Bylaws | Los Osos Music

BY-Laws

LOS OSOS HIGH SCHOOL BAND, ORCHESTRA, AND COLOR GUARD BOOSTERS, INC.

BY-LAWS

ARTICLE I

NAME AND LOCATION

Section 1: The name of this organization shall be the “Los Osos High School Band, Orchestra, and Color Guard Boosters, Inc.”, hereinafter called the “Boosters”.

Section 2: The principal office of the Boosters shall be located at Los Osos High School, 6001 Milliken Avenue, Rancho Cucamonga, California, 91737.

ARTICLE II

OBJECT

Section 1: The purpose of the Boosters, shall be to actively support, financially assist, and promote and extend public relations for the Los Osos High School Band, Orchestra, and Color Guard Program. This program is made up of, but not limited to, the Marching Band, Color Guard, Winter Guard, Drumline, Orchestra, Concert Bands, and Jazz Bands, hereinafter called the “Program”. The Boosters will not seek to control the policies of any of the performing groups or the policies of the Director in accordance with District rules and policies.

Section 2: The Boosters is and shall remain a non-profit organization and no part of the net earnings shall benefit any individual member.

Section 3: The use of the Boosters name and logo shall be limited to individuals or groups authorized by the Boosters Executive Board.

Section 4: The use of the Boosters non-profit registration identification number shall be restricted to official business of the Boosters.

ARTICLE III

MEMBERSHIP

Section 1: Membership shall be open to anyone subscribing to the purpose of the association, and who actively supports the program in a positive way.

Section 2: There shall be no limitation to the numerical membership of the Boosters.

Section 3: The Director is an Ex-Officio member of the Boosters.

Section 4: All members of the Boosters, hereinafter called the “Members”, shall be entitled to vote in all elections, hold elective office or appointive position, and receive reports and publications of the Boosters. Each member shall have one vote.

Section 5: Any member may be removed from the Boosters membership in cases where conduct is grossly inconsistent with the By-laws, or inconsistent with the purposes for which the Boosters was organized. The member may be removed from the Boosters membership by the affirmative vote of one-third of the members of the filled Executive Board positions.

ARTICLE IV

EXECUTIVE BOARD

Section 1: The executive and administrative power shall be vested in an Executive Board, which will consist of sixteen (16) Board Members. The Executive Board positions shall be: President, Vice President, Secretary, Treasurer, Financial Secretary, Ways and Means Coordinator, Chaperone Coordinator, Uniform Coordinator, Equipment Coordinator, Event Coordinator, Color Guard Coordinator, Percussion Coordinator, New Member Coordinator, Communications Coordinator, Orchestra Coordinator, and the Director.

Section 2: At the regular meeting of the Executive Board held in March, a Nominating Committee, composed of the Director and two (2) members, appointed by the President and approved by the Board, shall be formed. At the monthly meeting in April it shall be the duty of this committee to nominate candidates to serve on the Executive Board. Before the election at the annual meeting in April, nominations from the floor shall be permitted. Elections are to take place at the general membership meeting in the month of April each year.

Section 3: Executive Board positions of President, Vice President, Treasurer, Ways and Means Coordinator, and Equipment Coordinator shall be elected to serve a two year term. The President and Equipment Coordinator will be elected in even years. Vice President, Treasurer, and Ways and Means Coordinator will be elected in odd years. All other Executive Board positions shall be elected to serve a one year term. The term of office shall be from June 1 through May 31. There shall be no limit placed on the number of terms a Board Member will be able to hold.

Section 4: Candidates receiving the highest number of votes, in each office, will be elected to that office. The Executive Board may be elected by acclamation where there is but one candidate for any office.

Section 5: No Executive Board member shall hold more than one office at a time and no office shall have more than one vote.

Section 6: No Executive Board member shall be elected to office unless that member currently has a student in the program or is within one year of having a student in the program.

Section 7: In the event a student drops from the program while his or her parent is a sitting Board member, the Board member may finish his or her term upon the approval of a majority vote of the Executive Board. The Board member in question shall have no vote on any motion dealing with the completion of his or her term.

Section 8: The Executive Board members shall perform the duties prescribed by these By-laws and by the parliamentary authority adopted by the Boosters.

Section 9: All Executive Board members serve without remuneration.

Section 10: Each Executive Board position shall have one vote on the Executive Board. The Director does not have a vote.

Section 11: Attendance at all meetings is required of members of the Executive Board.

