ARTICLE I: NAME
ARTICLE II: PURPOSE
ARTICLE III: MEMBERSHIP
ARTICLE IV: OFFICERS
ARTICLE V: DUTIES OF OFFICERS
ARTICLE VI: ELECTIONS
ARTICLE VII: BOARD OF DIRECTORS
ARTICLE VIII: COMMITTEES
ARTICLE IX: DUTIES OF STANDING COMMITTEES
ARTICLE X: MEETINGS
ARTICLE XI: CONSTITUTION AND BY-LAWS
ARTICLE XII: DISSOLUTION OF THE ORGANIZATION
ARTICLE I: NAME
The name of this organization shall be the “Sandy Creek High
School Band Boosters, Inc.” operating as a non-profit organization.
(Return to Table of Contents)
ARTICLE II: PURPOSE
Section 1: The purpose of this organization shall be:
a. To promote the program of the Sandy Creek High
School Band;
b. To encourage active participation in the band
program;
c. To provide financial support to the band;
d. To enhance the band and music program of Sandy
Creek High School through cooperative efforts
with the Band Director, the school administration,
and the Board of Education;
e. To build and maintain an organization of parents
who will help promote the general activities of
the Sandy Creek High School Band Program.
Section 2: Sandy Creek High School Band Boosters, Inc.
is organized exclusively for charitable, educational
purposes within the meaning of Section 501(c) 3 of the
Internal Revenue code or corresponding section of any
future Federal Tax Code (herein after referred to as the
Internal Revenue Code). It shall have, but not be
limited to, all the rights, powers, privileges,
and immunities now or hereafter given by law, or as now
or hereafter may be enjoyed by a like non-profit
organization.
Section 3: Officers, directors and/or members of the
organization shall be authorized to incur obligations
on behalf of the organization only within the guidelines
of the annual approved budget. Any unbudgeted items
must be brought before the Board of Directors for
consideration prior to purchase.
(Return to Table of Contents)
ARTICLE III: MEMBERSHIP
Section 1: The members of this organization shall consist
of all parents and/or guardians of students participating
in the Sandy Creek High School Band program, and any
persons interested in the High School Band program and
auxiliary units. Membership remains valid through the first
meeting of the following school year.
Section 2: The activity fee is defined as a per student
annual fee determined by the Band Boosters’ Board of
Directors. It is used to offset the expenses of the Band
program. A paid activity fee confers the privilege of
voting. There is one (1) vote “per family” for each paid
activity fee.
(Return to Table of Contents)
ARTICLE IV: OFFICERS
Section 1: Officers of this organization shall consist of:
President
Vice-President
Secretary
Treasurer.
Section 2: Spouses should not hold the office of President
and Treasurer concurrently.
Section 3: No two officer positions shall be held by the
same person concurrently. Co-officers may be elected;
however, there shall be only one vote per office.
Section 4: To qualify as an officer or a member of the
Executive Board such person shall have paid all activity
fees. (Return to Table of Contents)
ARTICLE V: DUTIES OF OFFICERS
Section 1: The President shall:
a. Preside at all meetings of the organization and
the Board of Directors.
b. Call meetings as provided by these bylaws.
c. Be an ex-officio member of all committees, except
the nominating committee.
d. Convene a Budget Committee to prepare a budget for
the coming year. This committee will consist of
the President, the Treasurer, the Band Director(s),
and at least two other members of the Board of
Directors. If there is an incoming President or
Treasurer, or both, they shall also be members
of this committee.
e. Appoint other special committees as needed.
f. Carry out the resolutions of the Board of
Directors.
g. Perform such other duties usually pertaining to
the office of President.
Section 2: The Vice President shall:
a. Perform the duties and exercise the powers of the
President in the absence of the President.
b. Serve as Parliamentarian.
Section 3: The Secretary shall:
a. Record the minutes of the Board of Director’s
meetings for approval.
b. Record the proceedings of the general membership
meetings.
c. Perform such other duties as may be assigned by the
Board of Directors.
d. Have charge of all procedural books, records (with
the exception of financial records),
and current bylaws of Sandy Creek High School Band
Boosters.
e. Serve as Corresponding Secretary and notify the
Board of Directors of all meetings and special events.
