Constitution

VICTORIA EAST HIGH SCHOOL BAND BOOSTERS CLUB

CONSTITUTION

ARTICLE I – NAME

The name of the organization shall be the Victoria East High School Band Boosters Club.

ARTICLE II – OBJECTIVES

The objectives of the Victoria East High School Band Boosters Club shall be to support the Victoria East High School Bands in the following ways:

• To arouse and maintain an enthusiastic interest in the various phases of the bands.
• To lend support, both moral and financial to the bands.
• To cooperate with those in charge of the bands and maintain the highest possible degree of efficiency.
• To build and maintain an organization of parents and interested persons which shall help promote the general activities of the bands.

ARTICLE III – MEMBERSHIP

SECTION 1

The membership of the Club shall be open to any persons interested in the progress and development of the Victoria East High School Bands.

SECTION 2

The superintendent, or designee, or the principal has approval authority over this organization and shall be invited to attend all meetings, as stipulated in the University Interscholastic League Booster Club Guidelines.

SECTION 3

Only parents and/or legal guardians of band students will be eligible to vote on club business.

ARTICLE IV – GENERAL MEMBERSHIP MEETINGS

SECTION 1 – Regular Meetings

Regular meetings of the Club shall be held at 7:00 p.m. on the first Monday of each month, from August to May inclusive, unless otherwise ordered by the Executive Board or General Membership.

SECTION 2 – Special Meetings

Special meetings may be called by the president or by the Executive Board, or upon written request of seven members to the president.  The special meetings shall be called to consider a specific subject.  No other business other than specified in the notice of the meeting shall be transacted at any special meeting.

SECTION 3 – Annual Meeting

The Annual Meeting shall be the first Monday in May, when all annual reports will be submitted by each officer and committee chairperson.  New officers shall be installed at the Annual Meeting.  Officers shall assume their official duties at the close of the Annual Meeting and shall serve until the next annual meeting.

SECTION 4 – Quorum

A quorum for the transaction of business at any General Membership Meeting shall consist of 10% of the Band students enrolled.

SECTION 5 – Voting

Only parents and/or legal guardians of band students shall be entitled to vote at any meeting of the club.  Voting on items pertaining to budget, constitution, or by-laws must be placed on the agenda prior to the General Membership Meeting.

SECTION 6 – Rules of Order

This club shall be governed by parliamentary authority with precedence of the following order:  University Interscholastic League Booster Club Guidelines, Victoria Independent School District Booster Club Guidelines, Victoria East High School Band Booster Club Constitution, and Robert’s Rules of Order Newly Revised.

ARTICLE V – OFFICERS AND DUTIES

SECTION 1 – Officers

The elected officers of this club shall be President, a Vice President, at least one (1) Concession Coordinator(s), a Purchasing Agent, an Assistant Purchasing Agent, a Secretary, a Treasurer, an Assistant Treasurer, a Parliamentarian, a Volunteer Coordinator, and at least one (1) Fund Raising Coordinator.  All elected officers shall have a completed VISD background check on file.

SECTION 2 – Check Signatures

The President, Vice President, and Treasurer shall be the only persons authorized to sign checks for the Club.  All checks shall require two (2) signatures for payment.

SECTION 3 – President

The President shall preside at all meetings of the Club and of the Executive Board; shall be a member ex-officio of all committees; and shall perform such other duties as may be prescribed in this Constitution or assigned by the Club or by the Executive Board.

SECTION 4 – Vice President

The Vice President shall act as aide to the President, and assume all of the duties of the President in his/her absence.  The Vice President shall oversee Fundraising if there is no Fundraising Coordinator.

SECTION 5 – Concession Coordinator

The Concession Coordinator shall act as concession chairperson for the Club.  The concession chairperson, or designees, is responsible for coordinating workers in the concession stands for football season, UIL Marching Contest, UIL Solo & Ensemble Contest, and any other events for which the Club shall have charge of concessions.

