submitted in writing,
signed by the voting member making the allegations. This must be presented to
the Executive Board, via certified mail, and a copy forwarded to the said
officer.
A
majority vote by the General Membership shall constitute retention or removal
of the officer from the Board by secret, written ballot, tallied by the band
staff. No proxy voting is allowed.
Any
officer absenting themselves for more than three successive meetings shall be
automatically suspended from office. Serious illness and excused absences
accepted.
Section 7 Vacancy
due to resignation or removal.
ARTICLE VIII—STANDING COMMITTEES
and ASSIGNMENTS
Section 1 The
Executive Board shall appoint a chair for the following committees: Band
Festival, Chaperone, Equipment, Finance, Fundraising, Historian, Nominating,
Publicity, Social, Telephone, Uniform and such other committees as the Boosters
or Executive Board deem necessary or expedient to carry out the Boosters'
purposes.
Section 2 Each
committee chair shall provide a written report on the status of the committee
and its work to the Boosters for each general meeting. No committee shall be
undertaken without the approval of the Executive Board.
Section 3 Time
will be allotted at each general meeting for reports from the committees and
discussion of matters affecting their work.
Section 4 Membership
and duties of the standing committees are:
The Band Festival Committee shall consist of a chair and as many
members as are deemed necessary. The committee shall be responsible for the
planning and operations of the Band Festival. This committee will have full
support of all other standing committees. The chair will be the director of all
other committees for this event. Within one month of the festival completion,
the committee shall report its expenditures and revenues.
The Chaperone Committee shall consist of a chair and as many members
that are deemed necessary. The committee shall be responsible for securing
adults, with a Pennsylvania Act 33 Clearance on file with the Boosters and
Northgate School District, to act as chaperones for all Band functions deemed
necessary by the Band Director. A chaperone is defined as age 21 or older who
is a parent, guardian or family member of a current band, bandfront or staff
member. The committee must ensure
the safety and welfare of the students at all Band functions (i.e., first aid
supplies, medical history forms, and bus attendance).
The Concessions Committee shall consist of a chair and as many
members as are deemed necessary. The committee shall be responsible for the
planning and operations of the stadium concession stand for any home football
games (Jr. High, Junior Varsity and Varsity) and other band program activities;
and, shall also provide snacks and drinks for all bands. The committee's
monthly report shall include a listing of expenditures and revenues.
The Equipment Committee shall consist of a chair and as many members
that are deemed necessary. The committee shall be responsible for the care,
cleanliness, inventory, issuance and storage of band and bandfront equipment,
not including instrumental equipment.
The Finance Committee shall consist of a chair and two other members,
none of whom shall be members of the Executive Board. The duties of the
committee are outlined in Article XIV.
The Fundraising Committee shall consist of a chair and as many
members that are deemed necessary. The committee shall be responsible for
student fundraising activities as needed.
1.
The Fundraising committee chairperson will submit a
schedule of fundraising events before the start of the school year.
2. All
fundraisers will be submitted to the Fundraising Chairperson and reviewed by
the committee to qualify as a “Band” fundraiser. All members of the band
(instrumentalists and auxiliary) will be given the opportunity to participate
in ALL fundraisers. Fundraisers will not be held exclusive for individuals or
select subdivisions of the band without the permission of the booster
organization.
The Historian Committee shall consist of a chair and as many members
as are deemed necessary. The committee shall be responsible for compiling an
annual book of history covering the activities of the Band, consisting of
newspaper clippings, pictures, commentary and whatever other materials are
available. This permanent record shall be turned in at the end of the school
year, but preferably be completed for the banquet for viewing. Reimbursement
for supplies is not to exceed budgeted amount.
The Internet Committee shall consist of a chair and as many members
as are deemed necessary. The committee shall be responsible for the content and
maintenance of the Boosters web site in a timely manner.
The Nominating Committee shall consist of a chair and two members.
The committee shall carry out its duties as described in Article XII, Section
1.
The Publicity Committee shall consist of a chair and as many members
as are deemed necessary. The committee shall be the link between the Boosters
and the community at large and shall be responsible for submitting all general
news releases and any other material necessary to publicize to those outside
the Boosters the work and activities of the Boosters and the Northgate Middle /
High School Bands.
The Social Committee shall consist of a chair and as many members as
are deemed necessary. The committee shall be responsible for serving drinks and
snacks for band functions at the high school. The committee will also provide a
host/hostess for all visiting bands at any band function. This committee will
also be responsible for organizing the annual Band Banquet.
