LAKEVIEW FORT OGLETHORPE BAND BOOSTERS

Constitution and By-Laws

These By-laws govern the affairs of the Lakeview Fort Oglethorpe High School Band Booster Organization, a non-profit organization referred to as the “Boosters.”

PREAMBLE

The Booster Organization members wish to provide support for the Lakeview High School and Lakeview Middle School Bands, in their quality musical instruction, and to assist the band in the development of its students musically, academically and socially.  The collective and individual growth of the band and its students is the organization’s primary focus.  The Boosters and its membership shall cooperate with the Band and its Directors and leaders to pursue these worthwhile goals.  The Boosters will strive to provide financial support to the Band programs consistent with the policies of the Lakeview Fort Oglethorpe High School and the Catoosa County School Board of Education.

ULTIMATE OBJECTIVE

To create a profitable Booster organization in which membership is excited and equipped to participate and lead, ensuring the Boosters provide excellent support and service to LFO band directors, colorguard instructors, and all student participants on a sustainable basis.

ARTICLE I MEMBERSHIP

Section I.  Each parent or guardian of a band student or auxiliary unit is automatically enrolled in membership in the Boosters upon the admission of that person’s child into the Lakeview High School Band, Middle School Band, or auxiliary unit.  Membership shall be open without regard to race, creed, sexual orientation, color, economic status, or national origin.
Section II.  Associate membership is any individual who does not have a student in band or colorguard who is interested in supporting the Lakeview Fort Oglethorpe High School Band or Middle School Band program, including band alumni.  Associate members have no vote and may not hold office. 
Section IV.  Members in good standing make a) a reasonable effort to pay timely fees; b) actively participate/volunteer in band activities, and c) attend a minimum of three Booster meetings throughout the band calendar year, which begins in July and ends in June.  Any member not in good standing according to the Bylaws, shall not have a vote in Booster activities.  An attendance record of each meeting shall be recorded by the Secretary, in addition to distributing meeting minutes by email within one week following each Booster meeting to the general Booster membership.

MEETINGS

Section I.  The meeting schedule for general member Booster meetings will be distributed no later than the month of May preceding the beginning of the upcoming band calendar year and will be posted on the LFO band website calendar for the entire year no later than May.  The Booster secretary will be responsible for publishing this information using standard Band Booster communication channels.  An agenda, including any issues requiring a vote, will be distributed at least two days in advance of each general meeting.  There will be no general member Booster meetings held June and December.  Member meetings may be held in-person or online.
Section II.  Special meetings of the Boosters may be called by the President or by a majority of the Executive Team, with at least three (3) business days’ notice.  The Secretary will be responsible for distributing notification and explanation of the special meeting using standard Band Booster communication channels within the specified period.  The Secretary will be responsible for distributing minutes from the special meeting within one week following the meeting to the general membership.
Section III.  Meetings of the Executive Team shall be held no less than once a month, and additionally as necessary.  To ensure transparency, the booster Secretary will post minutes from these meetings to the general membership using the established booster communication channels.
Section IV.  Ten (10) members, including the Executive Team, shall constitute a quorum for the transaction of business in any meeting of the Boosters.  A simple majority of those present shall govern, unless otherwise set forth in these bylaws. 
Rescheduling.  In the event school is cancelled all scheduled activities scheduled during the same period will be cancelled.  One week’s notice is required to reschedule any meeting requiring attendance from the general booster membership.  Special teams and the Executive Board may reschedule meetings without being subject to the one-week requirement; however, consideration of individual team or Executive Board member scheduling constraints should be evaluated when determining an appropriate reschedule time and date.

ARTICLE III ELECTIONS

Section I.  All officers must have a student in the Band or Auxiliary unit.  All persons recommended for elected office must be members in good standing.
Section II.  The offices open for election are as follows: President, Vice President, Executive Assistant 1, Executive Assistant 2, 1st Secretary, 2nd Secretary, Treasurer, Co-treasurer, and At Large board members are optional.
Section III.  Terms of office shall be June 1st through May 31st.
Section IV. No elected officer shall hold the same office for more than two (2) consecutive terms.  The Treasurer, Co-Treasurer, and Team Chairperson positions are appointed and may serve multiple terms.
Section V.  There shall be a nominating team consisting of at least three (3) members from volunteers selected at the March or April meeting.  The team shall elect a chairperson.  If a nominating team cannot be formed, nominations shall be taken from the floor on the day of elections.
Section VI.  The offices of Treasurer and Co-Treasurer are appointed positions.  The newly elected Executive Team shall make the appointment by the June meeting.  The appointment of these positions is to ensure continuity and stability in this office.  These positions shall be bonded.  The booster organization shall pay the fees for this service. 
Section VII.  The nominating team shall submit the names of all members who are eligible and willing to serve, at least one (1) person for each office to be filled.  The team shall make a report of the nominees at the April meeting, at which time additional nominations shall be accepted from the floor.
Section VIII.  Officers shall be elected by ballot at the May meeting.  However, if there is just one (1) nominee for any office, election for that position shall be made by ballot with “Accept”, “Reject”, or “Abstain” as voting options.  If a candidate is not elected to fill a designated position, a request to nominate additional candidates will go back to the nomination team, which must produce new nominees by the July meeting.  The executive board will absorb the vacant position’s activities until July when a ballot vote will be held for general membership.  If the vacant position is the Treasurer or Co-Treasurer position, the Executive Board reserves the right to consign a paid, bonded resource intermittently as needed until the position of Treasurer or Co-Treasurer can be filled.
Section IX.  A person elected by a majority vote of the Executive Team shall fill a vacancy occurring on the Executive Team for the remainder of the term.  In case a vacancy occurs in the position of President, the Vice President shall fulfill the duties of the President until the term expires.
Section X.  All business from the old Executive Team shall be concluded on or before May 31st.  This includes reconciliation of all financial records, checking accounts, required documentation, and team reports.  This is to ensure a smooth transition for the new officers.
Section XI.  Two (2) people from the same household shall not be on the Executive Board simultaneously.  However, members from the same household as an Executive Board member may vote on appropriate issues a general Booster organization member, if the individual is in good standing with the Booster organization.
OFFICERS

