Rancocas Valley Regional High School Instrumental Music Boosters
BY-LAWS
The organization will be identified as “The Rancocas Valley Regional High School Instrumental Music Boosters” (hereafter known as “RVRHS IMB” or "RVIMB").
The mission of the RVIMB is to provide both moral and financial support to the Marching Band and other Instrumental Performing Groups through cooperative and organized efforts. All activities will support the policies and programs of the school’s Instrumental Music Department. The RVIMB is a non-profit organization.
B. Ex-Officio Membership
A Voting Membership is vested in the school Principal or his Representative and the Instrumental Music Director. Ex-Officio Members are entitled to the same voting benefits afforded to General Members, but are not required to pay dues.
There will be a minimum of four General Membership meetings during the school year. Special meetings may be called by the President or Executive Board as deemed necessary. The Executive Board will meet once a month, or as deemed appropriate to adequately conduct the organization’s business. A Booster Executive Board member will be present during July and August parent meetings, as scheduled by the Instrumental Music Director, to provide orientation to prospective Booster members.
V. OFFICERS, APPOINTMENTS & TERMS OF OFFICE
A. The elected officers of this organization shall be drawn from the General Membership. The officers will consist of a President, Vice-President, Secretary and Treasurer. These offices will be elected positions, according to the terms and procedures described within Article V, Section B. The elected officers must attend Executive Board and General Membership meetings.
B. The term of office for all elected officers will be for one year and appointments will be for a period of one year, beginning July 1 and ending on June 30 of the following year.
a. Nominations will be received during the time period between the December and February General Membership meetings and submitted to the Nominating Committee. In addition, nominations will also be received up until the time of the actual election. For those members who are unable to attend the March meeting to vote, an absentee ballot will be distributed prior to the March meeting and must be submitted to the nominating committee chairperson prior to the election. The Nominating Committee will contact nominees to confirm interest in running for the position for which He/She was nominated.
b. Elections will be held at the March General Membership meeting. In the event the election needs to be re-scheduled, the scheduling thereof will be determined by the Executive Board.
c. In the absence of nominations for the office of President, the Vice-President will assume the role of President, after successfully completing one year as Vice-President.
The months from March to June will be considered a transitional period. The incoming officers will work together with the current officers in handling all Instrumental Music Booster business, but are not to be considered Officers. All incoming officers will assume their elected positions and become known as Officers on July 1.
C. An officer may resign at any time, by giving a written notice of such to the President or Secretary. Any property belonging to the Boosters should be turned over to the Executive Board upon resignation.
D. A vacancy in any office shall be filled for the unexpired portion of the term by receipt of nomination(s) for said vacancy by the Executive Board and majority vote of the General Membership in an ad hoc election.
E. The President, Vice President, Secretary and Treasurer will be signatories on the organization’s checking account, with two (2) signatures required on all checks.
F. The President will be the Executive Officer of the organization and will preside at all General and Special Membership meetings, in addition to the Executive Board meetings. He/she will also be Ex-Officio Member of all committees, with the exception of the Nominating Committee.
a. Committee chairperson positions and committee membership will be determined by membership participation and volunteering for such position(s). In the event there is no committee chairperson, the President will appoint the chairperson(s) and membership of all committees with the advice of the elected officers, and will make interim appointments to fill any vacancy of officers or committee chairpersons.
b. The President shall be the primary community relations advocate for the Instrumental Music Program, i.e. welcome new parents, provide support, greet members and promote the Instrumental Music groups at all events and functions. In the event, the President is unable to attend a community relations function; a delegate(s) will be determined to represent the Boosters in the President’s absence.
c. The President shall be responsible for the enforcement of the RVIMB bylaws.
G. The Vice President will assume all duties of the President in his/her absence and will chair the Nominating Committee as described in Section VIII, Article K.
a. The Vice President will chair the Public Relations Committee in compilation of material to be included on the Instrumental Music website.
b. The Vice President will serve as chairperson of the Nominating Committee.
H. The Secretary will keep accurate minutes of all General Membership and Executive Board meetings. Meeting minutes are to be submitted to the remaining Executive Board Members within 5 days for review. The Executive Board will review the minutes for accuracy and provide feedback to the Secretary who will email the meeting minutes to the General Membership within 10 days of the subject meeting. The Secretary will also make such records available, upon request, to any voting member and handle official correspondence and mailings.
