​EL CAMINO REAL
CHARTER HIGH SCHOOL
Dance Guard Booster’s
By-Laws
This organization is organized exclusively for charitable purposes within the meaning of
section 501 (c) (3) of the Internal Revenue Code.
Notwithstanding any other provision of these articles, the association shall not carry on any
other activities not permitted to be carried on (a) by an association exempt from federal
income tax under section 501 (c) (3) of the Internal Revenue code of 1986 (or the
corresponding provision of any future United States Internal Revenue law), or (b) by an
association contributions to which are deductible under section 170 (c) (2) of the Internal
Revenue code of 1986 (or the corresponding provision of any future United States Internal
Revenue law).
Under the dissolution of this association, assets shall be distributed for one or more exempt
purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code (or
corresponding section of any future tax code), or shall be distributed to the federal
government, or to a state or local government, for a public purpose. Any such assets not so
disposed of shall be disposed of by the Court of Common Pleas of the county in which the
principal office of the association is then located, exclusively for such purposes or to such
organization or organizations, as said Court shall determine, which are organized and
operated exclusively for such purposes.
ORGANIZATION DEFINITION
1.1 NAME
The name of this organization shall be “El Camino Real Charter High School
Dance Guard Boosters,” hereinafter referred to as ECRCHSDG Boosters.
1.2 MISSION & GOAL
The mission and goal of the ECRCHSDG Boosters shall be to promote and support the activities
of the El Camino Real Charter High School Dance Guard.
Support is defined as financial and physical assistance.
1.3 MEMBERSHIP
The membership of the ECRCHSDG Boosters shall be composed of, but not limited to,
parents and guardians of members of the El Camino Real Charter High School
Dance Guard or all those who support the mission and goal of this organization.
1.4 BOARD OF DIRECTORS
The Board of Directors shall consist of the following:
President
Vice-President of Operations
Vice-President of Ways and Means (fund raising)
Secretary
Treasurer
Uniform Coordinator
Fund raising Coordinator
Communications Director
Hospitality Coordinator
The participating Guard Leaders are automatic voting members of the board:
Dance Guard Director
Dance Guard Advisors
1.5 ORGANIZATION POLICIES
1.5.1 Officers of the Board of Directors shall not serve more than three consecutive years in
the same office. If the Nominating Committee is unable to find a candidate and the position
remains unfilled, the current officer can volunteer to remain in the position.
1.5.2 The newly elected board of directors shall assume office on July 1 of the election
year.
1.5.3 Eligibility for an officer consists of fully supporting the mission and goals of the
Boosters and having a student in the Color Guard program.
1.5.4 If any booster board or general member behaves in any way that is
harmful to students or other adults, or in ways that are considered to be detrimental
to ANY performing ensemble programs, that person shall be required to disassociate
themselves from the organization by request of the Director with the concurrence of
the booster board President and a majority vote of the board members.
2.0 DUTIES OF THE BOARD OF DIRECTORS
2.1 PRESIDENT
2.1.1 The President shall be responsible for organizing, presiding at, and setting the
agenda for all board, regular, or special meetings in conjunction with the Dance Guard
Director. If the President cannot attend a meeting, the President will appoint a board
member of his/her choice to preside over the meeting.
2.1.2 The President shall be responsible for seeing that all activities of the ECRCHSDG
Boosters are carried out.
2.1.3 The President shall approve all official Booster information to be communicated,
including website content.
2.1.4 The President shall maintain liaison with the school administrative official and will
cooperate with the heads of the individual performing units.
2.1.5 The President shall assure all correspondence requiring action is assigned and shall
follow-up to ensure satisfactory results.
2.2 VICE PRESIDENT OF WAYS AND MEANS
2.2.1 The Vice President of Ways and Means shall be responsible for overseeing all
fundraisers agreed to by the group.
