Kempner Marching Cougars Booster Club

By-Laws

Adopted

January 29, 2015

 

Article I:    Name of the Organization

The name of this organization shall be Kempner Marching Cougars Booster Club (KMCBC).

Article II:    Purpose

Section 1:    This Organization’s purpose is to contribute toward attaining program goals as set by the Director(s).  Boosters are to provide assistance for band activities and financial support.

Section 2:    The organization’s direction and goals exist so the band students will recognize a singleness of purpose in the band program. The Boosters exist to give the students an experience of clear, specific, and positive community support.

Section 3:    The organization shall be a not for profit, non-sharing, non-political, non-commercial organization under IRS Code 501(c)3.

Section 4:  The activities of the Club shall be conducted in accordance with the FBISD Guidelines for Volunteers in Public Schools, as well as the Policies of the FBISD Instrumental Music Department.

Article III:    Membership

Section 1:    All parents with a currently enrolled band or color guard student at KHS will have a family membership in the Booster Club.

Section 2:    The term of membership shall be from August 1st to July 31st of each year.

Section 3:    There shall be one (1) vote per family membership at General Booster Meetings.

Section 4:    The Band Director and Assistant Directors will have one (1) vote each.  Members present may cast votes.  There shall be no proxy voting for votes taken at General Booster Club meetings.

Section 5:    The Band Director(s) and school Principal shall be members.

Article IV:    Meetings

Section 1:    The Club shall hold regularly scheduled meetings as determined by the Executive Board.

Section 2:    There are no quorum requirements for any votes taken at General Booster Meetings.

Section 3:    Meetings will be run in accordance with the current version of Robert’s Rules of Order on all points not covered by the by-laws.

Section 4:    Meetings shall take place in the Kempner Band Hall or Auditorium, unless another location is approved by a quorum of the executive board.

Article V:    Executive Board

Section 1:    The Executive Board shall consist of Band Directors, President, Executive Vice President, Vice President of Fundraising, Vice President of Morale, Treasurer, Assistant Treasurer, Vice President of Uniforms, Secretary, and Parliamentarian.

Section 2:    A quorum shall be defined as (8) members.  A band director, and the President or Executive Vice President must be among the officers present.  Proxy voting or electronic votes may be taken if necessary.

Section 3:    The Executive Board shall act for the organization as necessary between regular meetings.  The Board will also set meeting times and places, approve the expenditure of funds, make recommendations to the membership in regular or called meetings, draft a yearly balanced budget, manage students dues and fees, organize and assist parent support through committees, and assist the Band Director(s) in all possible ways.

Section 4:   All expenditures of Club funds outside of designated budget line items must be approved by a majority vote of the Board.

Section 5:    The Executive Board shall meet on the second Thursday of each month, or as determined by the Executive Board.

Article VI:    Elections and Duties of Officers

Section 1:    The President shall present duties of Officers and collect written nominations for officers at the March “Parent Preview” Concert.  The President shall then create a ballot based off collected nominations to be posted on the band website.

Section 2:    Nominations for officers shall be communicated to the membership at the April meeting, and by posting on the band website.  The consent of each candidate must be obtained before his/her name is placed in nomination.  All nominees must have the approval of the director before the names may be submitted to membership for a vote.  The vote will be held at the May General Booster Meeting, or Spring Concert.

Section 3:    Elections shall be conducted orally and/or by a show of hands and determined by simple majority.  Should an oral vote be inconclusive, a written ballot vote shall be taken.

Section 4:    Officers shall be elected to serve for one (1) year.  The elected officers shall assume office at the close of the May meeting.

Section 5:    The President shall preside at all meetings.  The President shall be an ex-officio member of all committees and shall perform other duties pertaining to the office.  The president will have authority to cosign checks of the organization.

Section 6:    The Executive Vice President shall preside in the absence of the President, shall serve as an aide to the president and shall be responsible for and an ex-officio member of the Chaperone, Audit & Budget, and Uniform Committees.  The Executive Vice President shall have authority to cosign checks of the organization.

Section 7:    The Vice-President of Fundraising shall be responsible for and an ex-officio member of all Fundraising Committees.  The VP of Fundraising shall work with Directors to set a fund-raising goal for each year.  The VP of Fundraising shall keep a log of fundraising contacts and fundraisers.  The VP of Fundraising will appoint as many Committees as necessary and organize as many fundraisers as necessary to meet the yearly fundraising goal.

Section 8:    The Vice President of Morale shall be responsible for and an ex-officio member of the Refreshment and Student Morale Committees.  The VP of Morale shall arrange events and items to boost student morale.  The VP of Morale shall arrange all hospitality needs for all band functions.

Section 9:    The Secretary shall keep a record of all meetings of the organization and of the Executive Board Meetings.  The secretary shall be responsible for and an ex-officio member of the Communication/Media Committee.  The Secretary shall assist other Board Officers as necessary.

