BYLAWS OF MAYFIELD BAND PARENTS ASSOCIATION ARTICLE I. NAME

Transcription

1 BYLAWS OF MAYFIELD BAND PARENTS ASSOCIATION ARTICLE I. NAME A. The name of this non-profit organization, established by Certificate of Incorporation No and these Bylaws, shall be the Mayfield Band Parents Association. B. These Bylaws are enacted in accordance with the New Mexico Non-Profit Corporation Act and shall apply to the regulation of affairs of the Mayfield Band Parents Association, a non-profit corporation pursuant to said Act. ARTICLE II. PURPOSE A. The purpose of this Association shall be to: 1. Provide financial and volunteer support to the Mayfield High School Band Program as requested by the Band Director. 2. Promote an appreciation of band music and its activities within the Las Cruces community. B. The Band Program is defined as all band-related activities and groups under the direction of the Band Director (i.e. Marching Band, Concert Band, Jazz Band, Flag Corps, Dance Corps, etc.) C. Since its purpose is for band program support, the Association shall not mandate classroom instruction or curriculum, music selection, rehearsal schedules, or the schedule of the Band Director outside the classroom. These areas are controlled by the Las Cruces Board of Education, as prescribed by the New Mexico Department of Education. ARTICLE III. MEMBERSHIP A. Full Members are parents, legal guardians, and legal custodians of students currently enrolled in the Mayfield High School Band Program. B. Associate Members are other interested individuals who support the Purpose of this Association. C. The Band Director, all Assistant Band Directors, and Appointments are Ex-Officio Members. D. The Coordinator of Travel and Events shall be a position created and appointed at the discretion of the Band Director. This person will organize and administer band travel details and special events. This position will be an Ex-Officio Member. 1

2 E. At the completion on their term/s, the President is expected to fill the position of Past-President for one year. In this position, they will act as an advisor to the board and will be an Ex-Officio Member. F. All Members are entitled and encouraged to participate. Full Members, and Associate Members elected to the Board, are permitted to vote. A. Board of Directors ARTICLE IV. ORGANIZATION 1. The Board of Directors (AKA Board) shall consist of the Officers, the Band Director, Assistant Band Directors, and the Past President. 2. Full Members and Associate Members may serve as Officers. B. Officers 1. The Officers shall be the President, Fundraising / Business Vice President, Secretary, Treasurer, Hospitality Coordinator, Uniform Coordinator, Equipment Coordinator, Activity Money Coordinator, Concession Coordinator, and Historian. 2. A prerequisite to serve as President is prior service as an Officer of the Association in some capacity. C. Committees 1. The Board or the Membership may form Committees to manage fundraising or other activities in support of the Association. 2. Each Committee shall have a Chairperson designated by the Board. The Chairperson shall coordinate Committee activities, prepare necessary paperwork and/or proposals, and report to the Board as necessary. 3. The Board shall designate an Officer to assist each Chairperson. A. President 1. Preside at meetings of the Board. 2. Preside at Membership meetings. ARTICLE V. OFFICERSʼ DUTIES 3. Coordinate Board Officers and Board responsibilities, ensuring that each Board Officer is carrying out their duties. 2

3 4. Appoint a nominating Committee for the purpose of nominating a slate of Officers for the following year (the Committee shall consist of the Band Director, at least two members of the Board, and three selected from the general Membership). 5. Appoint an Audit Committee comprised of the President, the Treasurer, and two others from the general Membership to carry out an annual audit prior to the commencement of the new Treasurer's term. 6. Be an authorized signatory on all Association bank accounts. 7. Be a liaison for and representative of the Board as needed. B. Fundraising / Business Vice President 1. Assume the duties of President in absence of the President. 2. Organize, oversee, and coordinate all fund raising Committees. 3. Attend all meetings held by the fund raising committees, which are accountable to the Fundraising/Business Vice-President. 4. Put fund raising proposals to the Board, provide regular reports as each fundraiser progresses, and give final detail reports at the conclusion of each fundraiser. 5. Give a Fundraising/Business Vice-President report at Membership meetings. 6. Receives final reports from each fundraiser chair, as does the Treasurer. 7. Organize money collections at school for each fundraiser. 8. Keep track of volunteer hours for membership. 9. Organize or facilitate the acquisition of grants by locating, writing, and submitting grant applications through a grant writing committee. 10. Attend any required food handling and fundraising trainings. 11. Obtain all necessary permits. C. Secretary 1. Assume the duties of President in the absence of the President and the Fundraising/Business Vice President. 2. Record minutes of all Membership and Board Meetings. 3

