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CONSTITUTION OF THE KEARNEY HIGH BAND PARENTS ASSOCIATION
Approved May 5, 2003 Amended March 6, 2006
Article I – Name and Governance
Section 1. This organization shall be known as the Kearney High Band Parents Association, hereafter referring to as the Association.
Section 2. This organization shall be governed by the Constitution and By-laws of the Association. Robert’s Rules of Order will define parliamentary procedure.
Article II – Mission Statement
The mission of the Kearney High School Band Parents Association is to provide assistance and support to the KHS Band Program and its Director(s).
Article III – Purpose and Goals
To support the common good of the KHS Band Program. To support the Director(s) in his/her curriculum plan developed for the school year. To support the Director(s) and students in achieving the desired level of excellence to perform in competitions by providing, as needed, a source of parent volunteers. To organize fund-raising activities which allow band members an opportunity to defray the cost of participating in band trips as well as providing necessary funds for the operation of the Band Parents Association. To provide financial assistance for special projects, to help sponsor and/or chaperone trips as designated and to promote activities supported by the Association. To be proactive and vocal advocates of music education in the Kearney Public Schools and to the state of Nebraska.
Article IV – Membership
Section 1. Every band member’s parent(s) or guardian(s) shall be considered voting members of Association.
Section 2. Non-Voting membership is open to anyone interested in the welfare of the band program.
Article V – Officers
Section 1. The elected officers of this Association shall consist of President, President-elect/Vice President, Secretary and Treasurer.
Section 2. Officers for the following year shall be elected by the general membership, at the May general membership meeting. The President-elect/Vice President shall be elected for a one-year term and succeed to the office of the President for a period for one year. A. The President-elect/Vice President shall succeed to the Presidency. B. The President-elect/Vice President shall be elected each year. C. The Secretary shall be elected in odd-numbered years, for a two-year tern. D. The Treasurer shall be elected in even-numbered years, for a two-year term.
Section 3. The Chairpersons of committees/fund-raisers shall be appointed by the Executive Board after the election of officers.
Article VI – Executive Board – Committee
Section 1. A. The Executive Board shall consist of the President, President-elect/Vice President, Secretary, Treasurer and Past President. B. The Band Director(s) shall be Exofficio, non-voting, member(s) of the Executive Board.
Section 2. It shall be the duty of the Executive Board to ensure that the Constitution and By-laws are followed.
Section 3. The Executive Committee shall consist of the Executive Board and the chairpersons of all committees.
Article VII – Vacancies
Vacancies in an office shall be appointed by the President with the approval of the Executive Board, except that of the President, which shall be automatically filled by the President-elect/Vice President. An election by the general membership shall be held at the next regular meeting to fill the position of President-elect/Vice-President.
Article VIII – Meetings
Section 1. The Executive Board/Committee meetings shall be held at such time and place as called by the President or the majority of the Executive Board/Committee.
Section 2. An Executive Board organization meeting shall be held within sixty (60) days after the election of officers. At that time the previous board members shall transfer all records to the new members. A proposed operating budget for the upcoming school year will be prepared and approved at that meeting.
Section 3. The Association shall have a monthly general meeting during the school calendar year. The nomination of officers shall be opened at the April general meeting and elections shall be held at the May general meeting. Special meetings may be called, as needed, by the President.
Section 4. Executive Board meetings shall be scheduled as necessary to conduct business of the Association.
Article IX – Amendments
Section 1. This constitution shall be amended at a general meeting by a two-thirds majority written
vote of the members present. The following
procedure will be followed: of the Association. B. The proposed amendment(s) will be presented to the Executive Board for review and recommendation. C. The amendment(s) will be read at the next general meeting for discussion and review, as illustrated in the example below. D. The amendment(s) will be reread, discussed and voted upon at the next general meeting, as illustrated in the example below.
Example: Review by Executive Board in October, read at November general meeting and reread and voted upon at the December meeting.
Section 2. Proposed amendments dealing with the same general issue may be presented, only once per school year.
