PONTE VEDRA HIGH SCHOOL BAND BOOSTERS, INC. BYLAWS
Article I – Name
The name of this organization shall be the PVHS Band Boosters, Inc. serving Ponte Vedra High School Band
and Color Guard programs.
Article II – Purpose and Goal
The purpose of the PVHS Band Boosters (the “Band Boosters”) is to be a community service booster
organization supporting the Ponte Vedra High School Band and Color Guard Program, including Winter
Guard and Indoor Percussion, (the “Program”). The Boosters shall promote the interests of the students
of the Program, by providing organizational, educational, and financial support in concert with the Band
Director. This organization shall exclusively follow the charitable and educational purposes within the
meaning of section 501(c)3 of the Internal Revenue Code as a non-profit organization.
The goal of the Band Boosters is to assist the Band Director in the operations of the Program as follows:
• Financial:
o Purchase items for the Program as requested by the Band Director, manage Booster funds
and pay Program staff/designers as requested by the Band Director
o Expenditures greater than $500.00 shall require prior Board approval
o Conduct fundraising and sponsorship activities for the Program
o Provide monthly financials to the Band Director
• Booster Committees:
o Establish and manage Booster Committees as permitted by these Bylaws
o Recruit member parents for the Committees and liaise with the Committee chairs and the
Band Director
o Committees shall operate at the direction of the Booster Board and the Band Director
• Athletic Boosters:
o Act as liaison with Athletic Booster Board and feeder schools as needed
• Event Assistance: Assist the Band Director by organizing Program events and educational
opportunities for students
Article III – Role of the Band Director
• Program: The Band Director, as an employee of the school district, shall make all educational,
design, and implementation decisions for the Program, including engagement of staff, events,
musical and visual choices, and rehearsals
• Administration: The Band Director, as an employee of the District, shall liaise with the PVHS
Principal, Athletic Director, and other school administration regarding all aspects of the Program
Article IV – Membership and Meetings
Membership: The membership shall consist of all parents of current Program students. Members shall
observe all school rules and regulations, and support state standards and the direction of the
administration.
General Meetings: General Meetings for all members shall be held at least quarterly either on campus or
via conference call and shall be announced no later than the week prior to the meeting. All members
should attend all General Meetings. The President shall conduct all General Meetings according to the
Robert’s Rules of Order. Minutes shall be kept for all formal General Meetings by the Secretary or other
attending Officer. Minutes shall be reviewed and approved at the beginning of each meeting and then
published to the members.
Officers Meetings: Officer Meeting shall include all members of the PVHS Band Booster Board (defined in
Article VI). Officer Meetings shall be held at least quarterly and more often as may be determined by the
Board. The President shall conduct all Officer Meeting according to Robert’s Rules of Order. Minutes shall
be kept for all formal Officers Meetings by the Secretary or other attending Officer. Minutes shall be
reviewed and approved at the beginning of each meeting and then published to the members.
Special Meetings: Any Officer or Committee Chairman may call for a Special Meeting. If a Special Meeting
is called, then no less than all Officers and the Committee Chairman who requested the Special Meeting
shall attend. The President shall conduct all Officer Meeting according to Robert’s Rules of Order. Minutes
for all Special Meetings shall be kept by the Secretary or other attending Officer. Minutes shall be
reviewed and approved at the beginning of each meeting and then published to the members.
Article V – Officers, Election of Officers and Term and Compensation
Officers: The Officers shall be the President, Vice President of Fund Raising, Vice President of Operations,
Treasurer, and Secretary.
Election of Officers and Term: Officers are to be elected in April for the next fiscal year. Members shall be
nominated by other members or nominate themselves for office. Members shall vote for officers by ballot
or by hand vote. Officers shall be elected for a one (1) year term, with a limitation of two (2) consecutive
terms.
No Compensation: Officers shall not be compensated by the PVHS Band Boosters, nor shall they receive
any gratuities, perquisites, or gifts from proposed or current vendors during their term as an officer.
