by-laws

By-Laws

 

Of

 

Kempsville High School

 

Band Parents

 

Association, Inc.

 

 

  

 

Organized: November 14, 1972

Revised: April 25, 1978

September 25, 1984

April 1, 1990

June 11, 1991

September 13, 1993

September 22, 1997

March 16, 1998

April 18, 2001

August 5, 2005

June 8, 2009

 

 

ARTICLE I: NAME

 

This organization shall be known by the name of Kempsville High School Band

Parents Association, Incorporated otherwise known as KHSBPA.

 

ARTICLE II: OBJECTIVES

 

The objectives of this organization are: To provide service and support, and to conduct fundraising projects in order to provide financial assistance to the Kempsville High School Bands and their auxiliary units in order that the Bands and their members shall have adequate uniforms, equipment, transportation and assistance, appropriate to their commitments.

 

ARTICLE III: BASIC POLICIES

 

1. The officers of the Association shall be President, First Vice President, Second Vice President, Third Vice President, Secretary, and Treasurer. These elected officers shall constitute the Executive Board.

 

2. The elected officers and chairs of Standing Committees shall constitute the Board of Directors.

 

3. The Band Director shall be an ex-officio member of the Board of Directors.

Standing Committees shall be: Chaperones, Concessions, Pit Crew, Student Accounts and Uniforms.

 

4. No member of the Association shall receive any compensation for services rendered to the Association. The Board of Directors may however, contract for specific goods and services from any member of the Association by a two-thirds (2/3) vote of the board.

 

5. A nominating committee composed of five (5) members shall be appointed during the month of January.

·         The Nominating Committee shall elect its Chair from among its members.

·         The committee shall nominate at least one member for each office and present the slate to the Board of Directors at the March board meeting.

·         The slate will then be communicated to the general membership via email and on the website within three (3) days of the board meeting.

·         Additional nominations may be submitted to the secretary no later than (15) days prior to the scheduled election.

·         The full slate of nominations will be communicated to each member family of record not later than ten (10) days prior to the scheduled election.

·         Additional nominations may be made from the floor at the general meeting. Only those eligible persons who have signified their consent to serve if elected shall be nominated for office.

 

6. Officers shall be elected in the spring. The incoming and outgoing elected Officers will complete their turn over by the first week of June. Officers shall assume their duties at the close of the annual awards banquet. Officers shall serve for a term of one year. No officer may serve more than two (2) consecutive terms in the same capacity.

 

7. If there is but one nominee for any office, vote may be by voice. If there are two or more nominees for any office, the election will be by secret written ballot. In the latter case, the President shall appoint the tellers.

 

8: Persons representing the association shall have no authority to make commitments binding the Kempsville High School Band Parents Association, Inc., except as authorized by the Board of Directors.

 

9. Once the budget has been approved, all unbudgeted expenditures less than $200.00 must be pre-approved by the President and one other member of the Executive Board. Unbudgeted expenditures exceeding $200.00 must be pre-approved by a majority of the Board of Directors.

 

10. The Treasurer and the President, and/or those designated in writing, shall draw checks on the Association treasury.

 

11. The Association's accounts shall be examined annually by an auditing committee appointed by the President. The auditing committee will comprise no fewer than three (3) members and be appointed in the spring. The annual review shall be completed prior to the August Board of Directors meeting.

 

12. Upon dissolution of the Association, all moneys and tangible assets, after

all debts are satisfied, will be disbursed to a non-profit organization to be

determined by the general membership.

 

ARTICLE IV:  MEMBERSHIP AND DUES

 

1. Eligibility for membership shall be extended to parents and guardians of Kempsville High School Band and Auxiliary members.

 

2. Only members of the Association shall be eligible to vote in its business meetings or to serve in any of its elective or appointive positions.

 

3. All band students and auxiliary members will pay an activity fee decided upon by the Board of Directors, prior to any issuance of a uniform. The Marching Band activity fee may be discounted for students will additional members in the same family grouping.

 

 

ARTICLE V:  DUTIES OF THE OFFICERS

 

1. The President shall preside at all meetings of the Association and the Board of Directors. The President appoints chairs of all Standing and Special Committees, subject to unanimous approval by the Executive Board. The President will be an ex-officio member of all committees except the Nominating Committee. The President will vote only in the case of a tie, and execute all other duties pertaining to the office. The president shall be bonded and the bonding fee paid by the Association.

 

2. The First Vice President shall preside at meetings in the absence of the President, secure transportation and accommodations required for all performances and activities and provide assistance to the President and the Band Director on finalizing the itinerary.

 

3. The Second Vice President shall be responsible for coordinating, scheduling, and supervising all fundraising activities. Upon approval by the Board, the Second Vice President shall obtain all necessary forms and approval from the Kempsville High School Student Activities Coordinator.

 

4. The Third Vice President shall be responsible for coordinating, supervising and reporting to the Board of Directors on Color Guard activities. Duties include uniform selection, chaperoning, and others, as needed.