4 3. Update band and guard information for Newsletter Chairperson as needed. 4. Maintain proper administrative records including correspondence for the Association. D. Treasurer 1. Record all financial transactions, maintaining proper records for all Association accounts. 2. Distribute financial reports at Board meetings. 3. Give a Treasurer's report at Membership meetings. 4. Collect all monies from office safe, post office mailbox, and prepare for deposit. 5. Receives money as collected and transmittal forms from each individual fund raising chairperson. Prepare money collected for deposit. 6. Receives a final report and student earnings from chairpersons upon completion of each fundraiser for crediting purposes. 7. Make bank deposits. 8. Maintain student accounts with invoicing and crediting. 9. Issue regular student statements on a monthly basis. 10. Prepare checks for signing supported by the appropriate documentation. Two signatories shall be required on all checks. 11. Be an authorized signatory on all Association bank accounts. 12. Prepare and distribute students' meal money for trips. 13. Present financial records for audit before the start of the next school year. 14. File annual tax reports and other necessary reports and returns. E. Hospitality Coordinator 1. Set up and oversee activities of the following Committees: a. Eighth Grade Committee b. Hospitality/Banquet Committee Water and refreshments. 4

5 c. Telephone/ Committee 2. Provide meals, snacks, refreshments, and water for events including practices, competitions, football games, etc. (i.e. any event the band is present at). F. Uniform Coordinator 1. Oversee inventory, repair, transportation, check in, and check out of uniforms and costumes. 2. Oversee that a representative is present at all events to ensure students have proper uniform attire. 3. Work with Directors regarding the production of costumes, flags, and accessories by over seeing their creation. The Directors will stipulate the guidelines to perform these tasks. 4. Oversee the sale of band merchandise (i.e. t-shirts, DVD, etc.) G. Equipment Coordinator 1. Work with Directors to ensure production of props and decorations for marching show, concert season, and winter guard season by overseeing the creation and activities of committees to perform these tasks. 2. Work with Directors to oversee that representatives are present during marching show, concerts, and guard events to ensure that all props and decorations are in proper places and removed if necessary. 3. Work with Directors to ensure that props and decorations are transported to and in good repair at all events as necessary. 4. Ensure that all vehicles owned by the Association are in proper running order and properly licensed, insured, and registered. H. Activity Money Coordinator 1. Prepare and maintain money aprons and cash box necessary for events. 2. Attend football games and fundraisers. Collect money at these events. Ensure that all events have necessary change in order to operate. 3. With chosen assistant(s) approved by the board, count and prepare money for banking. Assistant cannot be spouse or relative. 4. Prepare deposit and deliver any money collected to the Bank for deposit. 5

6 5. Keep financial records and reconciliations for all events. 6. Gives report to Board, Fundraising/Business Vice President and Chair of events, as necessary. 7. In the absence of the Treasurer, prepare and distribute students' meal money for trips. 8. Be an authorized signatory on all Association bank accounts. I. Concessions Coordinator 1. Prepares concessions for activities as necessary (football games, movie nights, etc.). 2. Works with concession buyer, worker scheduler, and facility representatives for each event. 3. Coordinates all money transactions with Activity Money Coordinator. 4. Maintains concession equipment inventory. Prepare and submit requests to Board when new equipment is needed. 5. Be an authorized signatory on concession account. 6. Attend any required food handling and fundraising trainings. 7. Obtain all necessary permits. J. Historian 1. Create an annual record of the Band's activities through pictures and/or newsletters of all events including, but not limited to, fundraisers, concerts, exhibitions, competitions, social events, band camp, and other band functions. 2. Oversee that the information for the band web page is updated and maintained current as necessary. 3. Oversee Media/Publications and Public Relations at Directors discretion. 4. Assume responsibility for engraving of yearly award plaques. 5. Serve as an Administrator on Band webpage, Facebook page, or other organization social media sites as necessary. 6

