Bylaws of the Taft Raider Band Boosters

A. To provide support and assistance to the entire band program at William Howard Taft High School of San Antonio, Texas (hereinafter “THS”), its band directors and school authorities in the pursuance of their objectives.

B. To insure that all actions comply with the regulations and procedures of THS, Northside Independent School District (hereinafter “NISD”), and/or the University Interscholastic League (hereinafter “UIL”).

C. To promote cooperation among the entire band program, school authorities, other school organizations and the community.

D. To provide supplemental financial support to enrich the band education program of THS.

Section 2

These Bylaws shall govern all proceedings of the Band Boosters, except as otherwise provided by the rules and regulations of THS, NISD, and/or UIL. In the event of conflict between these Bylaws and the rules and regulations of THS, NISD and/or UIL, the latter rules and/or regulations shall prevail.

Section 3

This Corporation is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code.

Notwithstanding any other provision of these Bylaws, the Corporation shall not take any action that would be inconsistent with the requirements for a tax exemption under Internal Revenue Code Section 501(c)(3) and related regulations, rulings, and procedures. Nor may it take any action that would be inconsistent with the requirements for receiving tax-deductible charitable contributions under Internal Revenue Code Section 170(c)(2) and related regulations, rulings and procedures.

ARTICLE III -- Membership

Section 1

A. Membership in the Corporation shall be open to any individual who is interested in the purpose and objectives of the Band Boosters and who agrees to abide by the Bylaws of this corporation.

B. Any member whose current dues are paid is eligible to vote.

C. The Band Director(s) and Principal of THS (or their designated representatives) shall be ex-officio members of the Band Boosters and all committees, boards or other subdivisions of the corporation, serving in an advisory capacity without a vote.

D. Regular members are those who have paid annual dues for the period July 1 to June 30. Dues for each fiscal year shall be adopted by a majority vote of the current paid voting members present at a regular general or special general meeting of the Band Boosters at the end of the prior school year. Dues collected during the last fiscal quarter entitles the member to participate in the business of the Corporation through the end of the next fiscal year.

E. All elected and/or appointed positions must be current Band Booster members.

F. Band Boosters may, by a majority vote of those present at any regularly constituted meeting, terminate the membership of any member who violates any Article of the Corporation or Bylaw of said Corporation.

ARTICLE IV -- Officers

Section 1

The officers of the Band Boosters shall come from the general membership and serve a one-year period, not to exceed three consecutive terms in the same office.

A. The President shall:

(1) Serve as the Executive Officer of the Band Boosters and shall represent the interests of the organization, as necessary, to the Administration of THS and/or NISD, to other THS booster organizations and Parent-Teacher-Student organizations and to the community.

(2) Preside at all meetings of the Band Boosters and of the Board of Directors.

(3) Serve as the Northside Booster Association (hereinafter “NBA”) Representative along with one Concession Chairperson. The NBA Representatives shall represent the Band Boosters to the NBA and be voting members of the NBA board. They shall attend NBA Board meetings and report NBA actions and financial status to the Band Boosters. The President will serve as a representative of the Board of Directors on the Concessions Committee.

(4) Countersign checks drawn on the Band Boosters accounts in accordance with the requirements of these bylaws.

(5) Nominate individuals to serve as chairs for special committees not otherwise specified by these bylaws.

(6) Report actions of the Board of Directors at each meeting of the Band Boosters.

(7) Enforce the provisions of the bylaws.

(8) Notify the Internal Revenue Service of any and all changes in sources of support, purpose, character, method of operation, name, address and amendments or changes in these bylaws.

B. The First Vice President shall:

(1) Perform the duties of the President in the absence of the President or in case of the inability of the President to act.

(2) Assume the office of the President in the event of resignation, termination or death of the President.

(3) Countersign checks drawn on the Band Booster accounts in accordance with the requirements of these bylaws in the absence of the President.

(4) Serve as a Representative of the Board of Directors on the Scholarship Committee and Fundraising Committee.

(5) Serve as a Representative of the Board of Directors on any other committee so appointed by the Board.

(6) Serve as ex-officio member on all other committees.

C. The Second Vice President shall:

(1) Preside at meetings of the Band Boosters or the Board of Directors in the absence of the President and the First Vice President.

(2) Serve as a Representative of the Board of Directors on any committee so appointed by the Board.

(3) Serve as ex-officio member on all other committees.

D. The Secretary shall:

(1) Record, maintain and make available to any member, upon request, minutes of all meetings of the Band Boosters and of the Board of Directors.

(2) Serve as Custodian of all records of the organization.

(3) Conduct correspondence for the Band Boosters and the Board of Directors.

(4) Notify Board of Directors of the location, date and time of each Board meeting.

(5) Notify Members of the location, date and time of each regular general or special general meeting of the Band Boosters.

E. The Treasurer shall:

(1) Have custody of all Band Booster funds and pay debts by check. All checks require two signatures by authorized officers.

(2) Countersign checks drawn on the Band Booster accounts in accordance with the requirements of these bylaws.

