Battle Creek Band Boosters, Inc.

Constitution & By-Laws

Adopted September 2019
Amended January 2020

Article I Article VI
Name Voting

Article II Article VII

Purpose Committees

Article III Article VIII

Corporate Officers General Financial Procedures
Duties of Corporate Officers Collection of Money
Student Payments
Article IV Guidelines
Membership Eligibility
Termination of Membership Article IX
Amendments
Article V
Meetings

These revisions of the Battle Creek Band Boosters Constitution and By-laws have
been voted upon and adopted at the regularly scheduled meeting held on January
7, 2020.
 ARTICLE I

A. Name

1. The name of this organization shall be the Battle Creek Band Boosters, Inc.,
hereinafter referred to as the BCBB or “Boosters.”

2. The BCBB will operate as a non-profit organization as detailed in the sections

following.

3. The principal office, place of business, and mailing address of the Battle Creek
Band Boosters shall be:
P.O. Box 664
Reidsville, GA 30453

a. The keys to this P.O. Box shall be kept by the TCHS Band Director and a
member of the Executive Committee designated by the President.

ARTICLE II

A. Purpose

1. The purposes of the Boosters are:

a. To provide support to the band programs in the Tattnall County School

System;

b. To coordinate with the local, county, and state Board(s) of Education,

to promote, support, and improve the schools’ band programs;

c. To promote ways and means of providing for the moral, physical, or

financial needs of the Tattnall County band programs over and above
those supplied by the Tattnall County School System. The BCBB shall
seek neither to direct nor interfere in the administrative activities of the
band, nor control its policies. Further, the Band Director(s) shall not seek
to contest the policies of the BCBB;

d. To cooperate with and support those in charge of the band program(s)

and the school administrations to the end that the band program(s)
shall maintain the highest possible degree of efficiency;

e. To raise funds for band-related activities and equipment as approved

by the Boosters;
 f. And to build and maintain an organization of parents and persons,
which will help promote the general activities of the band programs in
the Tattnall County School System.

2. Interpretations of any reasonable deviations of items and conditions set forth

above shall be within the authority of the Board of Directors as long as they
shall be in accordance with the furtherance of the purposes of the Boosters.

ARTICLE III

A. Corporate Officers

1. The officers of BCBB shall be: President, Vice-President, Secretary, and

Treasurer. The same person shall not hold two (or more) offices concurrently.

2. The officers of BCBB shall be involved in band (concert and marching) or color
guard activities. The Secretary shall have the capability of recording and
maintaining accurate records of all meetings. The Treasurer shall have a
working knowledge of basic bookkeeping, accounting procedures, and the
financial guidelines provided.

3. A vacancy in any office shall be filled by an Executive Committee vote, held

at the annual, regular, or called meeting upon the occurrence of such
vacancy, unless all of the offices become vacant and then a special meeting
is called to address said vacancies. A vacancy exists when any officer resigns
his or her office or is recalled by the members.

4. In the event of vacancies of the entire slate of officers, the Band Director(s),
as ex-officio member of the Board of directors, shall preside over the election
of a new slate of officers at the same meeting.

5. Two unexcused absences in a row by an officer could constitute a vacancy

in that office, and the Executive Committee may declare the office vacant.
An excused absence shall be determined by a vote of the Executive
Committee.

B. Duties of the Corporate Officers

1. All officers of the BCBB shall be responsible and accountable for their acts as
such to the membership. Before seeking an office, each candidate must read
and understand the responsibilities required of the position.

2. The President shall:

a. Preside at all meetings of BCBB and of the Board of Directors;

 b. Call meeting as provided by the by-laws;

c. Be ex-officio member of all committees;

d. Have the responsibility for the general management of the affairs of the
BCBB;

e. Have the authority to sign all checks drawn on the general fund and
uniform fund in the BCBB bank account;

f. Carry out the resolutions of the Board of Directors and membership, in

accordance with the job description as amended from time to time.

3. The Vice-President shall:

a. Perform the duties and exercise the powers of the President in the
absence of the President;

b. Perform such duties as may be prescribed by the Board of Directors

from time to time;

c. Assist the President in any and all endeavors of the Boosters.