The Telephone Committee shall consist of a chair and as many members
as are deemed necessary. The committee shall assist the Executive Board and all
other committees by making contacts as are needed to communicate with Booster
members or others.
The Uniform Committee shall consist of a chair and as many members as
are deemed necessary. The committee shall be responsible for the care,
cleanliness, repair, inventory, issuance and storage of band uniforms and shall
work with the band staff and students to fulfill this task. The committee will
inventory band uniforms at least twice yearly: upon committee's issuing
uniforms to band members and upon return. The committee will also assist in
acquiring, exchanging and issuing of auxiliary corps uniforms and accessories.
Section 1 The
fiscal year of the Boosters shall be from May 1 to April 30.
Section 2 Funds
1. All
monies paid or donated to the Boosters shall be placed in either of the
following funding areas, designated by the director:
♦ General (i.e., parades, group performances)
♦ Individual student (i.e., candy, hoagie
sales, etc.)
2.
Monies remaining at the end of the fiscal year shall
be carried forward to the next fiscal year.
3.
All revenues received from any source shall be
counted and deposited by the Treasurer, or other Executive Board member in case
of an emergency, on a weekly basis. A written report of all revenues and
expenses shall be provided monthly
and made available at all scheduled General Meetings or as directed by the Executive Board. Should
no written report be made for two consecutive months,
then the Executive Board shall take appropriate action to produce such reports
Section
3 Disbursements
1. Monies shall be used to:
♦
Pay for the operations of the Boosters
♦
Finance special projects and activities to fulfill the purpose of the Boosters.
2. All
funds dispersed shall need to be verified with a receipt. The Treasurer will
maintain receipts.
3. All
disbursements over $100.00, not including expenses of the concession stand,
must be approved by a majority vote of the general membership taken at any
meeting.
4
All receipts
turned in for reimbursement of a previously approved purchase by any member of
the Boosters must be done within six months of the expenditure. Any receipts
turned in after said time will not be eligible for reimbursement.
5. All
bank accounts shall contain the names of three authorized signatures; the
President, the First Vice-President and the Treasurer, any two signatures of
which must appear on all checks or withdrawal documents. Pre-signing more than
three blank checks with at least one signature in advance of need is not
permitted.
Section
4 Individual
Student Accounts
1. Monies in a student account may be used for the
following band-related expenses only:
A. Assessment payments
B. In the event that students must purchase
equipment or article(s) of clothing for uniforms (per the Band Director), and
such purchases will not be made through the Boosters, said cost of these
expenditures will be reimbursed to the student under the following conditions:
1.
All payments due the Boosters have been satisfied
2.The
purchase must have been made from only a supplied approved vendor list.
3.
The student submits a receipt(s) of payment for said purchase to the Treasurer
4.
Funds are available meeting or exceeding the reimbursement amount. If
sufficient funds are not available, reimbursement will only be in the amount of
remaining funds. Reimbursement will be made by check within two weeks of
Treasurer receiving receipt(s).
C. Band Camp
D. Band
Trip
E.
In the event that the band trip package does not include all meals, a meal
allowance may be drawn from the student’s account for only the non-included
meals at a rate of $5 per breakfast, $10 per lunch and $10 per dinner. Meal
allowances must be pre-arranged and requested from the Treasurer no later than
the final due date of payment for the trip.
F.
In the event that a student’s parent(s)/guardian(s) act as a chaperone on the
trip, the chaperone trip and meal allowance may be drawn from the student’s
account.
2. In the event that there is any unused balance in a
graduated students' account, those monies will be transferred automatically to
a siblings account at the end of August. In the case of no siblings, the
remaining balance will be divided as equally as possible into all active
student accounts at the end of August, with any remaining monies placed into
the general fund.
3. If accounts are in arrears, students will forfeit
their participation in any Booster sponsored activities (i.e. year-end banquet,
etc.)
Section
5 Review
1.
The accounts of the Boosters shall be verified
annually as described in Article XIV.
2.
Any member of the Booster organization requesting to
see the Booster checkbook will be offered the opportunity to view the General
Fund account within a timely manner.
3. Members may inspect their child’s/children’s
accounts upon request, at the earliest opportunity for the Treasurer.
Section 1 The
Boosters will meet monthly at a regular time and place, as agreed upon by the
members of the Executive Board and the Band Director for the General Meeting.
Section 2 The
Executive Board will meet monthly, at a regular time and place prior to each General
Meeting.
