LAFAYETTE LANCER BAND BOOSTERS
CONSTITUTION AND BY-LAWS
Amended and Adopted September 1999
Amended and Adopted July 2002 (see below in blue – italic & bold)
Amended and Adopted May 2004 (see below in red – italic & bold)
Amended and Adopted September 2006 (see below in green – italic & bold)
Amended and Adopted January 2008 (see below in purple – italic & bold)
Amended and Adopted March 2008 (see below in orange – italic & bold)
Amended and Adopted December 2010 (see below in brown - italic & bold)
Amended and Adopted July 2012 (see below in pink- italic & bold)
Article I – Name
The name of this organization shall be the “Lafayette Lancer Band Boosters”; a parent oriented organization of Lafayette High School.
Article II – Objective
The objectives of this organization are as follows:
A. To stimulate community and district-wide interest and pride in the Lafayette Lancer Bands.
B. To encourage the students’ pride in their accomplishments by assisting and supporting band student activities.
C. To assist the Band Director(s) in carrying out school policies.
D. To assist in providing additional finances as required for those facets of band programs not included in the Board of Educations appropriations.
Article III – Membership
Section 1. Parents or guardians of all Lancer Band and Auxiliary students shall be considered active members.
Section 2. All active members are responsible to volunteer to support Band Booster
Section 3. All Lafayette High School administrators shall be welcome at all meetings and Lancer Band functions.
Section 4. All Parents of band students, who have graduated from the Lancer Band Program, as well as said graduated band members, are considered Alumni. All Alumni members who wish to continue helping the Lancer Band program via volunteerism at special events and/or fundraisers shall be considered active members.
Article IV – Officers
Section 1. Officers of this organization shall; be as follows: Co-Chairman, Co-Chairman, Secretary, Treasurer and Assistant Treasurer.
Section 2. The nominating committee shall prepare a slate of prospective officer candidates and present it to the Co-Chairs prior to the April general membership meeting. During this meeting, the Co-Chairs will entertain nominations on from the floor. Election of officers shall be by majority vote of the membership present at the April general membership meeting. Newly Elected officers shall assume their responsibilities June 1.
Section 3. Officers are elected for a term of one year and shall hold office until their successors have been elected and installed.
Section 4. Term of office – No officer shall hold the same office for more than two consecutive years.
Article V – Duties of Officers
Section 1. Co-Chairman: Two Chairmen shall preside and be deemed “co-Chairmen”. The Co-Chairmen positions may be an elected spousal team. The Chairmen shall preside at all general meetings and Executive Committee meetings. The Chairmen shall be ex-officio members of all committees and shall perform all other duties herein outlined and as required by the office. The Co-Chairmen shall be responsible for promotion of the bands and Auxiliary (guard) program at LHS and the three middle schools. The Co-Chairmen shall be responsible for continuously auditing the Band Booster organization operations for consistency with existing by-laws.
Section 2. Secretary: The Secretary shall keep a written record of all general meetings and Executive Committee meetings, and shall present them at each general meeting and Executive Committee meeting.
Section 3. Treasurer: The Treasurer shall transfer all funds from special projects to the Lafayette Band Booster checking account. The names of the Co-Chairmen and Treasurer shall be on the account with two signatures required on any check in excess of $500.00. The Treasurer will provide a written financial report and a full statement of financial activities at every general meeting and Executive Committee meeting. The Treasurer shall be responsible for assuring all year-end tax returns.
Section 5. Assistant Treasurer: The Assistant Treasurer shall transfer all funds from special projects to the Lafayette Band Booster checking account. The names of the Chairmen, Treasurer and Assistant Treasurer shall be on the account with two signatures required on any check in excess of $500.00. The Assistant Treasurer will assist the Treasurer in providing a written financial report and a full statement of financial activities at every general meeting and Executive Committee meeting.
Article VI – Executive Committee
Section 1. The Executive Committee of this organization shall consist of the following: the five officers named in Article V, and Auxiliary parent representative* chosen by a majority vote of the Auxiliary parents after the announcement of the new year’s Auxiliary squad, School Principal, Assistant Principal in charge of activities, Band Directors and Auxiliary Director, Chairman of all standing committees, and non-voting members who shall be Drum Major(s) and Auxiliary Captain(s).
(*Auxiliary parent representative/Guard Liaison’s role is to assist the guard director by presenting guard needs to the Executive Committee, to keep the Band Booster organization informed of guard activities, and to help coordinate guard activities such as guard camps and flag sewing.)