President:
•	Presides over all Band Booster Meetings.
•	Represents the Band Boosters at all meetings and events.
•	Presides over all Executive Team meetings.
•	Appoints the chairpersons of standing and select teams with the approval of the Executive Team. 
•	Performs such duties as may be assigned by the Boosters or the Executive Team.
•	Ensures the Booster insurance policy is reviewed on an annual basis.
Vice President:
•	Oversees the coordination of all fundraisers.
•	Presides over meetings in the absence of the President. 
•	Serves as ex-officio member of standing teams. 
•	Maintains a record of all fundraising activities and contacts. 
•	Submits all financial records for each fundraiser event to the Treasurer or Co-Treasurer within 14 days of the event’s close.
•	Performs such duties as may be assigned by the Executive Team.
•	Assists in review of the Booster insurance policy on an annual basis. 
Executive Assistant 1:
•	Assists the Vice President in all fundraising activities as needed.
•	Performs such duties assigned by the Executive Team.
Executive Assistant 2:
•	Assists the Vice President in all fundraising activities as needed.
•	Performs such duties assigned by the Executive Team.
Treasurer:
•	Maintains financial records including keeping a full and accurate record of all receipts and expenditures. 
•	Retains custody of all funds of the Band Boosters.
•	Shall facilitate creation of an annual Band Booster budget.
•	Shall make disbursements as authorized by the President, Executive Team, or Band Boosters in accordance with the Budget approved and adopted by the membership.
•	Gives a statement of finances at all monthly Booster meetings.
•	Perform such duties as may be assigned by the President or the Executive Team.
•	Deposits all monies received from Booster organization activities within 7 business days of receipt,
•	Credits requests for transfers of funds from Booster members within 7 business days of receiving transfer request. 
•	Reconciles balances with the Band Director monthly. 
•	Credits all fundraising activities, based on the financial records for specific fundraising activities received from the Vice President, within 14 days of receipt of such records from the Vice President. 
•	Reconciles student accounts monthly.
•	Coordinates marching band activity transactions with the middle school band director as needed. 
•	Manages all correspondence with the bank and associated activities (MINIMUM REQUIREMENTS NEEDED).
•	Renews the organization’s nonprofit license for 501c3 status (Federal and State) annually.
Co-Treasurer:
•	Assists the Treasurer in completion of all assigned duties
•	Acts as an Auditor to ensure accuracy, timeliness, and compliance of all financial records in accordance with financial regulations and the Booster Organization By-Laws
•	Coordinates regular financial audits and McKenzie Arena fundraising audits with the Audit Team on a quarterly basis no later than the first month following the end of a quarter
•	Coordinates financial audits with the Audit Team within 30 days following the close of a fundraiser
•	Works with the Audit Team to keep a written step-by-step audit procedure updated annually
•	Serves as Treasurer at scheduled Booster meetings when the Treasurer is not able to attend.
•	Works closely with the Vice President and team chairs to ensure compliance of all financial activities associated with fundraising events, including preparation of all monies and documentation required for submission to the Treasurer
1st Secretary:
•	Maintains a record of detailed minutes for all meetings of the Booster organization and the Executive Team meetings.
•	Distributes advance notification of all meeting schedules for the Executive Board and General Membership.
•	Updates Booster calendars used as reference for the general membership on a continual basis, including posting of the general membership Booster meeting schedule for the upcoming year no later than May of each year.
•	Submits the minutes of the previous Booster meeting for approval at each general member Booster meeting, and corrects previous meeting minutes, if needed. 
•	Maintains a roster of membership with updated contact information. 
•	Ensures physical and electronic copies of all attendance records, meeting minutes, Executive Board meeting minutes, emails, web site documentation, and historical records are stored in compliance with the designated physical and electronic locations approved by the Executive Team.
•	Performs duties assigned by the President or the Executive Team.
2nd Secretary:
•	Assists the 1st Secretary in all as needed.
•	Performs such duties assigned by the Executive Team.
•	Works with the Executive Team and team chairs to ensure all documentation from each functional area is submitted in a timely fashion, using appropriate forms and templates, if available.
•	Audits the documentation of each position on a quarterly and intermittent basis to ensure sustained compliance according to the booster organization’s standards.
•	Maintains updated job descriptions for each office and team chair position.
•	Aids and intervenes, as needed, to bring documentation requirements from all Booster positions into compliance with current standards and expectations.
•	Works with technology resources, as needed, to ensure compliance with Booster organization expectations.
•	Evaluates all processes and protocols throughout the Booster organization to identify opportunities to improve the overall organization and its efficiencies.
•	Maintains an updated inventory of key documentation for reference by the Booster organization, including, but not limited to:
o	Detailed inventory list of current uniforms and sundries
o	Current student population in marching band and auxiliary units
o	Student pipeline - forecast of future marching band and auxiliary unit membership
o	 List of other current sources of funding 
o	Copy of Band Director Band budget – current and historical
o	Copy of Band Booster Organization budget – current and historical
o	Booster by-laws
o	Description of the school and the community served (demographics, title I, et cetera)
o	How the band provides value to students and the surrounding community
o	Online databases of student records 
Board Member(s) at Large:
•	Performs such duties assigned by the Executive Team.
Director of Bands:
•	The Director of Bands shall serve on the Executive Team in an advisory capacity and will have no vote on booster finances or fundraising activities.
•	Shall provide the Booster organization with a copy of the Band budget for the current and upcoming school years to assist the booster organization in determining optimal ways to support the band with booster funds.
•	Shall provide the Booster organization with updated records of all student financial activities monthly, no later than the 15th day of the following month to assist the Booster organization with determining accurate student account balances for outstanding fees
•	Acknowledges failure to provide financial records may result in delayed transfer of Booster funds to the LFO band for any outstanding activities for an unspecified period.
Ex-Officio President:
The immediate past President may serve on the Executive Team in an advisory capacity and will have no vote on Executive decisions.

