Mansfield High School Tiger Band Boosters

ARTICLE I: NAME

Section 1.01.  Name.  The name of the organization shall be Mansfield High School Tiger Band Boosters (MHSTBB). 

 

ARTICLE II: PURPOSE AND STRUCTURE

Section 2.01.  Purpose.  The MHS Tiger 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.

 

The purpose of this organization shall be to foster cooperation and involvement in the band program by maintaining clear and constant communication with parents, legal guardians, MHS administration, schools within the MISD, and the community at large. The organization will also promote the entire band program of Mansfield High School, by assisting the Band Directors and school authorities in the development of an outstanding band program.

 

The activities must be consistent with the Guidelines and Procedures established by the Mansfield Independent School District and the University Interscholastic League.

 

Section 2.02. Inurement.  No part of the net earnings of the organization shall inure to the benefit of any director of the organization, officer, or any private individual (except those in financial hardship as defined in these bylaws). No director, officer or any private individual shall be entitled to share in the distribution of any of the assets on the dissolution of the organization.

 

Section 2.03.  Lobbying.  No substantial part of the activities of the MHSTBB shall involve the carrying on of propaganda, or otherwise attempting to influence legislation. Notwithstanding any other provision of these articles, the MHSTBB shall not carry on any other activities not permitted to be carried on: (a) by an organization exempt from federal income tax under 501(c)(3) of the Internal Revenue Code, or corresponding Section of any future tax code; or (b) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code, or corresponding Section of any future federal tax code.

 

 

ARTICLE III: MEMBERSHIP

Section 3.01.  Members.   Membership shall be open to all parents and legal guardians of current band students who agree to abide by the By-laws of the Organization.
1. The voting members of the organization will consist of the parents and/or legal guardians of
current band students of Mansfield High School.
2. The Executive Board may determine additional volunteers to participate in the band program.
3. Mansfield Independent School District’s policy requires volunteers to undergo background
checks. Any parent or legal guardian serving in a volunteer capacity with the students is required to
submit to district protocol.
4. Band Booster members are to sign a Waiver of Liability at the beginning of each fiscal year.
5. Band Booster members are to follow the Student/Parent Code of conduct.
Section 3.02.  Grievance.  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. If the grievance cannot be settled, the issue will be forwarded to the Head Band Director and the Mansfield Fine Arts Director for consultation and resolution.

 

ARTICLE IV: OFFICERS AND EXECUTIVE BOARD

 

Section 4.01.  Officers. The following elected officers shall serve a term of one-year, beginning no later than July 1st  through June 30th. They may be re-elected for consecutive terms. Elected officers must be a legal guardian of a Student enrolled in a band or guard class at Mansfield High School for the fiscal year in which they serve and may not be Mansfield ISD Central Office employees or administrators of Mansfield High School.

President

1st Vice President Fundraising
2nd Vice President Volunteers

3rd Vice President Operations
4th Vice President Events

5th Vice President Guard   

6th Vice President Communications
Secretary
Treasurer

Assistant Treasurer

Parliamentarian

Members at Large (2)
Ex-officio Members (non-voting): Immediate Past President, MHS Band Directors

 

Section 4.02.  Executive Board.  The Executive Board will consist of the Mansfield High School Band Directors and the elected officers.
 

Section 4.03.  Meetings. At a January or February general meeting of the organization, a nominating committee will be formed from volunteers. The committee will contain an odd number of members not less than 5. One Band Director will serve on the committee as a non-voting member. Members may not serve on the nominating committee if they were members of the nominating committee the prior year.
 

Section 4.04.  Elections Officers will be elected at a general meeting in April or May and will assume duties no later than July 1st.  In the event an office becomes vacant due to resignation or in the event the officer’s band student leaves the band, a replacement shall be elected by a majority vote of the Executive Board.  Any elected officer may be removed from office by a recommendation of the Executive Board and simple majority vote by the voting members of the organization.  The President must have served on the Executive Board for at least 1 year prior to being elected.  No 2 immediate family members may hold different board positions, but may hold Co positions such as Co-Directors. In the event of Co positions elected from immediate family, members exercise one vote together as a board member. The Treasurer and Assistant Treasurer  positions cannot be immediate family members.

 

Section 4.05  Compensation. No officer shall receive compensation for any service he or she may render to the organization. Board members may be reimbursed for actual expenses incurred in the performance of their duties.

