Bylaw Index (Click on a bookmark) 

 

Name

Purpose and Policy

Membership

Property

Officers and Committees

Duties of Officers and Chairpersons

Officers

Chairpersons

Representatives

Registration Fee Schedule

Meetings And Quorum

Elections

Order of Business at Meetings

Amendments

 


 

SAN CLEMENTE HIGH SCHOOL

 BYLAWS OF THE TRITON MUSIC ARTS CLUB

San Clemente, California

 

ARTICLE I.  NAME

The name of this organization shall be the TRITON MUSIC ARTS CLUB, henceforth referred to as TMAC.  The following Bylaws are placed in effect.

ARTICLE II.  PURPOSE AND POLICY

SECTION A.  PURPOSE.  TMAC’s purpose is to promote and support student, faculty, parent, and community interest in the San Clemente High School (SCHS) Instrumental Music Program, which includes Bands, Orchestras, and Dance Pageantry.  TMAC will also encourage participation in the program through moral, physical and financial support, and to reward achievement in music excellence.

 

SECTION B.  POLICY.  TMAC policies shall conform to the policies of SCHS and the Triton Booster Club. TMAC shall not attempt to direct the activities or control the policies of either the music program or the school. TMAC is a support organization created for nonprofit purposes, and the individual members shall not derive monetary remuneration wherefrom.

ARTICLE III.  MEMBERSHIP

SECTION A.  TMAC membership shall be open to all individuals who support the SCHS Instrumental Music Program, and agree to abide by the bylaws. All students in the above listed groups shall be non-voting members. The voting rights, privileges, and property of members shall be as stated in these bylaws. There will be three (3) classes of members:

A current membership list shall be submitted to the Triton Booster Club each year. 

 

SECTION B.  Regular members (“members”) must meet at least one of the criteria below. Members shall be eligible to vote, hold office, constitute a quorum and have all other rights common to the general membership.

a) Parents or legal guardians of students in the SCHS Bands, Orchestras, and  Dance Pageantry

b) Adults who attend at least three (3) TMAC membership meetings during a 12-month period.

c) Adults who participate in at least one TMAC authorized fund raiser or provide support to at least one Band, Orchestra, or Dance Pageantry activity during a 12-month period.

SECTION C.  Student members shall be all current members in good standing of the SCHS Bands, Orchestras, or Dance Pageantry. Student members shall not be eligible to vote, hold office, or constitute any portion of a quorum but shall have all other rights common to the general membership.

 

SECTION D.  Affiliate members shall be places of business, community organizations, alumni, and individuals wishing to support TMAC but who are not eligible for Regular Membership under Section B. Affiliate members shall not be eligible to vote, hold office, or constitute any portion of a quorum but shall have all other rights common to the general membership.

 

ARTICLE IV.  PROPERTY 

The property of TMAC is irrevocably dedicated to charitable purposes.  TMAC’s net income or assets shall never inure for the benefit of any Director, member, or to the advantage of any other private persons.

 

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ARTICLE V.  OFFICERS AND COMMITTEES  

TMAC

OFFICERS

Direct to Officer Descriptions

President

VP Volunteers

VP Fundraising

VP - Band

VP - Orchestra

VP - Dance

Secretary

Treasurer

TBC Representative

 

SECTION A.  TMAC shall have elected Officers with the exception of the Director and President.  The TMAC President is appointed by the Director. Officer, Committee Chairperson, and Representative positions are detailed below:

 

OFFICERS

Officers constitute the Executive Board.  With the exception of the Past President, positions are held by parents that have a student member participating in the program.