(3) Maintain an accurate and permanent record of all receipts and disbursements.

(4) Present a report of current financial status at each regular general meeting of the Band Boosters.

(5) Surrender all books and records at the end of the term for an annual audit as prescribed by these bylaws and/or upon request of the Board of Directors. (See Appendix “A” for Audit Procedures).

(6) Prepare Form 990, Return of Organization Exempt from Income Tax, on or before the due date of the return. It is the responsibility of the incoming treasurer to prepare and file the required form with the Internal Revenue Service before the return due date. A copy of said Return shall be incorporated into the minutes of the Board of Directors prior to being filed with the Internal Revenue Service.

(7) Obtain Form W-9 from all parties paid for services.

(8) Send Form 1099MISC to all appropriate parties. (Normally any individual who receives $600 or more for services from the Corporation.)

(9) File Forms 1096 and 1099MISC with the appropriate Internal Revenue Service Center .

(10) Collect the appropriate sales tax and file the corresponding state sales tax return with the Texas Comptroller of Public Accounts.

(11) Maintain student cash accounts and periodically post status of accounts in the band hall or provide balance upon request by student, parent/guardian. (See Appendix “B” for further details).

F. The Parliamentarian shall:

(1) Be appointed by the President and confirmed by the Board of Directors.

(2) Act in an advisory capacity to the President on all matters of parliamentary procedures.

(3) Shall keep a current copy of the Certificate of Formation, the Bylaws and Robert’s Rules of Order (Revised) and shall review the Bylaws with the Board of Directors at each change of personnel.

(4) Attend (or have his/her representative attend) all Board and all regular general or special general meetings and ensure that all meetings and proceedings are conducted in accordance with these bylaws.

(5) Be a non-voting member of the Board of Directors.

G. The Color Guard Section Representative shall:

(1) Be nominated and confirmed by the current members at the last general meeting of the school year.

(2) Act as a liaison for members that represent band students in the color guard section

(3) Be a non-voting member of the Board of Directors.

(4) In the event that an elected officer is a member that represents a band student in the color guard section, then the members can choose to have or not to have an additional Color Guard Section Representative during that school year.

H. The Freshman Representative shall:

(1) Be nominated and confirmed by the current members at the first general meeting of the school year.

(2) Act as a liaison for members that represent band students in the freshman class.

(3) Be a non-voting member of the Board of Directors.

ARTICLE V -- Board of Directors

Section 1

The Board of Directors of the Band Boosters shall be the President, First Vice President, Second Vice President, Secretary and Treasurer. The Band Director(s), Parliamentarian, Color Guard Representative, Freshman Representative and the Principal of THS (or the designated representative of the Principal other than the Band Director), will be ex-officio members without a vote.

A.                 The Board of Directors shall:

(1)               Act on behalf of the Band Boosters between regular meetings.

(2)               Recommend programs and activities to accomplish the purpose of the Band Boosters.

(3)               Propose a budget for consideration by the Band Boosters at the first general meeting of the school year.

(4)               Perform any additional duties directed by the Band Boosters.

ARTICLE Vl -- Standing Committees

Section 1

Chairpersons will be appointed at the last meeting of the school year from the general membership to coordinate the activities of the Standing Committees. Committee Chairpersons will be invited to the Board of Directors meetings as the need arises, but will not have a vote.

Section 2

The following Chairpersons of the Standing Committees will serve at the direction of the Board of Directors:

(1) Band Trip Chair(s): shall assist the Band Director with trip arrangements as needed.

(2) Banquet Chair(s): shall make all necessary arrangements for the annual banquet.

(3) Chaperone Chair(s): shall assure that sufficient chaperones are available to chaperone band events.

(4) Concession Chair(s): Shall arrange for volunteers to staff concession stands as required by the NBA at athletic and band events to raise funds for the Band Boosters. One chairperson will be designated as NBA representative and shall be required to attend NBA meetings along with the President.

(5) Hospitality Chair(s): shall arrange for refreshments at general meetings and other functions. Arrange for hospitality acknowledgements.

(6) Membership Chair(s): shall greet all attending members and insure that members have paid annual dues. Identify members willing to serve on various Standing Committees and provide said list to Committee Chairs. Maintain a current roster of paid members in good standing and provide voting cards at general and/or special general meetings.

(7) Publicity Chair(s): shall be the Band Boosters contact with the media. Be responsible for the production and distribution of periodic newsletters.

(8) Roadie Chair(s): shall arrange for volunteers to provide assistance in moving large instruments and equipment to and from band events.

(9) Spirit Item Chair(s): shall be responsible for promoting, ordering, selling and accounting for spirit items as fundraisers for the Band Boosters. Subject to audit at discretion of Board of Directors.

(10) Student Fundraising Chair(s): shall assist the Band Director with student fundraising as needed.

(11) Telephone Chair(s): shall be in charge of contacting all members when necessary for any volunteer work or other notification need.