Section 10:  The Treasurer shall be the custodian of all organization funds.  The Treasurer will steer the board in setting and managing a balanced yearly budget.  All disbursements of funds must be verified by original or copies of original receipts to the Treasurer.  The Treasurer shall provide financial reports at all General Booster Club and Executive Board meetings.  The Treasurer shall cosign all checks with the President or Executive Vice President, and both signatures will be necessary to withdraw funds.  They shall upon completion of their annual term of office, submit to an audit of the books and funds of the organization in a manner determined by the Executive Board and FBISD policy.  The Treasurer is responsible for maintaining the Club’s 501(c)3 status, and ensuring all yearly tax records are collected and submitted to the IRS.

Section 11:  The Assistant Treasurer shall assist the Treasurer and the Band Director by maintaining the accounting records for all student source funds. The Assistant Treasurer shall use QuickBooks to establish a student account for each student.  Each student will have a monthly statement emailed to them showing payments and balances.  The Assistant Treasurer shall disburse change owed to students at Booster Meetings or band events.  The Assistant Treasurer shall provide student balances as requested by the Band Director.  The assistant treasurer shall be and ex-officio member of the Audit & Budget and Fundraising Committees.

Section 12:  The Parliamentarian shall be available to advise the president or any member concerning rules of order in meetings and to assist in setting of the agenda for meetings.  The Parliamentarian shall be well versed in Robert’s Rules of Order.  The Parliamentarian will assist other Board officers with their duties as needed.

Section 13:  The Vice President of Uniforms shall assist the Band Director(s) by organizing, arranging cleaning, arranging alterations, and managing uniform inventory.  The VP of Uniforms will be the leader of the Uniform Committee and the student led Uniform Crew.

Section 14: In the event of a vacancy of the office of President, the Executive Vice President shall become the President.  Vacancies in any other office are filled through appointment by Executive Board majority vote, with the concurrence of the Director.

Article VII:       Committees

Section 1:    The President shall appoint all Committee Chairpersons with concurrence of the director(s).  Removal of any chairperson shall be by the President with the consent of a majority of the officers.  Chairpersons may serve unlimited terms and may chair more than one committee.  Chairpersons shall create a report at the end of their term summarizing all activities performed by that committee and submit to the Board.

Section 2:    Standing committees shall be Audit & Budget, Chaperone, Uniform, Fundraising Committee(s), Student Morale, Refreshments, PIT Crew, and Communication/Media.

Section 3:    Committees other than the standing committees as set forth in these by-laws may be established by a majority vote of the Executive Board.  .

Section 4:    A committee member may be removed from a committee with the consent of both the chairperson and the ex-officio Board member.

Section 5:    The Audit and Budget Committee shall be responsible for an annual audit of the financial records of the organization.  The audit shall be completed and submitted to the executive board within 45 days of the end of the fiscal year.  The fiscal year shall end on the later of either the last day of the school year, the last band booster club sponsored or supported event associated with the school year or May 31, whichever comes latest.  The audit will be presented to the general membership during the first meeting following the presentation to the executive board.  The Audit & Budget committee shall also draft a budget that outlines the expected income and expenditures of the organization or the upcoming year.

Section 6:    The Chaperone Committee shall be responsible for organizing and providing chaperones for all events.

Section 7:    The Communication/Media Committee(s) shall inform parents of organization activities and shall publish noteworthy information concerning band-related activities in area publications.  This committee shall assist the Band Director(s) in maintaining the band website and social media accounts.

Section 8:    The Fundraising Committee(s) shall recommend fundraising activities to benefit the band program and shall be responsible for implementing those projects.

Section 9:    The Refreshments Committee(s) shall provide refreshments for band and organization activities.  The Refreshments Committee shall organize water for students during marching band rehearsals and arrange for student meals before performances.

Section 10:  The Uniform Committee shall assist the VP of Uniforms and the Band Director by managing uniform inventory, maintaining the uniform room, providing for periodic cleaning, assisting in the ordering of student apparel, and seeing that uniforms are altered as needed.

Section 11: The PIT Crew Committee shall assist the Marching Band and Percussion by                                                   providing parent volunteers to help move equipment on and off the field, build props, and help with repair and maintenance of equipment.

Section 12:  The Band Banquet Committee shall organize, in liaison with Band Officers, the May   Band Banquet.

Article VIII:    Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws.

Article IX:    FBISD Booster Club Guidelines

Section 1:  The following the link to the FBISD Booster Club Guidelines Page: http://www.fortbendisd.com/Page/620

Section 2: The following link is for the FBISD Booster Club Yearly Information Page:

http://www.fortbendisd.com/cms/lib09/TX01917858/Centricity/Domain/96/Parent%20Organization%20Booster%20Club%20Information%20Sheet.pdf

Section 3:  The following link is for the FBISD Booster Club Manual:

http://www.fortbendisd.com/cms/lib09/TX01917858/Centricity/Domain/96/2014-2015%20Booster%20Clubs%20and%20Parent%20Org%20Manual.pdf

Article X:    Amendment

These by-laws may be amended at any regular meeting of the organization by two-thirds vote of those present.  The proposed amendment must have been submitted in writing and read at the previous regular meeting.

"A standard above excellence, a goal beyond victory."

I.H. Kempner High School Band Program 14777 Voss Rd, Sugar Land, TX 77498