Section 4: The Treasurer shall:
a. Keep an accurate and detailed account of all receipts
and expenditures; preserve all vouchers, receipts,
statements, and canceled checks according to Internal
Revenue Code guidelines.
b. Submit a report at regular Board and General meetings
of the organization. This should include: balance on
hand, deposits, expenditures since the last meeting
and the most recent bank statement.
c. Have the care and custody of all funds, securities,
and books of account of the organization.
d. Deposit said funds in the name of the organization
in an insured bank authorized by the Board of Directors.
e. Make disbursements by check as authorized by the
Board of Directors in accordance with the budget
adopted by the SCHS Band Boosters.
f. Obtain receipts for all expenditures.
g. Ensure proper documentation is made for each
transaction.
h. Reconcile monthly bank statements.
i. Set up a system to account for money collected
for the band.
j. Monitor the budget and make the Board of Directors
aware of any problems.
k. Ensure that the President, Vice President and Treasurer
are signatories on all accounts and that the Treasurer
is bonded.
l. Ensure that two officers sign all checks.
m. Have all accounts examined annually or upon change of
officer by a Financial Review Committee comprised of
four persons; two of whom may be on the Board of
Directors, the third person must be outside the Board
of Directors and the Vice President as an ex-officio
member of the committee. Signatories on the accounts
(excluding the Vice President) may not serve on the
review committee.
n. Deliver to his/her successor all books, approved and
paid bills, plans, and procedures.
o. Keep such permanent books and file all papers as shall
be sufficient to maintain this organization’s charitable
status.
* Student Accounting: *
p. Be responsible for maintaining and updating all student
account records.
q. Keep a record detailing all credit and debit
transactions to and from student accounts by activity
and individual student.
r. Provide a mechanism for parents to transfer funds
from their student’s individual
account for band-related expenses.
s. Maintain a process for communicating student account
information to students and parents each month.
t. Provide a report at each Board of Directors meeting
to include total funds held in student accounts.
(Return to Table of Contents)
ARTICLE VI: ELECTIONS
Section 1: At the January General Booster organization
meeting, the President shall appoint a nominating committee
of three to five members comprised of members from the
Booster Organization, one of whom shall be named Chairman
of the committee. They shall meet and consider nominations
for all the offices.
Section 2: The committee will submit the list of candidates
for each office to the Booster membership at the General
Booster organization meeting in February. Nominations for
any office may be made from the floor at this meeting,
if those nominated agree to such nominations.
Section 3: The election of officers shall be held at the
General Booster organization meeting in March, by a majority
vote of the Booster members present. If there is more than
one nominee for any office, votes shall be by secret,
written ballot.
Section 4: A quorum shall consist of members present.
Section 5: Term of each office shall be one year, and shall
coincide with the organization’s fiscal year starting June 1st.
No officer shall hold the same office for a period of longer
than two consecutive years.
Section 6: The Board of Directors shall appoint all vacancies
in office. (Return to Table of Contents)
ARTICLE VII: BOARD OF DIRECTORS
Section 1: There shall be a Board of Directors. All members
shall serve until their successors are elected or appointed.
Section 2: The Board of Directors shall consist of: the High
School Band Director, the Assistant Director, the officers of
the organization, the immediate past President, and the Chairs
of Standing committees.
Section 3: The Board of Directors shall coordinate the
activities of the organization and approve a budget to cover
operating expenses of the organization and proposed band needs.
This budget shall be presented to the organization membership
no later than the May meeting with recommended means of
meeting the budget.
Section 4: There shall be only one vote per position on the
Board of Directors. If a person holds more than one position
on the Board of Directors, that person shall have only one
vote.
Section 5: The function of the immediate Past President is
primarily advisory. This person shall assist the current
President in any way possible. The Band Director(s) and
immediate past President(s) serves only as ex-officio
members with non-voting privileges.
Section 6: The Board of Directors shall meet regularly
as determined by the President or by a majority vote of
the Board. There shall be a minimum of eight (8) Board
of Directors meetings per fiscal year.
Section 7: The fiscal year of the organization shall
be from June 1 through May 31.
Section 8: A quorum for the Board of Directors shall
consist of a simple majority. A simple majority can be
established by a voice proxy, if needed. If a quorum
is not met, issues may go to the general booster
membership for a vote at the next scheduled General
Booster organization meeting.
Section 9: All members of the Board of Directors shall
perform the duties outlined in these bylaws and those
assigned from time to time. Upon expiration of the
term of office or in case of resignation or termination,
each Board member shall turn over to the Secretary,
without delay, all records, books, funds, and other
materials pertaining to the office.
Section 10: Acceptance of a position on the Board of
Directors constitutes agreement to abide by these bylaws.
Section 11: The Board of Directors must approve payment
of any unbudgeted or over budget expenditures. Any
unbudgeted expenditure exceeding Fifteen Hundred dollars
($1500), must also be approved by a majority vote of
the Booster members present at the next meeting prior
to obligating the Band Boosters.
Section 12: All members of the Board of Directors shall
be responsible and accountable for their acts as such
to the general membership.