SECTION 6 – Purchasing Agent

The Purchasing Agent shall act as purchasing agent for the Club.  A purchasing agent is responsible for all purchases made by the Club for use in the concession stands during the football season, for UIL Marching Contest, UIL Solo & Ensemble Contest, and any other events that may occur whereby purchasing services are needed. The Purchasing agent also obtains price quotes as need arises.

SECTION 7 – Assistant Purchasing Agent

The Assistant Purchasing Agent shall act as an aide and assist the Purchasing Agent in the purchases made by the Club for use in the concession stands during the football season, for UIL Marching Contest, UIL Solo & Ensemble Contest, and any other events that may occur whereby purchasing services are needed and obtain price quotes as need arises.

SECTION 8 – Secretary

The Secretary shall keep an accurate record of all meetings of the Club and of the Executive Board and make available copies of the minutes within one week of each meeting. The Secretary shall distribute copies of the general meeting to the members at the next General Membership Meeting.  The Secretary shall attend to correspondence of the Club and shall read any incoming correspondence at the meetings, and will also be responsible for posting an agenda prior to each General Membership Meeting.

SECTION 9 – Treasurer

The Treasurer will be responsible for all receipts and disbursements of the Club.  Accurate and complete records will be kept showing all financial activity.  Any disbursements for the purpose of deposits, advances or any type of contractual obligations must be in writing, stating all terms, conditions, and considerations of the said contract.  All funds shall be deposited within seven (7) days upon receipt by the Treasurer in the Club’s band account at a financial institution approved by the General Membership.  The Treasurer shall provide a written report to the General Membership at each meeting.  A Year-to-Date report shall be made at the Annual Meeting in May.  The Treasurer’s books shall be turned in for audit at the end of the fiscal year.  A full Year End report shall be made at the first General Membership meeting of the new fiscal year.

SECTION 10 - Assistant Treasurer

The Assistant Treasurer shall act as an aide to the Treasurer and assist with providing

             accurate and complete records showing all financial activity. The Assistant

             Treasurer will advance to treasurer’s position when current treasurer vacates

             position.

SECTION  11 – Parliamentarian

The Parliamentarian shall advise the presiding officer on parliamentary law and matters of procedure when requested.  The presiding officer may call on the parliamentarian at any time.  Members desiring parliamentary information must make their request to and through the presiding officer.  Only upon the presiding officer’s request is the parliamentarian permitted to rise and explain a parliamentary point to the assembled members.  The parliamentarian should be thoroughly familiar with the Club’s parliamentary authority, taking precedence of the following order:  University Interscholastic League Booster Club Guidelines, Victoria Independent School District Booster Club Guidelines, Victoria East High School Band Sponsors Club Constitution, and Robert’s Rules of Order Newly Revised.

SECTION   12 – Fund Raising Coordinator

The Fund Raising Coordinator shall oversee and keep records of all Fund Raising activities of the Club.  Fund Raising Coordinator will consult with the Treasurer on how funds will be handled prior to the fundraiser.  The Executive Board will resolve any conflicts.  The Fund Raising Coordinator will submit a proposal to the Executive Board on the type and quantity of Fund Raiser(s) each year.  The Executive Board will approve all Fund Raising activities.  All Fund Raising funds shall be turned over to the Treasurer within seven (7) days of receipt by the Fund Raising Coordinator.

SECTION 13– Volunteer Coordinator

The Volunteer Coordinator will be responsible for coordinating workers for all band                      booster functions. The Volunteer Coordinator will strive to form a list, which matches the needs of the booster club with the abilities and availability of workers. The Volunteer Coordinator will work closely with event chairpersons and the band directors to ensure all activities have adequate volunteers.  The Volunteer Coordinator will distribute information on fund raisers, club activities, and any other pertinent business to the students and the parents.

