1.01 The name of this organization shall be the Wetumpka High School Band Boosters, Inc.
2.01 To bring into closer relation the home and the school, that parents and the Band Director may cooperate and promote the music education of the band students.
2.02 To provide funds for the general operation of the organization.
3.01 This organization shall be non-discriminatory regardless of sex, race or religion.
3.02 This organization shall be subject to all policies and procedures governed by the Alabama Ethics Commission.
3.03 This organization shall follow the rules and regulations of the school system as put into effect by the Elmore County School Board and Wetumpka High School principal(s).
3.04 Rules and regulations for band students shall be set by the Band Director in addition to rules set by the school. These rules shall be enforced by the Band Director, the Chaperone Committee and endorsed by the Executive Board.
3.05 This organization may cooperate with groups and organizations in coordinating activities, providing they make no commitments that bind their member groups.
4.01 Membership is defined as any parent and/or legal guardian of a current band student who has a current paid membership.
4.02 Annual is defined as from the month of June 1 st to May 31 st of the following year.
4.03 Membership shall be open to any parent and/or legal guardian of a current band student that performs in any capacity with the high school band and is constituted by a mandatory annual participation fee; the participation fee is determined by the budgetary needs of the organization and is set by the Executive Board.
4.04 Members will be required to work one game per household in support of the concession stands which will include but not be limited to home games and playoff games as this is one of our major sources of income. It will be the responsibility of the member to find a replacement if they commit to work and are unable to work. An annual fee will be assessed for those members who do not participate. The fee, no less than $50.00, will be determined by the Executive Board, based on the number of concession events and size of the general membership of the organization.
4.05 Members may request consideration of the Executive Board for a reduction of participation fees due to financial hardship. Members should submit a request in writing to the Executive Board, through the Band Director, after which a meeting with the Executive Board will be scheduled for review. Participation in fundraising opportunities is mandatory in order to be considered for a hardship reduction in participation fees. All information will be confidential between the Executive Board and the applying member.
Executive Board and Elections
5.01 The privilege of holding office shall be restricted to those who have been members of the organization for nine (9) consecutive months beginning in the month of August. All officers must have attended a minimum of four general meetings.
5.02 The governing body of this organization shall consist of the general membership and the following elected officers: President, President-Elect, Secretary, Treasurer and two (2) Members-at-Large. A Parliamentarian shall be appointed by the President.
5.03 The Executive Board shall consist ofthe Band Director, elected officers of the organization, and the Parliamentarian. The elected officers and the Parliamentarian have full-voting privileges. The Band Director shall be a nonvoting member.
5.04 The duties of the Executive Board shall be: (1) to transact necessary business in the intervals between organization meetings and such other business as may be referred to it by the organization; (2) to review the plans of work of the standing committees; (3) to present a report at the regular meetings of the organization; and, (4) to attend meetings of the Executi ve Board as called by the President or by a majority of the members ofthe Board.
5.05 Officers shall be elected annually at the regular meeting in April by a majority vote ofthe membership that is present.
5.06 All financial officers (President and Treasurer) shall be bonded.
5.07 Newly elected officers shall assume their official duties at the close of the regular meeting in May and shall be installed. The offices of Secretary, Treasurer, and Members-at-Large shall be for a term of one (1) year. The President-Elect shall serve for a term of two (2) years to fulfill duties of President in the second year. With the exception of President-Elect, officers may be eligible for re-election.
5.08. There shall be a Nominating Committee consisting of five members, two of whom shall be selected by the Executive Board from the membership, two elected by the organization at the regular February meeting and the Parliamentarian. The Parliamentarian shall serve as Chairman of the Committee.
The Nominating Committee shall select candidates for each office to be filled and
present the slate of proposed officers to the general membership at the regular
meeting in March.
Following the report and presentation of the slate by the Nominating Committee,
an opportunity shall be given for nominations from the floor and all nominations
will be closed at the March meeting.
Only those who have consented to serve, if elected, shall be eligible for nomination either by the committee or from the floor.
5.09 A vacancy occurring in an office during the annual term shall be filled by an appointment by the Executive Board. Should a vacancy occur in the Presidency, the President-Elect shall serve as President for the remainder of the unexpired term.
Duties of Officers
6.01 President: The President shall preside at all meetings of the organization and of the Executive Board, shall be a member ex officio of all committees except the Nominating Committee; and shall perform such other duties as may be prescribed in these by-laws.
6.02 President-Elect: The President-Elect shall act as an aide to the President and shall perform the duties of the office of the President in the absence of the President. The President-Elect shall perform other duties as may be delegated to him/her by the President. Should a vacancy occur in the Presidency, the President-Elect shall serve as President for the remainder of unexpired term. The President-Elect will assume Presidency for the expected upcoming year's term.