I. The Treasurer will act as custodian of the funds of the organization. He/She will keep accurate up-to-date records of the general funds and individual student accounts maintain official bank accounts of the organization and compile financial reports as requested. He/She will be responsible for the collection of all funds from committee chairpersons, depositing those funds within 5 banking days, collecting dues, band fees and preparing a cash box when needed.
J. The Instrumental Music Director will be an Ex-Officio Member of all committees.
VI. EXECUTIVE BOARD
A. An Executive Board will be established and voting members will consist of the Officers of the Organization, the Principal or his Representative, Faculty Representatives as outlined in Article III, Section B, and Committee Chairpersons.
VII. FISCAL RESPONSIBILITY AND PLANNING
A. The fiscal year or “season” shall be defined as July 1-June 30 of the following year. Any disbursement of funds shall be revealed to the General Membership as part of the Treasurer’s report.
B. A minimum amount of funds, as stipulated by the Executive Board, may be placed in surplus. These funds may be set aside for scholarships, unexpected operating expenditures, emergency purposes or long-range planning expenses.
C. The President is authorized to approve expenditures up to the amount of $100.00. The Executive Board must approve any expenses over $100.00.
D. The treasurer will prepare the financial records for annual review.
E. Each student shall have an account established in their name. Funds may be utilized or withdrawn at any time by contacting the Treasurer. A graduating student will receive any outstanding positive balance in the form of a check shortly after graduation.
F. The amount of annual dues will be determined by the Executive Board and approved by the General Membership at the June meeting, at which time dues for the upcoming season are payable to "RVIMB".
G. In the event the Organization is dissolved, all existing funds in the Organization’s account will be dispersed to the account of the Instrumental Music Department at Rancocas Valley Regional High School.
VIII. COMMITTEES
The following standing committees will be established:
A. Band Camp Committee – Provide support as needed for students attending summer Band Camp.
a. Chairperson Responsibilities:
· Coordinate and develop an event plan for summer Band Camp.
· Coordinate necessary medical support.
· Recruit chaperones.
· The treasurer will collect student fees for Band Camp and set up a payment plan to facilitate collection of Band Camp fees.
b. Committee Members Responsibilities:
· Assist the chairperson as needed.
B. Chaperone Committee – Provide parent/guardian support for field trips and activities as needed.
a. Chairperson Responsibilities:
· Organize parental/guardian support for Marching Band events.
· Ensure that each bus has a minimum of one chaperone.
· Distribute a description/list of chaperone responsibilities to committee members.
· Ensure that all chaperones are members in good standing of the Instrumental Music Boosters.
b. Committee Members Responsibilities:
· Chaperones must take a head count before the buses depart from school and again before the buses leave to return to school. Chaperones are responsible for ensuring that the same students who leave on the bus return home on the same bus.
· Students must notify the Instrumental Music Director and their chaperone if they will not be riding the bus both ways.
· In the event of any inappropriate behavior, chaperones must immediately notify the Instrumental Music Director so that the matter can be resolved. Refer to the Student Handbook for behavior guidelines.
· At the conclusion of all trips, ensure that the bus windows are closed and all belongings have been removed from the bus.
C. Communications Committee – Responsible for handling telephone calls/e-mail to keep students and families aware of band activities.
a. Chairperson Responsibilities:
· Maintain a data base, including mailing address and phone number, of all current members and alumni of RVRHS Marching Band/ Color Guard.
· Establish a phone tree for all instrumental music students.
· Coordinate reminder calls, as needed, for all General Membership meetings.
· When possible, coordinate calls advising of late returns from trips or other unplanned or emergency situations.
· Coordinate calls, as needed, for other Instrumental Music Booster sponsored events such as concert receptions, fundraisers, etc.
· Coordinate informational e-mails when applicable.
b. Committee Members Responsibilities:
· Assist with above duties as requested by Chairperson.
D. Equipment Committee – Working with students, share the responsibility of transportation, setting up, breaking down, and return of equipment before and after performances. Ensure all trailers and motorized equipment used to haul band equipment is clean and in good working condition, prior to each performance.
a. Chairperson Responsibilities:
· Recruit committee members as needed.