(Return to Table of Contents)
ARTICLE VIII: COMMITTEES
Section 1: The following may be standing committees
chaired by members of the Board of Directors:
1. Fundraising 7. Transportation
2. Concessions 8. Chaperones
3. Event Fundraising 9. Public Relations
4. Corporate Fundraising 10. Guard
5. Communications 11. Drumline
6. Uniforms 12. Legislative Affairs
Section 2: All Standing Committee Chairmen shall:
a. Attend Board meetings and general membership
meetings.
b. Deliver committee reports as requested or
needed.
c. Solicit volunteers to aid in the accomplishment
of the missions
of their committee.
d. Maintain and update a committee guide/procedure
book to pass
along to his/her successor. This book shall
contain pertinent addresses, names of contact
people that are necessary for carrying out
duties of committees; detailed “procedural” lists
for band functions or events, etc.
e. Submit a list of needs and any revenue projections
to the Budget committee when it is convened in March.
Section 3: The President shall appoint other committees
and chairmen as deemed necessary by the Board of Directors
to promote the objectives of the Sandy Creek High School
Band Boosters, Inc. Chairmen of special committees do not
have a vote on the Board of Directors.
(Return to Table of Contents)
ARTICLE IX: DUTIES OF STANDING COMMITTEES
Section 1: The Fundraising Chairman shall:
a. Recommend fundraising activities to the Board of
Directors and coordinate all such activities.
b. Work with the Treasurer to set up a system to
account for money collected during fundraisers.
c. Keep an accurate and detailed account of each
fundraiser including deposits and expenditures
and make these available to the Treasurer.
d. Submit a report at regular Board and General
meetings of the organization. This should
include sales, expenditures, and profits since
the last meeting.
e. Keep such permanent books and file all papers
with the Booster Treasurer as shall be sufficient
to maintain this organization’s charitable status.
Section 2: The Concessions Chairman shall:
a. Staff and run the stadium concession stands
whenever the need arises; set a menu and
purchase all supplies necessary.
b. Set up and run concessions at other activities
with the approval of the Board of Directors.
c. Deliver to his/her successor all books, approved
and paid bills, plans, and procedures.
d. Record and maintain an inventory of all
concession equipment owned by this organization
through purchase or donation.
e. Have the authority to approve or disapprove
the loan of concession stand equipment to
other organizations or individuals with the
approval of the Board of Directors.
Section 3: The Event Fundraising Chairman shall:
a. Organize event fundraising activities.
b. Work with the Treasurer to set up a system to
account for money collected during fundraisers.
c. Keep an accurate and detailed account of each
fundraiser including deposits and expenditures
and make these available to the Treasurer.
d. Submit a report at regular Board and General
meetings of the organization. This should
include revenues and disbursements since the
last meeting.
e. Promptly submit payment checks to the Treasurer.
f. Deliver to his/her successor all books, approved
and paid bills, plans, and procedures.
g. Keep an accurate accounting of all tip money,
if received, parking money reimbursed to workers,
and any other related expenditures.
h. Keep such permanent books and file all papers
with the Booster Treasurer as shall be sufficient
to maintain this organization’s charitable status.
Section 4: The Corporate Fundraising Chairman shall:
a. Organize corporate sponsor activities.
b. Coordinate with the Band Director in developing
an annual band program wish list for potential
corporate sponsor donations.
c. Work with the Treasurer to set up a system to
account for money collected during fundraisers.
d. Keep an accurate and detailed account of each
corporate donation and make these available to
the Treasurer.
e. Submit a report at regular Board and General
meetings of the organization.
This should include revenue and expenditures
since the last meeting.
f. Promptly submit payment checks to the
Treasurer.
g. Keep such permanent books and file all papers
with the Booster Treasurer as shall be
sufficient to maintain this organization’s
charitable status.
Section 5: The Communications Chairman shall:
a. Maintain a database of e-mail addresses for all
band parents and students.
This database is for Booster and Band Director
use only.
b. Work with the Board of Directors to set up a
system for use of the database.
c. Gather and disseminate information and
announcements from the various committees and
the Band Director to the parents when needed.
d. Maintain the Band website.
e. Maintain and update the student roster.
Section 6: The Uniforms Chairman shall:
a. Oversee the storage, use, distribution,
cleaning, repair, ordering, and replacement of
marching uniforms.
b. Ensure all marching uniforms are returned and
inspected at the end of the marching season.
c. Oversee the ordering and receipt of
student-owned uniforms.
d. Maintain an accurate inventory of all uniform
pieces, including those for sale, and submit
this to the Band Director at the beginning
of each year for his school records.
e. Maintain a system for collecting fees for
uniform expenses.
Money will be turned over to the Treasurer.
f. Maintain a travel bag with extra uniform
parts for all events.
Section 7: The Transportation Chairman shall:
a. Provide transportation for the band equipment
from the school to scheduled band performances.
b. Work closely with the Band Director to
coordinate times and dates which require an
equipment bus, other necessary vehicles,
and additional drivers.
Section 8: The Chaperones Chairman shall:
a. Provide parent chaperones for any function
that requires the band to travel.
