CONSTITUTION AND BYLAWS OF

THE BROOKINGS HIGH SCHOOL (BHS) BAND BOOSTERS

CONSTITUTION

ARTICLE I – NAME

The name of this organization is Brookings High School (BHS) Band Boosters. Our fiscal year runs from July 1 through June 30.

ARTICLE II – PURPOSE

  1. To encourage and maintain an enthusiastic interest in the various phases of the Instrumental Music Department of the Brookings High School.
  2. To lend all possible support, both moral and financial, to the general instrumental program in the school, and to provide social and other programs and awards for band personnel.
  3. To cooperate with those in charge of the Instrumental Music Department, School Administration, and the School Board to the end that this department be brought and kept at the highest possible degree of efficiency.
  4. To build and maintain an organization which will help promote the general activities of the Instrumental Music Department.

ARTICLE III – MISSION STATEMENT

Our Mission: We believe that through effort, persistence, collaboration, and focus, students will gain respect for self and others, fulfillment, self-expression, confidence, and a sense of accomplishment by contributing to the community and through education and performance of music.

ARTICLE IV – MEMBERSHIP

  1. The membership of this organization shall not be limited. Anyone interested in furthering the aims of the organization shall be eligible to join. All parents and/or guardians of Brookings High School band members are automatically Band Boosters.
  2. No yearly dues shall be assessed. The membership may, by majority vote, agree to collect voluntary contributions to support special activities.


ARTICLE V – OFFICERS

  1. Officers:
  1. The officers of the organization shall be President, President-elect (Vice President), Secretary, Treasurer, Student Ledgers Treasurer, Guard Liaison, Brookings Marching Percussion Liaison, Assistant Band Director, and Band Director.  
  2. Officers shall be elected by a majority vote of those members present at the regular May meeting. They will assume their duties on July 1.
  3. The outgoing officers will give assistance to newly elected officers during the transition and turn over pertinent information.
  1. Vacancies:
  1. Any elective officer’s post which becomes vacant shall be filled by appointment by the Executive Board to fill the unexpired term, except the President’s office, which shall be filled by the President-elect (Vice President).

ARTICLE VI – MEETINGS

  1. BHS Band Booster meetings will be held the first Monday of each month in the BHS Band Room.
  2. Additional special meetings may be called by the President.

ARTICLE VII – AMENDMENTS

  1. The Constitution and Bylaws will be reviewed annually each year in April. Any proposed changes from that review will be presented in May and will be voted on in June.
  2. The Constitution and Bylaws may be amended by a majority vote of the members present at any regular meeting. The amendments must have been presented in writing at the preceding regular meeting of the organization.

ARTICLE VIII – QUORUM

Ten members shall constitute a quorum for the purpose of conducting meetings.


BYLAWS

ARTICLE I – EXECUTIVE BOARD

  1. The Executive Board of the organization shall be President, President-elect (Vice President), Secretary, Treasurer, Student Ledgers Treasurer, Guard Liaison, Brookings Marching Percussion Liaison, Assistant Band Director, and Band Director.
  2. The Executive Board shall have general supervision of the affairs of the organization.
  3. The elected term of the treasurer shall be two (2) years long. All other terms of elected officers shall be one (1) year long. Elected officers may be re-elected for another term by majority vote at the May meeting. Elected officers other than the treasurer shall not hold the same office for more than three (3) consecutive years; the treasurer shall not hold the same office for more than four (4) consecutive years. If there is no candidate for the position being vacated the officer may continue serving in the capacity until a candidate is elected or appointed.

ARTICLE II – OFFICER DUTIES

  1. The President shall:
  1. Preside at all meetings of the organization, appoint all committees and shall be ex-officio member of all committees.
  2. Guide and direct the BHS Band Boosters, presiding at all meetings: regular, special, and Executive Board.
  3. Create agendas for all regular, special, and Executive Board meetings.
  4. Inform members to remind them of meetings.
  5. Act as an “ex-officio”, non-voting member of all committees, except the Nominating Committee.
  6. Vote in the event of a tie.
  7. Assists the President-Elect with the end of marching season banquet.
  8. Hands out scholarship(s) with the President-Elect on Senior Awards Night in May.
  9. Perform other duties as pertains to the office of President.
  10. Assist as needed per the Treasurer’s request.
  11. Be available to assist with the Parent Night Ice Cream Social, as well as Band Registration Day.  
  12. Attend all Executive Board and band booster meetings.