Article VI – Officers’ Duties
President: Conduct all meetings. Organize projects along with sponsor. Obtain approval for all Booster
projects from appropriate authorities.
Vice Presidents: Assist President on all projects and fundraising events.
Secretary: Record and distribute all meeting minutes.
Treasurer: Manage and account for all monies collected and present a monthly financial report.
Article VII – Committees and Duties
Executive Committee: oversees all business and activities of the Band Boosters. This Committee shall be
led by the President.
Budget and Finance Committee: oversees the budget and all financial needs of the Boosters in support
of Program. This Committee shall be led by the Treasurer.Fund Raising Committee: oversees all fundraising activities and sponsorships of the Band and Color
Guard. This Committee shall be led by the VP of Finance.
Props Committee: works in conjunction with Band Director for the creation of the props for the Band
and Color Guard. This Committee shall be led by the VP of Operations.
Friday Night Lights Committee: oversees the needs of the Band for Friday night football games and set
up of all Band equipment in the stadium. Must work with the PVHS Athletic Director and custodial staff
for set up of Band food tent, seating and game day needs.
Winter Guard and Indoor Percussion Committee: oversees all needs and events of the Winter Guard and
Indoor Percussion regiments of the Band including uniforms, props, travel, etc.
Transportation Committee: oversees all transportation needs of the PVHS Band and Color Guard
Programs.
Food and Beverages Committee: oversees all food and beverage needs of the Band and Color Guard and
for pregame (Friday Nights) meals, competitions, or other events.
Uniform Committee: oversees all uniform needs of the Band and Color Guard programs during marching
season.
Volunteer Committee: organizes all volunteer needs for Band events.
Equipment and Instrument Committee: ensures that all equipment and instruments are in good
working order and repair, and we maintain all rental agreements and safe return of all rented
instruments at the end of the year.
Banquet Committee: oversees and coordinate the end-of-year Banquet.
Media Day Committee: oversees all Media Day needs at the beginning of the School Year.
Social Media Committee: maintains PVHS social media accounts.
Alumni Coordinator: maintains the alumni database and invitations to alumni for band events.
Membership Committee: maintains a list of the Band Booster membership.
Newsletter Committee: maintains the Band newsletter and work with the Membership Committee to
make sure all information regarding the Band reaches its membership.
Nominations Committee: oversee the nominations and election of officers each year.
Middle School Liaison: work with the Band Director in special events for the local Middle Schools and aid
in the communication with Rising 9th Graders and their parents.
Senior Committee: oversee all Senior activities and needs.
Additional committees may be created by the Booster Board as needed. All Committees not specifically
led by an Officer as listed above may be led by a Member of the PVHS Band Boosters.
Article VIII – Booster Board
The Booster Board shall consist of the Officers and the Band Director.
Article IX – Amendments
The Bylaws may be amended at a General Meeting of the PVHS Band Boosters by two-thirds vote of
members present. Any recommendations of changes shall first be presented to the Executive Committee
for review, and members must be notified of the vote two (2) weeks prior to the meeting.
Article X – Termination
In the event of the dissolution of the PVHS Band Boosters, the residual funds and assets of the organization
will be turned over to Ponte Vedra High School, also a 501(c)3 organization as described by the Internal
Revenue Code, or to the St. John’s County school district for exclusive public purpose.
Article XI – Conflict of Interest
The Board and the Members shall not engage in any activities that are a conflict of interest with the PVHS
Band Boosters. As used herein, a conflict of interest is an actual or perceived interest by a Board
member/Membership that results in, or has the appearance of resulting in, personal, organizational, or
professional gain. All conflicts of interest are strictly prohibited.
The definition of conflict of interest includes any bias or the appearance of bias in a decision-making
process that would reflect a dual role played or any fiduciary gain by any member or family member of
the Band Boosters.
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