Section 12: After two (2) consecutive unexcused absences of an Executive Board member, the Board may remove the member from office by the affirmative vote of one-third of the members of the filled Executive Board positions, and fill this position by appointment by the President with approval of the Executive Board.

Section 13: Any Executive Board member may be removed from office in cases where conduct is grossly inconsistent with the By-laws, or inconsistent with the purposes for which the Boosters was organized. The member may be removed from the Executive Board by the affirmative vote of one-third of the members of the filled Executive Board positions.

Section 14: The President, with the approval of the Executive Board, will appoint a Board member to fill the unexpired term of a Board member who resigns, dies, or is removed from office.

Section 15: The President, with the approval of the Executive Board, will appoint a Board member to fill an office that is vacant due to a situation in which no one was elected to a particular position by the membership at the Boosters election meeting or due to an increase in the number of Board positions. No reduction in the number of positions or reorganization of the duties on the Executive Board shall have the effect of removing any Board member before that Board member’s term of office expires.

ARTICLE V

DUTIES OF EXECUTIVE BOARD MEMBERS

SECTION 1: PRESIDENT

It shall be the duty of the President to preside at all meetings of the Boosters and of the Executive Board; to enforce a due observance of the By-laws and parliamentary authority adopted; to supervise, direct, and control the business of the Boosters; to supervise all Board members, appointees, and committees; to see that all Executive Board members, Booster members, and committees perform their respective duties; to call special meetings and appoint standing and special committees; to provide notice of all meetings of the members and of the Executive Board; to appoint, with the approval of the Executive Board, Executive Board members to fill vacancies on the Executive Board; help create and maintain the annual budget; to co-sign checks drafted by the Boosters; to ensure compliance with the Boosters By-laws, standing rules, CJUHSD rules, and the California Education Code in the operation of the Executive Board; to assist the Band Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the Director or the Executive Board. The office of the President will not be a voting office unless the vote is needed to break a deadlock vote.

SECTION 2: VICE PRESIDENT

It shall be the duty of the Vice President to assist the President in the performance of his or her duties and, in the absence of the President, perform all duties of the President; to preside over the Boosters in the absence of the President; to prepare, distribute, collect, and count the ballots in all cases where ballots are required; to operate the annual student registration; to work in conjunction with the Director and Instructors on trip proposals, plans, and travel bookings; to cosign checks drafted by the Boosters; to assist the Equipment Coordinator, New Member Coordinator, Color Guard Coordinator, Percussion Coordinator, Orchestra Coordinator, and Event Coordinator, as necessary, to ensure a unified coordination of efforts among all groups for all activities and events; to ensure compliance with the Boosters By-laws, standing rules, CJUHSD rules and the California Education Code in the operation of the Executive Board; to assist the Band Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 3: SECRETARY

It shall be the duty of the Secretary to maintain records, By-laws, and policies; to keep a record of all the proceedings of the Boosters; to maintain a record of all meeting minutes and actions by the Executive Board; to keep on file all committee reports; to make the minutes and records available to members upon request; to prepare and send out correspondence as directed by the Director and Executive Board; to notify Executive Board members and committee members of their election or appointment; to be familiar with the By-laws, standing rules, and district guidelines; to assist the President, Director, and Instructors with any written proposals for the Programs as directed for trips, fundraising, or other special events; in the absence of the President and Vice President, to call the meeting to order and preside until election of a Chairman Pro Tem; to assist the Band Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 4: TREASURER

It shall be the duty of the Treasurer to maintain checkbooks and other records of the financial accounts of the Boosters; to maintain inventory list of assets, vehicle registrations, and insurance, in coordination with the Equipment Coordinator; to ensure the timely collection and deposit of funds from contributions, donations, fundraisers, trips, and other sources of revenue; to make all disbursements of the Boosters funds and assets, in a timely manner, as provided by the By-laws; to keep accurate record of all financial transactions; to oversee the Boosters budgets; to supervise bank accounts with timely reporting to the Executive Board and Members; to provide monthly reports to the Executive Board and the Members on all bank accounts and budgets; to co-sign checks drafted by the Boosters; to prepare records for tax preparation and audits; to help develop the annual budgets for Executive Board approval; to maintain records and insurance liability contracts for the Boosters in coordination with the CJUHSD for transportation and other events; to supervise and work with the Financial Secretary; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 5: FINANCIAL SECRETARY

