BYLAWS. Robert E. Lee High School. Band Parents Organization. A Texas Non-Profit Corporation

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1 BYLAWS Of Robert E. Lee High School Band Parents Organization A Texas Non-Profit Corporation

2 Of Robert E. Lee High School Band Parents Organization A Texas Non-Profit Corporation ARTICLE I NAME The name of this organization shall be Robert E. Lee High School Band Parents Organization. This organization is organized as a non-profit corporation under the provisions of the Texas Non-Profit Corporation Act and Section 501(c)(3) of the Internal Revenue Code of 1986, as amended. ARTICLE II PURPOSES The Organization s operations shall be confined exclusively to the charitable and educational purposes set forth herein and in the organization s Articles of Incorporation. No part of the funds or the property of this organization shall inure to the benefit of any officer or director or member of the organization upon dissolution. The specific purposes of this organization are to: 1. Provide an adult service organization dedicated to the promotion and welfare of the Band and its members. 2. Provide support of the band in matters not covered by existing directives of the North East Independent School District. 3. Strive for close coordination and understanding between the Band, school, and community. The objectives of this organization are to: ARTICLE III OJECTIVES 1. Create a wider interest in music study and Band activities. 2. Assist in provision of facilities normally not available to the Band. 3. Assist in Band functions when requested by the Band Director. 4. Assist and support the Band, Band Director, and school authorities in the furtherance of the school music program objectives.

3 ARTICLE IV MEMBERSHIP Membership in this organization shall be divided into four classes of members: Regular, Associate, Supportive, and Honorary. Section 2. Section 3. Dues must be paid for Regular or Supportive Memberships in this organization. Associate or Honorary Memberships require no dues. Except as otherwise provided, only those members holding a Regular Membership will be eligible to vote, hold office, serve on the Executive Board, chaperone, or participate in the business meetings of this organization. Membership classes: (a) Regular Membership will consist of parents and/or guardians of Band members. (b) Associate Membership is open to all members of the faculty of Robert E. Lee High School. (c) Supportive Membership is open to all members of the community dedicated to the promotion of the Band and welfare of its members. (d) Honorary Membership may be bestowed upon individuals designated by the Band Parents Organization as a special recognition for valuable service to our Band. ARTICLE V DUES The annual dues for Regular and Supportive Members of this organization will be $10.00 per family per school year. Associate and Honorary Members do not pay dues. ARTICLE VI OFFICERS AND THEIR ELECTION The elected officers of this organization shall be President, Vice President, Secretary, and Treasurer. (a) Any elected office of this organization may be co-chaired. Section 2. Section 3. Section 4. Each officer of this organization shall be a Regular Member whose dues are paid and current. No officer shall be eligible to serve in the same office for more than two (2) consecutive years. Elections:

4 (a) The Nominating Committee will consist of four (4) Regular Members selected by the Executive Board plus the Band Director. The Regular Membership must approve these four members at a general meeting in January. At that time, additional names may be presented to serve on the Nominating Committee. If more than four people are named, a majority vote of the Regular Members present at the meeting will determine which four committee members will serve with the Band Director. (b) The Nominating Committee shall nominate an eligible person for each office to be filled and report its nominees for the coming year at a general meeting in March; at that time, additional nominations may be made from the floor, provided the consent of the nominee has been given. (c) Only those persons who have signified their consent to serve, if elected, shall be nominated for or elected to such office. (d) Officers of this organization will be elected by a majority vote of the Regular Members present at the April meeting. If there is but one candidate for each office, the election may be by voice vote. (e) Installation of incoming officers will be at the April meeting. (f) The Nominating Committee will also work with the Band Director to secure the names of members willing to serve on the standing committees for the upcoming school year. Section 5. Vacancies: (a) Except as otherwise provided, a vacancy occurring in an office shall be filled by a majority vote of the remaining members of the Executive Board within a thirty day period, notice of such election having been given. (b) If a vacancy occurs in the office of the President, Vice President shall call a special meeting of the Executive Board to hold this election. (c) If any officer becomes ineligible for Regular Membership in this organization during his or her term of office because his or her son or daughter quits or is expelled from the band, such officer may retain his or her office until the end of the current term of office and no vacancy shall exist upon the recommendation to the Executive Board of the President that such officer retain such office, and the Board passes such recommendation for retention by a two-thirds vote of the members of the Executive Board present and voting at a regular meeting. ARTICLE VII DUTIES OF OFFICERS President: (a) The President shall preside at all meetings of the organization and of the Executive Board; shall perform such duties as prescribed in these bylaws or assigned by the organization or by the Executive Board and shall coordinate the work of the officers and committees of the organization. (b) The President shall serve as the Robert E. Lee representative to the North East Band Parents Association.