  1. The President-Elect shall:
  1. Preside at meetings in the absence of the President and perform other duties as the President and the Executive Board designate.
  2. Succeed the President as an interim President should that office become vacant before the end of the regular term.
  3. Assume the office of President at the end of his/her term as President-Elect.
  4. Serve as the Parliamentarian at all regular, special and Executive Board meetings.
  5. Facilitate the Nominating Committee meetings/actions.
  6. Organizes the end of marching season banquet.
  7. Hands out scholarship(s) with the President on Senior Awards Night in May.
  8. Assist as needed per the Treasurer’s request.
  9. Be available to assist with the Parent Night Ice Cream Social, as well as Band Registration Day.  
  10. Attend all Executive Board and band booster meetings.

  1. The Secretary shall:
  1. Keep records of all meetings, and attend to all correspondence for the organization.
  2. Attend, record and present typed minutes at all regular, special and Executive Board meetings. (The presiding officer shall appoint someone to record minutes in the absence of the secretary.)
  3. Upload minutes to an online location, accessible by the BHS Band Boosters.
  4. Keep an up-to-date Constitution and Bylaws in the Secretary’s Binder.
  5. Keep attendance records of all members present for all meetings and any other correspondence as directed by the President.
  6. Maintain records of any committee meeting minutes provided by committee chairs.
  7. Assist as needed per the Treasurer’s request.
  8. Be available to assist with the Parent Night Ice Cream Social, as well as Band Registration Day.  
  9. Attend all Executive Board and band booster meetings.

  1. The Treasurer shall:
  1. Prepare Treasurer's Report for monthly band booster meeting.  Be prepared to give a short synopsis of expenditures and credits from the past month, and be prepared to answer questions.
  2. Reconcile the monthly bank statement, ensuring all checks and deposits are accounted for and balanced.
  3. Verify all expenditures have an approved reimbursement request form, along with a valid receipt, and indicate the date the bill was paid, along with the check number, on each form.
  4. Document all debits and credits on the Band Boosters Running Balance Spreadsheet for audit purposes.
  5. Help Band Director create a budget for each fiscal year. Throughout the year, track all expenditures in each applicable budget category and periodically communicate with the Band Director on the amount spent, budget gaps, etc.
  6. Have cash boxes ready for fundraisers/events, and be available to make bank runs, if needed, to ensure appropriate bills are available for making change.
  7. Be willing to manage significant amounts of cash, especially after larger fundraisers.  i.e., Lemonade Booth, Burger Feed Preview Night, Bobcat Beat, etc.
  8. Ensure all students have paid applicable band fees and communicate with the Band Director those students who have outstanding balances.
  9. Make periodic trips to the Post Office to pick up mail, be willing to pick up payments/bills from the band office as needed, and may need to hand deliver payments locally.
  10. Request PayPal funds to be deposited to Band Boosters bank account.
  11. Be available to assist with the Parent Night Ice Cream Social, as well as Band Registration Day.  
  12. Attend all Executive Board and band booster meetings.

  1. The Student Ledgers Treasurer shall:
  1. Report as necessary at regular monthly meetings.
  2. Work with Fundraising Coordinator to gather amounts to apply to student ledgers.
  3. Assist families with viewing their student’s ledger in Charms.
  4. Assist as needed per the Treasurer’s request.
  5. Be available to assist with the Parent Night Ice Cream Social, as well as Band Registration Day.  
  6. Attend all Executive Board and band booster meetings.

  1. The Guard Liaison shall:
  1. Communicate needs from the Color Guard and Winter Guard to the Band Boosters as well as parents and will report as necessary at regular monthly meetings.
  2. Assist as needed per the Treasurer’s request.
  3. Be available to assist with the Parent Night Ice Cream Social, as well as Band Registration Day.  
  4. Attend all Executive Board and band booster meetings.

