NORTHWEST BAND BOOSTERS, INC.

CONSTITUTION & BY-LAWS

SEPT. 8, 1999

Amended Nov. 4, 1999

Amended Sept. 9, 2000

                                  Amended March 5, 2007                                          

   Amended April 4, 2016

Amended July 23, 2019
Amended May 12, 2025

ARTICLE 1. ORGANIZATIONAL SUMMARY

Section 1. The name of this organization shall be the Northwest Band Boosters, Inc. Articles of Incorporation were filed in Sept. 1999.

Section 2.  The Northwest Band Boosters are to operate as a nonprofit organization.  The Northwest Band Boosters is organized exclusively for charitable and educational purposes under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.  

Section 3. The activities must be consistent with the Booster Clubs and School Support Organizations guidelines established by the Northwest Independent School District and the University Interscholastic League Booster Club Guideline

ARTICLE II. VISION, MISSION, GOALS AND OBJECTIVES

Section 1.  The vision of Northwest Band Boosters is the same as the Northwest High School band program, which is to provide the very best music activities that can possibly be provided with all available resources for the children of Northwest High School 

Section 2: Mission Statement:

Section 3:  Goals and objectives of NWBB, Inc

1. To serve as a supplementary agency to the band programs, aiding and encouraging with their service, cooperation, and support.

2. To lend financial and moral support to programs at Northwest High School and to cooperate and communicate with the Band Directors, the Northwest ISD School Board, Northwest High School students and their parents.

ARTICLE III. OFFICIAL MARKS

Section 1. Use of NHS Band Marks.  Permission to use NHS Band Marks will be requested from NISD Communications Department on a yearly basis.  Use of these marks will be to benefit the band directly and to present a unified brand for NHS Bands.

ARTICLE IV.  MEMBERSHIP

Section 1.  Parents and guardians of band/guard students are strongly encouraged to join the Northwest Band Boosters and become active participants in its activities. Interested patrons of band/guard students and alumni are encouraged to join the Northwest Band Boosters. 

Section 2.  Meetings of the Northwest Band Boosters shall be scheduled for each school year at the discretion of the Director of Bands and/or the Executive Board.

Section 3.  The President and/or the Director of Bands may call a special booster meeting when necessary, provided a minimum of one week’s (defined as 5 days) notice is given to allow for notification to all members. At the discretion of the President of the Executive Board, an emergency meeting of the Board may be called with less notice and the vote may be executed via e-mail. The results of the e-mail vote will be presented at the next regularly scheduled meeting.

Section 4.  Three Executive Board members present at any given meeting shall constitute a quorum.

Section 5.  The annual dues shall be set by vote of the Executive Board.  Membership cards may be issued.

Section 6.  The voting members of the organization will consist of the Executive Board, standing Committee Chair positions, and at general meetings all members present.

Section 7.  Any member has the right to file a grievance by making the complaint in writing and submitting it to the Executive Board.  The Executive Board will attempt to settle the grievance among all parties involved.  

ARTICLE V.  OFFICERS 

Section 1.  The officers of this club, making up the Executive Board, shall consist of a President, Vice-President, Secretary, Treasurer, and Parliamentarian.  

Section 2.  The officers of the Band Boosters will be elected annually at the final Booster meeting of the school year and will assume office on July 1st.  The President, Vice-President, Secretary and Treasurer can only hold the same office for two 1-year terms. A third 1-year term can be served under extenuating circumstances.

Section 3.  In the event an office becomes vacant due to resignation or death, a replacement shall be selected by a vote at the next booster club meeting.

Section 4.  Any elected officer may be removed from office by a recommendation of the Executive Board and simple majority vote of those present at meeting.  In case of a tie vote, the parliamentarian will cast the deciding vote

Section 5. The President shall preside at all meetings of the club supervising adherence to Roberts Rules of Order, appoint all committees not otherwise provided for, and shall have general supervision of the affairs of the club.

Section 6.  The Vice-President shall assist the President and assume all the duties of the President in his/her absence. The Vice-President shall coordinate special events. 

Section 7.  The Secretary shall act as both Recording and Corresponding Secretary.  He/she shall take minutes of both executive and general meetings, which a copy shall be kept in the official records. The secretary will be responsible for obtaining annual approval from the District for the use of all NISD Marks. The Secretary shall open and review the bank statement monthly and provide statements to Treasurer in sufficient time to reconcile prior to monthly meeting. Accepted minutes will be posted on the Northwest Band Boosters website.