5 (c) The President shall maintain custody of the Robert E. Lee Band Parents Organization Bylaws. (d) The President shall be ex-officio of all committees except the Nominating Committee. Vice President: (a) The Vice President shall act as aide-to-the-president and shall perform the duties of the President in the absence or disability of that officer to act. (b) The Vice President will be a member of the Budget and Finance Committee. The Vice President will investigate and propose fundraising activities and will oversee the execution of all approved fundraising plans. The Secretary: (a) The Secretary shall record the minutes of all meetings of the organization and of the Executive Board. (b) The Secretary shall conduct general correspondence of this organization. (c) The Secretary shall develop and maintain a current roster of: (i) all members of the organization and (ii) all students in all bands, together with the parents/guardians of all such students. These rosters will include the address, zip code, and phone number of each person listed. (d) The Secretary shall collect and maintain all volunteer hours of the membership and report those hours to the Lee High School PTA. (e) The Secretary shall maintain a record of all members who have a current Department of Public Safety (DPS) for with the school. No member may participate in any and Parents activity unless a current DPS form is on file with the school. Where necessary, the Secretary shall distribute blank DPS forms and return completed forms to the school office. The Treasurer: (a) The Treasurer shall have charge of all funds belonging to this organization; shall collect and keep a full account of all monies of this organization; shall maintain current true and accurate financial records with full and correct entries made with respect to all financial transactions of the organization, including all income and expenditures, in accordance with general accepted accounting practices; shall pay out funds in accordance with the approved budget adopted by the organization; and shall make disbursements as authorized by the President, Executive Board, or organization. (b) The Treasurer may sign checks for less than $ counter-signed by the President. (c) The Treasurer shall submit a written financial statement at each meeting of the organization. (d) An Auditing Committee made up of no less than three (3) members in good standing, plus the outgoing and the incoming treasurers, shall examine the Treasurer s account annually. When the Auditing Committee is satisfied that the

6 accounts are in good order and correct, they shall sign a statement to that effect. This Auditing Committee is to be appointed at the general meeting in March. (e) The Treasurer shall be a member of the Budget and Finance Committee. Section 5. All Officers: (a) Except as otherwise provided, must meet and keep current requirements of Regular Membership. If an officer fails to meet those requirements, the officer must resign and the vacancy will be filled. (b) Shall meet with the Band Director within sixty (60) days following the regular April meeting to appoint chairpersons for carious standing committees. (c) Shall assume responsibility for the affairs of this organization at the last Band Parents General Meeting of the school year. (d) The period between the regular April meeting and May 15 will be considered the transitional period, with the outgoing administration completing its projects and the incoming administration beginning its duties. (e) The outgoing Treasurer s duties are not relinquished until the audit has been completed and approved. Section 6. Any officer absent without legitimate reason from three (3) consecutive meetings shall be automatically removed from office. ARTICLE VIII EXECUTIVE BOARD Section 2. The Executive Board shall be the board of directors of the organization, and shall consist of the officers of the organization, Band Director, Assistant Band Directors, principal of the school or his or her designee, and the chairpersons or a representative of each standing committee. (See Article VIII Sections 3 and 4.) Duties of the Executive Board: (a) Supervise all of the affairs of the organization, and transact necessary business in accordance with these bylaws and the Articles of Incorporation of the organization. (b) Approve a budget and fundraising activities for each year and amend the budget as necessary. (c) Present a brief report of the Board activities at the general meetings of the organization. (d) Approve an Audit Committee of three (3) people to audit the Treasurer s accounts at the end of his or her term of office. (e) The Executive Board will elect personnel to fill a vacancy in any office that might occur during the year. (f) Regular meetings of the Executive Board shall be held during the year. Special meetings of the Executive Board may be called by the President or by a majority of the members of the Board. No formal notice of regular meetings or special meetings is required, but the person or persons calling any special meeting shall make a good faith attempt to give oral or written notice of the special meeting to all members of