 

5. The Secretary shall keep minutes of all meetings; provide copies of minutes at all General Meetings; conduct all correspondence of the Association; maintain a file of all Association correspondence; have available at all times a current copy of the by-laws; and perform all other duties as may be required by the office.

 

6. The Treasurer shall receive all moneys of the Association and keep an accurate record of all receipts and expenditures, and shall present a written treasurer's report with copies for each board member at every meeting of the Board and Association, and at other times when requested by the Board of Directors. The Treasurer shall be bonded and the bonding fee paid by the Association.

 

7. All band functions will be attended by the President or his/her designated representative.

 

  

ARTICLE VI: BOARD OF DIRECTORS

 

Section 1: The time of the Board of Directors meetings shall be fixed by the Board at its first meeting and published at the August General meeting. All Board of Directors meetings are open to the general membership unless the Board unanimously, for good cause, elects to meet in closed executive session. Members wishing to address issues at the Board meeting must notify the President no less than one (1) week prior to the scheduled meeting and request an addition to the agenda.

 

Section 2: Special meetings of the Board may be called by the President at the request of three (3) other members of the Board.

 

Section 3: A majority of the Board of Directors of which two (2) must hold elected office, shall constitute a quorum at any Board of Directors meeting. A majority vote of those present shall govern unless otherwise specified.

 

Section 4: Special Committees may be appointed as necessary e.g.: Awards, Band Camp Coordinator, Classic Coordinator, Community Service, Concert Programs, E-mail, Football Programs, Freshman Coordinator, Fruit Sales, Hospitality, Scholarships, Souvenirs, and Webmaster.

 

ARTICLE VII; MEETINGS

 

Section 1: The first general meeting of the Association shall be held in August.

 

Section 2: Meetings of the Association shall be held at least quarterly. Appropriate notice shall be communicated to the membership.

 

Section 3: Special meetings of the Association may be called by the President or by written request of three (3) or more members of the Board of Directors or a quorum of the general membership stating the subject of the meeting.

 

Section 4: Ten percent (10%) of the members and two (2) officers shall constitute a quorum, unless otherwise stated. A member is defined as the person representing a family unit.

 

ARTICLE VII: AMENDMENTS

 

Section 1: Written notice of proposed amendments to the KHSBPA by-laws shall be communicated to the membership at least 30 days prior to the meeting in which the proposed amendments will be voted upon.

 

Section 2: A quorum for any meeting in which amendments to the by-laws will be voted upon shall be twenty percent (20%) of the membership of record.

 

Section 3: By-laws may be amended at a regular meeting of the Association by a two-thirds (2/3) vote of the members present and voting.

 

ARTICLE IX: PARLIAMENTARY AUTHORITY

 

Section 1: Roberts Rules of Order Newly Revised shall govern the association in all cases where they are applicable and in which they are not in conflict with these by-laws.

 

Section 2: The President may appoint a Parliamentarian.

 

ARTICLE X: STANDING RULES

 

Section 1: Equipment and uniforms purchased or donated by the Association to support the Band Director for instruction of the students, shall become property of Kempsville High School and placed on the school inventory by the Band Director.

 

Section 2: Committee Chairs shall be responsible for collecting funds pertaining to matters under their cognizance, and for turning said funds over to the Treasurer for deposit in the General Fund. All funds received must be turned over to the Treasurer within seven (7) days of receipt.

 

Section 3: Committee Chairs shall present all bills to the Treasurer within seven (7) days of receipt. The Treasurer shall pay all bills presented within the seller's terms or thirty (30) days, whichever is less.

 

ARTICLE XI: DUTIES OF COMMITTEE CHAIRS

 

Section 1: The Chaperone Chair is responsible for recruiting parents to serve as chaperones and organizing bus sign-ups and room assignments for each activity. The Chair shall also assist the First Vice President in securing appropriate accommodations for overnight trips. The ratio of chaperones to students shall be no less than 1:10. Female chaperones must be present at any time female students are present.

 

Section 2: The Concessions Chair oversees all operations of the KHSBPA Concession Stands, including the ordering and buying of provisions, soliciting volunteers, maintaining equipment, and opening, securing and cleaning concession stands.

 

Section 3: The Pit Crew Chair is responsible for securing all truck rentals, for maintaining other equipment necessary to move the Band, and for directing volunteers to deploy band equipment at performances.

 

Section 4: The Student Accounts Chair is responsible for receiving all moneys for student accounts and for maintaining accurate records of all moneys paid into and disbursed from student accounts.

 

Section 5: The Uniform Chair is responsible for the procurement, issuing, and maintenance of all uniforms, as well as maintaining an inventory of all uniforms and accessories.

 

Section 6: Chairs of Special Committees are responsible for performing duties consistent with their committee assignments, under the direction of the Board of Directors.

 

Section 7: All chairs and Officers shall keep proper records of their activities to hand down to future chairpersons and officers.

                                                                                              

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Khs Band,
Jan 19, 2015, 6:28 PM
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