ARTICLE I – NAME

This organization shall be known as the Indian Land Band Club Inc, located at 8063 River Road; Indian Land, SC 29707. Regular meetings of this organization will be held the third Tuesday of each month (12 months) with official election in May with nominations made in April.

ARTICLE II – OBJECTIVES

The Indian Land Band Club Inc is a non-partisan and non-profit organization formed with the following objectives:

SECTION 1 – To help create a structured working relationship between the school, band director (both high school and middle school), parents, band and color guard students, friends and community for the benefit of all band and color guard students.

SECTION 2 – To generate enthusiasm among band parents and throughout the community and an expanded level of support for the band’s efforts.

SECTION 3– To lead fundraisers and solicit other funds for the purpose of enabling the band to operate effectively and efficiently.

SECTION 4 – The purposes which this association is organized are exclusively those that directly align within the meaning of Section 501(c)(3) of the Internal Revenue Code and the corresponding provision of any future United States Internal Revenue law. The Band Club may pursue Federal Tax Exempt status.

SECTION 5 – The organization is formed to provide moral and financial support to the band program at Indian Land High and Middle Schools and thereby encourage the creativity of our youth and in supporting their involvement in community activities, to help them accept the responsibilities and rewards this participation can bring.

ARTICLE III – POLICIES

The policies of this organization will align with all policies of Lancaster County School District, Indian Land High School and Middle School, and Indian Land Band and shall include, but not limited to the following:

SECTION 1 – The primary purpose of this organization shall be to support the band and its activities and the band director (both high school and middle school) in any other capacity that they shall require to make the music program successful. It shall not seek to direct the administrative activities of the Band, nor control band or school policies.

SECTION 2 – This organization will cooperate with other organizations for the purpose of student welfare.

SECTION 3 – No profit shall accrue to the benefit of any individual contributor with this organization except in consideration of services rendered, i.e trip accounts.

SECTION 4 – The organization shall not directly or indirectly participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office.

ARTICLE IV – MEMBERSHIP

SECTION 1 – Eligibility: Any person who is interested in the objectives of the Indian Land Band Club Inc may become an active (or inactive) member upon payment of the dues as set forth in Article IV Section 2.

SECTION 2 – Dues: The annual dues for any member of the Indian Land Band Club Inc will be $10.00 per year and are payable in August-September of each year (exceptions made to this date as needed).

ARTICLE V – PRIVILEGES OF MEMBERS

SECTION 1 – The Executive Board shall consist of the President, Chief Operating Advisor ( if named), First and Second Vice Presidents, Secretary, Treasurer, High School Band Director, and Middle School Band Director . The duties of the Executive Board shall be:

1. To transact all business that arises associated with this organization.
2. To prepare annual budgets, approve and monitor annual spending, make and receive regular financial reports at each meeting.
3. To create and lead committees to ensure completion of all tasks and provide for smooth operations of all events involving the band and band club.
4. To manage all fundraising events for purposes of supporting the band program at Indian Land School.
5. To provide adequate documentation of all processes and procedures of the band club, and maintain all legislation including by-laws, legal alignment, etc. including an annual internal audit which must take place by July 31.
6. To maintain accurate documented minutes including decisions of all official meetings of the band club.
7. To provide replacement officers in the event of a vacated position in either the executive board or administrative officers. To solicit members to serve on committees.
8. To review work plans of all committees, all fundraisers, and all pending proposals.
9. To ensure appropriate reporting at all general meetings and provide additional information as requested by members at large, governing bodies, etc.

SECTION 2 – All executive board, administrative officers, and committee members shall be active members of the organization in good standing.

SECTION 3 – All officers (except Treasurer) shall old office for one year and be eligible for re-election annually for a max of 3 terms. A member may exceed 3 terms if there is a break of at least one year or if no other nominees are willing to accept the position. The treasurer will be asked to serve a term of at least 2 years with unlimited reinstatement.

SECTION 4 – All members in good standing are eligible to participate in election of officers. Good standing is determined by membership in the organization, and participation in meetings and events.

SECTION 5 – All members in good standing are entitled to be an active part in the decision making and business of the band club excluding personnel issues, private issues, etc.

ARTICLE VI – ELECTION OF OFFICERS

SECTION 1 – Timing: Formal nominations are made in the April meeting with the final elections held in the May regularly scheduled band club meeting.