7 the Executive Board. At least five (5) members of the Executive Board must be present in person to constitute a quorum. Section 3. The Officers and Band Director shall appoint the chairpersons of the following standing committee (a) Banquet (b) Fund Raising Dinner (c) Chaperone (d) Color Guard (e) Historian (f) Parade Seats (g) Parliamentarian (h) Publicity (i) Scholarship (j) Shoes (k) Silent Auction (l) Social (m) Spirit/Morale (n) Trailer Coordinator (o) Uniforms Section 4. The President may appoint additional committees with the approval of the Executive Board. ARTICLE IX METTINGS Section 2. Section 3. Dates of regular meetings of the members of this organization shall be determined by the Executive Board and announced at the first regular meeting of the year. No additional notice of regular meetings shall be required. The President or a majority of the Executive Board may call special meetings of the regular membership. No formal notice of special meetings is required, but the person or persons calling the meeting shall make a good faith attempt to give oral or written notice of the special meeting to all Regular Members. One-tenth of the Regular members must be present at a regular meeting or special meeting to constitute a quorum. ARTICLE X COMMITTEES Only Regular Members of this organization shall be eligible to serve in any elective or appointive positions.

8 Section 2. Section 3. Section 4. The Band Director shall be an ex-officio member of all committees, with the exception of the Nominating Committee of which he or she is a member. The President shall be an ex-officio member of all committees, except the Nominating Committee. Duties of Standing Committees: (a) Banquet Coordinate the arrangements for the winter and spring banquets with the Band Director and Student Officers. Handle the arrangements as directed. (b) Fund Raising Dinner Oversee the organization and execution of the annual Barbecue Dinner. (c) Chaperone Provide qualified parents/guardians to serve as chaperones for all Band events and trip in accordance with the directives from the President and Band Director. Direct the chaperones at Band events in accordance with the rules approves by this organization. (d) Color Guard Organize parents to assist with color guard and winter guard activities. (e) Historian Compile and keep a record of the activities and achievements of the Band and the organization, and make historical facts available on request of the membership. (f) Parade Seats Oversee the sale of tickets for the two Fiesta Parades and the chair set-up/teardown at the parade site. (g) Parliamentarian Ensure the proceedings of the Band Parents Organization abide by its bylaws and/or Robert s Rules of Order, Newly Revised. (h) Publicity Oversee the collection of news items and articles to be contained in the Newsletter. Oversee the production and distribution of the Newsletter. Notify Band Parents/Guardians of all meetings and special events. Provide information about all meetings and activities to the Robert E. Lee community. (i) Scholarship Oversee the distribution of information and applications to seniors interested in the Cal Schultz scholarship. Work with Band Director to select recipient. (j) Shoes Oversee the sale and distribution of band shoes to students. (k) Silent Auction Oversee the organization and execution of the Silent Auction conducted at the annual Fundraising Dinner. (l) Social Provide refreshments at regular meetings or any other function of the organization or band. Organize the annual potluck dinner. (m) Spirit/Morale Provide for the sale of Band Parents shirts and other band booster items. (n) Trailer Coordinator

9 Coordinate the loading/unloading of equipment on trailer. Ensure all required inspections and repairs are accomplished. (o) Uniforms Oversee the labeling, fitting, distribution and collection of uniforms to band members. Sees to repair and cleaning of uniforms as necessary. ARTICLE XI FINANCIAL RECORDS AND ANNUAL REPORTS (Reference: Section 2.23A of the Texas Non-Profit Corporation Act) Section 2. As stated in above in Section VII(5)(a), the Treasurer shall maintain current, true, and accurate financial record with full and correct entries made with respect to all financial transactions of the organization, including all income and expenditures, in accordance with generally accepted accounting practices. Based on these records, the Executive Board shall annually prepare or approve a report of the financial activity of the organization for the preceding year. The report must conform to accounting standards as promulgated by the American Institute of Certified Public Accountants and must include: (a) A statement of support, revenue, and expenses and changes in fund balances. (b) A statement of functional expenses. (c) A balance sheet for all funds. Section 3. Section 4. All records, books, and annual reports of the financial activity of the organization shall be kept at the registered office or principle office of the organization for at least three (3) years after the closing of each fiscal year, and shall be available to the public for inspection and copying there during normal business hours. The organization may charge for the reasonable expense of preparing a copy of the record or report. The organization is aware that failure to maintain financial records, prepare an annual report, or make a financial record or report available to the public in the manner prescribed by this Article is guilty of a Class B misdemeanor. ARTICLE XII INDEMNIFICATION To the greatest extent permitted by law, the organization shall indemnify any person who was, is, or is threatened to be made a named defendant or respondent in a proceeding because such person is or was an officer of member of the Executive Board of the organization.