Section 8.  The Treasurer shall collect dues, record all funds, review private lesson books and online accounts, reconcile the bank statements, and submit the treasurer’s reports at the Booster meetings.  The Treasurer will be responsible for all renewable accounts including the trailer registration, general liability insurance, as well as, business purchasing accounts with approved vendors. An annual financial statement shall be finalized as of July 31st, with a non-profit tax return filed in accordance with IRS regulations.  The Treasurer shall file any 1099s and/or State Tax forms, as needed. Accepted Reports will be posted on the Northwest Band Boosters website.

Section 9.  The Parliamentarian shall be versed in the organization’s By-laws, Northwest ISD Booster Club and School Support Organization guidelines, University Interscholastic League Booster Club Guidelines and Robert’s Rules of Order and maintains order, controls the continuity of meetings and times speakers, as needed, to ensure flow of meetings and adherence to the meeting agenda.

Section 10.  All elected officers shall be familiar with their additional duties as described in the Northwest Band Boosters, Inc. Bylaws, Northwest ISD Booster Club and School Support Organization Guidelines and UIL Booster Club Guidelines.

ARTICLE Vi. USE OF FUNDS

Section 1.  The Treasurer shall maintain an accurate and permanent record of all receipts and distributions of the organization in accordance with the Booster Clubs and School Support Organizations guidelines established by the Northwest Independent School District.

Section 2.  All purchases or disbursements must be requested in advance and submitted to the committee chair (if a line item in the budget) or to the treasurer (if a non-budgeted item) for approval.  The committee chair has authority to approve purchases within the limits of the budget for his or her line items.  The board will approve all special purchases not in the budget or purchased that require transfer of funds within the budget by simple majority vote.

Section 3.  All checks shall be signed by any two authorized signers. There should be no more 3 authorized signers at any time.  Authorized signers may not reside in the same household.  District employees or their spouses may not be listed as an authorized signer, as per NISD policy.  In this function a guest educator/substitute is not considered a district employee.  Checks reimbursing any member may not be signed by that member.  All receipts must be submitted within 30 days of purchase date and checks must be cashed within 60 days of issuance otherwise any items not submitted or cashed within these timeframes will be considered a donation to Northwest Band Boosters. Any deviation must be approved by a majority vote at a booster meeting.

Section 4. All debit card purchases must follow the guidelines stated in section 2 and be accompanied by an approved purchase request form and the receipt when turned into the treasurer.  The President and Treasurer are the card holders. The cardholders will not loan out the cards to members to make purchases without an approved purchase request.

Section 5. PETTY CASH. Strict controls must be maintained by keeping petty cash in a locked box accessible by only the treasurer and one other officer. Control of the petty cash account by a district employee is not allowed. In this function a guest educator/substitute is not considered a district employee.  The petty cash funds should be used for emergency purchases only. All other purchases should be made with a check from the organization’s account. Upon disbursement through the petty cash account, a receipt for the purchase should be retained. At any given time, the amount of petty cash remaining and the aggregate total of receipts on hand should equal the amount of the established petty cash account. Petty cash will be available at spirit sale events and must be counted and recorded after every said event.  Petty Cash balance will be included in the monthly treasurer’s report.

Section 6.  No activities or funds of the organization shall be used for the carrying on of propaganda, or otherwise attempting to influence legislation and the organization shall not participate in, or intervene in, any political campaign on behalf of or in opposition to any candidate for public office.

Section 7.  Notwithstanding any other provision of these articles, this organization shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in the furtherance of this organization.

Section 8.  Donations to the organization must be used for the benefit of the organization as a whole.  Donations of specific goods or services, or gift cards for such items, must be used for “silent auction” type fundraisers. Donations from the organization to the District must follow district guidelines.

ARTICLE VII.  GOVERNMENT

Section 1.  All meetings of the organization including the Executive Board meetings shall be governed and ruled by the Robert’s Rules of Order, latest edition in so far as they are not inconsistent with these By-laws.

Section 2.  All activities and meetings of the organization will be in concurrence of the Northwest ISD Booster Club and School Support Organizations guidelines and University Interscholastic League Booster Club guidelines.

Section 3.  Any reference in the By-laws to a band student, band parent, or guardian includes color/winter guard students, parents, and guardians.

ARTICLE VIII. COMMITTEES 

Section 1. The standing committee chairs will be appointed by the president each year after July 1, and if an appointed committee chair does not attend 3 consecutive general meetings without coordination in advance, the position will be considered vacated. 

1. Spirit Wear Chair (reports to Treasurer), The Spirit Wear chair is responsible for ordering of spirit wear to be sold to parents and students.  They will bring all ideas to the Executive Board for a vote before ordering any items.  maintain inventory and keep the Executive Board informed of sales.  All money will be submitted to the Treasurer at the end of sales events.  The Spirit Wear Chair may appoint a Sales Team to assist with sales at events

2. Meal Coordinator Chair (Reports to Treasurer), is responsible for feeding students as needed.  This can include football games, marching competitions and other events.  This can be divided between 2 people, having one person for football game meals, and one person for contest meals. They will work with the Treasurer to determine a food budget.  All receipts will be submitted to the Treasurer for tallying against the food budget.  The Meal Coordinator is a voting committee chair position.  If 2 people make up this position, only 1 will get voting privileges.