BY-LAWS OF THE KEARNEY HIGH BAND PARENTS ASSOCIATION Approved May 5, 2003
Article I – Duties of Officers
Section 1. The President’s duties shall be: A. Conduct all meetings B. Act as contact person for the Band Director(s) and distribute information to the right persons and/or committees. C. Help and advise committee chairpersons on fundraising, band sponsored events and record keeping. D. Teach the new President the duties of the office. Keep committees running smoothly, to eliminate problems in the future. E. To ensure that the Band Parents Handbook be reviewed and updated annually (by May). F. To ensure that the Constitution and By-laws are followed.
Section 2. The President-elect/Vice-President’s duties shall be: A. Act as Band Camp Chairperson – responsibilities include being in charge of morning and afternoon snacks each day of camp and finding people to register the band members and auxiliary the first two days of camp. B. Find a uniform chairperson, who then is in charge of finding workers to fit uniforms to band members. C. Plan and oversee committees for the annual banquet held in April. D. Help the President whenever needed. E. Assume the responsibility of the President in the absence of the President. F. To ensure that the Constitution and By-laws are followed.
Section 3. The Treasurer’s duties shall be: A. Pay bills for the band and auxiliary units. B. Pay taxes on fund-raisers as necessary. C. Together with fundraising chairpersons, keep track of hours students and their parents have worked and money earned, so as to credit their individual accounts. D. Provide cash and make deposits as needed. E. Provide a financial report for each executive meeting. F. Maintain the P.O. Box key and periodically check for correspondence and bills. G. The Treasurer shall receive a stipend of $100.00 payable in May of the completed school year. H. To receive all moneys due the association from fundraising chairpersons. I. Assist the Executive Board with the development of an estimated operational budget for the upcoming year. (Resources include past expenditures, fundraising amounts, etc). J. To ensure that the Constitution and By-laws are followed.
Section 4. The Secretary’s duties shall be: A. Keep all executive meeting and general meeting minutes. B. Take care of all correspondence. C. Help the President whenever needed. D. Keep an updated list of students, with parent’s names, addresses, phone numbers, etc. E. Maintain the P.O. Box key and periodically check for correspondence and bills. F. To ensure that the Constitution and By-laws are followed.
Section 5. The Executive Board shall be responsible for updating in writing the duties and responsibilities of their respective offices to assist future officers. This may include a “how-to” approach, contacts, timelines, etc. Article II – Treasurer
Section 1. The Treasurer of the Association shall have a surety bond, in an amount to be determined by the Executive Board. The association will pay the cost of the surety bond.
Section 2. The records of the Treasurer of the Association shall be audited on an annual basis, also whenever there is a change in the treasurer. The Executive Board, in accordance with Kearney Public Schools policies will determine the auditor. The cost of the audit, if any, is to be paid by the Association.
Article III – Scholarships
The Association will award up to two (2) graduating senior band members with a $150.00 scholarship each, to be used at the college or school of their choice. The scholarship will be given to the student upon proof of registration. The senior must have been in KHS band for five (5) semesters. Transfer students will be given credit for previous high school band participation. Candidates shall have shown good leadership abilities, music skills, and school spirit. The number of candidates will be narrowed down to five (5) or six (6) by the band director(s) and final decision, voted on by the Executive Board members, excluding parents of seniors. Voting will be done by written secret ballot.
Article IV – Band Account Transfer
In the event of a band student transferring to another school district, the student’s band account may be transferred to use toward a band/music fund at the new school. A letter from the transferring school’s Band/Music Director is required to transfer money to that school. The request shall be made within one (1) year of transfer.
