Bylaws

Approved at October 2003 Band Boosters general meeting
Amended at the April 2006 Band Boosters general meeting

ARTICLE I: NAME, PURPOSE, OBJECTIVE

Section A: The official name of the organization operating under these By-Laws shall be the Cougar Band Booster Club of Tom C. Clark High School.

Section B: The purpose of this organization shall be to promote the entire band program of Tom C. Clark High School, and to assist the band directors and school authorities in the development of an outstanding band program.

Section C: It shall be the objective of this organization to give complete support to the band program and to avoid action that would in any way interfere with school policies.

Section D: Operating/Accounting year is June 1 through May 31.

ARTICLE II: MEMBERSHIP AND DUES

Section A: Any individual who is interested in purpose and objective of the Cougar Band Booster Club and who agrees abide by the By-Laws of this organization may become a member. Any member whose current dues are paid is eligible to vote.

Section B: Annual dues will be recommended by the Executive Board and approved by the general membership. Any change in dues for the subsequent year shall be recommended by the Executive Board and approved by the general membership.

Section C: Honorary, non-voting members shall consist of the following persons associated with Tom C. Clark High School.
1. The Superintendent, Assistant Superintendent, and Fine Arts Coordinator of Northside Independent School District.
2. The Principal and Vice-Principal of Tom C. Clark High School.
3. The Band Director and Assistant Band Directors of Tom C. Clark High School.
4. Faculty members of Tom C. Clark High School.
5. Spouses of above named.
6. Exception to the above: Any member(s) with a child participating in the band at Tom C. Clark High School shall be a dues paying member.

ARTICLE III: OFFICERS

Section A: The following elected officers shall serve a one-year period, June 1 through May 31.

1. President: The President shall preside at all meetings, enforce the provisions of the By-Laws, maintain custody of the By-Laws, approve all checks drawn on the Band Booster account, appoint all committees, and chair the Executive Board.

2. First Vice President: The First Vice President shall assume the duties of the President in the President’s absence and shall be responsible for the activities of fundraising.

3. Second Vice President: The Second Vice President shall be responsible for the activities of the Concessions Committee and shall be the organization’s representative to the Northside Booster Association.

4. Secretary: The Secretary shall record and maintain typed or legibly written minutes of all meetings and shall make available to all members copies of the official minutes of the preceding meeting, shall conduct correspondence including written notices of meeting as required, and shall prepare reports as required.

5. Treasurer: The Treasurer shall have custody of all Band Booster funds and shall pay all bona fide debts by checks countersigned by any of the three authorized signatories which are the President, 1st Vice President, and the Secretary. The Treasurer shall maintain an accurate and permanent record of all receipts and disbursements and shall make available to all members at every regular meeting a current financial status including fiscal activity since the previous meeting.

6. Communications Coordinator: The Communications Coordinator shall be responsible for managing ongoing, timely awareness of the band program activities and achievements to the students and parents of the organization through the organization’s Web site and other communication channels as appropriate. The Communications Coordinator shall pursue external media opportunities to promote awareness of the Clark Band’s activities and achievements to the local community.

7. Auxiliary Representative: The Auxiliary Board Member shall be elected from parents of the flag organization. The Auxiliary Member shall be responsible for sharing information between members of the board, guard instructor, and guard participants. This position will insure there is a voice on the board that is staying apprised of flag activities and requirements. In addition, the auxiliary member will see to it proper communication occurs between board members, band parents, guard parents, and instructors.

8. Corporate Liaison: The Corporate Liaison board member will work with the board and instructors to identify priorities and needs of the overall program. Then, this representative will work with the businesses and corporations in the community to gain an awareness of and support of the program either through service or financial contributions.

Section B: The Executive Board shall be composed of the elected officers. The Executive Board shall develop and recommend a proposed budget to be submitted to the membership for approval at the first business meeting of the year and shall recommend annual dues. The Executive Board shall meet at the call of the President or at the request of three members of the Executive Board. The Executive Board shall be responsible for the activities of all committees.

ARTICLE IV: ELECTIONS

Section A: Officers listed in Article III shall be elected at the April meeting.

Section B: The President shall form a nominating committee at the March meeting, consisting of five persons (three members to be appointed by the President and two members to be appointed from the floor by the general membership present). The nominating committee shall nominate one candidate for each position listed in Article III, presenting the committee’s recommendations at the April meeting. Nominations from the floor shall be accepted at the April meeting, with the consent of the person(s) nominated.

Section C: Elected officers shall be installed at the last business meeting of the year.

Section D: In the event an office becomes vacant, a replacement shall be selected by a majority vote of the Executive Board.

Section E. Any elected officer may be removed from office by a majority vote of the Executive Board.

ARTICLE V: COMMITTEES

Section A: The following standing committees shall be appointed: Membership, Spirit, Hospitality, Telephone, Uniforms, Chaperones, Publicity/Webmaster, Band Banquet, Spaghetti Dinner, Ice-Cream Social, Funday Sunday, Directory, Pit Crew, and Scrips/RaiseRight.

Section B: The President shall appoint special committees as required.

Section C: A roster of committee members, including names, address and telephone numbers, shall be distributed to the general membership at the first business meeting of each year. This roster shall be revised as necessary and shall be maintained by the President.

ARTICLE VI: MEETINGS

Section A: Regular meeting dates shall be recommended by the Executive Board and approved by the general membership.

Section B: Special meetings may be called by the President, or at the written request of twenty (20) members. Notice and purpose of such special meetings shall be advised to each member by telephone or by mail, as circumstances permit.

Section C: Business at all regular and special meetings shall be conducted in accordance with a majority vote of the members present. A quorum shall consist of a majority of those dues-paying members present to transact business.

ARTICLE VII: FINANCIAL

Section A: Expenditures of non-budgeted funds not expected to exceed $300.00 shall first be presented to the Executive Board for approval by a majority vote prior to being obligated. Any non-budgeted expected to exceed $300.00 shall first be presented at a regular or special meeting for approval by the general membership prior to being obligated.

Section B: All checks will be signed by two signatories, one being the Treasurer and the other consisting of the President, 1st Vice President, and Secretary.

Section C: The President shall form an audit committee at the May booster meeting, consisting of one executive board member, one member from the general membership and an administrator of Clark High School. The out-going Treasurer shall submit all financial records to the audit committee on or before June 30. The audit committee shall document their findings in a report and submit it to the President by August 31. The President in turn will provide the Director and the Principal copies of the report and the annual tax return.

ARTICLE VIII: AMENDMENTS

Section A: By-Laws of the Cougar Band Booster Club may be amended by a majority vote of members present. 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.

Section B: Members desiring to amend the By-Laws shall submit proposed amendments in writing to the President, who present them as provided in Section A above.

ARTICLE IX: RULES OF ORDER

Section A: All questions of parliamentary procedure not covered by these By-Laws shall be decided according to the latest edition of Robert’s Rules of Order, Revised.

ARTICLE X: EFFECT

Section A: By-Laws of the Cougar Band Boosters Club shall become effective upon ratification.