Chaperones must be at least 21 years
of age.
b. Provide chaperones for some functions
that do not require travel as determined
by the Band Director.
c. Work closely with the Band Director to
coordinate times and dates which require
chaperones.
d. Be a part of the planning for any band
function that would require adult
supervision.
e. Provide water for all functions.
f. Maintain the medical/release/field
trip books and first aid kits.
Section 9: The Public Relations Chairman shall:
a. Coordinate 8th Grade recruitment night and
Senior night
in the fall and the Awards Recognition Event
in the spring with the Band Director.
b. Manage hospitality-related duties such
as refreshments for Board or general meetings,
reception rooms for visiting judges or
instructors, etc.
c. Publicize the Band by distributing articles,
photographs, and notices of upcoming events
to school and local news publications.
d. Assemble a band scrapbook that will contain
such information as newspaper articles,
programs, and pictures to be completed
by the Awards banquet in the spring.
e. Coordinate with the Band Director to reserve
fall, spring, and pre-festival concert
locations.
Section 10: The Guard Chairman shall:
a. Represent the Guard auxiliary unit of
the band.
b. Keep the Board advised of needs and events
pertaining to the Guard.
c. Serve as a liaison between the Board of
Directors, parents, and the instructors.
d. Keep parents informed of current and upcoming
events.
e. Assist in the assessment of Guard needs, costs,
and fulfillment of those needs.
f. Work with the Treasurer to set up a system to
collect money for Guard programs.
g. Work with the Band Director.
h. Coordinate fundraising activities with
the appropriate chairman.
Section 11: The Drumline Chairman shall:
a. Represent the Drumline auxiliary unit of
the band.
b. Keep the Board advised of needs and events
pertaining to the Drumline.
c. Serve as a liaison between the Board of
Directors, parents, and the instructors.
d. Keep parents informed of current and upcoming
events.
e. Assist in the assessment of Drumline needs,
costs, and fulfillment of those needs.
f. Work with the Treasurer to set up a system
to collect money for Drumline programs.
g. Coordinate fundraising activities with the
appropriate chairman.
Section 12: The Legislative Affairs Chairman shall:
a. Be responsible for sending a Booster Board
representative to monthly Fayette County
Board of Education meetings to include working
meetings.
b. Ensure that the representative provides a
report at the next Board of Directors meeting.
(Return to Table of Contents)
ARTICLE X: MEETINGS
Section 1: The Board of Directors at the beginning of each
school year shall determine the time, day and frequency
of the organization meetings.
Section 2: The organization shall hold a minimum of five
general membership meetings each year. Additional meetings
may be held as needed. A meeting may be postponed or
cancelled by a majority vote of the Board of Directors.
Section 3: Those members present at any regularly scheduled
meeting, and at any duly called meeting where notification has
been given, shall constitute a quorum for all voting purposes.
Votes taken on issues not relating to these Bylaws will pass
with a simple majority.
Section 4: All committee meetings and the Board of
Directors’ meetings shall be open to anyone. Nominating
Committee meetings are closed. The Board may close a
meeting if discussing personnel matters.
(Return to Table of Contents)
ARTICLE XI: CONSTITUTION AND BY-LAWS
Section 1: In the absence of the rules of this
organization, or the Constitution and By-laws, the
proceedings of the Board and regular meetings shall be
conducted in accordance with established parliamentary
procedures of Robert’s Rules of Order.
Section 2: Any amendments to the Constitution and
By-laws shall be presented at a general membership
meeting of this organization and then voted on at
the next general membership meeting. It shall
require 2/3 vote of the membership present.
Any article and section affected by Amendments
shall be automatically revised upon the next
printing of the Constitution and By-Laws.
(Return to Table of Contents)
ARTICLE XII: DISSOLUTION OF THE ORGANIZATION
In the event that the Sandy Creek High School Band Boosters,
Inc. should be dissolved for any reason, all inventory
and money belonging to the organization will go to Sandy
Creek High School for use in the band program. This is
in accordance with the Articles of Incorporation for this
organization.
(Return to Table of Contents)
The Bylaws of the Sandy Creek High School Band Booster
Association have been adopted by a simple majority vote
of the association membership of record on May 19, 2003
and shall be in effect from this date forward. A copy
of the Bylaws shall be displayed on the web site,
if available, at all times.
SIGNATURE PAGE
The below named Officers of the Association certify
these Bylaws have been duly presented and accepted by a
simple majority of Association members present during
the meeting held on May 19, 2003. The Executive Board
as appropriate will implement changes pursuant
to ratification of these Bylaws.
Carolyn K. Fludd, President
Scott Warren, Vice President
Mary Hardwick, Treasurer
Cathie Lakeman, Assistant Treasurer
George Ann Brown, Secretary