2.3 VICE PRESIDENT OF OPERATIONS
2.3.1 The Vice President of Operations shall be responsible for transportation,
equipment, first aid supplies, and field and general maintenance, including any
committees created for these areas of responsibility.
2.4 SECRETARY
2.4.1 The Secretary shall keep the records of the ECRCHSDG Boosters general meetings, the
board of directors meetings, and any special meetings that may be called.
2.4.2 The Secretary shall coordinate delivery of appropriate information with the
Communications Director.
2.5 TREASURER
2.5.1 The Treasurer shall be responsible for all monies that belong to the ECRCHSDG
Boosters and shall establish proper procedures for receipt and deposit of monies in
a bank approved by the Board of Directors.
2.5.2 The Treasurer shall keep permanent books of accounts and records sufficient to
establish the items of income, expenses, receipts and disbursements of the
organization for five (5) years including the current year.
2.5.3 The Treasurer shall be responsible for the bank balances and the records showing
all deposits and withdrawals of the organization’s funds and shall pay all bills as
authorized by the Board of Directors.
2.5.4 The Treasurer shall give a full report of the status of the treasury at each meeting
and whenever asked to do so upon sufficient notice by a member of the Board of
Directors.
2.5.5 The Treasurer shall file all required tax and financial reports in the appropriate time
frames to the appropriate school, state, and/or federal agencies using a professional
tax preparer.
2.5.6 The Treasurer shall submit the proposed itemized annual budget to the Board of
Directors for approval at the July board meeting.
2.5.7 The Treasurer shall ensure that a minimum of two (2) members of the Boosters, not
residing in the same household, be present during cash transactions.
2.6 UNIFORM COORDINATOR
2.6.1 The Uniform Coordinator shall chair the committee that selects the Guard
uniforms.
2.6.2 The Uniform Coordinator shall oversee the maintenance of the Guard uniforms.
2.6.3 The Uniform Coordinator shall oversee the ordering of shoes, gloves and other
accessories for the Guard uniforms, and the ordering of spirit / booster shirts.
2.7 COMMUNICATIONS DIRECTOR
2.7.1 The Communications Director shall be responsible for communications within the
organization.
2.7.2 The Communications Director shall be responsible for the ECR Dance Guard
website. The website is the primary communication vehicle for
getting messages, the calendar, maps and times of competitions, and detailed
instructions on upcoming events to the parents of the Guard members.
2.7.3 The Communications Director shall coordinate the Booster e-mail contact database.
This database will be used to communicate information directly to the students and/
or parents.
2.7.4 The Communications Director shall coordinate the publicity of program events and
fundraisers, to include, but not be limited to, newspapers, television channels,
banners in public places, marquee messages, window displays, contacts with local
feeder schools, etc.
2.8 HOSPITALITY COORDINATOR
2.8.1 The Hospitality Coordinator shall coordinate providing the refreshments for the
Dance Guard and the ECRCHSDG Boosters during their functions that involve
food or drink. These would include, but are not limited to: Guard camp, potlucks,
rehearsals, and refreshments at football games, concerts, performances,
parades, competitions, sporting events, award banquets, and general
or special meetings.
2.9 FUNDRAISING COORDINATOR
2.9.1 The Fund raising Coordinator Reports directly to the V.P. of Ways & Means on the progress
of the various Booster Club fundraising activities.
3.0 MEETINGS
3.1 BOARD OF DIRECTORS MEETINGS
3.1.1 Meetings will be held monthly as determined by the Board of Directors. Meeting
date and time is to be posted on the ECR Danceguard website a minimum of 48
hours in advance.
3.1.2 Meetings will be held at a location chosen by the President. Board members shall be
notified of meeting location a minimum of 72 hours in advance via e-mail.
3.1.3 All members of the ECRCHSDG Boosters are invited to attend board meetings as nonvoting
visitors. Non-voting visitors will be asked to leave for any closed portion of
the meeting.