Board Member Removal
In the unfortunate event a member of the Executive Board who was voted into their position is unable to comply with the requirements of their position, a petition from the general membership containing a minimum of ten (10) non-Executive Board signatures, requesting their removal is required.  In the event an individual holding an appointed Executive Board position is unable to comply with the requirements of their position, the Executive Board will cast a majority vote for removal. 

If an Executive Board position has been rescinded, the owner of that office is required to surrender, in good condition, all documentation, reference material, and any other information associated with their position within ten (10) days of termination from said position to a current member of the Executive Board.  Any outstanding fundraiser monies in possession of the rescinded Executive Board member that have not yet submitted for any fundraising event must be surrendered in their entirety to the Treasurer or Co-Treasurer within five (5) business days of removal from office.

All officers are required to sign below agreeing to the terms of their office and the terms for removal from office as part of their acceptance of the position.

___________________________________   ____\____\____ President

___________________________________   ____\____\____ Vice President

___________________________________   ____\____\____ Executive Assistant 1

___________________________________   ____\____\____ Executive Assistant 2

___________________________________   ____\____\____ Treasurer

___________________________________   ____\____\____ Co-Treasurer

___________________________________   ____\____\____ 1st Secretary

___________________________________   ____\____\____ 2nd Secretary

___________________________________   ____\____\____ Board Member at Large

___________________________________   ____\____\____ Board Member at Large

TEAMS

EXECUTIVE TEAM:
Shall consist of President, Vice President, Executive Assistant 1, Executive Assistant 2, Treasurer, Co-Treasurer, 1st Secretary, 2nd Secretary, Board Member at Large, Director of Bands, and the Immediate Past President.  This team shall plan and recommend the various activities of the Booster organization.  The Executive Team shall approve the plans and work of all teams and members.  This team shall maintain the designed Booster organization student database and shall be empowered to transact any necessary business in the intervals between Booster meetings and other such business as may be referred to it by the organization.  The Executive Team may create standing and select teams as deemed necessary to promote the objectives and carry on the work of the organization.

TEAMS:  
A group of people organized to work towards a common goal. We have several teams that are essential to the function of the booster organization. Additional details will be provided to give the team a structured process to achieve their goal as well as full board support.

Nominations Team:
There shall be a nominating team consisting of three (3) members from volunteers selected at the March or April meeting.  The team shall elect a chairperson.  The nominating team shall submit the names of all members who are eligible and willing to serve, at least one (1) person for each office to be filled.  The team shall make a report of the nominees at the April meeting, at which time additional nominations shall be accepted from the floor.  If a candidate is not elected to fill a designated position, a request to nominate additional candidates will go back to the nomination team, which must produce new nominees by the July meeting.  
Uniform Team:
This team oversees uniforms, uniform accessories, and maintenance.  This team oversees assigning and fitting students with the proper uniforms and maintaining an accurate record of their distribution and return.  The team chairperson is responsible for maintaining an updated record of all uniform inventory, student uniform assignments, damages to inventory (including accountable parties), and uniform inventory losses.  

The chairperson is responsible for providing updated copies of uniform records to the Board on an annual basis for inclusion in the standard Booster organization document inventory.

Chaperone Team: 
Parent or guardians dedicated to traveling on school buses with the students to away games, competitions, and festivals. Chaperones are responsible for reading and following the chaperone handbook, reporting any misconduct, control and distribution of first aid supplies, and most importantly our students’ health and safety.

McKenzie Arena Chairperson, Co-Chair, and Team:
This position is responsible for organizing the McKenzie Arena volunteer activities throughout the year.  This position requires a Team Chair and Co-Chair.  Assignment of these positions will be rotated on a seasonal basis to allow multiple people an opportunity to become oriented to managing McKenzie events and to prevent burnout.  The Team Chair and Co-Chair will split one share per event coordinated.  This share will be in addition to shares earned according to McKenzie guidelines.