Section 2. Voting members of the Executive Committee shall consist of the positions so named in Article VI, Section 1 and shall cast one vote each.
Section 3. The Executive Committee shall be responsible for coordinating the activities of the organization and shall determine and implement its policies, being guided by the recommendations of the Band Director(s), the chairmen of the appointed committees, and the general membership. These policies are subject to the approval of the Principal and the Band Directors of the Lafayette High School.
Section 4. The Band Director(s) may veto any action of this organization which, in their opinion, is detrimental to the best interest of the students of Lafayette High School. Any impasse as a result of a veto between the Executive Committee and the Band Director(s) may be appealed to the Lafayette High School Principal, or appropriate administrator.
Section 5. The Executive Committee shall meet monthly unless deemed unnecessary by a quorum of the Executive Committee members.
Section 6. Executive Committee vacancies shall be filled by appointment of the members present and voting at a regular or called meeting of the Executive Committee. Executive Committee members shall be appointed for the term of the elected Band Boosters Officers.
Section 7. Successor Executive Committee members appointed under Article VU, Section6, shall serve only through the remaining un-expired term. Such person(s) shall be eligible for nomination and election to a full term of office subject to conditions and limitations under Article, Sections 2, 3 and 4.
Section 8. The Executive Committee shall be responsible for the establishment of the Band Booster standard, operating budgets, and Chart of Accounts. The Executive Committee shall work with Band Directors and committee chairmen to create necessary operating budgets. The Executive Committee shall audit the performance of Band Booster operating budgets against all expenditures. The Executive Committee shall be responsible for assuring that all necessary year-end tax statements are filed. The Executive Committee shall provide a written statement documenting current expenditures to budget, highlighting variances at all Executive Committee meetings.
Article VII – Committees
Section 1. A standing committee represents an on-going Band Booster activity and shall be continually chaired by a Band Booster member. All standing committee chairmen shall be appointed by the Co-Chairmen with approval of a majority of the Executive Committee present and voting at a regular or called meeting of the Executive Committee.
Section 2. The standing committees as determined by the Executive Committee of this organization are as follows:
Student Accounts: To maintain student accounts by keeping track of all individual student records of cash deposits and hours worked at the various fundraisers. Records of all student account charges and cash withdrawals will be maintained.
Fundraising: To identify and coordinate new and continuing sources of income for all Band Booster activities.
Telephone Chain: To periodically contact families by telephone regarding pertinent information. There will be approximately one member per 10 families.
Publicity/Web Site: To facilitate the Band Web Site, media coverage of band events, and publicize band information.
Hospitality/Newcomers: To coordinate parents to call prospective 8th grade parents in the Spring to promote band participation. To coordinate newcomers’ night activity prior to band camp meeting in July. To plan, organize, and enlist volunteers to serve refreshments after concerts throughout the year.
Contest of Champions Chairman: To plan, organize, and conduct the Band Booster marching band fundraising competition during the marching band competition season.
Contest of Champions Program Book: To coordinate the selling of ads, layout, design, collection of accounts payable for ads, printing and distribution of the Contest of Champions Program books.
Craft Fair: To plan, organize and conduct the Band Booster holiday boutique fundraising event held during the fall holiday season.
Band Camp: To plan, organize and coordinate the Lafayette Lancer Regiment Marching Band summer camp for all marching band members, Band Directors and needed chaperones.
Uniform Committee: To take charge of the uniform accessory orders prior to marching season. To measure, issue marching uniforms and supervise uniform changes during marching season. To coordinate collection and cleaning of uniforms after marching season.
Concession Stand: To plan, organize, and staff and conduct all concession stand activities for key Band Booster fundraising events.
Equipment: To be responsible for renting and driving a truck to transport equipment for band camp and competitions. To coordinate volunteers and students to load and unload equipment on and off the truck. To coordinate equipment volunteers in moving equipment on and off the field for competitions. Tuxedos: To assist with measuring and issuing tuxedos. To give guidance to the students in taking care of tuxedo while in their possession. To account for cummerbunds, ties, and tuxedos when turned in.
Nominating: To establish a slate of officers for the approval of the Executive Committee. Scholarships: To maintain the scholarship program offered by the Band Booster organization. To make scholarship applications available to senior band and guard members. To see that new scholarship awards are presented and administered to recipient’s college/university.
Band Recognition: To plan and coordinate the program for all bands members near the end of the school year. To work with the senior students in planning the program and overseeing the content of the program.