Section 3 Agenda
The
President shall open and close the regular meetings and the agenda will consist
of at least the following, in addition to other predetermined business:
1. Call to Order
2 . Pledge
of Allegiance
3. Secretary report: Reading of the
minutes from the previous meeting
4. Treasurer report: Report of
general fund, student accounts, etc.
5. Committee reports: Chairpersons
information report
6. Student Liaison Report
7. Band Director report: Any
necessary information
8. Old Business
9. New
Business
10. Roll Call
11. Adjournment
Section 4 The
current issue of Robert's Rules of Order shall govern the conduct of the
meetings of the Boosters, as they are applicable and consistent with the
Constitution and By-Laws of the Boosters.
Section 5 The
membership in attendance and a majority of the voting Executive Board will
constitute a quorum for conducting business at any regular or special Boosters
meeting.
Section 1 Members
must be present at meetings to be eligible to vote.
Section 2 A
quorum for voting shall be the same as a quorum for meetings as stated in
Article X, Section 5.
Section 3 Voting
at any meeting shall be by voice or by show of hands, but a roll call or secret
ballot may be requested by any member or held at the discretion of the
President.
Section 4 A
secret ballot must be held when more than one person is nominated for a
position (Article XII, Section 2).
ARTICLE XII—NOMINATIONS and
ELECTIONS
Section 1 A
Nominating Committee shall prepare a slate of nominations to fill all offices
for the following year, from a list of members who have attended at least two (2)
general membership meetings between June and April. This slate shall be
presented to the Boosters at the April meeting each year. Anyone resigning or
being recalled from any office(s) twice will be ineligible to run for an
Executive Board position thereafter.
Section 1 The
Band Director shall be a permanent, non-voting member of the Executive Board
and shall be present at all meetings of the Executive Board and general
membership.
Section 2 The
Band Director shall discuss with the Boosters any planned Band activity, as
necessary.
Section 3 The
Band Director shall keep the Executive Board informed of any real or potential
problems that may affect the Band or the organization as a whole.
Section 4 The
Band Director shall have final authority regarding any appearances or policy of
the Band in all Band-related activities.
ARTCLE XIV—FINANCIAL EXAMINATION
The Finance Committee (as described in Article VIII,
Section 4) shall ensure that an examination be performed by an independent
accountant. This examination shall be no more than one month in duration. This
examination of the Boosters' financial record shall be conducted each year and
the results of the examination reported to the Executive Board and made
available to the membership at the June meeting. The Boosters shall provide
financial resources for carrying out this task.
Section 1 To
amend these by-laws, the potential change shall be submitted in writing to the
By-Laws committee for consideration. The By-Laws committee may reject the
potential change before submitting to the general membership for vote, and ask for resubmission.
Section 2 These
by-laws may be amended by a simple positive majority vote, after three readings
not occurring in the same meeting, of the members present at any regular
meeting or at a special meeting called for that purpose, provided that a quorum
is present, and that a written copy of the same shall have been distributed at
the meeting.
Section 3 If
an amendment or change of the by-laws is approved by the vote of the Boosters,
as outlined in Section 2 of this article, the amendment or change becomes
effective immediately.
Section 4 The
date of the adoption of any amendment or change to these by-laws will be
recorded both in the minutes of the Boosters and on the official copy of the
by-laws maintained by the Secretary.
In the
event of the dissolution of the Boosters, all funds remaining in the treasury
after payment of any remaining obligations shall remain in the financial
institution for a period not exceeding one year, for the purpose of
establishing a new organization. After this time the funds will be given to the
Northgate School District for the exclusive use to purchase or maintain
instruments.
Approved by the Executive Board and formal vote of
the membership attending the regular meeting of the Northgate Band Boosters
this fifteenth day of June, 2004.
Amended by a formal vote of the membership attending
the regular meeting of the Northgate Band Boosters this fifth day of October,
2004.
Amended by a formal vote of the membership attending
the regular meeting of the Northgate Band Boosters this seventh day of
December, 2004.
Amended by a formal vote of the membership attending
the regular meeting of the Northgate Band Boosters this fifth day of April,
2005.
Amended by a formal vote of the membership attending
the regular meeting of the Northgate Band Boosters this second day of August,
2005.
Amended by a formal vote of the membership attending
the regular meeting of the Northgate Band Boosters this second day of May,
2006.
Amended by a formal vote of the membership attending the regular meeting of the Northgate Band Boosters this fifth day of April, 2011.