Grafton High Band Parents Association

BY-LAWS

(Revised: September 2007)

 

 

ARTICLE I

ORGANIZATION:

Section 1          Duties and responsibilities of the GHBPA Executive Board (see Constitution, figure 1). 

 

A.        The President shall:

 

1.         Preside over all meetings of the GHBPA.

 

2.         Prepare an annual budget in coordination with the Executive Board, using the Band Director’s annual prioritized list of requests as a baseline goal for the year’s acquisitions.

 

3.         Coordinate the actions of the Executive Committee members through the appropriate GHBPA Executive Board member to meet the Association objectives.

 

4.         Ensure the GHBPA Executive Board acts in accordance with the approved Constitution and By-Laws. 

 

5.         Ensure members of the GHBPA are kept informed of activities and meetings.

 

6.         Be responsible for the following committees: Visual Ensemble Committee, Financial Review Committee, Budget Committee, Nominating Committee, Bingo Oversight Committee and Scholarship Committee.

 

7.         Be an ex-officio member of all committees, except the Nominating Committee.

 

8.         Appoint a Parliamentarian as needed.

 

B.         The First Vice President shall:

 

1.         Assume the duties of the President in his or her absence.

 

2.         Be responsible to the President for, and chair the Support Committee.

 

C.        The Second Vice-President shall:

 

1.         Assume the duties of the First Vice President and President in their absence.

 

2.         Be responsible to the President for, and chair the Fund Raising Committee.

 

D.        The Third Vice President shall:

 

1.         Assume the duties of the First Vice President, Second Vice President, and President in their absence.

 

2.         Be responsible to the President for, and chair the Bingo Committee.

 

E.         The Secretary shall:

 

1.         Keep a written record of all GHBPA Executive Board, Executive Committee, and General Membership meetings.

 

2.         Provide copies of these records to the Executive Board prior to the next meeting.

 

3.         Forward electronic copies of the minutes within seven (7) days to the Webmaster for inclusion on the Band Website.

 

4.         Be custodian of the records of the GHBPA and the Annual Reports of the GHBPA Executive Board and Executive Committee.

 

5.         Maintain the official and current copy of the GHBPA Constitution and By-Laws.

 

6.         Be responsible to the President for, and chair the Communications Committee.

 

F.         The Treasurer shall:

 

1.         Pay bills upon direction of the GHBPA Executive Board.

 

2.         Collect, deposit (except those in Article I, Section 1, paragraph G of the By-Laws and those resulting from Bingo), and dispense all monies in accordance with the approved budget.

 

3.         Prepare and present a written report at each GHBPA Executive Board and General Membership meeting.

 

4.         Provide and make available for review to the Financial Review Committee all monetary transactions made since the previous review when required by the GHBPA Executive Board.  Provide a financial report of the all accounts of which Treasurer is responsible to the President and incoming Treasurer when a change of office occurs in order to conduct a review of aforementioned records.  

 

5.         Consolidate the books for all GHBPA accounts for review purposes including:  the GHBPA General Band account, the Student Accounts account, the Band Uniform Reserve, the Visual Ensemble Uniform Reserve and Scholarship Accounts. 

 

6.         File annual Internal Revenue Service (IRS) reports, such as IRS Form 990 and IRS Form 1099-MISC at appropriate times. 

 

G.        The Student Accounts Treasurer shall:

 

1.         Maintain an accurate record of monies contained within an individual account for each active instrumental music and visual ensemble student.

 

2.         Maintain an accurate record of Scholarship activity for each active instrumental music and visual ensemble student.

 

3.         Receive, transfer to the Treasurer, and/or transfer/deposit monies into student accounts for various activities or trips.

 

4.         Present to each student/parent, if requested, a written report of each student's account transactions.

 

5.         Ensure student accounts are reviewed by a Financial Review Committee for accuracy and a financial statement provided to the President prior to the transfer of such to an incoming Student Accounts Treasurer.

 

6.         Keep record of student volunteers and their volunteer hours and submit them to the Band Director on a monthly basis.

 

Section 2          Duties and responsibilities of the committee chairs (Figure 1).

 

A.        The following Committee Chairs are responsible directly to the President.

 

1.         The Visual Ensemble Chair shall:

 

a)         Ensure uniforms and necessary equipment are ordered and delivered in due time.

 

b)         Make arrangements for additional equipment as needed.

 

c)         Obtain an updated Guard roster and telephone tree from the Data Entry Committee’s member database.

 

d)         Maintain the Guard bag to accompany Guard on trips to competitions and performances with supplies such as hairspray, glitter, extra uniform parts, stoppers and tape for flags, etc.  