Props/Scenery: To be responsible for coordinating with Band Directors what props and scenery will be required for band competitions. To coordinate volunteers to locate, build and assemble props prior to first competition. To coordinate volunteers to move all props on and off the field during competitions.
Team Building: To oversee the team building events for band/guard during the course of the season. To coordinate with the Band Directors appropriate ideas to enable the band to become a cohesive unit. To promote camaraderie, team spirit, friendship and self-esteem among band members and their families.
Recruitment: To promote excitement, enthusiasm, and desire to join the band program among 8th grade students entering Lafayette. To provide activities for 8th grade students to participate in to give them an idea of the opportunities and fun available in the band program.
Spirit Wear: To order, purchase and/or make available clothing items necessary for band members. To provide band clothing items for parents to purchase.
Fall Guard Liaison, Winter Guard Liaison, Winter Percussion and Theater Liaison: To be the Band Booster parent available to work with the Band and/or Guard Directors.
Historian: To maintain a file of photographs, event information and quotes throughout the school year. These items will be made available to the Band Directors and Band Banquet Chair for use as needed.
Section 3. Other committees as needed would be called upon by the Co-Chairmen for activities that are not ongoing or may be needed every year as such as spring boutique, garage sales or trip coordinator.
Section 4. Standing Committee Chairmen will be appointed for the term of the elected Band Booster officers and shall hold office until their successors have been installed.
Section 5. Special Committees may be appointed as required by the Co-Chairmen subject to the conditions and limitations under Article VII, Section 1. The recommendations of the Executive Committee will be considered in determining the need and scope of activities for Special Committees. Special sub committees may be appointed as deemed necessary by the supervising Committee.
Section 6. Special Committee members will serve for the time of appointment until expiration of the term of the current Executive Committee.
Article VIII – Quorum for Meetings
Section 1. A minimum of seven (7) – voting members shall constitute a quorum at any regular or special meeting of the Executive Committee.
Section 2. The members present shall constitute a quorum at any regular or special meeting of the membership of the Band Booster organization.
Article IX – Student Accounts
Section 1. The purpose of Student Accounts is to provide the student with a way to raise money for use in band activities and to encourage student participation in fundraising events.
Section 2. Student Accounts are individual records of money earned by the students during individual fundraisers and authorized withdrawals made by students.
Section 3. Group fundraisers such as Contest of Champions and Marketplace are designed to benefit the group as a whole and money earned will go to the general band fund unless the Executive committee has designated that these earnings are to be used for a specific purpose. Band Directors will encourage all students in band and Auxiliary to participate in group fundraisers.
Section 4. Individual Fundraisers such as Entertainment Books, Contest of Champions Program Ad sales, candy or food sales will have the earnings directly to the account of the student raising the funds. These funds may not be withdrawn as cash.
Section 5. Students are to use the credit in their Student Accounts to help offset the costs of band sponsored trips, band camps, and the required band apparel such as marching shoes, polo shorts, marching gloves, guard uniforms, tuxedo cleaning, etc.
Section 6. A student’s account will remain open for as long as that student is involved with the band program or until the student graduates. Remaining balances in the student’s account at the time of graduation will be rolled into the Band Booster general fund or may be allocated to a sibling currently in the band program or entering the band program the following school year.
Section 7. Funds are not transferable except under Section6. Cash withdrawals are not permitted.
Section 8. Some students may be unable to work a specific fundraising event due to a conflict with a Lafayette music department commitment such as Jazz Band, Winter Guard, Solo and Ensemble competitions, etc. In these fundraising events, a parent may take that student’s place in working that event for the student account credit. Credited parent hours may be limited by the event chairman based upon the level of participation of other members.
Section 9. The Executive Committee may elect to extend the [provision pf Section 8 to other Band Booster activities or events at a regular or called meeting of the Executive Committee.
Article X – Scholarships
Section 1. The Lafayette Band Booster College Scholarship Fund was established for the purpose of providing financial assistance to a deserving graduate of The Lafayette Band Program.
Section 2. The amount of the scholarship is a one-time $2,000.00 award.
Section 3. Awarded scholarship funds will be deposited in the student’s scholarship.
Section 4. Scholarship funds may be used by the recipient for tuition, books, and fees directly related to course requirements, or dormitory housing.
Section 5. The Scholarship applicant must be a graduating senior of Lafayette High School, an active participant in the Lafayette Band Program, show proof of acceptance to an accredited college or university, proof of academic achievement (GPA) and ACT/SAT score, and submit two character reference letters.