7 ARTICLE VI. TERMS OF OFFICE A. Officers terms shall be for one year beginning July 1 of the calendar year in which they are elected; except that the Treasurer shall serve longer, if necessary, until required annual reports and tax documents are filed. B. The Board may replace an Officer if they miss three consecutive Board meetings. C. An Officer may be removed with or without cause at any Membership meeting if: 1. The subject of removal is placed on the agenda at least five days in advance of the meeting; and 2. The Officer is given an opportunity to be heard at the meeting; and 3. At least two thirds of the Members in attendance vote for removal. D. An Officer or chairperson may resign at any time by delivering written notice to the President. ARTICLE VII. ELECTION OF OFFICERS A. The Nominating Committee shall present a recommended slate of candidates at a Membership meeting held in the spring semester on a date to be determined by the Board. Any Member may be nominated from the floor and run for Office. B. Officers shall be elected and appointments made annually at a Membership meeting in the spring semester prior to the end of the school year. C. A majority of those voting at a Membership meeting is required to elect an Officer. D. The outgoing Officers shall work in concert with the newly elected Officers to ensure a smooth transition. E. If an Officer is removed, resigns, or passes away before her/his term has expired, the Board may, by majority vote, fill that position for the remainder of the unexpired term. ARTICLE VIII. QUORUM AND VOTING RIGHTS A. A quorum for Membership meetings and for Board of Director meetings shall require the attendance of at least five Officers. B. Unless otherwise specified in the Bylaws, a simple majority of those present and voting shall be required to decide any issue put to a vote. 7

8 C. Full Members and Associate Members serving on the Board are permitted to vote. ARTICLE IX. RULES AND REGULATIONS A. All proceeds shall be for the benefit of the Band Program, and no individual shall personally benefit from the actions of the Band or the Association. B. The Board shall meet approximately once a month during the school year at times and places to be determined by the Board. C Membership meetings shall be held once a month during the school year at times and places to be determined by the Board. D. Special meetings may be called by the Board, by the Band Director, or by written request of at least ten Members. E. Notification of future meetings and of items placed on the agenda shall be made by any reasonable means, including by way of example but not by way of limitation, schedules set forth herein; announcement at duly scheduled meetings; newsletter; ; announcements by the Band Director to the students; posting in a conspicuous place in the band room. F. Robert's Rules of Order shall serve as the parliamentary authority of the Association. G. The Band Director shall have final approval for all projects being considered by the Board before they are presented at the Membership meetings. H. No action may be taken in the name of or on behalf of the Association unless first approved by the Board or by the Membership. The Association shall not be bound by or liable for any action, which had not been properly approved. ARTICLE X. LOANS, BONDS AND INDEMINIFICATION A. No loans shall be contracted on behalf of the Association unless authorized by a resolution of the Board and approved by a majority of the Full Members voting at a Membership meeting. B. No evidence of indebtedness shall be issued in the name of the Association unless authorized by a resolution of the Board. C. The Board may require individuals having access to the Associationʼs assets and/or accounting records to be covered by a fiduciary bond, the cost of which will be paid by the Association upon approval of the Board. D. To the extent permitted by law, current or former Members may be indemnified, defended, and held harmless by the Association against liabilities imposed upon 8

9 them and expenses reasonably incurred by them (including attorney's fees), in connection with any claim, action, suit or proceeding made against them by reason of their service to the Association. Decisions pursuant to this subsection shall be made by majority vote of the Board. ARTICLE XI. AMENDING THE BYLAWS These Bylaws may be amended by a majority of those present and voting at a Membership meeting. Notice of intent to amend must be given in writing to the Membership by the Board and the proposed amendment(s) must be available in the band room for review at least 15 days prior to the meeting to amend. Publication of the intent to amend in the newsletter, or on the website, shall constitute notice. ARTICLE XII. DISSOLUTION A. When, due to lack of interest, the Association can no longer function as an organization, the Board shall call a meeting for the express purpose of presenting a resolution to dissolve the Association. A vote of at least two thirds of the Full Members in attendance shall be necessary to pass the resolution. B. Should the Association vote to dissolve, all remaining assets shall be donated to the Mayfield High School Band Program. C. Suitable notices shall be given to the Internal Revenue Service and others as may be required by the New Mexico Non-Profit Corporation Act. ARTICLE XIII. COMPLIANCE These Bylaws are amended to comply with the New Mexico Non-Profit Corporation Act by a majority of the Board and approved by a majority of those present and voting at the Membership meeting on August 18, Carlos Aguero Director Mayfield High School Band Date: Kathleen Aylsworth-Brooks President Mayfield High School Band Parents Assoc. Date: 9