  • Director

  • TMAC President

  • Vice President - Volunteers

  • Vice President - Ways and Means

  • Vice President - Band

  • Vice President - Pageantry

  • Vice President - Orchestra

  • Secretary

  • Treasurer

  • Triton Booster Club Representative

  • Past President

 

COMMITTEE CHAIRPERSONS:

  • Concerts and Hospitality

  • Publicity/Newsletter

  • Travel

  • Video

  • Uniform

  • Equipment

  • Grandstand

  • Nominating

 

REPRESENTATIVES:

  • Drum Line Parent Representative

  • Jazz Band Parent Representative (Jazz Festival)

  • Student Band Representative (Elected President)

  • Student Orchestra Representative (Elected President)

  • Student Pageantry Representative (Appointed Captain)

 

SECTION B.  A Nominating Committee appointed by the Director and Executive Board shall present a slate of Officer candidates at the April meeting. Candidates will be voted upon for the coming year’s Officers. Committee Chairpersons and Representatives will be seated at a time determined by the TMAC President and the Director. 

 

SECTION C.  The TMAC President shall be appointed by the Director. Officer elections shall be conducted at the May meeting of the school year. Officer terms begin June 1st and conclude May 31 of the following year. 

 

SECTION D.  In the event of a vacancy existing in a Committee Chairmanship during the school year, such vacancy may be filled by a person appointed by the Director with Board approval.  Additional committees may be appointed by the Director and Officers as needed.  An Officer position vacancy during the school year shall be filled by a person approved by the Officers and Director. 

 

SECTION E.  The President shall conduct all meetings and ensure TMAC policy is enforced.  TMAC shall comply with all regulations of the Triton Booster Club Charter, and State laws governing non-profit corporations. 

 

SECTION F.  Anything not included, or in conflict with all official governing documents of this organization shall be handled in accordance with the latest edition of “Roberts Rules of Order.”

 

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ARTICLE VI.  DUTIES OF OFFICERS AND CHAIRPERSONS

 

SECTION A.  DIRECTOR.  The Director shall be responsible for the following:

  • All TMAC actions and activities.

  • Submitting bills to the Treasurer in a timely manner.

  • Obtaining TMAC Officer approval before entering into any contracts in excess of $1,000.

  • Nominating members for outstanding recognition by TMAC.

SECTION B.  TMAC PRESIDENT.  The TMAC President shall be responsible for the following:

  • Preparing meeting agendas and presiding at meetings.

  • Ruling on procedures and jurisdiction.

  • Summarizing voting measures and decisions.

  • Authorizing payment for approved expenses.

  • Coordinating TMAC activities and assisting the Director in accomplishing Music Program objectives.

  • Approving all meeting minutes and newsletters.

  • Coordinating Officer, Committee Chairperson, and Representatives notification of TMAC meetings and special events.

  • Preparing and presenting meeting reports detailing activities and events.

  • Submitting bills to the Treasurer as required.

  • Forwarding all pertinent records, and keys issued, to the next President.

SECTION C.1.  VICE PRESIDENT – VOLUNTEERS.  The Vice President - Volunteers shall be responsible for the following:

  • Seeking volunteers to fill committee assignments to help in fundraising activities.

  • Assigning chaperones.

  • Maintaining a list of volunteers and record time donated by each volunteer throughout the year.

  • Presenting the list and report to the membership as requested.

  • Coordinating with the other Officers, Chairpersons and members as necessary to accomplish the approved fundraisers.

  • Submitting any bills to the Treasurer in a timely manner.

  • Forwarding all pertinent records, and keys issued,, and keys issued, to the next Vice President - Volunteers.

SECTION C.2.  VICE PRESIDENT – FUNDRAISING.   The Vice President - Fundraising shall be responsible for the following:

  • Recommending necessary activities to generate funds required to supplement the approved budget.

  • Reporting to the membership as requested.

  • Coordinating with the other Officers, Chairpersons and members as necessary to accomplish the approved fundraisers.

  • Submitting any bills to the Treasurer in a timely manner.

  • Forwarding all pertinent records, and keys issued, to the next Vice President - Fundraising.

