CONSTITUTION

BYLAWS

BASTROP

BAND BOOSTERS CLUB

Revised and Approved

April 28, 2005

CONSTITUTION

ARTICLE I

NAME

The name of this organization shall be the Bastrop Band Boosters Club.

ARTICLE II

OBJECTIVE

The objective of the Bastrop Band Boosters Club is to cooperate with and assist the band directors, band students, and the administration of the High School, Middle School, and Intermediate School bands. Methods of achieving this objective are as follows:

1. By promoting and supporting the Bastrop Bands in achieving their fullest potential.

2. By aiding in carrying out but not determining or dictating the policies initiated and formulated by the Band Department and the School Administration.

3. By fostering and maintaining a high degree of enthusiasm and group spirit in the Bands.

4. By providing supplementary financial assistance to the Band Department.

5. Promoting better understanding and appreciation in the community and within the student body of the Band's musical and other activities.

ARTICLE III

MEMBERSHIP and DUES

Section 1. Active Members: Any person of voting age, who is interested in promoting and supporting the Bastrop Bands, is eligible for active membership and will constitute the voting body of the organization. Only those members who are current paid members will be allowed to vote.

Section 2. Dues: Dues will be set by the executive committee by the regularly-scheduled April meeting each year, and will become due and payable at the first meeting of the school year.

ARTICLE IV

OFFICERS

The elected officers of this organization shall consist of a President, two Vice-Presidents, Secretary, Treasurer, Membership Chairperson, Historian, Fundraising Chairperson, and Hospitality Chairperson.

Election of officers shall be held at the April meeting in accordance with the following procedures.

1 Nomination of officers shall be made by a nominating committee of three, consisting of two members appointed by the President of the club and the Band Director. Nomination may be made from the floor providing consent of the nominee has been secured prior to the nomination.

2. New officers shall be elected in April of each year. Installation shall be held at the May meeting with tenure beginning immediately.

ARTICLE V

COMMITTEES

Listed below are descriptions of the committees that are necessary to conduct the business of the organization.

Section 1. Executive Committee: The Executive Committee shall be composed of the elected officers, the Band Directors, and the district superintendent and principals of the secondary schools in the Bastrop Independent School District, or their designees.

Section 2 Standing Committees: The following standing committees shall be appointed by the President and approved by the organization.

a) The Membership Committee

b) The Telephone Committee

c) The Ways and Means Committee

d) The Entertainment Committee

Section 3. Special Committees: The President shall appoint such special committees as the activities of the organization may warrant.

Section 4. The President will define and explain the duties, responsibilities, and functions of the standing committees and the special committees.

ARTICLE VI

AMENDMENTS

The Constitution may be amended by following consecutively the procedures listed below.

1. The proposed amendment(s) must be submitted to the Executive Committee for study and recommendation. The Executive Committee shall be given at least 2 weeks to study the proposed amendment(s) before further action on proposed amendment(s) can be taken.

2. The proposed amendment(s) must be presented to the active members of the organization at a regular scheduled meeting for discussion. A binding vote on the proposed amendment(s) may not be taken at this meeting.

3. A binding vote on the proposed amendment(s) may be secured at a regular scheduled meeting held at a later date. For passage of the proposed amendment(s), a 2/3 majority affirmative vote of the members present is required.

BYLAWS

ARTICLE I

MEETINGS

Meetings shall be governed in all cases by the rules contained in Roberts Rules of Order, revised, except when those rules conflict with school policy or other rules of this organization.

Meeting schedules shall be determined by the following rules.

1. The regular meetings of the Bastrop Band Boosters Club shall be determined by the membership on an annual basis for each academic year.

2. Special meetings may be called by:

a) The President

b) A majority of the Executive Committee

c) The petition of twenty percent (20%) of the active members of the organization

d) The Band Director

ARTICLE II

OFFICERS

All officers are elected for a period of one year. Job descriptions of elected officers are listed below.

Section 1. President: It shall be the duty of the President to preside at all meetings of the Bastrop Band Boosters Club and of the Executive Committee; to appoint committees or committee chairmen; call special meetings as provided for in these Bylaws; and perform all nonspecified duties pertaining to the office.

Section 2. Vice-President: It shall be the duty of the Vice-President to preside in the absence of the President and to serve as president would that office be vacated.

Section 3. Secretary: It shall be the duty of the Secretary to keep an accurate set of minutes; take care of all official correspondence; receive petitions; assist the President in preparing an agenda for the meetings of the organization; and receive all clippings, papers, and documents to be placed on permanent file.

Section 4. Treasurer: It shall be the duty of the Treasurer to keep an accurate account of all monies received and disbursed in the name of the organization and to make a monthly report on the financial status of the organization. Disbursements will be made only at the direction of the organization. In the absence of the Treasurer, the President will have the authority to sign checks of the organization. The Treasurer shall be a member of the Ways and Means Committee. The Treasurer shall deliver to his successor, in good order, all books of the account. Papers such as approved bills, paid bills, cancelled checks, bank statements, and any other instruments and correspondence pertaining to the office of treasurer, are subject to audit as stated in Article VII. The Treasurer shall provide any information requested by the Band Boosters’ accountant for the purpose of filing required Tax forms. The Treasurer will insure that Tax forms are filed by the Band Boosters’ accountant.

ARTICLE III

DUTIES OF COMMITTEES

Below are rules governing the function and method of operation of committees.

EXECUTIVE COMMITTEE

1. The Executive Committee shall have the general supervision of the affairs of the organization.

2. The Executive Committee, if required, shall meet prior to each monthly meeting of the organization to plan the agenda of the organization.

3. The Executive Committee shall have the power to fill vacancies not otherwise provided for in the constitution and bylaws.