 

e)         Give the visual ensemble equipment to the Equipment Manager for transport to games, competitions, and festivals as required.  For expediency, the Visual Ensemble Chair should coordinate directly with the Equipment Manager for specific requirements.

 

f)          Coordinate with the Band Director(s) and Guard Instructor for specific performance requirements.

 

g)         Coordinate with the President for specific budgetary requirements.

 

 

2.         The Financial Review Committee Chair shall:

 

a)         Annually review the Treasurer’s and Student Account Treasurer's books for accuracy, presenting results to the President by June 14 of each year.

 

b)         Review all monetary transactions of the Bingo Committee for accuracy.

 

c)         Provide the President with a financial statement prior to the transfer of the Treasurer and Student Accounts Treasurer.

 

3.         The Budget Committee Chair shall:

 

a)         Develop a budget in the March timeframe for the next school year.

 

b)         Develop the budget in consultation with the GHBPA Executive Board, Executive Committee and the Band Director(s).

 

c)         Consist of the Treasurer, 3rd Vice President, Band Director(s), and two (2) volunteers at large.

 

d)         The budget for the next school year must be approved before the end of the current GHBPA Executive Board’s term. 

 

4.         The Nominating Committee shall:

            

              a)       Be appointed by the President and consist of any three (3) GHBPA members.  The committee will be formed no later than 60 days prior to the Winter General Membership Meeting.

 

b)      Solicit volunteers and make recommendations for potential officer positions with the utmost concern for including all interested GHBPA members.

 

c)       Send the slate, and/or list of nominees, to each member of the GHBPA Executive Board and publish it on the Grafton Band Website thirty (30) days preceding the elections.  The Nominating Committee will distribute the slate of nominees to all GHBPA members at the meeting where voting will occur.

 

d)       Submit the slate of officers at the Winter General Membership Meeting.  Nominations may be made from the floor with the consent of the proposed nominees, after the Nominating Committee slate of nominees has been presented.  The slate of nominees will then be closed, and elections will be held.

 

5.         The Scholarship Committee shall:

 

 a)        Review the Scholarship program on an annual basis prior to the Winter General Membership meeting.

 

 b)        Provide recommendation and/or changes to the GHBPA Executive Board for review and approval.

 

6.         The Bingo Oversight Committee shall:

a)         Understand Department of Charitable Gaming (DCG) Rules.

 

b)         Obtain and read a copy of previous quarter/year’s report(s).

 

c)         Ensure that all Bingo reports are completed and filed in a timely manner.

 

d)         Ensure that disbursements made were for allowable items.

 

e)         Meet with 3rd Vice President and review Bingo expenses and reports.

 

f)          If possible, visit actual Bingo game and note it as part of report.

 

B.        1st Vice President (The Support Committee Chair) shall:

 

1.         Ensure that support for the Band is accomplished through the members of the Support Committee.

 

2.         Be responsible to the President for, at a minimum, the following committees: Uniform Committee, Equipment Committee, Chaperone Committee, and Hospitality Committee.

 

a)         The Uniform Committee Chair shall:

 

i.          Maintain an accurate record of the issuance of marching and concert uniforms.

 

ii.          Issue, disburse and collect plumes at each performance.

 

iii.         Maintain an emergency repair kit and have it available at performances.

 

 

b)         The Equipment Committee Chair shall:

 

i.          Ensure the equipment is transported to games, competitions, and festivals as required by the Band Director.  Ensure that proper support is attained of Pit Crew volunteers for performance events.  For expediency, the Equipment Committee Chair should coordinate directly with the Band Director for specific requirements.

 

ii.          Maintain physical control of equipment prior to and following performances and practices immediately prior to games and competitions.

 

iii.         Keep a copy of the inventory of equipment and other items purchased for the Band by the GHBPA.

 

iv.         Coordinate with the Student Equipment Manager. 

 

c)         The Chaperone Committee Chair shall:

 

i.          Maintain a static bus assignment list for all students for the season.  The Chaperone Committee Chair (or the 1st Vice President (Support Committee Chair) in the absence of Chaperone Chair) shall approve deviations.

 

ii.          Compile a list of Chaperones, selected from members of the GHBPA Executive Board and as needed from the General Membership at large.  The Chaperone Committee Chair shall then forward the list to the Support Committee Chair for approval.  Chaperones do not include the Band Director(s), staff, their spouses or guests.

 

iii.         Recommend a minimum ratio, if at all possible, of one (1) chaperone per each ten (10) students participating in activities to ensure the utmost in safety, behavior, and assistance to the Band Director(s).