 

 

ARTICLE V: DUTIES

Section 5.01 President
1. Preside at all meetings of the Executive Board and at the general and special meetings. The President will prepare an agenda for each meeting in cooperation with the Band Directors, notify Executive Board members of the date and time of the Executive Board meetings and notify the organization members of general and special meetings.
2. Enforce the By-laws and ensure that all activities of the officers and the organization are supporting the Mansfield Band program as prescribed by the Head Director.
3. Will develop, with the support and help of the Executive Board and Band Directors, and  present a proposed budget at the first regular meeting of each fiscal year, to be approved by the Board.
4. Regularly meet with the treasurer of the organization to review the organization’s financial position.
5. Select an officer as the designee to receive all financial statements either through the mail at their home address or electronically. This individual should not be a signer on the account. Upon receipt, the designee should review the activity on the bank statement and cancelled checks for reasonableness. This provides an independent review by an individual not associated with disbursement activity.
6. Schedule an annual audit of records or request an audit if the need should arise during the
year.
7. Assist the Band Directors where needed.

Section 5.02. 1st Vice President Fundraising

1. Assist the President in all matters required.

2. In the absence of the President, the 1st Vice President shall assume the responsibilities of

 the chair.

3.Preside as the focal point of all individually chaired fundraising committees.

4. Oversee the following booster club activities:

• Spirit Nights

• Spring Market

• Spirit Wear

• Sponsors

• Fan Shirts

• Fundraising activities throughout the year

• Other duties as assigned

 

Section 5.03. 2st Vice President Volunteers

1. Assist the President in all matters required.

2. Work to provide sufficient volunteers for all booster club events throughout the year.

3. Among other events, oversee the following booster club activities

• Chaperones

• Pit Crew

• Feed the Band

• Medical Staff

• Uniforms/Plumes

• Other duties as assigned

4. In the absence of the President and 1st  Vice President, 2nd Vice President shall assume the responsibilities of the chair.

 

Section 5.04  3rd Vice President Operations

1.  Assist the President in all matters required.

2. Oversee the following booster club activities:

• Truck/Trailer Operations

• Storage Units

• Concessions

• Water Crew

• Prop Crew/Props

• Other duties as assigned

1. In the absence of the President,1st Vice President and 2nd Vice President, 3rd Vice President shall assume the responsibilities of the chair.

 

Section 5.05 4th Vice President Events

1.Assist the President in all matters required.

2. Oversee the following booster club activities:

• Tiger Trek

• Preview of Champions

• Band Picnic

• Band Banquet

• Band Registration

• Other Duties as Assigned

3.In the absence of the President, 1st, 2nd , and 3rd Vice Presidents, the 4th Vice President shall assume the duties of the chair.

 

Section 5.06 5th Vice President Guard

1.Assist the President in all matters required.

2.   Promote the tight integration between the color guard/winter guard units and the wind/percussion units

3.   Oversee the following booster club activities:

• Color guard

• Winter Guard

• Coordinate any fundraising efforts needed by the guard units with the VP Fundraising

1. In the absence of the President, 1st, 2nd, 3rd and 4th Vice Presidents, the 5th Vice President shall assume the duties of the chair.

 

Section 5.07 6th Vice President Communications

1.Assist the President in all matters required.

2. Oversee all efforts to communicate the outstanding story of our band program, to both internal and external audiences.  Work to maximize the effectiveness of communication methods.

3. Oversee the following booster club activities:

• Maintain all band social media pages

• Photo Sharing/Distribution for Parents

• Advertising

• Banners

• Maintain the MHSTBB website or oversee the appointed webmaster.

• Post meeting notices and other announcements as requested by the President.

• Handle public relations and news releases to the media as requested by the President or Executive Board.

4.In the absence of the President, 1st, 2nd , 3rd , 4th, , 5th Vice Presidents, the 6th Vice President shall assume the duties of the chair.

Section 5.08. Secretary
1. Keep an accurate record of all proceedings of the organization.
2. Handle all correspondence as necessary.
3. Check the mailbox monthly.
4. The Secretary shall assist the Treasurer in maintaining an accurate and permanent record.
5. Turn over records to the incoming officer within 30 days of election.
6. Records should be kept for a period of 10 years for audit purposes.
7. In the absence of the President and Vice Presidents, the Secretary shall assume the responsibilities of the chair.