10 ARTICLE XIII MATTERS NOT COVERED BY BYLAWS AND ARTICLES OF INCORPORATION The provision of the Texas Non-Profit Corporation Act, Article 1396 of the Texas Revised Civil Statutes, shall apply to ll matters not specifically mentioned in the Articles of Incorporation or in the bylaws of this organization, insofar as said provisions are not inconsistent with the Articles of Incorporation and these by laws. The organization shall take no action inconsistent with section 501(c)(3) of the Internal Revenue Code of 1986, as the same may be amended from time to time, and the regulations promulgated there under. ARTICLE XIV AMENDMENTS These bylaws may be amended at any regular meeting of the members of this organization by a two-thirds vote of the members present and voting, provided that the proposed amendment has been presented in written form at a previous meeting at least four (4) weeks prior to the meeting at which the amendment is voted upon. ARTICLE XV PARLIAMENTARY AUTHORITY Robert s Rules of Order, Newly Revised shall govern the organization in all cases in which they are applicable and in which they are not in conflict with these bylaws.

11 STANDING RULE 1 CHAPERONES Although chaperoning the band requires substantial responsibility and work, that duty is considered a privilege given to Regular Members for valuable service rendered for the band and the organization. A. Selection 1. Except as otherwise provided, persons will be selected to chaperone the band by the Chaperone Chairpersons from the Regular Members willing to serve who the Chaperone Chairpersons believe to be qualified and suitable to serve. The Band Directors may reject any person deemed to be unqualified or unsuitable to serve. In selecting persons to chaperone, the Chaperone Chairpersons shall particularly consider service to the band and the organization; the availability of the Concessions Chairperson and concessions workers; and, particularly for the first football game of the season, members of the Executive Board. 2. Persons will be selected to chaperone the band for the annual band trip by the President, Band Directors, and Chaperone Chairpersons from the Regular Members willing, qualified, and suitable to serve. In making these selections, particular consideration will be given to service to the band and the organization and records maintained for the organization concerning such service will be consulted. B. Requirements and Duties 1. Chaperones will conform to all North East School District requirements. 2. Only Robert E. Lee Volunteer Band Members, Chaperones, Band Directors and Band Directors families will be allowed to ride the buses. 3. Chaperones will perform the duties assigned by and conform to the requirements explained by the Chaperone Chairpersons at each event. The foregoing Standing Rule was adopted by the Regular Members on and became effective on 23 April 2001.

12 STANDING RULE 2 FUNDS and ACCOUNTS A. The organization s funds will be maintained in the following accounts: the Enrichment Account and the Administrative Account, and a separate Student Trip Account will be maintained. A budget will be determined and fundraising activities will be designed for each account. B. The Band Directors, the Treasurer and the President will oversee the Enrichment Account. All funds from concessions will be contributed to the Enrichment Account. C. All administrative expenses of the organization shall be paid from the Administrative Account, including a contribution toward the cost of Band Banquets which the organization will make. D. The Band Director will decide dates and destination for the annual band trip and, with the President and Chaperone Chairpersons, determine the costs, payments and other requirements for the trip. Funds collected for the students trip will be maintained in the Students Trip Account and, except as hereafter provided, will be credited to the student who earned or paid those funds. Cash payments for the trip which are not paid or committed for the trip or are in excess of the cost of the trip may, at the option of the payer, be transferred to the account of the student s sibling or applied to the trip account of the student or sibling for the following year, or be refunded to the payer at a time deemed appropriate by the Treasurer. Unused funds in a student s account from fundraising activities shall not be refunded or transferred, but shall be and remain the property of the organization and may be held in and paid from the Student Trip Account or transferred to the Enrichment Account. The foregoing Standing Rule was adopted by the Regular Members on and became effective on 23 April 2001

13 STANDING RULE 3 RECORD of SERVICE The organization acknowledges service by members to the band and the organization and bases some privileges, in part, on such service. Each Regular Member should keep a record of the time he or she actually spends each month in services to the band or the organization and should advise the Secretary in writing of such time. The Secretary shall maintain records of all service time, which shall be the official record of such time and shall make such records available as directed by the President or Executive Board. Service time shall be recorded and credited only for the actual time expended on an activity or effort in service to the band or the organization. The foregoing Standing Rule was adopted by the Regular Members on and became effective on 23 April 2001

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