Phillipsburg High School Department of Bands

PHILLIPSBURG HIGH SCHOOL BAND BOOSTERS, INC.

ORGANIZATION NAME

The name of this organization shall be Phillipsburg High School Band Boosters Inc.

OBJECTIVES

The objective of the Phillipsburg High School (PHS) Band Boosters shall be:

a. To offer services and moral support to the PHS Band while promoting the musical education of the Band Members.

b. To exclusively provide supplemental financial support for the PHS Band.

c. To cooperate with those in charge of the Department of Bands and with the Phillipsburg School District Board of Education.

 MEMBERSHIP

 Membership in the PHS Band Boosters is open to any adult interested in the welfare of the PHS Band. (High School students are not eligible for membership until after they have graduated from high school). Dues shall be two dollars ($2.00) per member per year to help cover liability insurance. Open enrollment for membership shall be from August 1^st thru October 31^st.

 The officers of the PHS Band Boosters shall consist of a: President, Vice President, Treasurer, Financial Secretary, Recording Secretary and Corresponding Secretary. For a description of each position, see By-Laws section Article I.

 ARTICLE V

AMENDMENTS TO THE CONSTITUTION AND BY-LAWS

 This Constitution and By-Laws must be reviewed by the Constitution and By-Laws Committee (created on an as needed basis) every two (2) years (even-numbered calendar years) during the first quarter.

 Amendments or revisions to the Constitution and By-Laws must be read at two (2) consecutive meetings. At the second meeting, the amendments/revisions must be approved by a majority vote. If parties disagree, alternative wording must be provided immediately or it stands as written.

 Any amendment or revision ratified will become active immediately following ratification.

 MEETINGS

The regular meetings of the Band Boosters will be held on the first Monday of each month. The August meeting will be determined at a later date by the Director of Bands. The attendance of ten (10) band booster members shall constitute a quorum at all regular meetings and special meetings.

 ARTICLE VII

PARLIAMENTARY PROCEDURE

PHS Band Boosters will follow Roberts Rules of Order.

  BY-LAWS

 ARTICLE I

OFFICERS

President

Section 1 - The president shall preside at all meetings of the organization, appoint all committees and have privileges to attend all meetings of the committees. The president shall be able to spend up to $100 without the authorization from the Executive Board or the general membership but with the agreement of the treasurer.

Vice President

Section 2 - The vice president shall assume all duties of the president in his or her absence. The vice president shall assist the president in his or her duties as needed. The vice president shall oversee all committees. In the event the president steps down or can no longer serve as president, the vice president will fill in as Acting-President until a new president is elected (see Article III, Section 7).

Treasurer

Section 3 - The treasurer shall keep an accurate record of all receipts and disbursements, showing each activity separately as well as a complete record of all funds. The treasurer shall notify the general membership of placement of money into a savings certificate.

Financial Secretary

Section 4 - The financial secretary shall keep an accurate record of all money earned by band members from all fund-raising events. An accounting shall be available at each meeting or through the band director. The Financial Secretary shall report member records at each monthly Band Booster meeting.

Recording Secretary

Section 5 - The Recording Secretary shall keep accurate records and minutes of all meetings.

Corresponding Secretary

Section 6 - The Corresponding Secretary shall conduct and maintain the correspondence of the organization. It shall be his/her duty to send out all notices as directed by the president. It shall be his/her duty to send proper remembrances (not to exceed $50.00) in the case of the death of a past or present Band member (or immediate family) or past or present Band Booster member (or

immediate family). Note: Immediate family shall be defined as mother, father, sister, brother or guardian. When necessary and as directed by the Director of Bands, it shall be the duty of the corresponding secretary to contact by letter or phone the parents of prospective and returning band members.

 THE EXECUTIVE BOARD

Section 1 – The Executive Board shall consist of the above mentioned officers.

Section 2 – The Executive Board shall not consist of any two members of an immediate family.

Section 3 – It shall be the duty of the Executive board to make proposals to be brought before the general membership for a vote.

