Robert Vela High School

The organization shall be non-commercial, non-partisan, non-sectarian, and non-discriminatory. 

When general members or officers of the band booster board are acting in an official capacity, they shall not use the organization's name or the names of its members in connection with any commercial or partisan activities unrelated to the organization's mission.

The organization shall not participate in or intervene in any political campaign on behalf of or against any candidate for a public office.

The fiscal year shall run from June 1 to May 31.

1. Elected officers.

2. Appointed officers (by the President of Robert. Vela High School Band Booster). They cannot be family members or live in the same household unless this is disclosed at the time of nomination or appointment and voted on and approved by active voting members. A family member includes a spouse, stepparent, parents-in-law, siblings, step-sibling, sibling-in-law, grandparent, sister, brother, aunt, uncle, child, and stepchild or legal guardian.

The Executive Board shall have the ability and responsibility to manage:

1. The affairs, activities, and operation of the organization.

2. Transact necessary business between the meetings of the general membership.

3. Approve the plans and work of Standing and Special Committees.

4. Prepare, submit, and present a budget to the general membership for review by the General meeting in June and no later than two weeks after the first meeting in July.

The Executive Board shall meet at least once monthly to prepare for general meetings and to coordinate the organization's affairs. The President may call a special meeting of the Executive Board when needed.

Any actions can be taken at a meeting if consent in writing or electronic communication is obtained from all board members or committee members. Such consent shall have a similar force and execute as an unanimous vote at a duly convened meeting. Actions taking without a meeting shall be documented and ratified at the next executive meeting.

Members entitled to vote may participate in a meeting through teleconference, video conference, or any similar communication technology that allows all participants to hear and communicate in real time. Participation through such means shall constitute presence in person at the meeting.

Executive Board members shall serve without compensation; however, they can reimburse reasonable expenses incurred while performing duties related to the organization's activities.

1. To qualify for reimbursement; such expenses must be directly related to the organization's mission, pre-approved by the Board when possible, and accompanied by proper documentation, including receipts and a detailed expense description.

2. Any member submitting reimbursement claims should do so within 30 days of incurring the expense, and the treasurer will process payments per the organizations financial policies.

3. The board shall promptly settle all debts incurred by the organization upon receipt of final invoices.

Executive Board members must maintain strict confidentiality regarding all discussions, decisions, and documents related to the organization's business. This obligation applies during and outside of meetings and is essential for protecting sensitive information and ensuring the integrity and success of the organization. Violation of confidentiality may result in disciplinary action:

First Violation: An executive board member who violates confidentiality will receive a formal written warning from the Executive Board, emphasizing the importance of adhering to confidentiality policies and the potential consequences of further violations.

Second Violation: If an executive board member commits a second violation of confidentiality, they will be subject to immediate removal from their position on the Board, as outlined in the organization's bylaws.

Executive Board Members should exercise discretion at all times and are prohibited from sharing confidential information with unauthorized individuals or entities.

1. Principal Executive Officer: the president shall serve as the principal executive officer of the organization, oversee and supervising all activities, subject to the control of the executive board.

2. Role on the Executive Board: The President is a member of the executive board and shall preside over all meetings of the Executive Board and membership when present.

3.  Appointed Authority: The President has the authority and responsibility to fill any vacancies on the executive board through appointment.

4. Appoint the chairperson of all Standing and Special committees.

5. Ex-Officio Committee Membership: The President shall serve as an ex-officio member of all organizational committees and may chair one or more Standing Committees if necessary.

6. Meeting Preparation: The President shall ensure that all reports and agendas are prepared and readily available for presentation at all meetings.

7. Guest Invitations: The president shall have the authority to invite guests to Executive Board meetings as deemed appropriate.

8. Voting Rights: The President shall not have voting rights on all matters but shall only cast a vote to break a tie in the executive board or general membership.

9. The President is responsible for signing checks.

The first Vice President is a member of the Executive Board.

     1.  Preside at board meetings and general membership in the absence of the President.

     2. Act as Chairperson of the Fundraising Committee.

     3. Perform other duties as indicated to the office of the President in the absence of that officer or disability of the President.

     4. Handle special projects assigned by the Band Director or President.

     5. The 1st Vice President shall have full voting rights.

     6. The 1st Vice President will become a check signer upon the vacancy of a treasurer, co- treasurer, or president.

The Second Vice President is a member of the Executive Board.

    1. Shall communicate the needs of the following standing committees with the executive board: Membership, Volunteers, Indoor Winds, Revelation (Drum Line), and Winter Guard.

    2. Shall chair the Membership & Volunteer Committee.

     3. May serve as a chair of the standing committee(s).

     4. Be responsible for all volunteer related activities, including but not limited to comp database of interested volunteers, submitting background checks through ECISD, coordinating approved volunteers for various activities, and communicating with committee chairpersons to ensure they have adequate volunteers to complete their tasks efficiently.

    5. They will oversee and create volunteer sign-ups for all band-related events.

    6. Assist the chairman and board with any volunteer needs.

    7. Will be responsible for planning and coordinating meals, projected and allocated in (RVHSBB) budget.

    8. Shall have full voting rights.

Their Treasurer is a member of the Executive Board

    1. Shall be responsible for all the organizations funds per the organizations financial policies.

    2. Shall receive and give receipts for monies due and payable to the organization from all sources and shall deposit such funds in the (RVHSBB) account or organization as selected by the Executive Board.

