Relevant

Constitution and By-Laws
of the
Boiling Springs Band Association of
South Middleton Township, Boiling Springs High School

Amended September 1, 2009.
Article I – Name of Organization
This non-profit organization shall be known as the Boiling Springs Band Boosters
(herein renderded as "Boosters" or "organization"), with the official address at Boiling
Springs High School, 4 Forge Road, Boiling Springs, PA 17007
Article II – Object of the Organization
The object of the Boosters shall be to promote the welfare of the Boiling Springs Band
Program; to assist the band with the care of and organization of instruments, uniforms,
recreation, awards, chaperons, and to handle fundraising to benefit band activities.
Article III – Member of the Organization
Membership in the organization shall be open to all parents, teachers, alumni, and
friends of the South Middleton Township Schools. There are no dues associated with
membership in the Band Boosters. The only requirement for membership is a
willingness to serve the Band and attendence at the scheduled meetings.
Article IV – Meeting of the Organization
The Band Boosters shall consist of a minimum of four regularly scheduled meetings
which shall begin at 7:00 p.m. on a night in September, January, March and May, per
published school calendar.
Article V – Robert's Rules of Order Shall Govern the Organization
A. A majority vote shall constitute an election.
B. All meetings will follow standard order of business.
Article VI – Officers of the Organization
A. Officers: The officers of the organization shall consist of a President, a Vice
President, a Secretary, and a Treasurer. The Senior High School Band Director shall
hold honorary office of Advisor.
B. Election: The election of all officers, except Advisor, shall be held annually at the
last regularly scheduled meeting in May by ballot vote or by unanimous vote if only
one candidate should be nominated for office. All Officer-elects shall begin their
tenure at the end of the school year in preparation for any service needed prior to or
during band camp in August. The Treasurer's office shall be official upon completion
of audit and transfer of custodianship at the bank where funds are maintained.
C. Duties
1. President
a. The President shall preside over all regular and special meetings, duly
announced or called, shall establish the adgenda for each meeting and
electronically publish the agenda prior to each meeting.
b. The President shall have the power to call Special Executive and
Representative Meetings when necessary.
c. The President shall prepare the order of business for each duly called
meeting.
d. The President shall insure all members are notified of meetings.
e. The President shall only vote in the event of a tie and then shall have only
one vote.
f. The President shall delegate authority to the other officers to act in the
President's behalf on matters pertaining to their respective offices and the
organization.
g. The President shall countersign all check disbursements for the organization
and all official correspondence in the organization's name.
2. Vice President
a. The Vice President shall preside over all meetings in the absence of the
president.
b. The Vice President shall serve as Chair-person for the Banquet Committee
for the purpose of maintaining continuity and process for future years.
c. The Vice President shall serve to co-ordinate activites or committees on an
as-needed basis.
3. Secretary:
a. The Secretary shall prepare minutes of each meeting and present them, at
the next meeting for approval.
b. The Secretary shall electronically post the meeting minutes and email them to
the membership no later than 2 weeks after the meeting.
c. The Secretary shall be the Boosters' Historical Officer, making sure that writen
records, procedures and processes are kept in an orderly fashion for future
membership.
b. The Secretary shall keep all records, except Treasurer's records, up to date.
c. The Secretary shall maintain a current register of Booster members, Officers
and respective Committee Chairmen.
e. The Secretary shall make attendance records for each meeting.
f. The Secretary shall prepare all necessary organization correspondence.
g. The Secretary shall record "action items" and "after action" reports in the
minutes as appropriate.
4. Treasurer
a. The Treasurer shall be in charge of all Band Booster monies, accounts and
financial records.
b. The Treasurer shall render a financial report at each meeting, citing
collections, bills paid, outstanding assets and debts, and current balance.
c. The Treasurer shall submit financial records to an auditor annually.
d. The Treasurer shall prepare all checks for payment upon approval of the
members and insure President countersigns all checks. All expenditures will
be approved by the members or President before payment.
e. The incoming Treasurer shall initiate change of custodianship with the bank
and obtain a valid bank statement upon transfer.
5. Advisor (Band Director):
a. Advise the Boosters of all band engagements and dates.
b. Advise the Boosters of priority needs upon which the Boosters may assist to
augment school purchases and financial support.
c. Make recommendation to the Boosters for special awards or recognition.
d. Provides band participation for Boosters projects upon request.
Article VII – Amendments and Modifications
The constitution and by-laws may be changed or amended by presenting them in
writing to the Secretary to be read at a regularly scheduled meeting.
OR
The constitution and by-laws may be changed or amended by sending an electronic
copy to all the membership and posting an electronic copy for a period of at least one
(1) month. The vote for approval or rejection of the proposed changes will then be
taken at the next regularly scheduled meeting.
Amendments and modifications in the Constitution and By-laws must be attached to
the original copy of the constitution and By-laws.
Article VIII – Standing Committees
The following are necessary standing committees:
– Communications: to maintain the Bubbler Band web site
– Fundraising: to promote the increase of Band Booster revenues through
various activies for the purpose of supporting the band
– Uniform: to see to the distribution, care, cleaning and maintanance of band
uniforms according to the procedures and processes established
– Chaperone: to coordinate adult volunteers to chaperone off campus events
A written process/procedure, which has been approved by the executive officers, shall
be maintaned by each committee chairperson. Changes to the process/procedures
must be approved by the executive officers.
In addition, ad hoc committees may be appointed by the executive officers as needed.
An ad hoc Trip Committee shall be appointed to assist the director in planning trips.
Article IX – Chaperones
All activities (football games, parades, trips, and etc.) must be chaperoned by Band
Boosters Members. The adult/student ratio will be determined by district policy.
Adopted by the Association:
This day of .
______________________________ ________________________
President Advisor
______________________________ __________________________
Secretary Date