Standing Rules of the

GEORGETOWN EAGLE BAND PARENTS ORGANIZATION

2211 N. Austin Ave.

Georgetown, TX 78626

The Georgetown Eagle Band (including Colorguard) Parents organization is a subsidiary organization of the Performing Arts Alliance of Georgetown, Texas (an organization within an organization). The Band Parents organization has its own Steering Committee, mission statement, purpose and strategic plan. This organization has reporting responsibilities to the Alliance and is ultimately responsible to the Alliance. The Standing Rules and Operating Procedures listed below are to be approved by the Alliance.

Band Parents and the Alliance work together, host events and fundraisers together, share information, collaborate on meetings. As a subsidiary organization, Band Parents would be under the direction of the Alliance Board of Directors and will provide the Alliance with annual reports, semi-annual financial reports, volunteers and advocates of the various programs and events, and possible financial support of the Alliance programs.

Band Parents have representation on the Alliance Board of Directors through the Steering Committee member that is appointed as the Alliance Representative.  Band Parents will participate in all Alliance activities. Band Parents may apply for funds from the Alliance through the Band Directors, but receipt of funds is not guaranteed.

Mission:  All band parents in the Georgetown I.S.D. have the opportunity to be involved in a program that will give encouragement and support to the total music program and in particular a high quality band program.  The desire of the organization is to support the continued development and growth of each of the band students in the Georgetown I.S.D so that each student may enjoy high quality instruction and extracurricular experiences that will contribute to a responsible, mature person both intellectually and socially.

The purpose of the Band Parents is to provide the high morale necessary to maintain an exemplary band program by:

1. Maintaining clear communications and cooperation between band members, their parents, the Band Directors and the school administration in the pursuit of these purposes;
2. Provide encouragement for the development and growth of a quality band program which complements and extends the educational options for band students as individual musicians and as members of a disciplined team.
3. Provide financial support via fundraising projects for the bands unique needs that are outside the domain and purpose of school district revenues and goals, and are within the U.I.L. and the school policies and guidelines.
4. Cooperate with the Band Directors, the School Administration and the School Board in the pursuit of the continued growth and improvement of the band program.

• Membership shall consist of ALL parents of band students currently enrolled in any of the GISD bands, or anyone interested in supporting the band program.  The membership year shall be June 1 to May 31.  No membership dues are assessed.

• The regular meetings of this organization are held on the first Monday of each calendar month.

• The organization is served by the Steering Committee, consisting of at least a Chair, Secretary, Treasurer, Alliance Representative, Student Account Administrator, and Concessions Liaison.  Other Coordinators may be appointed as necessary for the operations of the organization.  The term of office shall be the membership year, June 1 through May 31. The Steering Committee will have scheduled meetings called and scheduled by the Chair, or Vice-Chair if used, or Treasurer in the absence of the Chair.

• In the event that a quick decision must be made and the Steering Committee cannot be convened, the Steering Committee Executive Board can be called.  The Executive Board consists of the Chair, Treasurer, Alliance Representative, one High School Band Director, and one Middle School Band Director. The Executive Board has the authority to make financial and policy decisions for the organization based on the GISD Code of Conduct, the Band Handbook, UIL Guidelines and sound moral and ethical principles.  The Chair only votes to break a tie vote.

Standard Operating Procedures:

1. Members of a family may hold only one committee office for any given membership year, unless there are more than 10 parents on the committee, then a spouse can be also on the committee.  Only one family member on the executive committee.
2. A candidate must be present when elected/selected or have given previous consent.
3. A candidate must live within the Georgetown Independent School District.
4. At least one parent must be a band or colorguard parent on the steering committee.

Duties of Officers

1. Chair – The Chair schedules and presides over all meetings.  The Chair appoints all appropriately needed Committee Chairs and serves as an ex-officio member of each committee.  The Chair is authorized to sign all checks when the Treasurer is unavailable.  The Chair should be bonded.  The Chair reviews all new proposed projects with the Directors, per school guidelines.  The Chair works with the Band Director(s) and Treasurer to present a proposed budget for the start and end of each membership year.