ARTICLE VI – EXECUTIVE BOARD

SECTION 1 – Executive Board Members

The Executive Board shall be composed of the elected officers of the Club as described in Article 5, Section 1.

SECTION 2 – Duties

The Executive Board shall:

• Attend Executive and General Membership Meetings.
• Participate in band’s major concession and board events.
• Develop an annual budget to be presented at the September meeting to the general membership for approval.
• Transact necessary business in the intervals between Club meetings and such other business as may be referred to it by the Club, however, it acts shall not conflict with action taken by the Club at a General Membership meeting.
• Assist the President in appointing standing committee chairpersons.
• Approve the plans for work of the standing committees.
• Approve payment of bills within the confines of the budget.
• The Executive Board will adhere to the attendance and participation policy: see Article XI.

SECTION 3 – Meetings

The Executive Board shall hold at least four (4) regular meetings per year.  Regular Executive Board meetings shall be held at 6:00 p.m. prior to the general membership meeting, from July to May inclusive, unless otherwise ordered by the Executive Board or General Membership.  Fifty (50) percent of the Executive Board members shall constitute a quorum.  Special meetings of the Executive Board may be called by the President or by a majority of the members of the Executive Board on an as needed.

ARTICLE VII – ELECTIONS

SECTION 1 – Nominations

The President shall, at the February general membership meeting, with the approval of the Executive Board, appoint a nominating committee consisting of no less than four (4) Victoria East High School Booster Club members.    Those selected to the nominating committee will decide upon a chairperson among themselves.  Booster members will be asked to submit any nominations to the Nominating Committee prior to the March general membership meeting.   The committee will seek out potential booster members to fill board vacancies.  The Nominating committee shall recommend at least one nominee for each office.  Director approval is required for all nominations prior to the March general membership meeting.  At the March meeting, the nominations for officers shall be presented to the membership.  The President, or presiding officer, shall then take nominations from the floor for each office.  Nominations shall then close.  Only those who have director approval and have consented to serve, if elected, shall be eligible for nomination, either by the committee or from the floor.  New officers will be installed at the May annual meeting.  Officers shall assume their official duties at the close of this meeting and shall serve until the next annual meeting.

SECTION 2 – Election

The election shall be held at the April General Membership Meeting.  According to Robert’s Rules of Order Newly Revised, an officer shall be elected by voice vote if there is but one nominee for the office.  If there are two or more nominees for the same office, the vote shall be by paper ballot. New officers will be installed at the May annual meeting.  Officers shall assume their official duties at the close of this meeting and shall serve until the next annual meeting.

SECTION 3 – Officer Vacancy

A vacancy occurring in an office, other than the President, will require a special election at the next General Membership meeting following the vacancy.  The President will solicit nominations and announce the date of the election which is a general membership meeting.   The position shall be filled by a majority vote of the general membership present at the next regular General Membership Meeting.  In case a vacancy occurs in the office of the President, the Vice President shall assume those duties and a new Vice President shall be elected.

ARTICLE VIII – COMMITTEES

SECTION 1

Standing Committees shall be Audit, Banquet, Fund Raising, Nominating, and Scholarship.  The chairpersons of all Standing committees shall be appointed by the President with the approval of the majority of the Executive Board.  The newly elected Executive Board shall meet soon after the election of officers to appoint these chairpersons.  These Committee Chairpersons shall be announced at the Annual Meeting in August and volunteers for these standing committees shall be solicited at the meeting.  The President, as needed, shall appoint special Committee.  The President shall be an ex-officio member of all committees except the Nominating Committee.  The directors of the Victoria East High School Bands shall serve in an advisory capacity to all committees.

SECTION 2 – Audit Committee

The Audit Committee shall conduct an audit of the Treasurer’s books at the end of the fiscal year.  A written Annual Audit report shall be submitted at the first General Membership meeting of the new fiscal year.  Upon request, the Audit Committee shall conduct an audit of the Treasurer’s books or Fund Raising records with a written report submitted at the next General Membership meeting.