OTHER COMMITTEES

1. The President shall decide the duties of all other committees.

BAND DIRECTORS

1. The Band Directors shall be ex-officio members of all committees.

ARTICLE IV

PROJECTS

From time to time the organization will undertake projects to benefit the bands, the schools and the community. Listed below are general guidelines governing specific and general projects.

1. There shall be no solicitations for funds by any other organization or individual at the meetings of the Bastrop Band Boosters Club or at the meetings of the Executive Committee.

2. Monies shall be expended only for the fulfillment of the objectives of the organization as stated in the Constitution.

a) The Club will furnish refreshments to the Band at Band functions upon request from the Band Directors on a cost basis.

b) The Club will furnish refreshments at no charge to the Band at special Band functions and trips if approved by two-thirds vote of the members present at a regular scheduled meeting, provided that school district policies, University Interscholastic League guidelines, and state laws are followed.

3. Fund raising projects and/or solicitations shall be conducted with the approval of the Executive Committee and/or the organization in compliance with school policy.

4. The Bastrop Band Boosters Club will provide supplementary financial assistance to the Band members for Band related expenses and needs.

a) To be approved by Band Director and Band Boosters.

b) Emergency funds may be approved on an as-needed basis, without calling a general meeting, by the Executive Committee.

c) The allocation of emergency funds must be reported at the next scheduled general meeting of the Bastrop Band Boosters Club.

ARTICLE V

SCHOLARSHIPS

Each academic year a Band Booster Scholarship Committee consisting of the band Director(s) and Officers of the Bastrop Band Boosters Club will meet to decide upon recipients of the scholarships to be awarded to eligible Bastrop Band students.

1. The Band Boosters Scholarship fund is limited to $2000.00 per year if available.

2. No more than one scholarship per qualified student will be allowed.

3. Scholarships will have a minimum of $100.00 and a maximum of $500.00 with higher awards up to $1000.00 upon unanimous consent of scholarship committee.

4. Supplemental assistance will be provided, on an 'as available basis', for needy students to attend Summer Band Camp as approved by the committee.

Senior Scholarship Qualifications:

In order to be considered for a Bastrop Band Booster Senior Scholarship, the following criteria must be met:

- Family must be active members of the Bastrop Band Booster organization. An active member is defined as band parent(s) throughout the Bastrop Independent School District who pay an annual membership fee and who participate in the required number of BISD Band Booster fundraisers.

- Class graduating in 2004: The student and/or family must participate in a total of 4 Bastrop Band Booster fundraisers. (Example: Parent(s) participates in 2 Bastrop Band Booster fundraisers and student participates in 2 Bastrop Band Booster fundraisers.)

- Class graduating in 2005: The student and/or family must participate in a total of 8 Bastrop Band Booster fundraisers, 4 in their junior year and 4 in their senior year. (Example: Parent(s) participates in 2 Bastrop Band Booster fundraisers and student participates in 2 Bastrop Band Booster fundraisers for each year.)

- Class graduating in 2006: The student and/or family must participate in a total of 12 Bastrop Band Booster fundraisers, 4 in their sophomore year, 4 in their junior year, and 4 in their senior year. (Example: Parent(s) participates in 2 Bastrop Band Booster fundraisers and student participates in 2 Bastrop Band Booster fundraisers for each year.)

- Class graduating in 2007 and in each year beyond: The student and/or family must participate in a total of 16 Bastrop Band Booster fundraisers, 4 in their freshman year, 4 in their sophomore year, 4 in their junior year, and 4 in their senior year (Example: Parent(s) participates in 2 Bastrop Band Booster fundraisers and student participates in 2 Bastrop Band Booster fundraisers for each year.)

- Incoming high school transfer students will be eligible to apply for a Band Booster Scholarship if they participate in a total of 4 Bastrop Band Booster fundraisers each year that they attend Bastrop High School. (Example: Parent(s) participates in 2 Bastrop Band Booster fundraisers and student participates in 2 Bastrop Band Booster fundraisers.) If the student transfers to Bastrop Independent School District after the school year has already begun, the student and/or family must participate in any available fundraisers remaining during the school year, up to four. In addition, the student must participate according to their graduating year as stated above. The student must also have participated in the band program in his or her previous school and been in good standing.

A list of Band Booster fundraisers will be available from the Band Boosters at the beginning of each school year. Any fundraisers held during the summer months will count towards the upcoming school year.

Band Camp Scholarship Qualifications

In order to be considered for a Bastrop Band Booster Band Camp Scholarship, the following criteria must be met:

- Student and/or family must participate in a total of 4 Bastrop Band Booster fundraisers for the current school year for which the student is applying. (Example: Parent(s) participates in 2 Bastrop Band Booster fundraisers and student participates in 2 Bastrop Band Booster fundraiser)

- Incoming transfer students will be eligible to apply for a Band Booster Camp Scholarship. If the student transfers to the Bastrop Independent School District after the school year has already begun, the student and/or family must participate in any available fundraisers remaining during the school year, up to four. The student must also have participated in the band program in his or her previous school and been in good standing.

ARTICLE VI

DISPOSAL OF FUNDS

In the event that the Bastrop Band Boosters Club should be disbanded, any monies left in the treasury after the payment of all outstanding debts shall revert to the general band fund maintained by the Bastrop Independent School District for use by the Band Program.

ARTICLE VII

AUDIT

At the termination of the Treasurer’s term of office, the Executive Committee shall audit the financial accounting of the past year.

ARTICLE VIII

AMENDMENTS

The Bylaws may be amended by following consecutively the procedure listed below.

2. The proposed amendment(s) must be presented to the active members of the organization at a regular scheduled meeting for discussion. A finding vote on the proposed amendment(s) may not be taken at this meeting.