3.1.4 A majority vote shall prevail.
3.1.5 The president can call for a board of directors vote via e-mail or other electronic
technology such as email, go-to-meeting, conference call or any other as yet unknown
technology.
3.2 GENERAL MEMBERSHIP MEETINGS
3.2.1 Meetings will be held monthly at El Camino Real Charter High School, unless a change
Of venue and/or time is identified at least one month in advance on the website.
3.3 PROCEDURE
Meetings shall be held as indicated above unless changed with the general approval of the
membership. If a conflict causes rescheduling, the new date should be announced as soon
as the new date is known, but a minimum of one-week advance notice by e-mail is
required.
Special meetings requiring a vote from the general boosters may be called as approved by a
majority vote of the Board of Directors. Special meetings may be held to consider only
agenda items announced to the general membership at a prior general meeting, or through
advance notice by mail, telephone tree committee, and/or e-mail with a minimum of oneweek
advance notice.
A majority vote shall prevail.
The President shall vote at regular meetings of the general membership only in the event of
a tie.
3.3.5 The meeting shall contain:
Reading of the minutes of the last board meeting
A treasurer’s report
Old business (from prior meeting)
New business
4.0 ELECTIONS
4.1 TIMING OF ELECTIONS
4.1.1 The Nominating Committee is appointed in April by the Board of Directors
4.1.2 The Nominating Committee shall present a slate of candidates at the board meeting
in May for elections at the June general meeting.
4.2 PROCEDURE
4.2.1 In June the announced slate of candidates shall be voted on, and a majority vote
shall prevail.
4.2.2 If more than one candidate is nominated for a given board position, the vote will be
taken by secret ballot.
4.3 VACANCIES
A vacancy exists on the board when a duly elected member tenders their respective
resignation.
The Board of Directors shall present a replacement(s) to be voted on by the board within
one month of the stated vacancy. If vacancy is an appointed position, the Guard Director shall
appoint a replacement.
The term of the replacement board member will be for the remainder of the term which is to
be, or has been, vacated.
5.0 PURCHASES AND EXPENDITURES
5.1 BUDGET PREPARATION
The budget is presented with expense items necessary to run the performing units and the
anticipated funds required to meet those needs. The booster’s will vote to affirm the amount
they believe they will be able to raise either in fees and/or fund raising for these anticipated
needs during the upcoming fiscal year based on the proposed budget. Once the budget is
approved, no expenditures beyond that amount, nor any expenditure not specifically
identified in the approved budget that is over $100, will be allowable unless specifically
approved by the Board of Directors.
5.1.1 The Color Guard Director and the Board of Directors will prepare a proposed “Budget of
Expenditures” by July 31 for the next school year. The tentative budget will be
reviewed and approved by the board with a vote in August.
5.1.2 If changes to the budget are needed at anytime throughout the year, the Color Guard
Director and Board of Directors will re-submit or amend the budget to match the
program priorities set by the Band Director, the Board of Directors, and the fund
raising commitments of the Boosters.
5.2 LIMITS OF AUTHORITY
5.2.1 No emergency unbudgeted expenditure of more than $100 shall be allowed without
a meeting of and approval by the Board of Directors.
6.0 FINANCES OF THE ORGANIZATION
6.1 ACCOUNTS
6.1.1 The ECRCHSDG Boosters shall maintain a general checking account to be used to
disburse the funds of the organization.
6.1.2 The ECRCHSDG Boosters shall maintain a savings account to hold any medium-term
excess of monies not needed for day-to-day operations.( this is optional)
6.1.3 Should monies exist that are for multi-year projects, or are in excess of annual
needs, financial notes, e.g. certificates of deposit, etc., shall be set up in the club’s
name.
6.1.4 All accounts established with any ECRCHSDG Boosters monies shall be reported on by
the Treasurer at the monthly board meetings.
6.1.5 The Treasurer shall have the authority to move monies from one account to another
only with prior board approval.