 

SECTION C.3.  VICE PRESIDENT BAND.  The Vice President - Band shall be responsible for the following:

  • Maintaining an accurate and current schedule of all football games, competitions and parades.

  • Home Football Games:

    • Coordinating with the Equipment Chairperson and Grandstand Chairperson to obtain volunteers to attend and assist with crowd control in the stands.

    • Keeping section reserved for the Band and Dance Pageantry clear of other spectators.

    • Watching personal belongings and/or belongings and/or instruments left in the stands during the performance and while students are on break.

    • Bringing and distribute water bottles.

    • Checking uniforms.

    • Escorting band to and from the music room.

  • Away Games:

    • Coordinating volunteers to attend

    • Coordinating of volunteers to carry first aid kit;

    • Carrying the emergency cards. 

    • Assisting on the field, research maps and directions, and arrange for communications equipment (walkie-talkies). 

    • If school transportation is provided, ensuring that a designated chaperon remains on the SCHS campus after buses have returned until all students have left the campus.

  •   Competitions and Parades:

    • Coordinating volunteers to attend and assist as necessary including carrying the first aid kit

    • Ensuring student transportation is arranged.

    • Coordinating of volunteers to carry first aid kit.

    • Bringing and distributing water bottles.

    • Distributing plumes.

    • Coordinating uniform repairs.

    • Maintaining first aid and supply kits and restock as needed.

    • Assuming responsibility for Emergency Cards.

    • Assisting on the field, research area restaurants, research maps and directions, and arrange for communications equipment (walkie-talkies).

    • Ensuring that a designated chaperon remains on the campus after buses have returned until all students have left campus.

  • Report to the membership as requested.

  • Submit bills to the Treasurer as required.

  • Forwarding all pertinent records, and keys issued, to the next Marching Band Parent Representative.

SECTION C.4. VICE PRESIDENT ORCHESTRA.  The Vice President - Orchestra shall be responsible for the following:

  • Coordinating with the Director for any needs of the Orchestra Program including festivals, field trips, chaperones and any paperwork that may be required.

  • Representing the orchestra at TMAC meetings.

  • Report to the membership as needed.

  • Forwarding all pertinent records, and keys issued, to the next Orchestra Representative.

 

SECTION C.5.  VICE PRESIDENT PAGEANTRY.  The Vice President - Pageantry  shall be responsible for the following:

  • Coordinating with the Director for any needs of the Dance Pageantry including competitions, field trips, chaperones and any paperwork that may be required.

  • Representing the Dance Pageantry at TMAC meetings.

  • Report to the membership as needed.

  • Forwarding all pertinent records, and keys issued, to the next Dance Pageantry Representative.

SECTION D.  SECRETARY.  The Secretary shall be responsible for the following:

  • Recording the minutes of each meeting.

  • Maintaining a complete and current Minute Book.  Minutes shall be forwarded to the TMAC President for approval.

  • Maintaining a current and accurate roster of all members and students.

  • Supporting 100% parent and student participation in TMAC.

  • Responding to all correspondence with the assistance/approval of the Director, with exception of those communications specifically required of the Director.

  • Presenting the written minutes and any new correspondence at each meeting.

  • Forwarding all pertinent records, and keys issued, to the next Secretary.

SECTION E.  TREASURER.  The Treasurer shall be responsible for the following:

  • Acting as the custodian of the treasury

  • Maintaining current and accurate records of all TMAC funds receipts and disbursements

  • Preparing, with the assistance of the Director, Officers and Chairpersons, an annual budget (July 1-June 30) to be presented for vote of approval by the Executive Board meeting in June.  The Budget will be amended as required.

  • Depositing, and disburse funds only by order of the Director or the TMAC President, with the approval of the Officers, Chairpersons and members, for expenditures other than those approved in the annual budget or approved amended budgets

  • Disbursing funds not to exceed $1000 (one thousand dollars) for unbudgeted expenditures by the Director for approval at the next regularly scheduled meeting.