(12) Uniform Chair(s): shall issue, receive and inspect all uniforms each time they are used. Coordinate the laundering and altering of all uniforms.

(13) Webmaster: shall maintain the website for the Band Boosters.

ARTICLE VlI -- Election of Officers and Standing Committee Chairpersons

Section 1

(1) The Officers listed in Article IV shall be elected at the April general meeting each year.

(2) Nominations shall be made by a Nominating Committee formed at the February general meeting. The Nominating Committee shall consist of five current members, at least two appointed by the Board of Directors. The President and the Band Director(s) shall be ex-officio members of the Nominating Committee. The first order of business of the Nominating Committee shall be to elect its Chairperson. The Nominating Committee shall select a nominee(s) for each of the offices listed in Article IV. The consent of each nominee must be obtained before his/her name is placed in nomination. Members of the Nominating Committee and incumbent Officers shall be eligible to become nominees for office unless otherwise prohibited by the bylaws. Nominee selections will be announced at the March general meeting.

(3) Additional nominations may be made from the floor at the March general meeting provided that the nominees are current voting members of the Band Boosters and that they consent to having their names placed in nomination.

(4) If there are two (2) or more nominees for an office, the election for that office must be by ballot. Election by acclamation shall be permitted if there is only one (1) nominee for each office. Voting will be by current members only.

(5) Officers shall hold office from July 1 through June 30 of the following year.

(6) In the event an office (other than the office of President) becomes vacant, a replacement shall be elected at the next general or special general meeting of the membership.

(7) Any elected officer may be removed from office by a majority vote of the organization.

ARTICLE VlII -- Parliamentary Authority

Robert’s Rules of Order, Newly Revised Edition, shall govern the Band Boosters in all cases in which they are applicable and which are not in conflict with these bylaws.

ARTICLE IX -- Meetings

(1) Board of Directors: The Board of Directors shall meet, up to one week, prior to the general membership meeting, or any Director may call a meeting as necessary. A quorum shall be at least 50% of the voting members of the Board of Directors.

(2) General Meetings: General meetings shall be held no less than six times per school year. These meetings shall be held at the THS School campus at 7:00 p.m. , unless otherwise specified.

(3) Special Meetings: Special meetings may be called by the Board of Directors or at the written request of twenty (20) current members. Notice and purpose of such special general meetings shall be advised to each member by written or electronic means, as circumstances permit.

(4) Business at any general and special general meeting shall be conducted in accordance with a voting majority of no less than 10% of current members (but not less than 10 members) present to transact business.

ARTICLE X -- Finances

(1) The President of the Band Boosters may authorize expenditures for budgeted items, not to exceed the amount approved by the membership in the annual budget. The President of the Band Boosters shall have the authority to approve non-budgeted expenditures not to exceed $300.00 per month. Expenditures of non-budgeted funds expected to exceed $300.00, but less than $1,000.00 shall first be presented to the Board of Directors for approval by a majority of the Directors prior to being obligated. This shall be limited to $1,000.00 per month. Any expenditure of non-budgeted funds expected to exceed $1,000.00 shall first be presented at the regular or special meeting for approval by the general membership prior to being obligated.

(2) The President, First Vice President and Treasurer’s signatures shall be on file with the bank for signature on checks issued by the Band Boosters. Two signatures (one of which is the treasurer) shall be required on ALL checks.

(3) No officer shall approve or countersign a check that has been issued to him or herself.

(4) All monies shall be deposited in the bank and not in the school or a personal safe.

(5) Financial records shall be submitted for audit no later than August 1 of each year. An audit shall be completed by August 31 of the same year. Transfer of financial records to the new treasurer shall take place after the audit has been completed and accepted by the incoming officers and other members of the Board of Directors. The audit of records shall be the responsibility of the President of the Band Boosters. The audit group shall consist of three voting members (no spouses), which shall be appointed at the last general meeting of the year.

(6) The expenses of the Band Boosters shall be borne by revenues from fundraising, donated items and membership dues.

ARTICLE XI -- Dissolution

Upon the dissolution of the Corporation, its assets shall be distributed to the band equipment fund or THS, or for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future Federal Tax Code, or shall be distributed to the NISD. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the Corporation is then located, exclusively for such purposes or to such organization or organizations, as such Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE XII -- Amendments

The Bylaws of the Band Boosters may be amended by a two-thirds vote of members present at any regular general meeting. Amendments shall be presented in writing to all members present at least one meeting in advance of the meeting at which the amendment(s) will be voted on, and shall be presented in writing to all members again prior to the vote.

Members desiring to amend the bylaws shall submit proposed amendments in writing to the President who shall present them as provided above.

A Bylaws Review Committee shall be appointed by the President at least every two years (in odd-numbered years). The committee shall review the Bylaws and recommend amendments, if necessary. The date of the review shall be recorded in the minutes of the meeting of the Board of Directors subsequently called and reported to the general membership at the next general or special general meeting.

ARTICLE XIII -- Enactment

These bylaws were adopted by vote of the Band Boosters Board of Directors and became effective March 6 , 2007 .