SECTION 2 – Nominations: All nominations for executive board members, and administrative officers, are made from the floor. All nominees are approached to confirm willingness to serve in position. Each nominee has until May to decide on nomination. Final nominations can be taken from floor in May meeting if needed.

SECTION 3 – Elections: All elections are held at the regularly scheduled May meeting . Any nominees that have re-considered will first be allowed to withdraw their names form consideration. Elections are completed by secret ballot and counted that night by the current president and secretary. In the event of a tie, a re-vote will occur that night. In the event of a continuing tie, the Executive Board and Administrative Officers will vote independently. A majority vote is necessary for election.

SECTION 4 – Duty Commencement: All newly elected officers will commence their new duties at the regularly scheduled August meeting.

SECTION 5 – – Vacancies: Any resulting vacancies during the year will be filled by appointment from the Executive Board except for President which will be filled by First VP and the role of the First VP will be filled by Second VP.

SECTION 6 – Removal: Officers may be removed from office by a two-thirds vote of the general active membership. Such a vote must be presented as a motion from the floor at a regular meeting, will require a second, and is open for discussion.

ARTICLE VII – DUTIES OF OFFICERS

SECTION 1 – The President shall preside at all meetings of the Indian Land Band Club Inc and shall be an ex officio member of all committees as available. Shall represent the Band Club at all external meetings as necessary. Shall chair the Legislation Committee. Shall lead both administrative and operational efforts of the band club, handing off to the First Vice President as appropriate and necessary. Shall manage relationships between the band club and band director (both high school and middle school), school and other external parties. Shall be the first or second signer of fund outlays.

SECTION 2 – The Chief Operating Advisor (COA) is a long tenure, highly experienced member with a diverse experience in all facets of band club operations. This position is an advisory position for all operational issues (not administrative) associated with both marching and concert season of the band including field operations, equipment and construction management, props, etc. The COO shall chair the Audit Committee is filled. This position is filled only as needed.

SECTION 3 – The First Vice President shall act as an aide to the President and shall perform the duties of the President in the absence of that officer. The First Vice President and Second Vice President shall trade off responsibilities as available and as agreed upon but will consist of the following: Chair the Pit Crew, Chaperone, Logistics/Construction/Design, and Audit (if no COA) Committees; work with the COA to ensure that all operations occur smoothly and timely; provide assistance to all other officers as needed.

SECTION 4 – The Second Vice President shall work with the First Vice President trading off responsibilities as defined in SECTION 3.

SECTION 5 – The Secretary shall keep a thorough and accurate record of all meetings of this organization including rosters of all attendees; send out meeting notices to all parents. Shall provide safekeeping and appropriate copies of all significant and historical documents associated with the formation and organization of the Indian Land Band Club Inc. Shall be responsible for appropriate filings and assist the Treasurer during peak season of audits, financial filings, etc. Responsible for establishing and maintaining liability insurance and bond insurance in the event this is acquired.

SECTION 6 – The Treasurer shall be responsible for ensuring the development and presentation of an annual budget each year with comparisons to the appropriate line items throughout the year at each band club meeting. Shall provide monthly treasurer’s reports to the officers and to others as requested in writing under the Public Information Act. Shall maintain accurate financial records and clear audit trails for each transaction ensuring appropriate documentation to meet expectations of an external auditor. Shall work with the selected audit committee to complete an annual review and report of all financial records. Shall ensure timely deposits to appropriate accounts and shall maintain accruals to effectively manage all pending expense outlays. Shall be the first or second singer of all outlays. Shall maintain trip account records and balances. Shall additionally be responsible for accurate and detailed reporting of all trip accounts for students, staff and chaperones, ensuring that we are accruing to cover both staff and chaperones. Shall routinely report totals in trip accounts to band club, however, details reported to the executive board. Shall work to ensure student confidentiality.

SECTION 7 – The Hospitality Officer shall chair the Hospitality Committee. Shall be responsible for all hospitality efforts associated with providing refreshments for designated events and meals as selected for band students; ensure adequate snacks as needed.

SECTION 8 – The Fundraiser Officer shall be responsible for leadership in all fundraisers, including recommending the fundraisers, soliciting competitive fundraisers, overseeing all steps and in conjunction with the Treasurer, reconcile all fundraises reports back to the band club, the outcomes.

