Executive Board

      1. Composition: President, 1st Vice President (Aide to President & Programs), 2nd Vice President (Fundraising), Secretary, Treasurer. The Drill Team Directors are an extension of the Executive Board.
      2. Eligibility:
        • Must have a student on the Allen Tallenettes Varsity Team
        • No more than two consecutive terms in the same position (exceptions by director).
        • Only one family member may serve on the board at a time.
        • District employees may not serve in financial roles.
        • No officer shall be permitted to hold more than one office position at the same time.
      3. Term: 
        • One year, beginning at the start of the fiscal year.
        • Exiting Executive board members may hand off responsibilities to executive board-elect members after the election if all documentation is handed over, projects are completed, and training is complete. The exiting executive board member is still responsible for the successful completion of any deliverables by the end of the fiscal year.
      4. Vacancy: President appoints replacements with board approval; interim duties assumed by the board.
      5. Removal/Resignation:
        • Board members whose child leaves the team must resign.
        • Missing two consecutive meetings without notice is considered resignation.
        • Failure to fulfill duties may result in removal by majority vote of membership.
      6. Duties (of all officers):
        • Read and understand all governing documents
        • Appoint a chair for each committee
        • Assign/designate officer ownership for each committee
        • Transact necessary business between meetings.
        • Create an annual budget
        • Monitor organizational communications 
        • Maintain documentation and hand it over to successors within two weeks of election.
        • Retain records for a period of 10 years for audit purposes.

Specific officer duties 

  •           Drill Team Directors

 

      1. Are consulted on all projects,  activities, and any other matters concerning the ATBC and the Allen Tallenettes Drill Team
      2. Can review or revoke any decision 
      3. Act in an advisory role 
      4. Prohibited from serving as an officer or as a signatory for financial purposes. 
      5. This is a non-voting role
    • President - The President shall have a general supervision of the organization with the  approval of the director(s). They shall:
      1. Preside at all meetings of the organization;
      2. Regularly meet with the designated campus representative regarding booster activities (regularly is defined as monthly at a minimum);
      3. Resolve problems in the membership;
      4. Regularly meet with the treasurer of the organization to review the organization’s financial position;
      5. Select an officer, that is not a bank signer, as the designee to receive bank statements and review the activity and canceled checks for reasonableness. 
      6. Schedule an annual audit of records or request an audit if the need should arise during the year;
      7. Coordinate the work of the officers and committees, 
      8. Ensure all objectives are met
      9. Complete the cash management training program provided by the District 
      10. Perform any other specific duties as outlined in the bylaws of the organization.
    • 1st Vice President - Programs shall:
      • Preside at meetings in the absence or inability of the president to serve;
      • Oversee, coordinate, and support the committee chairs for all assigned Committees. Suggested committees:
        • Costumes/Sewing
        • Décor
        • Community Service
        • Hospitality
        • Parent Engagement
        • Photographers
        • Winter Show, Spring Showcase
        • Volunteers
        • Dynamic Dads
        • Banquet
        • Senior Parent Rep
      • Perform other specific duties as outlined in the bylaws of the organization and administrative functions delegated by the president;
  • 2nd Vice President - Fundraising shall:
    • Preside at meetings in the absence or inability of the president and 1st VP to serve;
    • Submit fundraiser applications to Allen ISD Fine Arts Office at least 30 days prior to the start of a fundraiser
    • Oversee, coordinate, and support the committee chairs for all assigned Committees and fundraising. Suggested committees:
      • Car Decals/Yard Signs
      • Fundraising
      • Flowers
      • Jr. Clinic
      • Membership
      • Programs/ Showcase Ads
      • Spirit Committee
      • Spirit Wear
      • Sponsorships
      • Spirit Nights
      • Website
      • Communications
    • Perform other specific duties as outlined in the bylaws of the organization and administrative functions delegated by the president;

 

  • Secretary shall:
    1. Obtain input from the executive board on agenda topics and post the agenda before all meetings
    2. Record and present all business transacted at each meeting, in the form of meeting minutes, of all regular & executive board meetings of the organization, 
    3. Obtain approval of minutes and post minutes for membership review.
    4. Maintain the records of the minutes, approved bylaws and any standing committee rules, current membership and committee listing, 
    5. Maintain records of attendance for each member, 
    6. Retrieve mail from the organization’s PO Box and deliver to the appropriate owner at regular intervals.
    7. Conduct and report on all correspondence on behalf of the organization;
    8. Submit required reports to the Allen ISD Fine Arts Office monthly
    9. Perform or oversee or other duties or Committees  as delegated by the Executive Board.  
  • Treasurer shall:
    1. Serve as chairperson of the Budget and Finance Committee
    2. Receive all monies of the organization
    3. Keep an accurate record of  receipts and expenditures
    4. Pay out funds in accordance with the approved budget 
    5. The treasurer, along with two other Executive Board  members, will be signers on booster club checks
    6. Present a financial statement of receipts and expenditures, including bank statements, bank reconciliations, and financial statements, at every meeting of the organization, and at other times when requested by the Executive Board. Copies should be available for review by the general membership within a reasonable timeframe, if requested.
    7. Present a full financial report annually and file current financial reports at the end of each fiscal year with the campus principal/campus bookkeeper and the Executive Director of Finance in Administration;
    8. File sales tax reports as required by the Texas Comptroller’s Office (monthly, quarterly, or annually). Sales tax reports must be filed even if no sales tax was collected for the period reported.
    9. File annual IRS form 990, 990-T, 990-N or 990-EZ in a timely manner;
    10. Submit records to audit committee appointed by the organization upon request or at the end of the year;
    11. Maintain the organization’s insurance policy
    12. Complete the cash management training program provided by the District 
    13. Other specific duties as outlined in these bylaws or assigned by the Executive Board.