Amended Bylaws Of the
Mustang High School Band Booster Club
October 11, 2016
The Mustang High School Band Booster Club will, in accordance with Oklahoma State Law, be sanctioned by the Mustang Public Schools District. It will be the responsibility of the executive board to complete all components of the application for sanctioning each school year.
Duties of Officers
All officer positions are limited to two (2) consecutive year terms. You may only hold one (1) officer position per term.
Section 1 President
The duties shall be, but are not limited to:
1. Responsible for the satisfactory operation of the organization in accordance with the constitution and bylaws adopted by the Band Booster Club.
2. Preside at all regular and special meetings of the organization.
3. Act as an Ex-officio member of all standing and special committees.
4. Be a signer on the checking account (unless employed by Mustang Public Schools).
5. Act as a liaison between Band Booster Club and Administration.
Section II Past President
The duties shall be, but are not limited to:
1. Act as advisor to current President and Vice President to ensure smooth transition of leadership.
2. In the absence of President or Vice President, perform the duties of the President.
Section III Vice President
The duties shall be, but are not limited to:
1. In the absence of the President, perform the duties of the President.
2. Plan, organize, and conduct a constant program for enlisting new members and promote interest in and understanding of the organization, projects and activities.
3. Solicit three (3) to five (5) members to form the Scholarship Committee at the March regular meeting.
4. Collect application forms and distribute copies to the Scholarship Selection Committee.
5. Be a signer on the checking account. (Unless employed by Mustang Public Schools).
Section IV Secretary
The duties shall be, but are not limited to:
1. With the President, sign all written contracts of the organization as authorized by the officers.
2. Maintain membership records.
3. Keep minutes of the meetings and present minutes of the previous meeting at regularly scheduled meetings of the organization.
4. Maintain a current copy of the constitution and bylaws.
5. Publicize all Band Booster Club activities to the local press. Work with the band director(s), or their designee to coordinate publicity of the band activities.
6. Keep the members informed of the band and Band Booster Club activities via e-mail messages.
Section V - Treasurer
This position shall be held by a minimum of two (2) people. The duties shall be, but are not limited to:
1. Responsible for depositing the funds of the organization in such depositories as may be approved by the officers within 24 hours of the event.
2. Pay all bills that fall within the approved budget.
3. Pay all other bills which are dully approved by the membership, providing the invoices have prior approval by the officers responsible for the activity.
4. Keep books in order to account for receipts and expenditures which shall be open at all times for the inspection by all booster members.
5. Responsible for obtaining money for and depositing money from all Band Booster Club activities.
6. Provide current financial statement at each monthly meeting.
7. Be a signer on checking account.
8. Prepare deposits on-site of event. All deposits must be counted and verified by two people (treasurer, band officer, coordinator or booster member).
9. Prepare a proposed annual budget to be submitted to the Executive Board at the April meeting. Budget will then be presented to the membership at the May regular meeting and must be approved by a majority of voting members in attendance.
10. Ensure 990 tax form is prepared and submitted by IRS deadline. The return must be filed by the 15th day of the 5th month after the organization’s accounting period ends (October 15th for May 31st fiscal year end).
11. File all sales tax reports from Fireworks sales timely. January through June sales are to be reported no later than July 20, and July through December sales are to be reported no later than January 20.
12. Complete and submit a year-end financial accountability report to the Mustang Public School Board in May of each year.
13. Turn over all requested documentation for audit to Mustang Public Schools in October of each year. (Cost to be included in budget to not exceed $500.00 each school year).
14. Treasurers cannot be employees of Mustang Public Schools.
Standing Committees of the Band Booster Club are appointed by the Executive Board each year and shall consist of, but are not limited to:
Fundraising Coordinator, Equipment Coordinator, Concession/Events Coordinator, Cooker Coordinator, Band Banquet Coordinator, Uniforms Coordinator, Fireworks Stand Coordinator.