Band and auxiliary group volunteers, 16 years of age or older, can earn a maximum of two shares of event proceeds per shift per event per student, with one share of the proceeds awarded to each volunteer who worked a full event shift.  If a Chair also volunteers at the event, they can receive a share per shift worked for volunteering and an additional single share for being a team chair over the event.  Shares earned beyond the maximum shares per student may be designated for another student account.  Additional shares may be awarded to volunteers at the Chair’s discretion for going above and beyond minimum expectations.  All volunteers must comply with all requirements specified within the McKenzie contract.

To avoid conflicts of interest, the McKenzie Arena Chair and Team Chair, or members of their households may not be employed by McKenzie, Aramark, or Aramark’s replacement (if Aramark is no longer managing McKenzie concessions) on a part time or full-time basis.  Individuals who are employed by companies, which are paying the Booster organization proceeds that will be allocated to individual student accounts based on individual volunteer effort, cannot receive per share credit for the event.  However, family members of an individual employed by the company paying the Booster organization may receive volunteer credit based on individual shifts worked.  This stipulation is designed to avoid any questions between separation of paid work time and volunteer work time.  

Other Shares Events
Other shares events (ex. Lookouts and Iron Man) will operate like McKenzie but are not subject to a two-share limit per student.  Team chairs and co-chairs will receive one share each for events they oversee.  If a shares event awards a flat per-hour rate, team chairs and co-chairs will not receive an extra share.

Volunteer Requirements
Volunteers for any events must be physically and emotionally capable to meet event requirements.  These include walking long distances, standing for extended periods of time, lifting up to 25 pounds (or more), working in high stress environments, interacting with the general public, and working in environments with extreme hot or cold climates.  Volunteers who help manage money or inventory at events are required to produce all money and unsold inventory to the Booster organization immediately following the close of an event.  Failure to do so may result in legal action.  Volunteers who repeatedly cancel events for which they are scheduled, demonstrate poor work ethic, or negative attitudes may have participation in shares programs or other events temporarily or permanently suspended.  Recipes for each event will be provided to the volunteer team leader to be used as guidelines.

INCIDENT REPORTING

The Boosters recognize a need to document incidents of concern which affect students during band activities. This document is filled out by a board member, any witnesses, and all involved parties. Documentation should be filled out in a timely fashion to retain accurate descriptions of the event from witnesses or to gather evidence which may be available on school cameras. The document is designed to state each person’s point of view and will be sent to all authoritative figures as needed potentially including the board, high school band director, middle school band director, guard instructor, the principal, school guidance counselor, and the police department. The board will not be responsible for determining fault or taking actions against any student.

BUDGET

SECTION I.
The fiscal year shall run from July 1st thru June 30th.
SECTION II.
A budget shall be submitted by the Director of Bands to the newly elected Executive Team on or before June 30th.
SECTION III.
The annual budget will be provided at the July meeting for transparency.  Any budget revisions must be approved by the Executive Committee.
SECTION IV.
All requests for amounts exceeding $500.00 dollars above the budget allotment must be brought before the general membership for approval.
SECTION V.
The President, Vice President, Treasurer, and Co-Treasurer will be responsible for signing checks and shall be bonded.  The Boosters shall pay this fee. All checks shall require two (2) signatures. The Director of Bands and Ex-Officio President cannot sign checks.  If debit cards are issued on the Booster account the Treasurer shall retain possession of the debit cards but may temporarily provide them to other Booster officers or team chairs to purchase event-specific items.
SECTION VI.
All cash money collected at any Booster event shall be counted by two (2) members and presented to the Treasurer for deposit within three (5) business days of collection.
SECTION VII
The Boosters are required to carry insurance that covers theft of Booster funds, current replacement cost of assets, and liability.  The Boosters are not required to carry insurance covering employees because all members are volunteers. 

ARTICLE VII
ARTICLES OF ORGANIZATION

SECTION I.
The Band Booster’s organization is a registered nonprofit permanently dedicated to aid the Lakeview Fort Oglethorpe High School, Lakeview Middle School Band, and its related affiliates.  The organization is not intended to serve as a substitute for the legal financial obligations of the State of Georgia, the County of Catoosa, or the Catoosa County School Board. 
SECTION II.
The Bylaws shall be reviewed and revised (if needed) on an annual basis.  All proposals must be in writing and submitted for discussion at the next regularly scheduled booster meeting.  A vote is then taken at the next regularly scheduled booster meeting with approval of a majority of those present required to become binding.

STUDENT ACCOUNTS

SECTION I.
Student account balances shall be maintained by the Treasurer and Co-Treasurer.  Student accounts shall be used to cover expenses occurred by membership in the band or auxiliary groups.  Student accounts shall not be used for purchase of personal items.  No monies shall ever be paid directly to the student or a family member (IRS Law). Unpaid band or guard fees, including school instrument rental fees, shall receive payment priority before any other expenses.  Any monies in a student’s account will automatically be transferred by the boosters to pay that student’s outstanding fees. Remaining monies may be applied to other approved expenses.

If a student has a balance remaining at the time s/he leaves the band program for any reason (graduation, moving, deciding on other classes, expulsion), that balance shall be transferred to the Lakeview Band Booster general fund or may be transferred to another student’s account with parent/guardian.  If a student leaves the band for more than 90 days and is permitted to reenter the band at a later point in time, their Booster account will be reinstated at a zero balance.  Any previous monies will be absorbed into the Booster organization. 

