By Laws
of the
Francis Howell High School Band Boosters Association

ARTICLE I

ARTICLE II

Object:
The object of the Francis Howell High School Band Boosters Association (herein the
“Association”) shall be:

Section I: To arouse and maintain an enthusiastic interest in the advancement and welfare of
the extra-curricular band programs (herein the “Bands”).

Section II: To individually and collectively lend all support possible; physical, moral and
financial, to the Bands.

Section III: To harmoniously cooperate with school personnel in charge of the instrumental
music department and with the School Board in the diligent effort to keep the Bands at the
highest peak of efficiency.

Section IV: To build and maintain an organization which will assist in the constant promotion
of the activities of the Bands and will be a credit to the school and community.

ARTICLE III

Membership:
Section I: The membership of the organization shall be limited to parents or guardians of
students in the Bands.

Section II: All members shall be subject to the dues as outlined in Article XI of the By-Laws.

Section III: A simple majority vote of attending members rules at all meetings.

Section IV: To be eligible to vote, one must meet membership requirements and be current on
dues payments as outlined in Article XI of the By-Laws.

ARTICLE IV

Officers:
The officers of this Association shall be a President, Vice-President, Secretary, Treasurer and
Volunteer Coordinator. All officers must meet membership requirements as defined in Article
XI.

ARTICLE V

Duties of the Officers:
Section I: The President shall preside at all meetings of the Association & Executive Board,
and will ensure all committees are activated as required

Section II: The Vice-President shall assume all the duties of the President in the absence of
the President.

A. If for any reason the office of President becomes vacant, the Vice-President shall
assume this office, causing the office of Vice-President to become vacant.

B. All other vacant offices shall be filled by reactivating the Nominating Committee,
which shall recommend a new slate of officers and schedule a vote at the next
regularly scheduled meeting.

Section III: The Secretary shall keep the records and minutes of all meetings of the
Association and Executive Board and attend to the correspondence.

Section IV: 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
receive all funds due and deposit same in special accounts provided for this purpose. The
Treasurer will report the Association’s financial position at each Association meeting. Family
Accounting statements will be handed out at the monthly meeting or mailed to Association
families not in attendance.

A. An account for the Association will be kept in a bank checking/savings account(s)
to be administered by the Treasurer and/or President. All money collected
directly involving student activities must be deposited in this account.

B. All reimbursements are supported by the approved operating budget or an
Association vote. Any Association member may submit a request for
reimbursement provided they submit original receipts and a Check Request form
which has been approved by the appropriate Committee Chairman or a member of
the Executive Board. The approvers are responsible to ensure it is an approved
expense.

C. For all trips, a five hundred dollar ($500) emergency fund will be provided to the
Department Director or member of the Executive Board, upon request to the
Treasurer. An accounting of used and unused funds will be reported to the
Treasurer including receipts. The unused portion shall be returned to the
Treasurer for redeposit.

D. All monetary donations to the Boosters Association both by corporate enterprises
or private individuals will be given to the Treasurer and deposited into the general
fund of the organization. A full accounting will be given by the Treasurer of such
transactions.

Section V: The Volunteer Coordinator shall be responsible for coordinating volunteers. He
or She shall, either personally or by delegation, is responsible for the following:

A. Actively recruiting band parents/guardians into Association support activities.

B. Directing volunteers to the areas and individuals requiring assistance.

C. Providing descriptions of the duties for which volunteers are sought, including:

1. What needs to be done?
2. When it needs to be done?
3. What are the approximate time requirements?
4. Who is the contact person to instruct the new volunteer and
where can that contact person be found at the required time?

D. At the discretion and direction of the President and/or Vice-President, the
Volunteer Coordinator may further assist the President and/or Vice-President in
recruiting non-standing committee members, assuring that the committee
accomplishes its function and any other assistance requested by the President
and/or Vice President.

ARTICLE VI

Election of Officers:
Section I: The President shall ask for Nominating Committee volunteers at the February
meeting and appoint the committee shortly thereafter.

Section II: The Nominating Committee shall present a slate of officers for election at the
April meeting of the Association. Every effort should be made to find two candidates for each
office.

Section III: Election of officers shall be held at the April meeting of the Association.

Section IV: New officers will be installed during the May meeting of the Association.