It shall be the duty of the Financial Secretary to assist the Treasurer and the Boosters Executive Board as directed; to assist the Treasurer in maintaining records for the collection of contributions and donations for special events or trips from all students and provide timely reports to the Executive Board; to assist in the timely collection and deposit of funds from contributions, donations, fundraisers, trips, and other sources of revenue; to collect and report on fundraising revenue, including keeping track of student contributions; to assist the Treasurer in presenting the monthly report of accounts and budgets to the Executive Board and Members; to present the reports when the Treasurer is absent; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 6: WAYS AND MEANS COORDINATOR

It shall be the duty of the Ways and Means Coordinator to plan, coordinate, implement, and supervise necessary fundraising activities and special fundraising events to meet the Boosters annual budget; to provide assistance to students in meeting their financial obligations through fundraising opportunities, as directed by the Director, Instructors, and the Boosters Executive Board; to maintain a list of fundraising opportunities for students and parents/guardians; to present a monthly report of fundraising opportunities to the Executive Board and to Members at the general membership meetings and in other media; to maintain accurate reports of fundraising activities including cost of inventory and revenue from sales; to submit all deposits and sales and expense reports to the Treasurer and/or Financial Secretary in a timely manner upon the close of fundraising events; to co-sign checks drafted by the Boosters; to organize, coordinate, and closely supervise fundraising volunteers; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 7: CHAPERONE COORDINATOR

It shall be the duty of the Chaperone Coordinator to ensure adult supervision (chaperones) at all Program events; to recruit, coordinate, train, and oversee all chaperones; to prepare the chaperone badges before each event; to create a communication method for all chaperones to remain in contact during events; to provide the Chaperone Guidelines Information Sheet by email to each chaperone before the event; to designate and notify the Director of a Lead Chaperone for any event that the Chaperone Coordinator cannot attend; to maintain first aid kits and ensure accessibility at all events; to ensure that someone is designated to provide first aid for all events; to collect and maintain a complete set of field trip and emergency medical forms for each member, duly signed by their parents/guardians prior to the first activity each year; to maintain records of medical and emergency information in notebooks and ensure that the notebooks are taken to all events and activities; to coordinate the transferring of forms to other Board members as needed; to assist the Director in providing food and water for Program activities, as necessary; to assist individual group coordinators with chaperone needs; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 8: UNIFORM COORDINATOR

It shall be the duty of the Uniform Coordinator to coordinate and implement band uniform fittings, maintenance, cleaning, repair, and alterations for all performing groups as needed; to maintain control and inventory of band uniforms; to identify and report to the Director and Executive Board the need for any band uniform purchases or maintenance needs; to coordinate and execute Regiment uniform setup at events, in coordination with the Equipment Coordinator; to recruit, coordinate, train, and oversee volunteers for events needing Regiment uniforms; to coordinate concert apparel fittings, ordering, and distribution before first concert; to coordinate proper attire for the band and other instrumental groups when performing, as requested by the Director and Instructors; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 9: EQUIPMENT COORDINATOR

It shall be the duty of the Equipment Coordinator to coordinate equipment, transportation, logistics, and operations, as necessary, with the Director, Instructors, and Executive Board; to ensure that all vehicles and equipment are maintained in good working condition and are ready for all events; to maintain inventory list of assets, vehicle registrations, and insurance, in coordination with Treasurer; to coordinate with the Director and Instructors to build and maintain props first and second semester; to coordinate transportation and equipment for rehearsals/events for all Programs and for other events as requested by the Director and Instructors; to arrange for and coordinate services of qualified vehicle drivers; to arrange and coordinate use of all district vehicles, semi-tractor/truck, and rental vehicles, as needed, with the CJUHSD or outside agencies in accordance with CJUHSD rules and guidelines for all Program events; to work with the Director and Program coordinators to arrange for transportation of equipment and instruments when the Programs travel to events; to arrange for the equipment for special events as necessary; to coordinate, communicate with, and train volunteers in assisting with equipment, props, and instruments; to coordinate with the Director for special onsite events in the area of parking and parking lot attendants; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 10: EVENT COORDINATOR

It shall be the duty of the Event Coordinator to assist the Director, Instructors, and the Boosters Executive Board with planning and organizing events; to develop and implement plans for all events including band camp activities, parent nights, awards events, Color Guard and Indoor Drumline events, festivals, and concerts; to develop and implement plans for all hospitality at hosted events and meetings; to assist and/or coordinate other Program events as needed; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 11: COLOR GUARD COORDINATOR