Section 5.09. Treasurer
1. The Treasurer shall maintain an accurate and permanent record of all receipts and distributions
of the organization in accordance with the Internal Revenue Service’s guidelines, the Guidelines and
Procedures for Booster Clubs as detailed by the Mansfield ISD. The following guidelines will be followed:
a. Checking account(s) should be established with three authorized signatures: Treasurer,
President and a designated board member.
b. Two authorized persons shall sign all checks. An authorized person cannot sign a check issued to
them.
c. Checks are never signed with a blank payee.
d. All expenditures are to be made by check or credit card never cash.
e. When the organization is not billed directly, there must be a completed check request
documenting expenditure amount and type submitted with receipts to receive reimbursement within 30
days of the expense unless authorized by the Executive Board.
f. All collected monies should be deposited within 7 business days of receipt.
g. All monies should be initially collected and counted by one person other than the Treasurer.
The counter and the Treasurer shall sign a deposit form, which is kept as part of the Treasurer’s annual
records.
h. Bank Statements should be emailed to the email address maintained by the organization so that they
can be reviewed by the Assistant Treasurer, and not a signer on the account prior to being given to the Treasurer.  Bank statements are to be reconciled monthly.
i. Treasurer reports will be given at each meeting detailing expenditures and receipts, along with budgeted amounts and actuals.
j. Establish a system whereby IRS Forms can be furnished to those individuals,
businesses, etc. who are paid $600.00 or more in a calendar year upon receiving a completed W9.
k. Responsible for completing the following yearly reports:
i. Sales Tax Reports due Quarterly
ii. Tax Exempt Tax Return (990) due yearly on November 15.

iii. Forms 1099 due yearly on January 31.
l. Expenses not approved in the Annual Budget over $500.00 and less than $2500.00 must be
approved by the Executive Board. All expenses over $2500.00 must be pre-approved by simple majority
vote of the voting members of the organization.
m. All financial requests should have the Head Band Director’s approval before any agreements are
made.
n. All persons authorized to handle funds of the association should be covered by a fidelity bond in
an amount based upon the organization’s annual income and determined by the executive board.
o. Turn over records to the incoming officer within 30 days of election
p. Records should be kept for a period of 10 years for audit purposes.
q. File sales tax reports as required by the Texas Comptroller’s Office (monthly, quarterly, or
annually). Sales tax reports must be filled even if no sales tax was collected for the period reported.

r. At the end of a fundraiser, present budgeted versus actual results to determine the profitability of the fundraiser.

 

Section 5.10.  Assistant Treasurer

1. Should not be designated as a signer on the financial accounts, but should be provided online access to banking information to help facilitate communications between Treasurer, Board, and Band Directors.

2. Maintain student balances.

3. Provide a detailed delinquent record each month to the Band Directors so they can communicate with students regarding their accounts.

4. Will assist the Treasurer with financial responsibilities associated with major events such as POC, Spring Market, Competitions, etc.

5. In the event the Treasurer cannot fulfill his/her duties the Assistant Treasurer will act as an interim Treasurer until one can be elected.

6. The Assistant Treasurer will prepare the bank reconciliation monthly.

Section 5.11.  Parliamentarian
1. Be versed in the organizations’ By-laws and Robert’s Rules of Order.
2. Maintain order, control the continuity of meetings and time speakers, as needed, to ensure
flow of meetings and adherence to the meeting agenda.

 

Section 5.12 Members at Large (2 positions)

1. Perform duties as requested by the President and other board members

 

 

ARTICLE VI: MEETINGS

Section 6.01  Robert’s Rules of Order.  All meetings of the organization including the Executive Board meetings shall be governed and ruled by the Robert’s Rules of Order, latest edition.

Section 6.02 Booster Meetings.  Regular Meetings of the organization shall be held at least four times annually. The Band Directors in cooperation with the Officers shall set the dates of meetings. Any meeting requiring a vote to be taken by the general membership must have a 48-hours advance notice of meeting date and time. Vote results must be a simple majority to pass.  Meetings may be on the campus of Mansfield High School or held virtually.

Section 6.03  Executive Board Meetings.  Executive Board meetings shall be held at least once per calendar quarter unless it is agreed by a majority of the Board that there is no business to address. The Band Directors and the President will set the dates of the Executive Board meetings. Executive Board meetings are closed. It is the discretion of the Board to invite members to fulfill the needs of the agenda.
 

Section 6.04. Quorum for regular meeting - not less than 20 members shall constitute a quorum.