  • Recording and make available the records of all income and expenditures to all members or persons approved by the Director of TMAC Officers upon request.

  • Making records available for independent audit at the end of the school year.

  • Submitting to the Triton Booster Representative a monthly financial report, bank statements, bills and receipts for presentation at the Triton Booster Club meeting each month.

  • Forwarding all pertinent records, and keys issued, to the next Treasurer.

SECTION F.  TRITON BOOSTER CLUB REPRESENTATIVE.  The Triton Booster Club Representative shall be responsible for the following:

  • Representing TMAC at the Triton Booster Club meetings.

  • Representing TMAC. at the PTA, school or civic meetings if requested.

  • Reporting back to the TMAC membership at their following meeting.

  • Forwarding all pertinent records, and keys issued, to the next Triton Booster Club Representative.

 

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TMAC

COMMITTEE CHAIRPERSONS

Direct to Chairpersons' Descriptions

Concert & Hospitality

Publicity / Newsletter

Travel 

Video

Uniform

Equipment

Grandstand

Nominating

 

 

SECTION G.  CONCERT AND HOSPITALITY CHAIRPERSON.  The Concert and Hospitality Chairperson shall be responsible for the following:

  • Assisting the Director in setting up the location of concerts.

  • Coordinating with the Communications Chairperson to ensure that requests for baked goods, soft drinks, etc. have been discussed with the members and students.

  • Coordinating with the Vice President – Volunteers to ensure sufficient volunteers are available for each event, including pre and post event activities.

  • Coordinating with the Treasurer to ensure that funds have been provided to purchase any needs that are not provided by members, and that a moneybox and change are available if required.

  • Reporting to the membership as requested.

  • Submitting bills to the Treasurer as required.

  • Forwarding all pertinent records, and keys issued, to the next Concert And Hospitality Chairperson.

SECTION H.  PUBLICITY/NEWSLETTER CHAIRPERSON.  The Publicity Chairperson shall be responsible for the following:

  • Providing publicity keeping the school officials and the public aware of TMAC, Bands, Orchestras and Dance Pageantry. accomplishments and activities.

  • Working with the Officers and other chairpersons to provide publicity for fund raising events.

  • Preparing and distribute a TMAC e-Newsletter as approved by the Director and the TMAC President.

  • Submitting bills to the Treasurer as required.

  • Forwarding all pertinent records, and keys issued, to the next Publicity/Newsletter Chairperson.

SECTION I.  TRAVEL CHAIRPERSON.  The Travel Chairperson shall be responsible for the following:

  • Establishing a committee to coordinate all travel activities.

  • Coordinating travel duties including:

    • Obtaining overnight accommodations

    • Coordinating transportation, estimating costs, recommending itinerary, coordinating chaperons.

    • Setting up bus list/room assignments/student check-in schedule(s)/chaperon watch schedule, and any other schedule as required,

    • Inviting school officials, editing a tour book and other duties as requested.  He/she shall coordinate with the appropriate representative to ensure that necessary supplies, first aid and Emergency Cards are provided.

    • Ensuring that parents are aware that any medications accompanying students shall include complete instructions and all pertinent information regarding any possible drug interactions, problems and reactions that could occur.

  • Briefing the membership as requested with all details of any tour.

  • Preparing and present an after-tour report.

  • Submitting bills to the Treasurer as required.

  • Forwarding all pertinent records, and keys issued, to the next Travel Chairperson.

SECTION J.  VIDEO CHAIRPERSON.  The Video Chairperson shall be responsible for the following:

  • Coordinating the taping of all instrumental music activities as requested.

  • Maintaining an accurate and complete schedule of planned activities including time, location and any special lighting needs.

  • Requesting permission as necessary to use video equipment at other than SCHS campus activities.

  • Coordinating with other members to ensure that still photographs or slides are also being taken to show at the annual Awards Banquet and to be included in the Triton Football Program.