Article V – Fund Raising
Chairpersons of all fund raisers will be approved as provided by the Constitution. All general chairpersons of fund raisers shall be paid a $50.00 stipend from the net proceeds of that fundraiser (Stadium Clean up, Stadium Blanket Raffle and Cottonmill duck Race excluded). The Association will take ten percent (10%) of the net proceeds of all fund-raisers to be deposited in the Association’s general fund (may be waived by the Executive Board at their discretion, on a case by case basis). The exceptions to this 10% assessment are sale of Cat Cards, Cottonmill Duck Race ducks and stadium clean up. The full amount of money generated by these aforementioned fund raisers will go into the student’s account. Students and/or parents/guardians working fund raisers will have the student’s account credited with a sum determined by prorating total (net) dollars earned divided by total hours worked. The Executive Board will review all fund raising records prior to money being credited to student accounts. Fund raisers are open to all band and auxiliary members. All fund raisers will comply with KPS fund raising policies.
Article VI – Band Trips
The Association will provide 100% of the Band Director(s) packaged expenses for the trip. A trip chairperson, who shall be chosen by the Band Director(s) and Executive Board, will work with the Band Director(s) in arranging the trip. The band trip chairperson will receive a $50.00 stipend. The Executive Board will have the final decision on the disposal of any/all complimentary trip packages. Each trip participant shall have the full package cost of the trip, paid in full, thirty (30) days prior to departure. Each student attending, and their parent(s)/guardian(s) will be required to sign a school contract, regarding rules and consequences, prior to participating in the trip. Hardship cases will be dealt with on a case by case basis, by the Executive Board, with consideration given to the student’s fund raising efforts. The Executive Board and Band Director(s) in accordance with KHS policy will select sponsors for trips. Article VII – Individual Student Account Credit
Section 1. Money is not the student’s to use for personal benefit. It is to stay in the Association’s account, in the student’s name.
A. The remaining money in the student’s account will be transferred into the account for a younger sibling, who will be in the KHS band or a Kearney middle school band. B. All graduating seniors will be given a letter in April of each year (which must be signed by a parent/guardian) to choose from the following options:
1. Seniors may choose to have their remaining money go into a KHS Band Fund (i.e.: instrument, scholarship, hardship, etc). 2. Seniors, who choose, may pool their money and purchase a gift for the KHS Band program. 3. If the student does not choose an option by the date designated in the letter, all remaining funds will be transferred to the Association’s general fund.
Section 2. If a student drops out of band, all money in their account remains the property of the Association or may be transferred to a sibling’s account. If the student is forced to drop out due to health reasons, the Executive Board will make any decisions about remaining funds in the student’s account, on a case by case basis.
Section 3. Student account funds may be requested for musical activities as approved by the Executive Board and Band Director(s). Contracts may be required. A. Off-campus camp fees may be paid, or a portion thereof. B. Student account funds may be used for any KHS Band/Band camp fees (i.e. uniform cleaning, shoes, gloves, instrument rental, etc). C. Student Account funds may be used for student owned instrument repair with prior approval of the Executive Board and Band Director(s) on a case by case basis. Written estimates and/or a bill must be presented. D. Student Account funds may be transferred within the Band/Music departments of KHS upon student request and approval of the Director(s) and Executive Board. Not to exceed $100.00 per school year, non-accumulative. E. Upon request, the student may withdraw expenses for band trips on a per diem basis up to $50.00 per day.
Section 4. Funds in the individual student accounts may be used to pay for the packaged trip expenses of the students’ parent(s) or guardian(s) who serve as a band trip sponsor.
Article VIII – Review of Constitution and By-laws
The Executive Board shall appoint a committee in January to review the Constitution and By-laws of the Association every fourth year beginning in 2007-2008.
Article IX – Amendments
Section 1. These by-laws shall be amended at a general meeting by two-thirds written vote of the members present. The following procedure will be followed: A. Any band parent with a proposed amendment must contact the President of the Association. B. The proposed amendment will be presented to the Executive Board for review and recommendation. C. The amendment will be read at the next general meeting for discussion and review as illustrated in the example below. D. The amendment will be reread and voted upon at the next general meeting as illustrated in the example below. Example: Review by Executive Board in October, read at November general meeting and reread and voted upon at the December meeting.
Section 2. Proposed amendments dealing with the same general issue can be presented only once per school year.
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