· Supervise all activities listed below.
· Develop a schedule, assigning duties to specific committee members for specific events.
· In conjunction with the Instrumental Music Director, coordinate the pick-up and drop-off of the equipment truck and scheduling of the driver.
· Maintain a detailed inventory checklist, as needed, to ensure all necessary equipment is brought to each performance.
· Provide for adequate maintenance of trailer and motorized equipment used to haul band equipment.
b. Committee Members Responsibilities:
· Load and unload the equipment truck.
· Perform minor repairs to equipment as needed.
· Assist with the construction of props.
· Assist with the transportation of the equipment truck and towing of motorized equipment and trailer. Driver of equipment truck must have a current CDL license if the vehicle being used exceeds 26,000 pounds.
· Some attendance at rehearsals may be required.
E. Fundraising Committee – Raise funds as needed to meet the goals of the Instrumental Music Boosters.
a. Chairperson Responsibilities:
· Schedule and facilitate a planning meeting with fundraising committee, and if possible, the Instrumental Music Director, to coordinate and schedule Booster sponsored fund-raisers for the year, consistent with the goals of the Organization.
· Present all fundraisers, disclosing projected profits and the proposed distribution of profits to the General Membership for approval by a vote.
· Actively seek and appoint Event Chairperson(s).
· Maintain event plan folders and distribute to Event Chairperson(s) prior to each fundraiser.
· Assist Event Chairperson(s) with planning and coordinating fundraising events as needed.
· Attend all meetings relating to fundraising.
b. Event Chairperson Responsibilities:
· Develop event plan and submit to Fundraising Chairperson prior to event (for review) and at the conclusion of event (for file).
· Establish Sub-committees as needed.
· Coordinate the event with the vendor, the Booster Executive Board, Sub-committees, as needed, and the Instrumental Music Director.
· Attend all meetings relating to the specific fundraising event.
· Collect, count and record the funds raised.
· Deliver the funds to the Instrumental Music Booster Treasurer at the end of the Event.
· It should be noted that the counting of funds raised at an event should be conducted by no less than two individuals at said event, in order to ensure an accurate count. Both individuals will report to the President and to the Treasurer regarding the proceeds of the event.
c. Committee Members Responsibilities:
· Under direction of the Event Chairperson, provide assistance, as needed, at Booster sponsored fundraising events.
F. Hospitality Committee – Provide refreshments for football games, competitions, meetings, concerts and fundraisers as needed.
a. Chairperson Responsibilities:
· Coordinate refreshments for football games, competitions meetings, concerts and fund-raisers as needed.
· Coordinate with Instrumental Music Director and custodial staff as needed.
· Coordinate distribution of announcements with Secretary and Communications Chairperson.
b. Committee Members Responsibilities:
· Under direction of the Chairperson, provide refreshments for Instrumental Music functions. Assist with set up and clean up.
G. Public Relations Committee – Inform the public of Instrumental Music Booster and Instrumental Music Department activities. Chairperson will be the RVIMB Vice President.
a. Chairperson Responsibilities:
· In conjunction with the Instrumental Music Director, develop a strategic plan to determine specific goals for the year.
· Create, maintain and update a mailing list and/or database of contacts, with the assistance of the Communications committee, for press releases, etc.
· Work with Webmaster and Instrumental Music Director to post any relevant information on the band website, in school publications, or wherever deemed appropriate.
· Work with the school’s public relations department to obtain coverage of activities.
· Act as a liaison for the Instrumental Music Boosters, in making community contacts.
· Maintain a supply of current photographs to use for publicity.
· Coordinate press releases.
H. Scholarship Committee – Provide guidelines for Instrumental Music Booster Scholarship and assist with selection of recipients as needed.
a. Chairperson Responsibilities:
· Recruit volunteers to serve on the committee.
· Coordinate all related activities with the Instrumental Music Director.
· Coordinate annual updates to the scholarship criteria, as needed, presenting any changes to the General Membership for approval. Maintain a file of previous year’s criteria.
b. Committee Members Responsibilities:
· Committee Members may not be parents/guardians or relatives of senior students.
· Assist with revision of scholarship criteria as needed.
· Serve on the selection committee as requested.