SECTION II. 
Student accounts may be used for the following expenses:
•	Band Fees (including Color Guard)
•	Uniform Expenses
o	Bibbers, shoes, red band shirts, gloves, black band shorts, Color Guard uniforms
•	Color Guard Equipment (including silks/flags, rifles)
•	Band trips (student or approved chaperone expenses only)
•	Audition Fees (fees only, no travel expenses)
o	Examples: District, All-State, Solo & Ensemble, Mid and Jazz Fest
•	Instrument Rental from LFO High School or approved companies
•	Approved band/guard SWAG
•	Jazzfest Tickets
•	Band Banquet Tickets
•	Football Program Ad(s) or program purchase
•	Private lessons from approved companies or persons AND only those lessons held at school 
•	Instrument purchase from approved companies 
•	Instrument repair from approved companies
•	Band-related sundries approved companies
•	Drum major camp
•	If a parent is formally chaperoning a trip they can use funds from their student band account to cover their travel expenses, including covering their ticket cost, if the funds are already available in the student account.  No advanced credit for monies not in the student account will be granted.  Chaperones have to be assigned and request funding and receive approval before attending the event.  Food expenses are not covered.

SECTION III. 
Student accounts may NOT be used for the following expenses:
•	Non-chaperone family member expenses for band trips
•	Travel Expenses for auditions or events, including food and gas expenses
•	Fundraisers – including, but not limited to:
o	Cookie Dough or other sales
o	Preview Dinner and other events (except Jazzfest and Band Banquet)
o	Parking at events
•	Pictures
•	Vendor booths or tables at Booster events

SECTION IV. 
The Booster organization will provide an estimate of total costs per student by May for the upcoming school year.  Payment arrangements can be established to offset significant expenses.  Payments can be made by cash, check, money order, debit card, or credit card.

SECTION VI. 
Booster funds from the general Booster account may be used to cover the following expenses:
•	Designated nurse travel expenses on major trips
•	Cover food expenses for children as needed, based on indigent need.  NOTE: If students have personal funds available Boosters should not have to cover the cost of meals, unless the organization announced meals will be provided in advance of an event.

Approved and adopted by the Lakeview Ft. Oglethorpe Band Boosters on the 10th day of July, 2018.

Valerie Camargo, President
Deborah Levin, Vice President
Greta Fouts, Treasurer
TBD, Co-Treasurer
Gretchen Shiveley, Secretary
Jennifer Phillips, Co-Secretary
Paula Prak, Executive Assistant 1
Nina McDougal, Executive Assistant 2
Angela Jones, Board Member at Large
Christopher Faulk, Board Member at Large

Appendices
Examples of Possible Teams
Audit Team:
An Audit Team shall be formed at the April meeting.  This team will consist of three volunteers from the general membership.  This team will elect a chairperson.  The duty of this team is to conduct an audit of the funds and financial records of the Band Boosters and present their findings to the general membership at the May meeting.  This team will work closely with the Co-Treasurer on scheduling and gaining access to financial records. 

The Audit Team Chairperson will work with the Co-Treasurer to schedule regular financial audits and McKenzie Arena fundraising audits with the Audit Team on a quarterly basis, which will be held no later than the first month following the end of a quarter.  Additionally, the Chairperson will work with the Co-Treasurer to coordinate financial audits within 30 days following the close of a fundraiser.  The Audit Team with work with the Co-Treasurer to keep a written systematic audit procedure updated annually.

Hospitality Team:
This team is responsible for coordinating all activities associated with all social activities for the band and auxiliary groups.  The team chairperson will work closely with the first Vice President on communicating team needs, and providing status updates as needed.  The chairperson will also coordinate any monetary requirements with the Treasurer.  Examples of events include, but are not limited to: a) End of Band Camp Picnic, b) End of the year banquet, c) Feed the children (meals before games and competitions), d) Fall/Spring Lock-ins, e) Senior night, f) spirit nights, g) Recognition (Faculty supporting the band and auxiliary programs, outstanding volunteers, outstanding band/guard members), and h) Thanking donors/contributors as deemed appropriate.  The team chairperson is responsible for organizing the efforts of all team volunteers to plan, decorate, communicate, and otherwise manage the spring and fall picnics, in addition to any other event as deemed necessary. 

Fundraising Team:
This team is responsible for supporting fundraising activities.  This includes major fundraising events (ex. Jazzfest, July fireworks sales, Football program, corporate sponsorships), Fall/Spring item sales (ex. discount cards, cookie dough, online store), SWAG sales (ex. t-shirts, stickers, tumblers, jackets), and shares events (ex. McKenzie Arena, Chattanooga Lookouts, marathons) The chairperson is responsible for helping the vice presidents organize and oversee events.  This includes coordination of volunteer activities, fundraising/sponsorship, establishing a budget, publicity, decorations, et cetera.  This position works closely with the first Vice President on communicating team needs and providing status updates.  

Winterguard Competitions:
This team is responsible for all activities associated with creating and hosting successful Winterguard competition events.  The chairperson is responsible for organizing and overseeing this event.  This includes coordination of volunteer activities, fundraising/sponsorship, establishing a budget, publicity, decorations, et cetera.  This position works closely with the first Vice President on communicating team needs and providing status updates.  

Friday Night Lights Team: 
This team is responsible for managing all activities associated with the fundraising activities during approved sporting events.  Activities include, but are not limited to a) Concessions, b) Parking, and c) 50/50 raffles.  The team chair is responsible for organizing volunteer schedules and activities throughout the football season, managing food/beverage inventory, keeping the concession stand clean and maintained, managing 50/50 raffles and processing parking/concessions money.  The team chairperson will work closely with the first Vice President on communicating team needs and providing status updates as needed.  The chairperson will also coordinate any monetary requirements with the Treasurer. 