SECTION 9 – The Communications Officer shall be responsible for oversight and coordination of all communications issued including phone coordination, media relations and managing the thread of consistency and continuity of all messages. Shall chair the Pep and Phone committee. Shall coordinate the organization of pep teams for street side and stands. Shall aggressively manage the additional media coverage to ensure the band gets coverage it deserves. ALL band communications must be presented to the high school band director for approval via email or in paper copy BEFORE distribution; this applies to both internal and external communications including broad Band Club distributions.

SECTION 10 – The Membership Officer shall chair the Membership Committee. Shall be responsible for encouraging and actively increasing the membership (both active and inactive) of the band club. Shall actively seek to gain corporate sponsorships.

ARTICLE VIII – COMMITTEES AND CREW RESPONSIBILITIES

SECTION 1 – Pit Crew: The pit crew will be responsible for the set up and take down of equipment during marching season. These will be the only people allowed on the field during this time. Will also assist band students in preparation as well. Most pit crew members should be familiar with methodologies of field operations.

SECTION 2 – Fundraising Committee: The fundraising committee will be responsible for organizing, setup, structure, delivery and follow-up of all fundraisers.

SECTION 3 – Hospitality Committee: The hospitality committee is responsible for provision of refreshments to designated events.

SECTION 4 – Pep and Phone Committee: The pep and phone committee is responsible for ensuring a phone or email chain exists and calls/contact made for all major events and needs. (It is also very important to leave messages whenever possible.) Also responsible for ensuring pep teams established and deployed.

SECTION 5 – Chaperone Committee: Responsible for ensuring appropriate number of qualified, knowledgeable chaperones for all band events and meals as needed.

SECTION 6 – Audit Committee: The Audit Committee is responsible for convening, reviewing records, and signing off to accuracy.

SECTION 7 – Logistics, Design and Construction (LDC) Committee: The LDC committee is responsible for taking requests from other committees/officers for design, construction and logical operations of props, special equipment needs, storage, etc.

SECTION 8 – Legislation Committee: The legislation committee is responsible for ensuring by-laws, standard procedures, and processes are consistently updated and communicated. Also responsible for ensuring the following of Robert’s Rules of Order during meetings.

SECTION 9 – Additional ad hoc committees may be formed as needed.

ARTICLE IX – MEETINGS

Band Club meetings are held monthly on the third Tuesday of each month at 7:00pm.

The Executive Board will hold monthly meetings just preceding the Band Club meeting at 6:30 P.M. or other times as needed and a quorum of four Executive Officers must be in attendance.

Approval of the annual budget will occur at the August meeting including the strategy for funding each line item.

Election nominations will occur at the April meeting with actual elections occurring in the May meeting.

ARTICLE X– AMENDMENTS

Request for changes to the by-laws will be made through the President and Legislation Committee for review and proposal for change if appropriate. By-law changes require a two-thirds majority vote of the general active membership. Any changes to the by-laws must be announced at a regularly scheduled meeting with discussion at the second meeting and a final vote at the third meeting.

ARTICLE XI – DISSOLUTION

Upon the dissolution of the organization, the Executive Board shall, after paying or making provision for payment of liabilities of the organization, dispose of all of the assets of the organization exclusively for the purpose of the organization in such manner, or to such organization or organizations operated exclusively for educational purposes as hall at the time qualify as an exempt organization or organizations under Section 501 (C)(3) of the Internal Revenue Code of 1986, as amended ( or the corresponding provision of any future United States Internal Revenue Law), as the Executive Board shall determine.

In the event of any dissolution, the remaining assets would first be distributed to Indian Land High School. Otherwise, it shall be used for other school music purposes. If Indian Land High School does not exist, it should become property of Indian Land Middle School.

ARTICLE XII – PARLIAMENTARY AUTHORITY

The Parliamentary authority at all meetings of the Indian Land Band Club Inc, Executive Board, Officers, and committees shall be Robert’s Rules of Order, Newly Revised when it is not in direct conflict with these by-laws.

The Executive Board of the Indian Land Band Club Inc has reviewed these by-laws and authorizes that they have been approved on June 21, 2011.

President
First Vice President
Second Vice President
Secretary
Treasurer