4. The Secretary shall:

a. Record the minutes of all meetings and proceedings of the

membership and the Board of Directors and maintain the same minutes
for a period of at least five (5) years;

b. Perform such other duties as may be assigned to him or her, from time
to time by the President or the Board of Directors.

c. Serve all notices for the BCBB which have been authorized by the Board
of Directors;

d. Maintain all books and records of the BCBB other than the working
financial records kept by the Treasurer and Fundraising Chairperson.
These records include meeting minutes, monthly financial records, and
all other past financial records. These records must be kept for at least
five (5) years;

e. Act as a liaison between the Boosters and the Tattnall County

community;

f. Be responsible for any press release to area newspapers, radio stations,

or other media;
 g. Be responsible for informing the Boosters of any items of political or
community interest which impact the operation and maintenance of
the organization.

5. The Treasurer shall:

a. Have custody of and be responsible for all money held in the General
Fund of the BCBB bank account;

b. Acquire and maintain financial records, including monthly bank

statements, regarding the Uniform Fund;

c. Produce monthly financial statements in accordance with generally

accepted accounting practices and deliver a copy to the Secretary
along with a copy of the detailed receipts and disbursements for the
month, to be retained by the Secretary for a period of at least five (5)
years;

d. Have the power to sign all checks drawn on the general fund of the
BCBB bank account.

6. No officer shall, for reason of their office, be entitled to receive any salary or
compensation, but nothing herein shall be construed to prevent an officer
from receiving any compensation from the Boosters for duties or services other
than as an officer.

ARTICLE IV

A. Membership Eligibility

1. All parents or guardians of participants in the band programs within the

Tattnall County School System are automatically members of BCBB and are
eligible for election to office. The Board of Directors may establish reasonable
dues to the active membership.

2. The Board of Directors may admit to membership interested persons who are
not parents or guardians of band members.

B. Termination of Membership

1. Membership may be suspended or terminated by the Board of Directors for

any member convicted of any felony or any conviction for an offense where
moral turpitude or financial misconduct are involved and which appear
detrimental to the good name, reputation, and purposes of the Tattnall Band
Boosters.
 2. Membership may be terminated if the Board of Directors determines that the
member has political or other self-interested purposes for providing financial
support for the band.

3. Membership may be terminated by a majority vote if any member becomes

a detriment to the organization. This will happen when the Board of Directors
discusses the situation and determines by a majority vote that the member
does more harm than good to the organization.

4. For hearing cases of dismissal as described in Article B, Sections 2 or 3, the

following procedures will be followed:

a. A Special Board of Directors meeting will hear the complaint

b. A minimum ten (10) days’ written notice will be provided to the member
with the specific complaints detailed.

c. The member’s right to appear and speak is guaranteed.

d. After deliberation and upon a four-fifths vote of the Board of Directors

to terminate the member, the member is terminated. Termination shall
be effective at such a time and for such a duration as directed by the
Board of Directors.

ARTICLE V

A. Meetings

1. Regular meetings of the Boosters shall be held on the first Tuesday of each
month, or at such other times as the Board Members may determine;

2. The members present at any regularly scheduled or properly noticed special

meeting shall constitute a quorum;

3. Special meetings shall be called by the Band Director(s) or by the Booster

President, when deemed in the best interest of the Boosters;

4. All Board Members are required to attend all meetings.

5. Order of business is as follows:

a. Call to Order
b. Reports of the Committees
c. Reports of the Officers
d. Old Business
 e. New Business
f. Report of Band Director
g. Adjournment

ARTICLE VI

A. Voting

1. At all business meetings, all votes shall be by voice vote, by show of hands, or
by secret ballot;

2. For elections of officers, ballots shall be provided;

3. For all ballot votes, the President shall appoint a committee of three (3)
members who shall act as Inspectors of Election and shall certify the election
results and have them entered into the minutes of the meeting.

ARTICLE VII

A. Committees/Chairpersons

1. All Committees/Chairpersons of the Boosters shall be appointed by the

President and Board Member(s) and their term of office shall be for a period
of one year or terminated if determined by the Executive Council to be of no
value to the Boosters or for cause;

2. Standing Committees/Chairs shall be as follows:

a. Executive Committee
The Executive Committee shall be composed of the President, Vice-
President, Secretary, Treasurer, and chairpersons of all standing
committees. The Band Director(s) and Members at Large shall be ex-
officio members of the Executive Committee, without voting rights. The
Executive Committee, in conjunction with the Band Director(s), shall be
responsible for the proposed budget preparation for the upcoming
Band Boosters year. The proposed budget, in expenditure priority order,
shall be presented to the BCBB membership after the installation of
incoming officers.