Section 6.05 Quorum for an Executive Board Meeting –at least one Director plus 5 elected officers shall
constitute quorum.

 

Section 6.06 Proxy.  No voting by proxy will be allowed.

 

ARTICLE VII: COMMITTEES

Section 7.01.   Nominating Committee. Meet to receive nominations for the elected offices of the organization and to prepare a slate of nominees and a ballot for the election of officers.  See Section 4.03.

 

Section 7.02 Scholarship Committee. Responsible for coordinating the scholarship application and selection process. The Treasurer shall chair the committee and name its members as needed.  The committee shall contain an odd number of people of not less than 3 and not more than 5.  The committee members should at a minimum not include anyone that has a graduating senior and would preferably consist of individuals that were not associated with the Mansfield High Band Program.

 

Section 7.03  Finance Committee. The Finance committee is responsible for conducting an annual audit of the organizations financial report and the related financial activity for the school year. The finance committee should include band members; however, the committee should have at least one board member review the information. If the membership size does not allow, the finance committee may be comprised of two individuals with one being a non-officer. An outside party may perform an external audit at the organization’s expense. The finance committee will prepare a written Audit Report that communicates the results of the audit to the organization. The Treasurer should not be on the finance committee. The finance committee can perform the audit beginning July 1st, present the results to the new President, and provide a report to the MISD Director of Financial Services by September 15th. 

 

Section 7.04 Other.  Any other committees, as necessary, may be established to accomplish the organization’s purposes at the discretion of the President.

 

ARTICLE VIII: FISCAL YEAR

Section 8.01. The fiscal year of the organization shall begin on the 1st day of July and end on the 30th day of June.

 

ARTICLE IX: INSURANCE AND PROPERTY

Section 9.01. Liability Insurance.  The MHSTBB will maintain Liability Insurance for the organization. The Boosters will also maintain Liability Insurance on Band Trailers and their contents.

Section 9.02. Personal Property.  Personal property purchased by the MHSTBB, which is placed in, on or around the school, must be designated by the Board as either the property of the MHSTBB  or of the school. If the item is the property of the MHSTBB, it becomes part of the MHSTBB’s physical assets and the MHSTBB is liable for its maintenance and use. If not specifically identified as property of the MHSTBB, it will be considered as a gift to the school and district. The MHSTBB shall maintain insurance on physical assets as required by the school or by law.

 

ARTICLE X: CONFLICT OF INTEREST

Section 10.01 Existence of Conflict, Disclosure. Directors, officers, employees and contractors of Corporation should refrain from any actions or activities that impair, or appear to impair, their objectivity in the performance of their duties on behalf of the Corporation. A conflict of interest may exist when the direct, personal, financial or other interest(s) of any director, officer, staff member or contractor competes or appears to compete with the interests of the Corporation. 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 a matter requiring Board action, such person shall not vote on the matter.  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 subject of the possible conflict.

 

Section 10.02 Nonparticipation in Vote. 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 any and all relevant information.

 

Section 10.03 Minutes of Meeting. The minutes of the meeting 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.

 

Section 10.04 Annual Review. A copy of this conflict of interest statement shall be furnished to each director or officer, employee and/or contractor who is presently serving the corporation, or who hereafter becomes associated with the corporation. This policy shall be reviewed annually for information and guidance of directors and officers, staff members and contractors, and new officers and directors, staff members and contractors shall be advised of the policy upon undertaking the duties of their offices.

 

ARTICLE XI: DISSOLUTION

Section 11.01.  Dissolution.  The organization may be terminated at the discretion of the Head Band Director in agreement with the Head Principal and the Mansfield ISD Director of Fine Arts.
 

Section 12.02. Asset Distribution.  Upon dissolution of the organization, all assets shall be distributed to the Mansfield Independent School District, specifically the Mansfield 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 Mansfield 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 XII: AMENDMENTS OF BYLAWS

Section 12.01. Amendments.  By-laws of the organization may be amended by 2/3 majority vote of the members present at a regular organization meeting. By-law amendments must be read to the members at a previous meeting, posted on the website and in the Band Hall 30 days prior to the vote.
These By-laws and Constitution were adopted on May 10, 2007
These By-Laws and Constitution were amended on May 12, 2009
These By-Laws and Constitution were amended on May 10, 2011
These By-Laws and Constitution were amended on May 8, 2012

These By-Laws and Constitution were amended and updated April 13, 2021

These By-Laws were amended on May, 14, 2024.