Section 6. The Scholarship Processing Committee Chairman is appointed by the Executive Committee to serve a one-year term. The Chairman is responsible for the selection of at least four members for the Selection Committee. The Selection Committee shall be comprised of persons not associated with the Lafayette High School Music Department or Lafayette High School. The Scholarship Processing Committee may not have an eligible student as an applicant.
Section 7. The Scholarship Processing Committee makes application forms and requirements available to students, recruits Selection Committee members, recommends funds dispersal, notifies Director of recipient, and notifies Booster Chairman of recipient for presentation of award at band banquet.
Article XI – Expenditure of Funds
Section 1. Expenditure of funds is the basis for spending Band Booster funds. It provides for budget control, monitoring and use.
Section 2. Each major Band Booster activity or large fundraiser must have an operating budget approved by the Executive Committee for the new operating year.
Section 3. All established budgets must adhere to the standard Band Booster Chart of Accounts. All budget revisions must be approved by the Executive Committee prior to the commitment of funds.
Section 4. The Treasurer shall disperse only those funds that are shown in an existing, Executive Committee approved, operating budget or those funds approved on an individual basis by the Executive Committee.
Section 5. The Budget Director/Treasurer shall consolidate all operating budgets into a single Band Booster Operating Budget for use at all Executive Committee meetings. This consolidated Budget shall provide the basis for making any additional funding year decisions.
A. In case of hospitalization and/or illness, a card may be sent from the Band Booster organization to immediate family members and grandparents of a Lafayette Band student. Other personal contributions, not utilizing Band Booster funds, may be made as desired, such as meals, gifts, etc.
B. In the case of the death of a grandparent of a Lafayette Band student, a card may be sent from the Band Booster organization. Personal money may be contributed for a gift if desired.
C. In case of the death of a parent of as Lafayette Band student, a memorial in the amount of $50.00 will be given to any scholarship or trust fund designated by the family to benefit the student. This amount will be given from the Band Booster general fund.
D. In the case of the death of a Lafayette Band student, a memorial gift may be given using funds from the Band Booster general fund. The gift amount is to be determined at the discretion of the Executive Committee, and may be used to provide an appropriate item(s) for the Lafayette Band program in memory of the student.
In order to make a donation to charitable funds such as the Cancer Society to honor those parents who have passed, I propose that Article XI, Section 6 (c) be rewritten as follows:
In the case of the death of a parent of a Lafayette Band student, a memorial gift in the amount of $50 may be given to one of the following:
1) a charitable organization designated by the family, 2) a scholarship or trust fund designated by the family to benefit the student, or 3) to provide an appropriate item(s) for the Lafayette Band program in the memory of the parent.This amount will be given from the Band Booster general fund.
Article XII – Trip Policy
Section 1. Trip Policy states the level of funding support which the Band Booster organization provides for Band Directors and chaperones during a band sponsored trip.
Section 2. The Band Boosters shall pay major holiday trip identified expenses, as determined by the Executive Committee, for Band Directors and their spouses. Band Director children and incited guests, are the responsibility of the Band Director.
Section 3. The Band Boosters shall pay other than major holiday band trip identified expenses, as determined by the Executive Committee, for Band Directors only, Any Band Director spouse, children, or invited guest who accompany the Band Director on a trip other than a major holiday trip, are the responsibility of the Band Director.
Section 4. The Band Boosters shall pay identified trip expenses, as determined by the Executive Committee based upon available Band Booster funds, for Band Booster active members who are designated as trip chaperones for any Band Booster 1) a charitable organization designated by the family, 2) a scholarship or trust fund designated by the family to benefit the student, or 3) to provide an appropriate item(s) for the Lafayette Band program in the memory of the parent.This amount will be given from the Band Booster general fund. trip.
Section 5. Band Director trip accounts, similar to student accounts, are permitted for use by Band Directors to raise funds for use on the major holiday band trip only. Fundraisers such as garage sales, pizza sales, car washes, etc. may be used to raise trip funds. Band Directors may not participate in fundraising activities where band students are participating for an hourly wage as part of the stated Student Account Article IX.
Article XIII – Amendments
Section 1. The constitution and the by-laws will be effective and govern the organization and activities of the Lafayette Lancer Band Boosters upon completion of the following:
A. Approval of majority of the Executive Committee.
B. Approval of the Lafayette High School Administration.
C. Development of initial slate of officers.
D. Approval of a majority of persons present at a general meeting of parents or guardians of the Lafayette High School Lancer Band members.
E. Election of initial slate of officers by a majority of persons present at the meeting described above.