All standing committee/coordinators’ duties include, but are not limited to:
1. Prepare a plan of work for the current fiscal year and submit to the Executive Board by August regular meeting.
2. Prepare a budget for the upcoming fiscal year and submit to Finance Coordinator by March 31.
3. Prepare and/or update a procedure book each year. Procedure books will be given to newly elected President at the May annual meeting at the end of current coordinators’ terms. Prepare report for each monthly Band Booster Club meeting, as needed.
4. Return all Band Booster Club property to Executive Board at the end of term or resignation.
5. Attend all regular meetings of the Band Booster Club.
6. Report to Calling Coordinator number of people needed for event, as well as event details (i.e., volunteers needed in shifts, etc.)
Additional standing committees may be appointed by the Executive Board as needed.
Section I - Fundraising Coordinator
The Fundraising Coordinator’s duties shall be, but are not limited to:
1. Plan, organize, and conduct a program for raising funds for meeting the financial obligations of the Band Booster Club.
2. Any fundraiser that requires “up front” expenditures in excess of $1,000.00 must be approved by the membership of the Band Booster Club.
3. Report on the various activities of the fundraising members at regularly scheduled meetings.
Section II - Equipment Coordinator
The Equipment Coordinator’s duties shall be, but are not limited to:
1. Responsible for organizing and recruiting members for the Pit Crew.
2. Regularly inspect all equipment to determine any needs and/or repairs needed. Report this information to the Executive Board of the Band Booster Club.
3. Work with the Executive Board to determine any equipment needs.
Section III - Concession/Events Coordinator
The Concession/Events Coordinator’s duties shall be, but are not limited to:
1. Inspect and prepare the concession stand for use by the Band Booster Club no-later-than July 15.
2. Report any needs and/or repairs to the Executive Board at least 30 days prior to anticipate date of use by the Band Booster Club. Report any emergency needs and/or repairs immediately.
3. Maintain inventory of all items.
3.1. Coordinate order with Band Director
3.2. Order inventory
3.3. Coordinate inventory arrival with vendor prior to event.
4. Arrange for food and material storage and/or disposal at the end of the season/year. Dispose of out-dated items as needed.
5. Dispose of any unused cooked food at the end of each event.
6. Report to Secretary the number of workers needed for each event.
7. Coordinate ________ person(s) to arrive early to prepare concession stand for event.
8. Work closely with Band Director to establish retail pricing of concession stand items by August 1.
9. Responsible for creating inventory price lists at each register.
10. Prepare deposits on-site of event. All deposits must be counted and verified by two people (treasurer, band officer, coordinator or booster member).
Section IV - Cooker Coordinator
The Cooker Coordinator’s duties shall be, but are not limited to:
1. Maintain cooker equipment and supplies.
2. Purchase required food. Arrange for food and materials storage and/or disposal after each event and at the end of the season/year.
Section V - Band Banquet Coordinator
The Band Banquet Coordinator’s duties shall be, but are not limited to:
1. Plan and organize the annual band banquet each year.
2. Sell tickets to students and parents.
Section VI - Uniform Coordinator
The Uniform Coordinator’s duties shall be, but are not limited to:
1. Maintain and repair any uniform or marching uniform equipment (tassels, hats, etc.) as needed by the students and band director(s).
2. Coordinate with Band Director(s) assigning uniforms to students
3. Responsible for working with Band Director(s) to get uniforms returned in good condition.
4. Provide needed uniform expenses to band director.
5. Establish a uniform care policy with Band Director. Communicate policy to Webmaster/Secretary for distribution.
Section VII - Fireworks Coordinator
1. Work with the Executive Board to secure location(s), stands, storage pod, and permits (including sales tax) in order to sell fireworks in the city of Mustang.
2. Contact fireworks vendor to request inventory. Conduct inventory of each shipment of fireworks and reconcile with the shipping invoice.