6.2 AUTHORIZED SIGNATURES
6.2.1 All checks written against the ECRCHSDG Boosters general account shall be signed by
the Treasurer and one other member of the board - the President, the VP Ways and
Means, or the VP Operations. All checks are to have two signatures. Two people
residing in the same household cannot both be check signers.
6.3 DISTRIBUTION OF FUNDS
6.3.1 Any expenditure requiring a reimbursement check to be written from the ECRCHSDG
Boosters funds should be submitted through the board member who is responsible
for that committee or function.
The board member shall submit an “Expense Reimbursement Form” indicating the amount
to be reimbursed, the reason for the expenditure, and the budget category to which that
expense should be charged.
If the expenditure is a budgeted item, the Treasurer will accept the form and supporting
documents, and issue the check signed in accordance with 6.2.1 to the party requesting
reimbursement.
If the expenditure is unbudgeted and the expense has already been incurred, the board must
vote on payment approval prior to the Treasurer issuing the check.
6.4 ACCOUNT REPORTING
All accounts shall be reported on at every board and booster meeting. Reports should
include a Debit/Credit summary, a Budget Reconciliation, and a Bank Statement Balance
Reconciliation. Format to be determined by Treasurer and President.
All receipts and disbursements shall be recorded in detail on the Debit/Credit summary and
shall be presented for review at the monthly board and booster meetings.
7.0 LIABILITY
No person who is now or who later becomes a member of the El Camino Real Charter High School
Dance Guard Boosters shall be personally liable to its creditors for any indebtedness or liability, and
any or all creditors of the El Camino Real Charter High School Dance GuardBoosters shall look only
to the assets of the El Camino Real Charter High School Dance Guard Boosters for payment
8.0 AMENDEMENT OF BY-LAWS
8.1 INITIATION OF AMENDMENT
These by-laws may be amended when necessary after it has been proposed by any board
member and discussed at a board of directors meeting. Any board member may propose
amendments to the by-laws at any time after it has been discussed at a board meeting. The
amended by-laws must be formally presented in writing at a general meeting and shall be
voted upon at the booster meeting following the one in which it was proposed.
8.2 PASSAGE OF AMENDMENTS
A 2/3 vote of the members present will be required to amend these by-laws.
9.0 COMMITTEES
9.1 NOMINATING COMMITTEE
9.1.1 The Nominating Committee is a group of ECRCHSDG Boosters responsible for
submitting a recommended slate of officers for the next school year.
9.1.2 The Nominating Committee is appointed in April by the Board of Directors.
9.1.3 The Nominating Committee shall present a slate of candidates at the board of
Directors meeting in May for elections at the June general booster meeting.
9.1.4 The list of candidates will be reviewed with the Dance Guard Director prior to presenting
them to the board in May.
9.1.6 The Nominating Committee is not finished with their function until all of the
positions have been filled
9.2 NON STANDING COMMITTEES
Upon occasion there will be a need for committees that are non-standing or “ad hoc.”
These committees can only be formed with the approval of the board. They shall be created
for a specific purpose, meet, and report on their progress to either the board or an entity
specified by the board. They shall only exist for the duration needed to accomplish their
assigned purpose, or until the board determines their function is no longer necessary.
10.0 STANDING RULES
10.1 Fiscal Year is August 1st - July 31st
10.2 Board of Director terms are July1st - June 30th
10.3 If a Booster works at a ECRCHS Dance Guard sponsored event where
admission is charged, their admission will be waived to the event. The event chair will
prepare the volunteer list and submit to the admission table.
10.4 All fall dues and/or fees must be paid in full before any money or fundraising
dollars can be allocated toward a spring trip.
10.5 When a costume or performing uniform is included in the fees, the
amount of the costume or uniform must be paid for in the form of fees before the student
can receive the outfit. Such attire is sized per child and owned by the student
​

El Camino Real Charter High School Dance Guard Booster’s
By-Laws