It shall be the duty of the Color Guard Coordinator to be responsible for the needs of the Color Guard, Winter Guard, and Jr Guard and to communicate those needs to the Executive Board and the Director in a timely manner; to assist with the fitting, ordering, and distribution of apparel and other items as needed; to coordinate with the Director and Color Guard Instructors for the ordering of supplies, Color Guard equipment, and other items as necessary; to coordinate with Executive Board members for Color Guard special events; to distribute and collect all necessary forms; to recruit and coordinate volunteers to provide snacks, chaperone, and to move equipment during performances; to arrange for and coordinate equipment and transportation for rehearsals/events involving Color Guard as requested by the Director and Color Guard Instructors in coordination with the Equipment Coordinator; to arrange for and coordinate truck or vehicle drivers for the Color Guard equipment, if necessary, in coordination with the Equipment Coordinator; to coordinate with Executive Board members for planning overnight Color Guard trips; to coordinate all Color Guard travel arrangements and logistics for vehicles and equipment with the Director, Color Guard Instructors, and Equipment Coordinator; to assist the Band Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 12: PERCUSSION COORDINATOR

It shall be the duty of the Percussion Coordinator to be responsible for the needs of the Percussion groups and Indoor Drumline and to communicate those needs to the Executive Board and the Director in a timely manner; to assist with the fitting, ordering, and distribution of apparel and other items for Indoor Drumline as needed; to coordinate with Executive Board members for Indoor Drumline special events; to distribute and collect all necessary forms; to recruit and coordinate volunteers to provide snacks, chaperone, and to move equipment during performances for Indoor Drumline; to arrange for and coordinate equipment and transportation for rehearsals/events involving Indoor Drumline as requested by the Director and Percussion Instructors, in coordination with the Equipment Coordinator; to arrange for and coordinate truck or vehicle drivers for Indoor Drumline equipment, if necessary, in coordination with the Equipment Coordinator; to coordinate with the Executive Board members for planning overnight Indoor Drumline trips; to coordinate all Indoor Drumline travel arrangements as well as logistics for vehicles and equipment with the Director, Percussion Instructors, and Equipment Coordinator; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 13: NEW MEMBER COORDINATOR

It shall be the duty of the New Member Coordinator to promote and distribute information about the Program to new students and potential new students and parents/guardians as directed by the Director and Instructors or the Executive Board; to maintain contact with each of the feeder schools’ band directors to share Program information; to work to develop greater understanding and involvement with and among the new member parents/guardians; to work to get new member parents/guardians involved in the program; to communicate with the new member parents/guardians about how the program works, what the different events are, what it takes to run the program, and any other relevant information; to reach out to incoming students and parents/guardians at the feeder schools, especially second semester, to inform them about the Program registration and fundraising events; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

SECTION 14: COMMUNICATIONS COORDINATOR

It shall be the duty of the Communications Coordinator to promote and distribute public information about the Program to students, parents/guardians, school district personnel, and the community as directed by the Director and the Executive Board; to maintain a mailing list of parents/guardians, students, and alumni for announcements; to organize emails and posts as directed by the Executive Board; to arrange for media coverage for all Program events, as necessary; to arrange for all communication with the members, parents/guardians, students, alumni, high school, school district, and the community as needed or directed by the Director, Instructors, and the Executive Board in order to promote the Program or distribute information about the Program and its events; to regularly post information about all performing groups and Boosters activities, as well as Program photos and videos, fundraisers, etc. on the Boosters social media account(s); to oversee the production of the annual year end video; to assist the Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board. The release of Boosters membership lists and/or roster information is prohibited except by authorization of the Executive Board.

SECTION 15: ORCHESTRA COORDINATOR

It shall be the duty of the Orchestra Coordinator to be responsible for the needs of Orchestra and to communicate those needs to the Executive Board and the Director in a timely manner; to coordinate and implement the fitting, ordering, and distribution of concert apparel and other items, in coordination with the Uniform Coordinator; to coordinate with Executive Board members for orchestra special events; to distribute and collect all necessary forms; to recruit and coordinate volunteers to provide snacks, chaperone, and to move equipment during performances; to arrange for and coordinate equipment and transportation for rehearsals/events involving orchestra as requested by the Director and Instructors, in coordination with the Equipment Coordinator; to arrange for and coordinate truck or vehicle drivers for orchestra equipment, if necessary, in coordination with the Equipment Coordinator; to coordinate with Executive Board members for planning overnight orchestra trips; to coordinate all orchestra travel arrangements as well as logistics for vehicles and equipment with the Director, Orchestra Instructors, and Equipment Coordinator; to assist the Band Director, Instructors, and the Boosters Executive Board with all programs; and to perform additional duties as may be assigned by the President, Director, or the Executive Board.