  1. The Brookings Marching Percussion Liaison shall:
  1. Communicate needs from Brookings Marching Percussion to the Band Boosters as well

         as parents and will report as necessary at regular monthly meetings.

  1. Assist as needed per the Treasurer’s request.
  2. Be available to assist with the Parent Night Ice Cream Social, as well as Band

Registration Day.  

  1. Attend all Executive Board and band booster meetings.


  1. The Band Director shall:
  1. Create the direction and vision for the core program.
  2. Present clear and legitimate needs to the boosters.
  3. Provide monthly reports to boosters on band updates, student & program successes, future goals, needs, and projects for booster involvement.
  4. Be the liaison between school administration, program, and parents
  5. Work closely with boosters to consistently track and maintain a workable budget with the Executive Board.

  1. The Assistant Band Director shall:
  1. Assist with the overall needs of the marching band program.
  2. Coordinate workers for the needs of events and maintenance program requirements.
  3. Develop systems for trips, office, parents, supplies, equipment, uniforms and committee chairs.
  4. Attend and be able to assist as needed.

ARTICLE III – NOMINATIONS

  1. A nominating committee shall:
  1. Be facilitated by the President-Elect.
  2. Be convened at the January meeting from the members present.
  3. Consist of two (2) members of the Executive Board and three (3) members from the

general membership shall be appointed by the President.

  1. Nominate one candidate for each office and present these nominations at the April

meeting, followed by election at the May meeting.

  1. Accept additional nominations to the floor prior to election.
  2. Count ballots after the election.
  3. Remain functional for the remainder of the school year to aid in filling any vacancies

that may arise during the year.

ARTICLE IV – ELECTIONS

  1. Regular elections shall be by majority vote of members present at the time of the election (normally at the May meeting). Voting by proxy will not be allowed. In the event that no nomination is proposed by the Nominating Committee or from the floor, the President will nominate a candidate to be voted on by the membership present.
  2. The voting shall be by secret ballot unless there is only one candidate for the office, then a voice vote or show of hands may be used. The elected officers will be installed at the June meeting, but their official duties will not be assumed until July 1.


ARTICLE V – FINANCES

  1. One bookkeeping account, the BHS Band Boosters account, will be maintained for the general funds and student ledger monies. 
  2. The BHS Band Boosters account should maintain a balance of $15,000 at all times to ensure funds are available in the event of an emergency.
  3. The signature card for the BHS Band Boosters checking account will include the seven (7) signatures of the members of the Executive Board and require the signature of any two (2) for a check to be written.
  4. When cash is collected on behalf of the band, Band Boosters, Director, students, etc. and deposited in the BHS Band Boosters account, two (2) people will be responsible for counting/totaling the cash to be deposited in the appropriate accounts.
  5. The Executive Board can make purchases/payments for emergency/special circumstances if agreed to by two (2) board members. The receipt for this purchase/payment must be presented at the next monthly meeting for approval.
  6. No expenditure, which adds to the physical properties of the school, shall be authorized until first approved by the School Board.
  7. Monies will be set aside to establish the BHS Band Boosters Endowment Fund. The purpose of this fund is to use the interest from the fund to supplement the needs of the Instrumental Music Department.
  8. An annual external audit of the accounts will be required at the end of the school term before June 30, which marks the end of the term of the Booster’s fiscal year.
  9. Students may use fundraising money as payment for approved band trips. They may also use up to $200 (in increments of $5) for spending money on that trip. These funds can also be used for the required fall band registration expenses (uniform cleaning, food, etc.)
  10. If the BHS Band Boosters shall at any time disband, any monies in the treasury shall be turned over to the Instrumental Music Department of the Brookings High School.
  11. Any student no longer in band can transfer credit balances to siblings who participate in the high school band program, otherwise those balances will be absorbed into the BHS Band Boosters general fund.