Social Communications Team:
This team is responsible for organizing and preapproving all communications made on behalf of the LFO Band Booster organization throughout social networking channels.  The team is responsible for ensuring all information on all approved social networking sites is current.  The team is also responsible for monitoring social networking to ensure all inappropriate postings are removed as quickly as possible.  The team chair works closely with the Secretaries, Board, Band Director, and Team Chairs to ensure communication postings are accurate, timely, and appropriate.  

Finance Team: Chairperson
This team works closely with the Treasurer and Co-Treasurer to assist in the management of financial activities associated with fundraising events, including but not limited to providing additional assistance to teams responsible for overseeing fundraising events.  This team also provides support in the collection of student fees, issuing receipts for fees, and appropriately crediting fees to student accounts.  This team is co-chaired by the Treasurer and Co-Treasurer.

All team chairs must:
•	All team chairpersons shall keep an accurate written record of expenses, parties contacted, methods of operation and any other important information in a year end or end of event report.  This report shall be presented to the Vice President and will be used to aid the incoming chairpersons the following year.
•	Provide updated copies of team meeting minutes, attendance records, and scheduled activities to the Secretary within 14 days following the activity.
•	Provide all records, receipts, monies received, donation records (including non-financial), invoices, et cetera from any fundraising event to the Treasurer within 10 days following the close of the activity.
•	Ask the Executive Board for assistance at the first sign that documentation will not be available within the specified periods.
•	Accept assistance assigned by the Executive Board to assist in bringing all documentation current.
•	Treat any sensitive student information in a respectful and confidential manner.
•	Notify the members of the Executive Board immediately of any causes of concern.

Failure to reasonably comply with team chair or co-chair requirements may result in removal of an individual from their designated chair or co-chair position without advanced notice.  If an individual is removed or steps down from a chair or co-chair position s/he is required to surrender, in good condition, all documentation, reference material, outstanding fundraiser monies/inventory not yet submitted to Treasurer for any fundraising event, and any other information associated with the chair or co-chair position within 10 days of termination from said position.  After termination, any communication received from other parties about team activities should be directed to the Executive Board.

All team chairs and co-chairs are required to sign a contract acknowledging the requirements of their position, and the terms for removal as part of their acceptance of the position.

Lakeview Band Volunteer Guidelines

A well-organized volunteer program can be extremely beneficial to the smooth operation of the band program*.  The success of the band is dependent on the support and assistance of dedicated parents, family members, and/or guardians who believe wholeheartedly in supporting a strong band program and providing a positive environment for students.  The role of a volunteer is to promote positivity and success in all band program activities, with heaviest emphasis on protecting the health, safety, and wellbeing of all students participating in the band program.
It is the responsibility of the LFO Band Boosters to secure an adequate number of volunteers to provide appropriate support of band and band booster activities.  Where applicable, committee chairperson(s) shall be in general charge of designated events and activities.  However, the Band Booster Board and/or Band Director shall retain final responsibility and decision-making authority.
General Qualifications 
Volunteers must:
•	Actively participate as a member of the LFO Band Boosters and in remain good standing as defined by the LFO Booster By-laws, or be approved by the Board or Band Director to volunteer (includes alumni, family members, and friends)
•	Maintain positive relationships with students, other booster members, band program directors, and demonstrate exemplary behavior at all volunteer functions,
•	Support all students engaged in the volunteer activity without favoritism or bias,
•	Be a good role model to all band students,
•	Remain visible and accessible as a volunteer for the duration of assigned events, including transport, breaks, and meals,
•	Report any significant negative issues using the band booster incident reporting form (hard copy or electronically) within 24 hours of the event’s end, including issues involving their own children or children’s friends,
•	Adhere to the Catoosa County School District Code of Conduct while in the presence of chaperoned students, including:
•	No smoking or vaping,
•	No alcohol consumption or intoxication,
•	No illegal drug use or intoxication, and 
•	No profanity, and
•	Adhere to the Catoosa County School District dress code, which prohibits:
•	Drooping pants and other poorly-fitting clothing
•	Revealing shirts with low necklines or exposure of the midriff area
•	Inappropriate images or writing on clothing, including references to sex, drugs, alcohol, gang symbols, or discriminatory remarks
•	Ripped or torn clothing, or
•	Short dresses or skirts shorter than knee-length.

Volunteers handling money or providing financial management must:
•	Demonstrate responsible compliance with all financial, fundraising, and money-earning expectations, including, but not limited to: 
•	Money handling, 
•	Banking, 
•	Record keeping, 
•	Timely reporting, 
•	Expenditures, 
•	Vendor agreements, 
•	Invoicing, 
•	Payment of orders, 
•	Unsold product inventory,
•	Act as a trustee of funds raised, ensuring that the LFO Band Booster organization receives all the money raised in its entirety as soon as possible or at reasonable intervals,
•	Ensure checks received for the LFO Band Booster organization are made payable to the organization, 
•	Work with only vendors who are pre-approved to support a specific event or activity by the LFO Booster Board, including printing of t-shirts, spirit items, stickers, tickets, signage, and any other printed items. 
•	Understand if a debt is incurred through mismanagement of funds, volunteers may be released from volunteer positions and/or subject to legal action, including but not limited to potential criminal prosecution, for misappropriation of funds.  A volunteer who repays a past due debt may be re-appointed as a volunteer but will not be allowed to hold a money handling or leadership position.