Section 4 – A member of the Executive Board may be removed from office if any one (1) of the following conditions applies: 

• Misuse of funds or abuse of power as determined by a majority vote of the Executive Board.
• Any inappropriate behavior as outlined by the Phillipsburg School District Board of Education.

 ARTICLE III

TERMS OF OFFICE AND ELECTIONS

 The term of office shall be for one (1) year, except for the Treasurer who will serve a two (2) year term.

Section 1 - The nominating committee shall present a slate of officers to the general membership during the April meeting.

Section 2 - Nominations may be made from the floor after the nominating committee presents its slate.

Section 3 - Nominations may be made from the floor on the day of the election. Both the nominator and the nominee must be present. The nominator must present his/her case for the nomination.

Section 4 - Anyone not winning a particular office position may be nominated and run for the next position.

Section 5 - The elected officers will shadow the current officers for June and July and will assume their duties in August.

Section 6 - In the event of a vacancy of office or removal from office, a special election will be held to fill the vacancy.

ARTICLE IV

STANDING COMMITTEES

Chaperone Committee

Section 1 - It shall be the duty of the Chaperone Committee to select members from the PHS Band Boosters to accompany the Band as chaperones whenever the Director of Bands deems necessary. The Chairperson(s) shall submit the names selected to the band director for final approval. In order for Band Boosters to be chaperones, he or she must be out of high school for at least four (4) years.

Nominating Committee

Section 2 - The Nominating Committee shall have a minimum of three (3) members appointed from the general membership at the March meeting. It shall be the duty of the Nominating Committee to select a slate of officers for the Executive Board from the active members of the Band Boosters.

Auditing Committee

Section 3 - The duties of the Auditing Committee shall be to meet after the May meeting for the purpose of auditing the Treasurer’s and Financial Secretary’s books and report back to the general membership at the June meeting. The committee shall consist of the entire Executive Board as well as two (2) members at large.

Band Banquet Committee

Section 4 - The Band Banquet Committee shall help organize the Band Banquet. Duties include, but are not limited to making and sending out invitations, ordering and/or preparing food, decorations, planning a location, securing sponsors, etc.

Band Festival/Competition Committee

Section 5 - The duties of the Band Festival/Competition Committee are to help organize the annual Band Festival including, but not limited to program sales, parking, concessions, etc.

Constitution and By-Laws Committee

Section 6 – A committee shall be formed during the month of January every two years (even numbered years) to review and (if applicable) amend the PHS Band Constitution and By-Laws. This committee shall consist of the Director of Bands, the Band Booster president and a representative from each grade level (grades 8-12).

Section 1 - All officers shall attend all meetings unless they have a valid reason for being absent. All officers must see that their books are at all meetings whether they attend or not.

Section 2 - Special meetings may be called by the President or Vice President (in the absence of the President). It shall be the duty of the Corresponding Secretary to institute the calling list notification.

Section 3 - Officers shall have all books ready to be turned over at the August meeting to the newly elected officers. Officer certification shall be signed by the officers in August to be sent to the bank so that business may continue without interruption.

Section 1 - The band consists of the Band and the Band Front.

Section 2 - Money earned by a student for his/her accounts will be dictated by the extent of his/her participation in the fund-raising event. Monies earned through working fund-raising events (eg, concession stands) will be credited to the student account. Upon graduation, any remaining money in the student account will be transferred to a sibling’s account provided they are in or entering the High School Band the following year. Otherwise, the money will go into the Phillipsburg High School Band Booster General Fund or either of the 2 scholarships (Melissa M. Genowitz Memorial Scholarship or the Neil Boyer Scholarship) of the student’s choice.

Section 3 - Students shall have the ability to withdraw monies up to thirty dollars ($30.00) for food for that year’s trips with two (2) weeks prior notice.

 REVISED 1983

AMENDED 1983

AMENDED 1984

AMENDED 1991

AMENDED 1992

AMENDED 1993

AMENDED 1994

AMENDED 2000

AMENDED 2002

AMENDED 2003

REVISED 2008

AMENDED 2008