Article I – Name
Section I. The name of this association shall be “PLEASANT GROVE HIGH BAND BOOSTERS”
Article II – Purpose
Section I. The purpose of this association shall be to create interest in and give moral and financial support to the instrumental and related programs of Pleasant Grove High School Band but in no way interfere with the teaching policies of the instructors.
Article III – Membership
Section 1. Any person over18 years of age and interested in the welfare and progress of the school band and related programs may become a member of this association upon subscribing to this Constitution and By-Laws.
Section 2. Dues will be determined from year to year by the Executive Board.
Article IV – Officers and Elections
Section 1. The officers of this association shall be President, Vice President, Treasurer, Secretary, Fundraising Coordinator, Publicity Coordinator, Equipment Coordinator, and Webmaster.
Section 2. Elected officers of the association must have a student currently enrolled in the PGHS or KAMS band program. Officers shall be elected for one-year terms.
Section 3. At the 2nd to the last month of the fiscal year (May), the President shall appoint a nominating committee to report to the club at the last meeting of the year. At the last meeting, the nominating committee will report, nominations will be received from the floor, and election of new officers will take place.
DUTIES OF OFFICERS:
President: It shall be the duty of the President to preside at all meetings of the association and he/she shall be an ex-officio member of all committees and general activities of the association. The President will act as liaison between the Booster Club and School District. It is also his/her duty to direct the general activities of the association and to coordinate them.
Vice President: Shall perform the duties of the President in the absence of that officer. In addition, the vice president is responsible for the completion of the annual audit which should be presented at the October meeting following the end of the fiscal year and shall provide assistance to the treasurer upon request.
Secretary: Shall record all minutes of each meeting and report those minutes at the following meeting. Secretary shall e-mailed approved minutes to the general membership who have provided for this communication method and also post them in the Booster Club binder in both the PGHS and KAMS band rooms where they will be available to all club members for inspection upon request. Secretary shall also be responsible for all written and e-mail correspondences to club membership and shall draft general correspondence on behalf of the club in support of other officers as required. The Secretary will also maintain the parent roster, maintain all physical and electronic records, create forms and flyers as needed, and keep attendance records of each meeting and event.
Treasurer: Shall receive and be custodian of all monies paid into the club, pay all bills of the club upon proper approval, report financial status of the club at monthly board meetings, and assist with the preparation of the club budget. In addition, the treasurer shall prepare a monthly financial statement and annual report, supply the Vice President with information required for the end of the year audit, and supply information to the appointed tax preparer if other than the treasurer.
Fundraising Coordinator: Shall solicit businesses and individuals who would potentially donate to the club and maintain contact. The Fundraising Coordinator will be the liaison between the Booster Club and all sponsors, will plan and coordinate fundraising events and will solicit and organize parent volunteers for those events.
Publicity Coordinator: Shall notify media of upcoming band and related group performances and other events, draft written correspondence on behalf of the club and provide information to school personnel pursuant to said events. Shall provide support to the Fundraising Coordinator and event committees as formed to plan and coordinate band functions and events and provide food supplies as needed. Duties shall also include sending letters of thanks to sponsors and others as required. If this position is not filled, its duties will be divided among other board members.
Webmaster: Shall maintain and update a Booster Club website with all pertinent band information.
Equipment Coordinator: Shall be in charge of transporting or finding transportation for band and related equipment to and from performances not being held at Pleasant Grove High School or Albiani Middle School. Shall maintain inventory records of Booster Club property, and oversee either personally or by designee the assignment, return, and maintenance of band uniforms and any recordkeeping associated thereto. Shall assist the band director and students as needed in maintenance and purchase of band equipment.
Article V – Meetings
Section 1. General meetings shall be held at least in September, October, January, March, and May, or as needed; dates will be chosen by the Booster Board and announced to the club at large in advance. Regular board meetings shall be held monthly on the 3rd Thursday of the month at at a location to be designated by the President and the board members.
Section 2. The executive committee of the president may call a special meeting. Members will be notified by e-mail or by phone where e-mail is unavailable.
Section 3. The Band Director shall be an ex-officio member of all committees or meetings.
Section 4. No project for the welfare of the band shall be undertaken which does not have the approval of the Band Director.
Section 5. A quorum of 5 will be required to vote on band booster agenda items or on items brought before a special meeting. Telephone and e-mail votes will be accepted.
Section 6. Any expense over $500 will require a vote at a general meeting and will require a 2/3 majority for approval.
Article VI – Fiscal Year
Section 1. The fiscal year, for financial and reporting purposes, shall be July 1 through June 30.
Article VII – Student Accounts
Section 1. Students participating in the instrumental and related programs of Pleasant Grove High School or Katherine Albiani Middle School will have a Band Boosters’ savings account for fundraised money. Money in the account may only be used for band-related equipment and activities as long as the student is continuously participating in the PGHS or KAMS band or related programs. A transfer request form or a check request form with a copy of a receipt is required for disbursement of monies from student accounts. Checks will be made payable to students or their parents only in repayment of an already-incurred expense.
Section 2. Upon leaving the band or related program, student savings account funds may be transferred to a sibling if the sibling is to continue participating in the band or related program; otherwise, all unused money in the student’s individual account will be transferred to the Band Booster’s general fund.
Section 3. In the event that there are no siblings to receive funds, remaining account balances belonging to graduated seniors will be transferred to a student assistance account at the beginning of the school year following the student’s graduation.
Article VIII - Amendments
Section 1. By-laws may be amended as needed, with proposed text changes submitted in writing or sent via e-mail prior to a regularly scheduled or specially-called meeting.
Section 2. Written and/or e-mail notice of intent to conduct a vote on amendments to By-laws must be included in the announcement of the agenda for the upcoming general meeting. Voting on amendments will require a quorum of 5, and amendments are approved if a majority of the members present at the meeting vote for approval.
Section 3. Approved amendments will be incorporated into the By-laws text by the secretary. A current copy of the By-laws shall be available in the PGHS and KAMS band rooms, and maintained on the website.
Article IX – Termination of Association
Section 1. Upon the dissolution of this organization, its assets remaining after the payment of, or provision for the payment of, all debts and liabilities of this organization, shall be distributed to the Pleasant Grove High School Band Fund, Pleasant Grove High School, if it is then in existence and organized and operated exclusively for the charitable purposes and exempt under IRC Section 501(c)(3), but if not then in existence or so organized and operated or exempt, to another organization which is organized and operated exclusively for charitable purposes and which has established its tax-exempt status under IRC section 501(x)(3)
Adopted this 25th day of September, 2008.
President: Holly Yue
Vice President: Heather Reinitz
Treasurer: Robin Haney
Secretary: Debra Vaca
Fundraising Coordinator: Cathy Sterk
Publicity Coordinator: Leslie Youngstrom
Equipment Coordinator: Larry and Heidi Walther
Webmaster: Giselle Koford