3. Volunteer Coordinator Chair (Reports to Vice-President), is responsible for recruiting volunteers for needed activities, assisting the band director with communications for sign ups out to the volunteers.

4. Fund-raising Chair (Reports to Treasurer), is responsible for coordinating special fund-raising events, finding ideas for the band to use for fund-raising and bring ideas to the booster meetings, monitoring fund-raising activities. They will bring all fundraising ideas to the Executive Board for a vote before conducting a fundraiser.

5. Uniform Chair (Reports to Secretary), assists the Band Director with issuing and maintenance of uniforms. 

6. Media Chair (Reports to Secretary), is responsible for promoting band activities with the media, including local news media, social media, etc., and collecting, storing, and using the Authorizations to release information.  Any release of student information must be approved by the media chair in accordance with the signed authorization to release information collected every August. 

7. Concession Chair (Reports to Vice-President), is responsible for operating concession stands as scheduled for the school year, serving as a liaison with Athletics and Aramark to ensure supplies are delivered, coordinating with Treasurer to ensure money is accounted for, and for any other item that pertains to this area, and making sure the concession stand gets set up and then cleaned up.  He/she will be present for all games where the band is responsible for running the concession stand or have a replacement to perform all the same functions.  

8. Scholarship Chair (Reports to President), is responsible for submitting all notices to the Secretary and the Media Chair for publication, purchasing materials for scholarship presentation, working with Treasurer and Fundraising Chair to raise money for scholarship fund. The chair will Present applicants to scholarship committee and serve as tie breaker.  The Scholarship Chair will appoint 3 parents and 1 faculty member to serve on the scholarship committee. These appointees cannot be related to current senior band/guard students. Scholarships for individual students may be awarded for up to but not to exceed 20% of the total amount budgeted for scholarships for the current academic year.

9. Webmaster (Reports to Secretary). Is responsible for maintaining the Northwest Band Boosters, Inc. website; updating information in a timely manner, including posting meeting materials in accordance with the bylaws; coordinating with the Media Chair to collect, store, and reference the authorizations to release information, archiving and storing all hard copies of club records for 5 years before destroying them in an approved manner, digital copies will be maintained in perpetuity.

10. Guard Chair (Reports to Vice-President), is responsible for serving as a liaison between the booster club and the Color/Winter Guards, coordinating the Winter Guard competition, assisting the Guard Director and Assistant Guard Director as needed. The Guard Chair will be a parent or former parent of a guard student, exception can be made if none is available.  

Section 2. A nominating committee of a minimum of three members shall be appointed by the President at an Executive Board meeting before the end of March. 

1. The nominating committee will present a slate of officers at the last booster meeting of the school year. 

2. Nominations may be made from the floor following the report of the nominating committee and a vote shall be taken.

Section 3. An Audit committee will be formed at the end of each fiscal year to audit financial records for the preceding year. 

1. The committee will consist of two or more persons who have no connection to the fiscal operations of the organization. The membership may, by majority vote, request an audit by an independent accountant. 

2. The sitting President, sitting Treasurer, President-elect, and Treasurer-elect must be in attendance for the audit. 

Section 4. Ad Hoc committees may be formed as needed by the President.

Section 5. Chairpersons may be appointed as needed by the President.

ARTICLE IX. FISCAL YEAR

Section 1. The fiscal year of the organization shall begin on the 1st day of July and end on the 30th day of June.

ARTICLE X. DISSOLUTION

Section 1. To dissolve the Northwest Band Boosters Inc., a resolution shall be adopted by the booster organization or the executive board if the organization is inactive stating that the question of such a dissolution be submitted to a vote at a special meeting of the members having voting rights. At least 30 days prior to the meeting, written, or printed notice shall be given to each member entitled to vote stating that the purpose of such meeting is to consider the advisability of dissolution of the organization.

Section 2. Upon dissolution of the organization, all assets shall be distributed to the Northwest High School Band activity fund, provided it is exempt under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future tax code, at the time of dissolution. If the Northwest Independent School District is not exempt at the time of dissolution, the assets will be distributed to one or more organizations exempt under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future tax code.

ARTICLE XI. AMENDMENTS

Section 1. By-laws of the organization may be amended by majority vote of the members present at a regular organization meeting. By-laws amendments must be distributed to the members at a previous meeting at least 30 days prior to the vote.