SECTION 3 – Banquet Committee

The Banquet Committee shall coordinate the annual Victoria East High School Band Banquet.

SECTION 4 – Fund Raising Committee

The Fund Raising Committee will submit a proposal to the Executive Board on the type and quantity of Fund Raiser(s) each year.  The Executive Board will approve all Fund Raising activities.  The committee members shall assist the Fund Raising Coordinator with all fund raising activities of the Club.  The Fund Raising Coordinator shall serve as a member of the committee. 

SECTION 5 – Scholarship Committee

The Scholarship Committee shall coordinate the selection of Victoria East High School Band Booster Scholarship recipients

SECTION 6 – Committee Membership

The committee chairpersons shall decide on the number of members necessary to fulfill the duties of his/her committee.  When no number is given there shall be no less than three members to a committee.  Committee membership shall be solicited from the general membership.

ARTICLE IX – AMENDMENTS

SECTION 1

This constitution may be amended at any general membership meeting where a quorum is present.  A majority vote by the members present is necessary to approve an amendment.

SECTION 2

This constitution may also be amended at a special General Membership Meeting called for that purpose where a quorum is present.  The Parent Liaison ? shall give notice to all members as soon as possible prior to the meeting.  A majority vote by the members present is necessary to approve an amendment.

SECTION 3

All proposed amendments shall be submitted to the General Membership in writing.

ARTICLE X – SCHOLARSHIPS

SECTION 1

The Victoria East High School Band Boosters shall award scholarships annually.  These scholarships are independent from all other awards.  The Scholarship Committee shall receive official Victoria East High School Band Booster Scholarship Applications from graduating senior band students and review same to recommend the awarding of the scholarships.  The scholarships shall be awarded based on the following criteria:

• Extracurricular Activities (not band) – Maximum 10 points
• Essay – Maximum 20 points
• Band Involvement Questionnaire – Maximum 50 points
• Letter of reference - Maximum 20 points
• ACT/SAT/TSI - Optional requirement

Scholarship Applicants must be a current band student and must be in good standing with Victoria East High School, the VEHS Band Program, and the VEHS Band Booster Organization.  Students must not have any outstanding financial obligations with any of these organizations in order to be eligible to receive a VEHS Band Booster Scholarship.

Details of the selection process shall be defined in the Scholarship Guidelines.

SECTION 2

The scholarships shall be payable to an institution of higher learning or as a reimbursement to the recipient after proof of enrollment.  Scholarships shall be payable for the Fall Semester or Spring Semester following scholarship announcement.

The Scholarship award can be used towards any Community College, University, Trade School, Vocational Program, or Military Academy.

SECTION 3

The Scholarship Committee shall be made up of volunteer Victoria East High School Band Booster members who do not have a current graduating senior band student.

Scholarship Revised 2/20/23

ARTICLE XI  EXECUTIVE BOARD ATTENDANCE POLICY

SECTION 1 - Purpose
This policy is intended to support full contribution of all board members and to ensure that the executive board has quorum present to conduct business as required.  All board members receive a copy of this official policy.

SECTION 2 - Definition of a Board Attendance Problem
A board-attendance problem occurs if any of the following conditions exist in regard to a board member's attendance to board meetings, general membership meetings, or major concession events.
1. The member has three un-notified meeting absences in a row (“un-notified” means the member did not call ahead to a reasonable contact on the board before the upcoming meeting to indicate they would not be attending).
2. The member misses 30% of the total number of board meetings.

3. The member has failed to fully participate in more than 50% of the major concession & board events.

SECTION3 3 - Response to a Board-Attendance Problem
If a board-attendance problem exists regarding a member, a designated board member will promptly contact the member to discuss the attendance problem. The member’s response will be shared with the entire board at the next board meeting. The board in consultation with the directors will decide what actions to take regarding the board member’s membership on the board. Any termination will be conducted per this policy.

Revised October 3,2017