   3. Shall make disbursements as approved or amended by the budget.

   4. Shall present a written financial report, prepared per the organizations financial policies and ECISD Policies at the General Membership Meeting and at other times as requested by the Executive Board, keep digital copies of deposit reports, and provide copies to the Co-Treasurer.

   5. Shall make deposits daily by the next business day from a weekend or holiday.

   6. Treasurer must meet with ECISD CPA to conduct an external audit by the end of each fiscal year.

   7. May serve as a chair of a Standing Committee(s).

   8. The Treasurer shall have full voting rights.

   9. The Treasurer is responsible for signing checks.

The Co-Treasurer is a member of the Executive Board.

   1. Shall assist the Treasurer in carrying out the Treasurer's duties as mentioned in the Bylaws.

  2. and such other duties as may be assigned by the President or the Executive Board.

  3. Shall obtain and keep digital copies of all deposits, receipts, and reports from the Treasurer.

  4. Shall have full voting rights.

  5. The Co-Treasurer is responsible for signing checks.

 The Secretary is a member of the Executive Board.

    1. Shall keep the minutes of the membership proceedings, and the Executive Board shall see that all notices are duly given per these Bylaws.

   2. Shall be responsible for publishing or providing minutes.

   3. Shall manage and keep accurate records of member, attendance and meetings for voting privileges.

   4. Shall, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.

   5. Shall maintain a listing of all members.

   6. May serve as a chair of a Standing Committee(s).

   7. Submit monthly bank statements to designated campus staff.

   8. Shall have full voting rights.

   9. Shall be added to the bank as a viewer for the bank statements. However, they will not be a signer.

The Parliamentarian is a member of the Executive Board.

   1. They will advise the President and other Officers, Committees, and Members on matters of parliamentary procedures.

  2. Will serve as a well-informed consultant/advisor on parliamentary procedures and always keep order.

  3. Please call the President's attention to any error in the proceedings affecting the substantive rights of any member that may harm the club member.

  4. Shall be accessible to assist other officers.

  5. Shall have full voting rights.

The Parliamentarian is a member of the Executive Board.

   1. Shall guide the organization so that no school policy, UIL, or TMEA guidelines will be violated.

Officers, members, directors, and contractors of the (RVHSBB) should refrain from any actions or activities that impair or appear to impair their objectivity in performing their duties on behalf of the (RVHSBB).

1. A conflict of interest may exist with the direct, personal financial, or other interest of any officer, members, directors and contractors, competes or appears to compete with the interest of the organization. If any such conflict of interest arises the interested person shall call it to the attention of the executive board for resolution. If the conflict relates to matters requiring board action, such person shall not vote on the matter.

2. When there is a doubt as to whether any conflict of interest exists, the matter shall be resolved by a vote of the executive board, excluding the person who is the object of the possible conflict.

3. Officers, members, and contractors of the RVHS Band Booster should refrain from any action or activities that impaired or appear to impair their objectivity and their performance of their duties on behalf of the RVHS Band Booster.

4. RVHSBB's copyrighted name cannot be used for personal financial gain or without the approval of the principal and/or district.

The person having a conflict shall not participate in the final deliberation or decision regarding the matter under consideration and shall retire from the room in which the board is meeting. However, the person may be permitted to provide the Board with relevant information.

The meeting minutes of the Board shall reflect that the conflict was disclosed and the interested person was not present during the final discussion or vote and did not Vote on the matter.

Two or more executive board officers may be members of the same family (spouse, parent, stepparent, parents-in-law, siblings, step-sibling, sibling-in-law, grandparent, child, and stepchild) or live in the same household ONLY if this is disclosed at the time of nomination or appointment and voted on and approved by active voting members. In addition the same family members cannot both be check signers.

Every member of the Executive Board of the (RVHSBB) may be secure against legal responsibility for their action (Indemnification) by the Robert Vela High School Band Booster against all expenses and liabilities, including council fees, reasonably incurred or imposed upon such members of the Executive Board. This also includes connection with any threatened, pending, or completed action, suit, or proceeding to which they may become involved by reason of their being or having been a member of the Executive Board. This does not include any liability for negligence of misconduct in the performance of his/her duties. In the event of a settlement, the legal responsibility for their action (Indemnification) shall only apply when the Executive Board approves search settlement and reimbursements as being in the best interest of Robert Vela High School Band Booster. The right of indemnification shall be in addition and not exclusive to all other rights of such members of the Executive Board.

These Bylaws may be reviewed for amendments or revisions by the Bylaws committee. These amendments and revisions must be reviewed, voted and approved by 2/3rd of the executive board and forwarded to the band director for approval before being voted on by the General Membership. The amendments and revisions must be provided at least (30) days before the general membership vote on any proposed changes. The approval of amendments and revisions will require a majority vote by the general membership present at the meeting, with a quorum being met.

The rules contained in the current addition of Robert's Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent or conflict with RVHSBB Bylaws and any special rules of order of the organization may adopt.

Standing rules for general membership meeting:

   1. Members must rise and be recognized by the presiding officer and give the floor to speak on an item or ask questions.

  2. The floor will be given to a member who has not spoken on an item before a member who has.

  3. General members may be recognized twice (2 times) to speak on any one (1) agenda item for a maximum of three (3) minutes per recognition.

  4. A motion and second must be made before discussing an agenda item can commence.