2.         Vice-Chair (optional) – The Vice-Chair oversees all committees appointed by the executive board and assists the Chair as needed.  In the absence of the Chair, or in the event of his or her ability or refusal to act, the Vice-Chair shall perform the duties of the Chair, and when so acting, shall have all the powers of the Chair.

3.         Treasurer – It shall be the duty of the Treasurer to be custodian of all funds of the organization, maintain financial record, pay all invoices, maintain all bank accounts and make monthly financial reports at the general meetings. The Treasurer should be bonded.  The Treasurer will be responsible for arranging an annual audit of all financial records of the previous year.  The Treasurer must be involved with Alliance reports and annual budget process.

4.         Alliance Representative – The Alliance Representative will coordinate communication and activities of the Alliance with the organization, promote communication among parents, students, and sponsors, and coordinate specific “group” fundraising efforts.  The Representative will work with other Steering Committee Officers and Directors to identify specific Band program costs and revenue requests for the Alliance annual budget workshops in April.

5.         Secretary – It is be the primary duty of the Secretary to keep accurate records of the organization’s meetings by taking minutes and attendance and keeping files of all handouts distributed at the meeting. The Secretary will make copies of meeting minutes available to the School Administration when requested.   The Secretary will provide general correspondence for the organization as needed. The Secretary will post notification of all general meetings.

6.         Concessions Liaison – The Concessions Liaison will be responsible for working with the Alliance Concessions Coordinator to secure volunteers from this organization for the management and operations of all Alliance concession stands year round.

7.         Student Account Administrator – The Student Account Administrator will work closely with the Treasurer to be custodian of all funds of the organization, making deposits or have deposited all funds into a bank that has been selected by the Steering Committee.  This person will receive monies due and payable to the Boosters from any member, keep an accurate and up-to-date account for each student and family, keeping track of monies that will be credited toward those accounts, and assist Band Directors and Fundraising Committee Chairs, as needed, in collection and recording of funds for Student accounts.

8.         Band Directors – The primary duty of the Band Directors is to give guidance to the organization so that no school policy or U.I.L. guidelines are violated.  The Directors are the link with the various bands and schools and are responsible for communicating any needs to/from the Band Boosters, along with communicating announcements and upcoming events.

• The Officers of the Steering Committee are volunteers that are solicited by the outgoing Committee and the Band Directors.  A slate of new officers is presented for approval at the last general meeting of the fiscal year.

• Any Officer who misses three consecutive meetings without prior notification of the Chair, Band Director or Secretary and without a valid reason (as determined by the other Officers) may be asked to relinquish his/her position as an Officer by a majority vote of the officers.

Student accounts. Student accounts are established for each active student in the band program.  Student accounts are made up of an activity fee element and a trip fee element.  Students cannot raise money through fundraisers for trip participation fees, but may apply certain fundraiser monies for activity fees.

1. Funds for activity fees are earned by member participation in various approved group fundraisers and/or direct contributions by members.
2. Funds placed into student accounts may only be applied to program-related or trip expenses; they may not be used to pay for school activities not associated with the band program.
3. Any money that is left in a student program account when a student leaves the band program remains the property of the organization and will not be refunded.  Any funds deposited into the student trip account will be refunded in accordance with the annually published refund schedule.
4. It is the responsibility of members to audit their accounts and resolve any disputes in a timely fashion.  All transactions are final at the close of the fiscal year in which they are recorded.
5. Accounts are transferable to siblings in the program within the fiscal year with the written consent and request of the parent(s) or guardian(s).
6. The Student Account Administrator, operating under the authority of the Treasurer, will execute all transactions and maintain student account balances.
7. The Student Account Administrator has the right to debit student accounts for any financial obligations defined in the annual Operating Plan, or included in a published payment schedule, distributed in August.

Restrictions

1. No part of the earnings of this organization will be used for the benefit of any member donor, officer, employee, individual, corporation or organization except in payment of reasonable compensation of goods or services actually rendered to or for this booster organization.

1. No equipment shall be used for the benefit of any member, donor, officer, employee, individual, corporation or organization without expressed written consent of the Chair and the Band Director.  This consent should also state any amount to be charged for usage and breakage.

Dissolution

1. Upon dissolution, all the assets of this booster organization shall be liquidated and funds held and expended by the Performing Arts Alliance in accordance with the purpose of this organization until all such funds shall be expended.