Volunteers are required to sign the handbook stating that s/he has read and acknowledges the Volunteer Handbook and agrees to follow guidelines consistently.  If at any time the Booster Board or Band Director feels a volunteer does not meet one or more of the general qualifications, that person may be removed from the volunteer program for the current and future activities.
General Responsibilities
•	Volunteers should be prepared to pay the gate admission to ballgames, festivals, and competitions, and to cover the cost of their personal concessions and/or meals, although food will be provided at some functions. 
•	Volunteers should not discuss any student, faculty, or staff in a negative way in the presence of students, boosters, or faculty.  Any concerns should be addressed with the Chairperson of the event or with the Booster Board.
•	Volunteers should be able to contribute without the need of shouting, yelling at others, cursing, or using sarcasm.
•	Any inappropriate behavior administered by a volunteer may result in immediate dismissal from the event or activity.
•	Volunteers must maintain a good sense of humor but maintain a business-like atmosphere.  Please be flexible. Unusual situations should be reported to the event Chairperson or Booster Board.  
•	Matters of serious concern or emergencies should be brought to the attention of the Chairperson, Booster Board, and/or Band Director and documented using the booster incident reporting form.
•	When finishing an event or activity, volunteers should gather all their belongings and assist with event cleanup, if possible.
•	Volunteers should confirm they are free to leave after an event is over with the event Chairperson.  
•	Volunteers may be asked to wait with students after events until they are picked up by their parent/guardian or to assist in cleaning up / putting away items.  
•	Volunteers should have flexibility in their schedules to show up early or stay late as needed, although the responsibility for timely set up and clean up belongs to the Chairperson
•	Community service hours may be awarded to student volunteers on a discretionary basis by the Booster Board. 

Lakeview Band Volunteer Agreement

I, __________________________________, understand that in the course of my volunteer time with the Lakeview-Fort Oglethorpe High School Band Booster organization during the _____________ school year, I may become aware of confidential information about students and their families.  This information may include students’ academic performance, behavior, health, disabilities and related matters, family hardships, as well as social media activities.  
I understand and agree I will not disclose confidential or sensitive information about students or their families except to the Booster organization board, designated committee chairpersons, or the LFO HS administrative staff when there is a demonstrated need for consideration or intervention. 
Students in the LFO HS Band and Auxiliary units have the right to expect that information about them will be kept confidential by all volunteers. 
•	Each student with whom I work has the right to expect that nothing that happens to him/her or information about him/her will be repeated to anyone other than the Booster organization board, designated committee chairpersons, or the LFO HS administrative staff when there is a demonstrated need for consideration or intervention.

•	I may not share information about a student even with others who are genuinely interested in the student’s welfare.  I must refer all such questions to the Booster organization board, designated committee chairpersons, or the LFO HS administrative staff.

•	Parents, friends, or community members may, in good faith, ask me questions about a student’s problems or progress.  I must refer all such questions to the Booster organization board, designated committee chairpersons, or the LFO HS administrative staff.

•	Before I speak, I must remember that sharing information about a student is a violation of the student’s right to confidentiality. 

Respecting one’s privacy and confidentiality is very important to me.  I have read, understand, and agree to the information presented above. 

_____________________________________			Date: ________________
Volunteer’s Signature

_____________________________________
Volunteer’s Printed Name

Lakeview Band Incident Reporting Form

Use this form to submit and document incidents for the LFO Band Booster Organization.  Chaperones can fill out the paper form or submit an incident using the electronic Incident Reporting Form.
Today’s Date:  _______	Name of Person Reporting Incident:  _____________
Names of People Involved: 
Name	Injury Status	Organization	Status	Participant / Witness	
	___Injured 
___ Not Injured	___LFO 
___LMS 
___Other	___ Student
___ Parent/Guardian
___ Faculty
___ Other	___ Participant
___ Witness
___ Heard from another source
___Other	
	___Injured 
___ Not Injured	___LFO 
___LMS 
___Other	___ Student
___ Parent/Guardian
___ Faculty
___ Other	___ Participant
___ Witness
___ Heard from another source
___Other	
	___Injured 
___ Not Injured	___LFO 
___LMS 
___Other	___ Student
___ Parent/Guardian
___ Faculty
___ Other	___ Participant
___ Witness
___ Heard from another source
___Other	
	___Injured 
___ Not Injured	___LFO 
___LMS 
___Other	___ Student
___ Parent/Guardian
___ Faculty
___ Other	___ Participant
___ Witness
___ Heard from another source
___Other	
	___Injured 
___ Not Injured	___LFO 
___LMS 
___Other	___ Student
___ Parent/Guardian
___ Faculty
___ Other	___ Participant
___ Witness
___ Heard from another source
___Other	

Incident Date: _________ Incident Time: _________ AM/PM When did the incident occur?
 ___ Immediately before function ___ During function ___ Immediately after function 
 ___ En route to or from while riding on transportation provided by the school ___ Other