  • Signing for and be responsible for school equipment if used.

  • Presenting all bills to the Treasurer for expenses incurred.

  • Preparing copies of tapes as requested.

  • Forwarding all pertinent records, and keys issued, to the next Video Chairperson.

SECTION K  UNIFORM CHAIRPERSON.  The Uniform Chairman shall be responsible for the following:

  • Maintaining the uniforms in top performance order.

  • Arranging for volunteers to help fit, repair, hem and clean the uniforms as needed.

  • Coordinating with the student uniform officer and the Director for the fittings during band camp

  • Submitting any bills to the treasurer in a timely manner.

  • Forwarding all pertinent records, and keys issued, to the next Uniform Chairperson.

SECTION L.  EQUIPMENT CHAIRPERSON.  The Equipment Chairperson shall be responsible for the following:

  • Coordinating the transportation of all equipment associated with the production of a Marching Band/Winter Drumline show during all football games and tournaments.

  • Assigning a person responsible for towing the equipment trailer to all required events.  This person shall also be accountable for the proper care and maintenance of the equipment trailer.

  • Coordinating volunteers to attend and assist as necessary the supervision of loading and unloading, security and return of the equipment, props and vehicles including the golf cart, golf cart trailer, and equipment trailer.

  • Keeping maintenance requirements records.

  • Reporting any damage/needed repairs to TMAC as soon as discovered.

  • Coordinating any repairs necessary to the golf cart, golf cart trailer, and equipment trailer.

  • Submitting any bills to the treasurer in a timely manner.

  • Forwarding all pertinent records, and keys issued, to the next Equipment Chairperson.

SECTION M.  PROP CHAIRPERSON.  Eliminated by vote, June 2009.

 

SECTION N.  GRANDSTAND CHAIRPERSON.  The Grandstand Chairperson shall be responsible for the following:

  • Coordinating with the Director as to the arrangement and size of section to be reserved for the band during each game or tournament.

  • Covering bleachers for football games and competitions, transporting pompoms and placards, and hanging the SCHS banner on the grandstands where the band members will be seated at competitions.

  • Obtaining volunteers and also for washing and maintaining the seat covers.

  • Submitting any bills to the treasurer in a timely manner.

  • Forwarding all pertinent records, and keys issued, to the next Grandstand Chairperson.

SECTION O.  LONG BEACH GRAND PRIX CHAIRPERSON.  Eliminated by vote, June 2009.

 

SECTION P.  NOMINATING COMMITTEE CHAIRPERSON.  The Nominating Committee Chairperson shall be responsible for the following:

  • Directing a committee of volunteers to study potential candidates for various TMAC Officer positions.

  • Determining each candidates willingness to serve

  • Presenting a slate of Officer candidates at the April meeting.

  • Forwarding all pertinent records to the next Nominating Committee Chairperson.

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TMAC

REPRESENTATIVES

Direct to Representatives' Descriptions

Drum Line

Jazz Band

Student (Orchestra, Band, Pageantry)

 

SECTION Q - Now Vice President - Band.  See Officer section above.

SECTION R - Now Vice President - Orchestra.  See Officer section above.

SECTION S.  CONCERTS BANDS REPRESENTATIVE.  Eliminated by vote, J une 2009.

SECTION T.  DANCE PAGEANTRY REPRESENTATIVE  The Dance Pageantry Representative shall be responsible for the following:

  • Coordinating with the Director for any needs of the Dance Pageantry including competitions, field trips, chaperones and any paperwork that may be required.

  • Representing the Dance Pageantry at TMAC meetings.

  • Report to the membership as needed.

  • Forwarding all pertinent records, and keys issued, to the next Dance Pageantry Representative.

SECTION U.  DRUMLINE REPRESENTATIVE.  The Drumline Representative shall be responsible for the following:

  • Coordinating with the Director for any needs of the Drumline including tournaments, field trips, chaperones and any paperwork that may be required.