6.03 Secretary: The Secretary shall: (1) keep an accurate written record of all meetings of the organization and of the Executive Board meetings; (2) keep written records of committees on file; (3) take care of all correspondence for the organization; and (4) perform other duties as may be delegated by the President.
6.04 Treasurer: The Treasurer shall: (1) receive all monies ofthe organization; (2) keep an accurate record of receipts and expenditures; (3) payout funds only as authorized by the Executive Board; (4) present a written itemized statement of transactions at all regular meetings; (5) present a compilation of written reports for one year as requested by school officials and, (6) the Treasurer' s accounts are subject to audit at any time that it is deemed necessary by the Executive Board.
6.05 Parliamentarian: The Parliamentarian shall work closely with the President, serves as Chairman of the Nominating Committee and maintains parliamentary procedure at all meetings.
6.06 Members-at-Large: Members-at-Large shall serve as official liaisons between the general membership and Executive Board representing the general interests of the membership.
7.01 Regular meetings of this organization shall be held on the third Tuesday of each month unless decided otherwise by a majority vote of the Executive Board. Three days notice shall be given of the change of date by the Secretary.
7.02 Special meetings of the general membership may be called by the President and Executive Board providing three (3) days notice has been given.
7.03 The Executive Board shall meet bi-monthly starting after the monthly meeting in August.
7.04 A transitional meeting of the Executive Board shall be held the second Tuesday in May.
7.05 The privilege of introducing motions, debating and voting shall be restricted to a member.
7.06 Business of the organization will be decided by majority vote of current members present at regular meetings.
8.01 Robert's Rules of Order Newly Revised shall govern this organization in all cases to which they are applicable and in areas not addressed by these by-laws.
9.01 Committees are required to promote the objectives and interests of the organization.
9.02 Each committee will consist of a chairman and members if needed of this organization. The chairmen will be selected from the list of volunteers.
9.03 The chairman of each committee or his designee will give a report as needed at each regular meeting. No committee purchases will be undertaken without the approval of the Executive Board. A receipt of all approved purchases must be presented to the Treasurer for payment.
9.04 All committee chairmen will keep written minutes of the committee's work and present these to the incoming chairmen.
9.05 Other committees may be formed as needed by the Executive Board without amendment to the By-Laws.
9.06 All committees mayor may not be active at any point in time.
9.07 Standing Committees
- Chaperone Committee: The Chaperone Committee members will accompany band students on band-related activities held off campus during school hours and on or off campus after normal school hours. The Chaperone Chairman's duties will be determined by the Band Director.
- Communications Committee: The Communications Committee duties will be to notify all members of meetings, projects, etc., as deemed necessary by the President and/or Band Director.
- Concessions Committee: The Concession Committee will consist of a chairman and members of this organization. The chairman will have expenditures approved by the Executive Board. The chairman will tend to the care and upkeep of the concession equipment. The committee will contact advertisers to renew leases, to perform any repair work and to wash the signs before the first football game.
- Fundraising Committee: The Fundraising Committee will coordinate with the Executive Board via the organization's budget to establish fundraising goals. The committee will implement and monitor the success of each fundraising event, and solicit and research new fundraising ideas.
- First Aid Committee: The First Aid Committee will consist of members who are CPR certified to assist the band which includes, but is not limited to, home and away games, competitions and festivals.
- Equipment Committee: The Equipment Committee will assist with transporting instruments and band equipment including, but not limited to, home and away games, competitions and festivals. This committee will also be responsible for moving the equipment onto the football field for the half-time shows, and returning the equipment truck and/or trailer to the school.
Income and Expenditures
10.01 Any money collected in the name of Wetumpka High School Band Boosters, Inc. will be presented to the Treasurer for deposit within three (3) business days or as soon as possible.
10.02 The proposed budget for the Wetumpka High School Band Boosters, Inc. shall be approved by a majority vote of the membership present at a regular meeting. Non-budgeted items must be approved by the Executive Board.
10.03 The President may spend a reasonable and necessary amount in connection with the band for emergency situations in between meetings with the majority approval of the Executive Board without prior notice to the membership, providing the money spent is accounted for by receipts and reported to the membership at the next regular meeting.
11.01 These by-laws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting, provided a written copy of the revision of the proposed amendment shall have been given at the previous meeting.
11.02 A committee may be appointed by the Executive Board to submit a revised set of by-laws as a substitute for these by-laws.
11.03 After approval by a two-thirds vote at a regular meeting of the organization, a copy of all revisions and/or amendments shall be certified by the Secretary to have been duly passed on a certain date and attested by the President and the Parliamentarian and attached to the previous by-laws.