ARTICLE VII

The Executive Board:
Section I: The Executive Board shall be composed of the Officers of the Association and the
Director of the Band Department of Francis Howell High School.

Section II: The Executive Board shall have general supervision of the affairs of the
Association.

Section III: The Executive Board of the Association, with four consenting votes, shall have
the power to authorize Association funds as follows:

Budgeted Operating Expenses (less Contingency funds): The Executive Board can approve all
level of expenditures in these categories without membership approval as long as the total
amount expended doesn’t exceed the approved budgeted amount for the category.
Non-budgeted Expenses: The Executive Board can approve non-budgeted expenditures up to
one hundred fifty dollars ($150) in one month without membership approval.

ARTICLE VIII

Meetings:
Section I: The regular meetings shall be held once each month. The Association shall
establish the regular meeting dates.

Section II: Regular meetings may be omitted if the meeting date is a holiday, if school has
been cancelled for any reason, or the Board decides there is no pending business to discuss.
Meetings may be rescheduled by the Executive Board.

Section III: Special meetings may be called by the President or the Executive Board.

ARTICLE IX

Standing Committees:
Section I: There shall be the following standing committees:

A. Fall Invitational

B. Winter Festival (in years the festival is held)

C. Nominating

D. Audit

E. Banquet

F. Scholarship

G. Other committees may be appointed by the President and/or Executive
Board as needed.

Section II: The duties of these committees shall be:

A. The Fall Invitational Committee shall be responsible for planning and
executing the Fall Invitational.

B. The Winter Festival Committee shall be responsible for planning and
executing the Winter Festival in those years when the Association is
selected to host the event.

C. The Nominating Committee shall be responsible for obtaining a qualified
slate of officer candidates for the election of Association Officers.

D. The Audit Committee shall be responsible to review the financial books of
the Association, including the Script account.

E. The Banquet Committee shall be responsible for planning,
communications and hosting the annual band banquet.

F. The Scholarship Committee will be chaired by a member of the Executive
Committee that does not have a senior student. The chair shall prepare the
scholarship applications for the committee to review and oversee the final
selection discussions. The committee shall review the applications and
identify those that best meet the criteria requested in the application.

Section III: The President and/or Executive Committee shall appoint these committees on an
annual basis.

ARTICLE X

Annual Financial Audit & Report:
Section I: An annual audit of the books will be conducted by the Audit Committee during
the month of May, report to the Executive Board at their June meeting and to the Association at
the next scheduled meeting.

ARTICLE XI

Dues:
Section I: The Executive Board will set the next year’s budget and associated
dues/fundraising payment schedule at the July Board meeting and submit to the membership for
approval at the August Association meeting. Approval is required in order to proceed with
Association expenditures for the next school year.

Section II: Association member dues and fundraising will be tracked via a Family
Accounting System. Family Accounting will include the following components:

A. Dues payments will be credited to each Association family

B. Monies raised via fundraising will be to the benefit of the band but credited to the
Association family that earned the money

C. Any surplus funds in a Family Account may be carried forward to pay the dues
obligations of any future students

D. In the event a family has a surplus with no future students in the program, all monies will
go back to the Association general fund.

E. Each family will receive a monthly statement of their account.

ARTICLE XII

Scholarships:
Section I: Each year Association scholarships shall be awarded in the amount of $500 for
each group of ten (10) graduating senior band students. Any students over a multiple of ten will
receive another scholarship.

A. A scholarship committee shall be appointed by the President with the only
restriction being that the committee will not have members who are parents of
graduating seniors.

B. Scholarship applications shall be made available to all graduating students who
were members of the bands through the Director of the Band Department.

C. The applications will be used to determine the merits of the applicants.

D. Payment of a scholarship shall be withheld until proof of enrollment in an
institution of higher learning is supplied to the current Treasurer and the submittal
of a receipt. In the event the student has not proven enrollment by January 1 of
the following year, he/she shall forfeit the scholarship and that scholarship shall
be paid to the alternate.

ARTICLE XIII

By-Laws:
Proposed changes to the By-Laws must be communicated to Association members at least 30
days prior to a vote. A two thirds majority vote of attending members at the meeting is required
to add, delete, or modify any provision of the Constitution and/or By-Laws.
(Revised 5/07/2007)

By-Laws in PDF form