I. Special Events Committee – Provide coordination of special trips, as requested by the Instrumental Music Director.
a. Chairperson Responsibilities:
· Following the approval of any overnight band trip by the RVRHS Board of Education, the Chairperson will meet with the Instrumental Music Director to determine the needs of the student trip participants. Needs may include but are not limited to:
· Overseeing trips arranged by a travel agency
· Hotel Accommodations
· Bus or Airline Transportation
· Group Meals
· Non-Musical Group Activities (cruises, museums, movies, etc.)
· In conjunction with the Instrumental Music Director, develop an itinerary that will reflect the above activities and the performance schedule.
· In conjunction with the Instrumental Music Director and Booster Treasurer, develop a trip payment schedule and assist in the collection and recording of any fees associated with the trip.
· Research all necessary details, as needed, including quotes, payment options, tickets, meal and event options, and logistics at the hotel and performance sites.
· Coordinate all logistical elements while on trip (including organizing all chaperone activities). The Instrumental Music Director will coordinate the musical performance elements.
· Organize decoration of buses used for special events, as deemed appropriate.
· The Chairperson will be expected to go on the trip.
b. Committee Members Responsibilities:
· Under direction of the Chairperson, assist with the above duties as needed.
J. Uniform Committee - Responsible for the inventory, maintenance, distribution and collection of uniforms and related equipment for the Marching Band and Color Guard.
a. Chairperson Responsibilities:
· Create and maintain a listing of students and their corresponding jacket pant and hat number.
· Coordinate with Instrumental Music Director regarding additional accessories that may be needed.
· Coordinate with Instrumental Music Director to order shoes for new and existing members as needed.
· Prior to Summer Band Camp, inventory all uniform items, i.e. jackets, pants, vestees, gloves, hats, raincoats, etc.
· Coordinate annual fitting of all band members and adjust fitting of uniforms during the performance season, as needed.
· Coordinate maintenance of all uniform elements.
· Work with the Instrumental Music Director to coordinate dry cleaning of all uniforms with local cleaner as indicated throughout the season.
b. Committee Members Responsibilities:
· Under direction of the Chairperson, assist with the following as needed:
· Inventory
· Fitting insuring proper fit of jacket and length of pants. Check overall condition of entire uniform, ensuring snaps and zippers are secure. Issue hat and other accessories as indicated.
· Prior to performances, assist with distribution of uniforms; ensuring each band members is properly dressed with all required uniform elements.
· Assist with any required and unexpected uniform maintenance.
· Accompany band to performances, assist as needed.
· After each performance, assist students with uniform collection, ensuring all required elements are accounted for and properly stored in the garment bag.
K. Decorating Committee:
a. Chairperson Responsibilities:
· Coordinate decorations for football games, competitions meetings, concerts and fund-raisers as needed.
· Coordinate with Instrumental Music Director and custodial staff as needed.
b. Committee Members Responsibilities:
· Under direction of the Chairperson, provide decorations for Instrumental Music functions. Assist with set up and clean up.
L. Nominating Committee:
The members will consist of the Vice president, serving as chair and a minimum of 3 additional General Members in good standing appointed by the President. The committee will be responsible for soliciting nominations to be placed on the March election ballot. The chairperson shall announce nominations at the February General Membership Meeting. The chairperson shall contact each candidate prior to that meeting and insure their acceptance of the nomination.
M. Clothing Committee:
The chairperson will be a General Member appointed by the President. The members will consist of any interested General Member. The committee will be responsible for choosing vendors of Band Spirit merchandise (including but, not limited to Varsity Jackets, t-shirts, blankets and show shirts) and negotiating all costs, determining selling prices, distributing order forms, taking orders, collecting fees, and delivering merchandise. There should be no “up front” costs associated with this sale.
N. Other specific committees may be established as deemed necessary by the President or Executive Board.
IX. AMENDMENTS
A. Amendments can be made with due notice to the General Membership. Ratification occurs with the majority vote cast by the General Membership.
B. The By-laws will be reviewed annually.
Reviewed/Revised:
July 15, 2008
By-Laws Initially Adopted:
July 11, 2001
Previous Revisions:
May 14, 2007
March 14, 2007
November 8, 2006
August 30, 2004