Name of Function, if applicable:  ____________________________________________________
 Incident Location:  ___ LMS   ___ LFO   ___ Another school   ___ On School Transportation ___ Field Trip (concert, competition, exhibition)  ___ Food/Pit Stop   ___ Cyber Bullying ___  Other _________________________________
Incident Description: ________________________________________________________________________
________________________________________________________________________________________________________________________________________________
_______________________________________________________________________
Booster Board Action (to be completed by board) – Notify:  ___ LMS ___ LFO ___ Parent/Guardian ___  Police ___ No Notification ___ Band Director  ___ Color guard Faculty ___ Counselor  ___ Assistant Principal ___ Principal  ___ Faculty Member
Please return signed acknowledgements to a Booster Board Member
I read, acknowledge, and agree to comply with the requirements stated in the LFO HS Band Booster Organization Volunteer Handbook during the _____________ school year.
____________________________				Date:  _________________
Volunteer Signature
____________________________
Volunteer Printed Name

Lakeview Band Chaperone Handbook

A well-organized chaperone program can be extremely beneficial to the smooth operation of the band program*.  In many circumstances, the success of the band is dependent of the support and assistance of dedicated parents who believe wholeheartedly in supporting a strong band program and providing a positive environment for students.  The role of a chaperone is to protect the health, safety, and well being of students participating in approved school-related events.
It is the responsibility of the Band Director to secure an adequate number of chaperones to provide appropriate supervision of students on trips and certain other activities where adult supervision is required.  The Chaperone Chairperson shall be in general charge of chaperone assignments and activities during the course of any trip or activities.  However, the Band Director shall retain final responsibility for the chaperone program.
General Qualifications 
Chaperones must:
•	Be the legally-recognized parent or guardian of a current band student,
•	Actively participate as a member of the LFO Band Boosters and in remain good standing as defined by the LFO Booster By-laws,
•	Complete the band registration form each year,
•	Maintain positive relationships with students, other booster members, band program, directors, and demonstrate exemplary behavior at all chaperoned functions,
•	Support all students under their care without favoritism or bias,
•	Be a good role models to all band students,
•	Remain visible and accessible to students under their care for the duration of assigned events, including transport, breaks, and meals,
•	Know the location of first aid kit and emergency contact information for each event,
•	Report any significant negative issues using the band booster incident reporting form within 24 hours of the event’s end, including issues involving their own children or children’s friends,
•	Adhere to the Catoosa County School District Code of Conduct while in the presence of chaperoned students, including:
•	No smoking or vaping,
•	No alcohol consumption or intoxication,
•	No illegal drug use or intoxication, and 
•	No profanity, and
•	Adhere to the Catoosa County School District dress code, which prohibits:
•	Drooping pants and other poorly-fitting clothing
•	Revealing shirts with low necklines or exposure of the midriff area
•	Inappropriate images or writing on clothing, including references to sex, drugs, alcohol, gang symbols, or discriminatory remarks
•	Ripped or torn clothing
•	Short dresses or skirts shorter than knee-length.

Chaperones are required to sign the attached form stating that s/he has read and acknowledge the Chaperone Handbook and agrees to follow guidelines consistently.  If at any time the Band Director or Chaperone Chairperson feels a chaperone does not meet one or more of the general qualifications, that person may be removed from the chaperone program for the current and future activities.
General Responsibilities
•	Chaperones are required to attend major trips/event meetings, which may be scheduled at a separate time from regular Band Booster meetings.
•	Chaperones must be available to the band director and band members at all times.  Keep in mind that ALL trips and activities are originated for the STUDENTS.  NO PERSONAL AGENDAS PLEASE!!
•	Chaperones should be prepared to pay the gate admission to ballgames, festivals, and competitions, and to cover the cost of their personal concessions and/or meals.  Festival and competition chaperones should be prepared to stay for the event’s duration (all day and return late at night).
•	Chaperones should not discuss any student, faculty, or staff in a negative way in the presence of students, boosters, or faculty.  Any concerns should be addressed with the Chaperone Chairperson.
•	Chaperone authority is limited to general supervision of students and the enforcement of appropriate behavior.  Chaperones should balance their authority with common sense and courtesy.  Chaperones have the duty and responsibility to speak to any band student regarding appropriate behavior.  If after speaking to the student, the behavior doesn’t improve, report the problem to the Chaperone Chairperson.  Chaperones should expect to be obeyed without the need of shouting, yelling or the use of sarcasm.
•	Any physical discipline or inappropriate behavior administered by a chaperone will result in immediate dismissal as a chaperone.
•	Chaperones must maintain a good sense of humor, but maintain a business-like atmosphere.  Please be flexible. Unusual situations should be reported to the Chaperone Chairperson.  Matters of serious concern or emergencies should be brought to the attention of the Band Director and documented using the booster incident reporting form.
•	When traveling on the bus, chaperones should be seated throughout the bus to ensure all areas of the bus can be monitored.
•	Chaperones will be assigned to buses based on need.  The band must ensure there are adequate numbers of chaperones on each bus.  In some cases chaperones will not be assigned to the bus with their child.  
•	Chaperones cannot share bus seats with students other than their own child.
•	Chaperones cannot have physical contact with a student except when providing minor first aid.
•	When returning from a trip, chaperones are to remind students to gather all their belongings and assist with removing trash from the bus.  Chaperones must check the bus after all students have exited to ensure that all trash and belongings have been removed.
•	Chaperones should confirm they are free to leave after an event is over with the Chaperone Chair.  Chaperones may be asked to wait with students after events until they are picked up by their parent/guardian or to assist in cleaning up / putting away items.  
•	Chaperones should have flexibility in their schedules to show up early or stay late as needed.