ARTICLE VI

MEETINGS

Section 1: General Boosters meetings shall be held once each month on a day selected by the Executive Board; however, meetings in May, June, and July are not required.

Section 2: The general Boosters meeting in April shall be for the purpose of electing the Executive Board, receiving year-end reports from Executive Board members and committees, and for any other business that may arise.

Section 3: Special meetings of the Boosters may be called by the President and shall be called upon the written request of two-third of the members of the Boosters. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least three (3) days’ notice will be given.

Section 4: Executive Board meetings shall be held once each month on a day selected by the Executive Board; however meetings in June and July are not required. The purpose of this meeting shall be to administer the affairs of the Boosters.

Section 5: Special meetings of the Executive Board may be called by the President and shall be called upon the written request of one-third of the members of the filled Executive Board positions. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least three (3) days’ notice will be given.

Section 6: A quorum of 50% of the filled Executive Board positions is necessary to conduct business.

Section 7: In the event a regular or special meeting of the Executive Board cannot be convened and a vote on an issue cannot be delayed, a vote may be taken by email. A quorum of 50% of the filled Executive Board positions must respond in order for a vote to be recorded. Any vote taken by email may be revisited at the next regularly scheduled Executive Board meeting upon request of any Executive Board member.

ARTICLE VII

COMMITTEES

Section 1: The President or the Executive Board shall appoint committees, as deemed necessary to carry on the work of the Boosters. The President shall be an ex-officio member of all committees except the Nominating Committee.

ARTICLE VIII

FUNDS

Section 1: It shall be the duty of the Executive Board to approve plans for raising and dispersing funds of the organization. Obligations may be incurred and disbursements may be made only on approval by a majority vote of the Executive Board.

Section 2: All funds collected by the Boosters shall be used to actively support the Program.

Section 3: Only the President, Vice President, Treasurer, and Ways and Means Coordinator shall be authorized to sign checks drafted by the Boosters. Each check will require two (2) signatures. At no time shall any of the four (4) members authorized to sign checks drafted by the Boosters be of the same family and/or household. At no time shall any of the four (4) members stated above sign any check made to himself or herself or to someone related to the signer by blood or marriage, or who resides in the same household.

Section 4: Disbursements of budgeted items can be made during any period and shall be ratified at the next Board meeting. Non-budgeted disbursements will not be made until approved by the Executive Board. There is no guarantee that all items will be approved for disbursement.

Section 5: All funds collected by the Boosters shall be deposited in a Boosters checking and/or savings account in a local bank.

Section 6: The fiscal year for the Boosters shall be June 1 through May 31.

Section 7: Preliminary budgets shall be prepared annually for Executive Board review. The budgets shall reflect a projection of future program levels and all known or predictable cost increases. Each major section of the budgets shall be accompanied by a brief description of the program and/or activities for which funds would be used.

Section 8: At the April Executive Board meeting, the budgets of estimated income and expenditures for the following year will be presented, adjusted if necessary, and approved for submission to the Members. The approved budgets shall be presented to the Boosters membership for adoption at the last general membership meeting of the year. The adopted Program budgets will be filed with the school and school district, as required. The budgets may be adjusted and/or modified as needed by a majority vote of the Executive Board.

Section 9: The President will appoint an individual or group of individuals, not on the Executive Board, to perform a financial review or audit of the financial records of the Boosters, as necessary.

ARTICLE IX

PARLIAMENTARY AUTHORITY

Section 1: The rules contained in the current edition of Robert’s Rules of Order, newly revised, shall govern the Boosters in all cases to which they are applicable and in which they are not inconsistent with these By-laws and any special rules of order the Boosters may adopt.

ARTICLE X

AMENDMENTS TO BY-LAWS

Section 1: These By-laws can be amended at any regular or special meeting of the Boosters by a two-thirds vote of the Members present, provided that any amendment has been submitted to the Members by email three (3) days prior to the meeting.

ARTICLE XI

DISSOLUTION

Section 1: In the event the Boosters becomes inactive or dissolves, all remaining funds shall be distributed to the Los Osos High School Band, Orchestra, and Color Guard ASB account.

ADOPTED: JANUARY 2003.

REVISED: DECEMBER 10, 2009.

REVISED: DECEMBER 9, 2010.

REVISED: MAY 18, 2017.

REVISED: APRIL 19, 2022.

REVISED: APRIL 7, 2026.