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BYLAWS
MINUTES

BYLAWS

DRAFT

 

NEW MILFORD HIGH SCHOOL BAND PARENTS

 

ARTICLE I:  NAME

 

The name of this organization shall be “The New Milford High School Band Parents”; hereinafter, referred to as the organization.

 

ARTICLE II: PURPOSE

 

The purpose of this organization shall be to provide membership-approved support to the New Milford High School Band (which includes, but is not limited to: marching band, concert band, jazz band, wind ensemble, orchestra, drum line, color guard, and winter guard and their activities) and promote a cost-effective program for all participants in a fiscally-responsible manner.

 

ARTICLE III: MEMBERSHIP

 

Parents or guardians of the organization are eligible for membership. Each member shall be entitled to one vote. A vote must be cast in person or by paper ballot. No email voting shall be accepted.

 

ARTICLE IV: OFFICERS

 

The officers of this organization shall be President, Vice-President, Secretary, Treasurer and Band Director. These officers shall make up the executive board of the organization. Each

officer shall commit to a 2-year term and must have a child in the program for both years.

The Executive board shall have general jurisdiction and supervision of all activities of the organization, and shall authorize all funds paid out.

 

President:

-         Shall preside over general membership meetings, executive meetings and special meetings.

-         Shall prepare an agenda for each meeting with the prescribed order of business.

-         Shall conduct meetings in an orderly and fair fashion according to Robert’s Rules of Order.

-         Shall call special meetings if deemed necessary.

-         Shall present to the general membership, for their approval, recommendations of Committee Chairpersons or Co-Chairs.

-         Shall be an ex-officio member of all committees.

-         Shall be the liaison between the organization and the band director.

-         Shall, along with the Treasurer, be an authorized signer on all bank accounts the organization may maintain.

 

Vice President:

-         Shall assume the duties of the President in his/her temporary absence.

-         Shall be assigned duties as delegated by the President including but not limited to;

-         Shall research and present all fundraising opportunities to the board for their          consideration and oversee said fundraising subcommittee(s).

-         Shall oversee the uniform distribution committee.

 

Treasurer:

-         Shall receive all funds due and money raised by the organization, and deposit such funds.

-         Shall, along with the President, be an authorized signer on all bank accounts the organization may maintain.

-    Shall maintain all appropriate financial records. A monthly report shall be presented

      at each executive board and regular meeting.  This report shall include a profit & loss 

      statement of all recently completed fundraising activities

-         Shall be responsible for the timely filing of all state and federal reports of the organization, to be prepared by an independent accounting firm.

-    Shall, upon request, make available to any member, the record(s) of any member(s) handling

      funds, at a reasonable time and place.

 

 

Secretary:

 

-         Shall attend to all correspondence of the organization and shall keep the records and

      minutes of all meetings of the organization.

-         Shall maintain, in a permanent file, an accurate membership list of all organization members and members in attendance at all regular and special meetings.

-         Shall keep on file all committee reports.

-         Shall notify members and the public of meetings and membership-approved activities of the organization.

 

Band Director:

-         Shall be an ex-officio member of all committees.

-         Shall present the budget for the upcoming year at the May meeting.

-         Shall, in all matters regarding the students and school district, have sole and final decision making authority.

 

ARTICLE VI:    ELECTION OF OFFICERS

 

-         At the April meeting a Nomination Committee of two members shall be appointed.

-         The committee shall accept nominations for offices to be filled and present a slate in writing to the organization, one week prior to the general May meeting.

-         Elections will be held at the May meeting where additional nominations will be taken from the floor. Election will be by majority vote and by secret ballot.

-         The term of office for newly elected officers shall begin July 1. No officer shall hold more than one office at a time.

-         Officers shall be elected for two years. Interim vacancies shall be filled by a special election for the duration of the term

-         As soon as possible after the May meeting and before July 1, a meeting of the outgoing and newly-elected board members shall be held for the purpose of transferring records to the new Band Parents board.

-         Spouses may not hold executive board offices during the same term.

-         Each member shall be entitled to one vote. A vote may be cast in person or by a written paper ballot. No email voting shall be accepted.

-         The President shall abstain from voting unless a tie-breaking vote is required to elect a nominee to a specific office.

 

ARTICLE VII:     MEETINGS:

 

-         Executive board meetings will be held on the 2nd Tuesday of every month. Any general member wishing to attend shall notify the President and should state nature his/her business.

-         General membership meetings will be held on the 3rd Tuesday of every month, except July, and are open to all members.

-         The basic agenda shall be as follows:

                      -   Reading of minutes

                      -   Presentation of Treasurer’s Report

                      -   Presentation of Committee Reports

                      -   Band Director’s Report

                      -   Old Business

                      -   New Business

                      -   Any other business that may be brought before the Organization.

-         It shall be the duty of the Executive Board to permit and approve any and all uses of the New Milford High School Band Parents seal, name or logo.

 

ARTICLE VIII:    COMMITTEES:

 

-         Committees can be added, deleted, or changed at any general membership meeting.

-         Such modifications would be considered as part of the normal course of conducting business in the interest and spirit of the organization.

-         The budget committee shall consist of the executive board and shall meet in the spring.

 

ARTICLE IX:    SCHOLARSHIPS:

 

-         Scholarships awarded are based upon available funding, as determined by the

      Executive board and Band Director.

-         The Band Director has sole responsibility for selection of scholarship recipients.

-         Senior scholarships will be distributed at the last concert of the school year.

 

ARTICLE X:  AMENDMENTS OF BY-LAWS:

 

-         Amendments of these by-laws shall be approved by a two-thirds majority of the

      general membership present at a regular meeting.

-         Proposed amendments and scheduled voting date shall be presented to the general membership in writing at least two weeks prior to the voting date.

-         Every two years in March, these by laws will be reviewed and updated as needed.

 

ARTICLE X: PARLIAMENTARY PROCEDURE:

 

-      In all questions of parliamentary procedure not already covered in these bylaws   

   

Robert’s Rules of Order shall prevail.

 

 

Amended (2008)