ARTICLE VI – FUNDRAISING

  1. Students are encouraged to participate in the many fundraisers offered throughout the year to help meet the financial obligations of the BHS Band and Guard programs.
  2. Monies earned from fundraisers shall remain consistent from year to year, even on trip years, to allow for more predictable fundraiser income from year to year.
  3. Students are expected to participate in the following three (3) fundraisers. 100% from these fundraisers go toward the BHS Band Boosters general fund.
  1. Phone books
  2. Avenue of Flags
  3. Lemonade stand
  1. Students may participate in additional fundraisers to help raise monies that may be used for student fees and will also contribute to the BHS Band Boosters general fund.
  1. Discount Cards: $3.50 for student fees, $6.00 for BHS Band Boosters general fund, $0.50 to cover cost of production
  2. Scrip and other fundraisers: 70% for student fees, 30% for BHS Band Boosters general fund

ARTICLE VII - VOLUNTEER COORDINATORS

  1. The BHS Band Boosters need various coordinators to help organize volunteer efforts.
  2. There may be more than one coordinator per area to help divide responsibilities.
  1. Avenue of Flags Coordinator
  1. Sets up SignUpGenius for students and adults to volunteer for routes
  2. Ensures each date has enough volunteers
  3. Communicates dates and route availability to boosters
  1. Bobcat Beat Coordinator
  1. Works with Directors of Band and Brookings Marching Percussion
  2. Chairs the committee of parent volunteers
  3. Collects money from the event
  4. Communicates information to boosters
  1. Burger Feed Coordinator
  1. Works with Assistant Director to organize event
  2. Sets up SignUpGenius for volunteers
  3. Ensures there are enough volunteers
  4. Communicates information to boosters
  1. Chaperone Coordinator
  1. Works with Director on chaperone needs
  2. Sets up SignUpGenius for volunteers
  3. Ensures there are enough volunteers
  4. Communicates information to boosters
  1. Corporate/Private Fundraising Coordinator
  1. Works with Executive Board on fundraising needs
  2. Communicates information to boosters
  1. Discount Cards Coordinator
  1. Contacts vendors to set up cards
  2. Works with print shop to order cards
  3. Distributes cards to students
  4. Collects money from students
  5. Communicates information to boosters
  1. Flood of Jazz Coordinator
  1. Works with Directors of Band, Choir and Orchestra
  2. Chairs the committee of parent volunteers
  3. Collects money from the event
  4. Communicates information to boosters
  1. Hy-Vee Receipts Coordinator
  1. Gathers receipts from the band room
  2. Takes receipt bundles to Hy-Vee
  3. Communicates information to boosters
  1. Lemonade Stand Coordinator
  1. Works with Assistant Director
  2. Sets up SignUpGenius for volunteers
  3. Ensures there are enough volunteers
  4. Communicates information to boosters
  1. Marching Band Food Coordinator
  1. Works with Assistant Director
  2. Sets up SignUpGenius for volunteers
  3. Ensures there are enough volunteers
  4. Communicates information to boosters
  1. Music Library Coordinator
  1. Works with Director on needs in the music library
  1. Phone Books Coordinator
  1. Sets up SignUpGenius for volunteers
  2. Ensures there are enough volunteers
  3. Communicates information to boosters
  1. Photographer
  1. Takes photos at events
  2. Uploads photos to Brookings High School Band Facebook page
  1. Public Relations Coordinator
  1. Works with Director on needs
  2. Sends news items to be published
  3. Communicates information to boosters
  1. Scrip Program Coordinator
  1. Works with Student Ledgers Treasurer
  2. Assists families with questions
  3. Communicates information to boosters

  1. Solo Contest Coordinator
  1. Works with the band director to get the accompaniments out to the accompanists
  2. Coordinates practice times with accompanists
  1. Student Fundraising Coordinator
  1. Works with Executive Board on fundraising needs
  2. Works with various fundraising companies
  3. Chairs the committee of parent volunteers
  4. Collects monies from the student fundraisers
  5. Communicates information to Student Ledgers Treasurer
  6. Communicates information to boosters
  1. Uniform Coordinator
  1. Works with Assistant Director on uniform needs
  1. Website/Social Media Coordinator
  1. Works with Executive Board on needs
  2. Updates BHS Band Boosters page of website
  3. Communicates information to Boosters

                Revision Date: 06/20/2016