3. Ensure that the stand is opened and stocked at the beginning of each sales day.
4. Ensure that the stand is closed and the inventory secured at the end of each sales day.
5. Inventory and return leftover fireworks to vendor at the end of the sales period.
6. Ensure fireworks stands are adequately staffed for each shift.
7. At the end of the sales period, arrange for pick-up of stands and storage pod.
8. Ensure that a Treasurer and other officer reconcile the daily sales and the bank deposit nightly.
Section I - Executive Board
The Executive Board shall be composed of the officers of the Band Booster Club and the Band Director(s).
Section II - Responsibilities
1. The Executive Board shall have general supervision of the affairs of the Band Booster Club and may appoint special committees.
2. The Executive Board shall meet the Thursday prior to each regularly monthly meeting to determine the business to be transacted at the meeting. An agenda will be created and submitted to the Webmaster to be posted on the Nightriderband.org website 48 hours prior to the regularly scheduled monthly meeting.
3. The board may appoint persons to fill any vacancies in standing committees.
Section I - Vacancies of Office
Vacancies in offices shall be filled by election, by the Band Booster Club members at the next regular meeting, following notification to the Executive Board of the existing vacancy.
Nominating and Election Procedures
Section I - Nominating Committee
A nominating committee comprised of three (3) to five (5) members shall be appointed by the Executive Board at the March meeting. The nominating committee shall receive nominations for vacant positions from Band Booster Club members through the April meeting. The nominating committee will then contact each nominated person to determine interest in filling vacancy. Nominees must be a member in good standing and agree to serve if elected.
Nominees shall convey to the nominating committee their acceptance of nomination. The list of candidates shall be submitted to the Band Booster Club members at the May meeting. Additional nominations may be submitted from the floor and written in the ballot. The Band Director will tally the votes and present the election results at the close of the meeting. Candidates must win by a majority vote. In case of tie, candidate will be chosen by drawing by Band Director.
Section I - Membership Meetings
The regular meetings of this organization shall be held on the second Tuesday of each calendar month.
Section II - Annual Meeting
The annual meeting shall be the regular meeting in May.
Section III - Special Meeting
Special meetings may be called by the Executive Board with seven (7) days advance notification to the membership, including the date, time, and place of the meeting, the purpose of the meeting, and the agenda of the meeting.
Section IV - Quorum
A majority, consisting of 2/3 of the officers, shall be necessary to constitute a quorum for the transaction of business.
Section I - Dues
There shall be a $5 per member annual dues paid by each member in the Band Booster Club.
Section I - Operating Funds
All funds received by the Band Booster Club, in addition to the approved annual operating budget, may be expended in the year received.
Section II - Financial Requests
All budgeted financial requests must be submitted to the treasurer a minimum of 48 hours in advance. No financial reimbursements will be made on the day of an event.
All non-budgeted financial requests will be submitted to the Executive Board of the Band Booster Club a minimum of ten (10) days prior to the next regularly scheduled meeting for placement on the agenda. The request must be approved by a majority of the voting members in attendance. Emergency financial requests may be approved by the Executive Board.
Section III - Transition of Officers
All officers shall deliver to their successors all official materials by May 31.
Section IV - Accountable Property
All accountable property belonging to the Band Booster Club (i.e., keys to concession stand, post office key, safety deposit key, keys to trailer, etc.) shall be distributed via a hand receipt signed by the Band Director. At the end of the officers’/coordinators’ terms, the property shall be returned and properly documented by the Band Director. The hand receipts will be filed and maintained by the Secretary.
Section V - Rules of Order
The rules contained in Roberts Rules of Order shall govern the Band Booster Club in all cases in which they do not conflict with the constitution and bylaws of this organization.
The bylaws, other than annual dues, may be amended by a two-thirds (2/3) vote of the majority of the members.
Member dues may be amended by a three-fourths (3/4) vote of the majority of the members.
Ten days written notice must be provided to the President, of a meeting at which proposed amendments to the bylaws may be submitted to the membership for the purpose of placing on the agenda.