b. Concession Stand Chairperson

The Concessions Chairperson shall be responsible for providing
concessions, the upkeep and maintenance of concession stands, and
 staffing for home games. They shall keep records of expenditures and
collections and submit these records to the Treasurer after each game.

c. Fundraising Chairperson
The Fundraising Chairperson shall be have custody of and responsible
for all money held in the Uniform Fund. The Fundraising Chairperson shall
provide monthly financial statements in accordance with generally
acceptable accounting practices and deliver a copy to the Treasurer.
The Fundraising Chairperson shall also be responsible for oversight of
the planning, preparation, and completion of all organized and ad-
hoc fundraising programs, and naming of sub-Chairpersons for any
fundraising program including the purchase and sale of all band or
color guard-related promotional items (i.e. t-shirts, hats, sweatshirts,
jackets, etc.) and assist the President in any way possible.

d. Uniform Chairperson
The Uniform Chairperson shall be responsible for inventory,
maintenance, issuance and return of uniforms and shall ensure that the
uniform needs are brought to the attention of the Executive Committee
and assist the President in any way possible.

e. Hospitality Chairperson
The Hospitality Chairperson shall be responsible for any food or drink
given to the band as a whole. This may include pre- and post-game
meals, snack bags, bottled water, et al. The Hospitality Chair will work
with the President, Treasurer, and Fundraising Chairperson to solicit
donations of and make payments for any necessary food or drink.

ARTICLE VIII

A. General Financial Procedures

1. All Financial procedures will be executed in accordance with Band Booster

bylaws and the recommendations listed hereafter;

2. The fiscal year of the organization will be from July 1 through June 30;

3. The funds of BCBB shall be deposited in a bank approved by the

Executive Committee and shall be subject to a disbursement by checks
signed by the appropriate person(s). Two authorized signers are required for
each check issued;

4. The Vice-President and Band Booster volunteers will assist the Treasurer in all
aspects of financial control.
 5. Only the Treasurer or the BCBB President has the authority to open or close
Band Booster accounts, and then only with the approval of the Executive
Committee;

6. The President and Vice-President shall work with Treasurer to ensure that
the budgets, deposits, disbursements, and books are kept in accordance
with financial guidelines.

B. Collection of Money

1. Students will submit payments via a locking drop box outside the Band
Director’s Office in the band room. The President and Treasurer shall maintain
the only keys to this lockbox;

2. Each check collected will have the student’s name written on the memo line,
and post-dated checks will only be accepted on a case-by-case basis;

3. Each person submitting funds will receive a written receipt signed by the
President, Treasurer, or Fundraising Chairperson;

4. When all monies are collected, the money will be counted by any two of the
President, Treasurer, and Fundraising Chairperson. The two will initial and date
the deposit slip and the collection records. A copy of all checks will be
attached to the receipt and the collection record. The money will be taken
directly to the bank by the President, Treasurer, Fundraising Chairperson, or
designated Booster member and deposited. The Treasurer and Fundraising
Chairperson will pick up the receipt(s) and verify the deposit(s), reporting any
discrepancies to the President.

C. Student Payments

1. Payment deadlines will be established each season and posted on the band
website. Further, the Band Director(s) will inform students in class. Once a
commitment form has been signed, the student is an active member of the
band and the fees are owed.

2. If a student is asked to leave the band program, under any circumstances,

no refund will be granted for any fees paid, and the outstanding balance
must paid in full.

3. No student is eligible to attend a band trip until all fees have been paid.

4. No student owing fees is eligible to receive an award on awards night until

the fees have been paid in full.
D. Guidelines

1. These financial guidelines are to apply to all aspects of the Battle Creek Band
Boosters and can be amended when necessary with approval of the
Executive Committee.

ARTICLE IX

A. Amendments

1. This constitution may be amended by a majority vote of the membership;

2. Amendments must be proposed in writing, with the ensuing vote held at the
next regularly scheduled meeting.

ADOPTION AND SIGNATURES

These revisions of the constitution and by-laws have been presented at the regular
scheduled meeting on November 4, 2019. They have been voted on and adopted
at the regular scheduled meeting held on January 7, 2020.

Approved and Accepted by:

President Robert Fox __________________________________

Vice President Tracy Tripp

Treasurer Tarsha Brown

Secretary Tammy Johnson __________________________________