  • Representing the Drumline at TMAC meetings.

  • Report to the membership as needed.

  • Forwarding all pertinent records, and keys issued, to the next Drumline Representative.

SECTION V.  JAZZ BAND REPRESENTATIVE.  The Drumline Representative shall be responsible for the following:

  • Coordinating with the Director for the needs of the Jazz Band Festivals during the second semester

  • Coordinating volunteers, transportation needs and accompanying paperwork and fees.

  • Representing the Jazz Band at TMAC meetings

  • Reporting to the membership as needed.

  • Forwarding all records to the next Drumline Representative.

  • Coordinating delivery of dinner for students at basketball games.

  • Coordinating the set up and operation of the SCHS Jazz Band Festival held each year in May.  This will include arranging for volunteers to run a snack bar and lunch for the judges.

  • Submitting any bills to the Treasurer in a timely manner.

  • Forwarding all pertinent records, and keys issued, to the next Jazz Band Representative.

SECTION W.  STUDENT REPRESENTATIVES (Band, Orchestra, Pageantry).  The Student Representatives shall be responsible for the following:

  • Representing the students by bringing student concerns/business to TMAC’s attention.

  • Preparing and presenting a monthly report to the membership on the accomplishments of each ensemble group.

  • Communicating and coordinating with the other TMAC Officers and Chairpersons as required.

  • Forwarding all pertinent records, and keys issued, to the next Student Representatives (Band, Orchestra, Pageantry).

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ARTICLE VII.  REGISTRATION FEE SCHEDULE

In order to ensure the success of all ensembles in the SCHS Instrumental Music Program, registration fees are collected at the beginning of each school year.  The fee schedule is determined by the Director and approved by the Executive Board. Registration fees shall include a $15 payment per student, per school year for membership in The Triton Booster Club.  This fee is not optional.

 

ARTICLE VIII.  MEETINGS AND QUORUM

SECTION A.  MEETINGS.  Regular meetings of the members' shall be held at SCHS in the Instrumental Music Room unless otherwise designated.  The meetings shall be held on a day established by the Director and the Executive Board at 7:00 p.m. in the evening unless otherwise scheduled.  Additional meetings of the Officers and Chairpersons and their committee members shall be held as necessary.

SECTION B.  QUORUM.  A quorum for the meeting shall be 5 (five) members, of which at least 2 (two) are Officers.

 

ARTICLE IX.  ELECTIONS

SECTION A.  Election of Officers for the next school year shall be conducted at the May meeting.  Appointees for the Office of President shall be announced at the May meeting, or earlier, by the Director.

SECTION B.  Each member, meeting all criteria outlined in Article III, Section B., and present, shall be entitled to cast one (1) vote at meetings.

SECTION C.  The Director or TMAC President may assess a time limit on speakers and debates on motions. The Director may cast the one (1) deciding vote in case of a tie.

 

ARTICLE X.  ORDER OF BUSINESS AT MEETINGS

SECTION A.  The order of business at regular meetings of the Club shall be:

1.  Call to Order

2.  Minutes of the last meeting and correspondence.

3.  Treasurer’s Report.

4.  Director’s Report

5.  TMAC President’s Report

6.  Students’ Report

7.  Pageantry Report

8.  Committee Chairpersons’ and Representative’s Reports

9.  Unfinished Business

10. New Business

11. Business introduced from the floor

12. Announcements

13. Adjournment

SECTION B.  Planned programs shall always precede business meetings.

 

ARTICLE XI.  AMENDMENTS

SECTION A.  These Bylaws may be amended by a majority vote of the membership present at a meeting called for that purpose.

SECTION B.  The Amended Bylaws shall be approved by the Officers of the Triton Booster/Music Arts Club and filed with the Triton Booster Club before September 1 of the current school year.

 

Amended April 6, 2006, June 7, 2009

 

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