 

iv.         Maintain a record of adult volunteer hours and provide this record to Band Director for Spring Seminar chaperone selection.

 

v.         Maintain a record of adult volunteer hours and provide this record to the PTSA liaison and/or the PTSA Volunteer Coordinator.

 

d)         The Hospitality Committee Chair shall:

 

i.          Perform the function of host/hostess at special GHS Band events as coordinated through and approved by the President (for example, the Band banquet, Preparatory Course, etc.).

 

ii.          Coordinate, acquire, and set up refreshments at the above events.

 

C.        2nd Vice President (Fund Raising Committee Chair) shall:

 

1.         Be responsible to the President for all fund raising activities of the GHBPA, except Bingo.

 

2.         Maintain accurate records of all income and expenses incurred in fund raising activities.

 

3.         Expeditiously transfer records and funds received to the Treasurer and/or Student Accounts Treasurer, as appropriate.

 

4.         Be responsible to the President for the following committees: Concessions Committee, Spirit Sales Committee, and any fund raising committees except Bingo.

 

a)         Concessions Committee Chair shall:

 

i.          Run the concession activities at those home football games that have been assigned to the GHS Band.

 

ii.          Run the concession activities during any GHBPA or Band Director-sponsored activities.

 

iii.         Maintain accurate records of all income and expenses incurred in fund raising activities.

 

iv.         Expeditiously transfer records and funds received to the Treasurer

 

b)         The Spirit Sales Committee Chair shall:

 

i.          Be responsible for the sales of band related paraphernalia.

 

ii.          Maintain accurate records of all income and expenses incurred in fund raising activities.

 

iii.         Expeditiously transfer records and funds received to the Treasurer

 

                                    c)         Fruit Sales Committee Chair shall

                                   

                                                i.          Contact Fruit Vender to arrange fruit sale fund raiser.

                                               

                                                ii.          Distribute sales material to participating students.

 

                                                iii.         Collect and catalog sales.

                       

iv.         Arrange for volunteers to assist with distribution of fruit.

                                   

v.         Maintain records of volunteer hours and sales.  Report volunteer hours to 2nd Vice President.

 

vi.         Inform Student Account Treasurer of student totals.

 

 

d)         Scrip Committee Chair

 

i.          Work directly with vendors to order gift cards.

 

ii.          Provide updated information to Webmaster and update order forms as necessary.

 

iii.         Establish order due dates throughout the year.

 

iv.         Collect orders, generate master order form and work with Treasurer to expedite depositing checks/cash from orders.

 

v.         Set up distribution system for orders.

 

vi.         Work closely with Treasurer to ensure proper oversight when ordering.

 

vii.        Follow grocery store ordering procedures.

 

viii.       Maintain a list of scrip on hand when pre-purchasing for concerts, etc.

 

ix.         Maintain record of volunteer hours and sales.  Report volunteer hours to 2nd Vice President. 

 

D.        3rd Vice President (Bingo Committee Chair) shall:

 

1.         Be responsible to the President for supporting the Band through actions of the Bingo Committee.

 

2.         Maintain an accurate record of monies contained within the Bingo account.

 

3.         As permitted by the Commonwealth of Virginia DCG, use the authority to hire, using discretion in the amount of the fee, an outside accountant to prepare financial and IRS filings for Bingo operations and monitor DCG and IRS rules and regulations. 

 

4.         Use the authority to expend funds from the Bingo Account, directly related to the functionality of Bingo gaming operations, in order to operate and support Bingo.  Any support expense, outside of those from Bingo Gaming suppliers, Bingo Gaming Hall, and/or Gaming Equipment rental that exceed $500 for a single purchase, shall require prior approval of the GHBPA Executive Board. 

 

5.         Prepare and present a written financial report at each GHBPA Executive Board and General Membership meeting.

 

6.         Provide and make available for review to the Bingo Oversight Committee all Bingo Account Monetary transactions made since the previous review when required by the GHBPA Executive Board.  Provide a financial report of the Bingo Account to the President and incoming 3rd Vice President when a change of office occurs in order to conduct a review of aforementioned records.  

 

7.         Collect and deposit all monies related to all Bingo operations.

 

8.         Directly pay for all “Use of Proceeds” requests, determined by the GHBPA Executive Board, with Bingo Account funds.  Maintain original invoices for record purposes as required by DCG regulation. 

 

9.         Maintain physical control of gaming supplies, ensuring that there are adequate gaming supplies available at all times.

 

10.       Maintain an inventory of all Bingo office supplies.

 

11.       Prepare all reports required by the DCG and the IRS.

 

E.         The Communications Committee Chair (Secretary) shall:

 

1.         Ensure that information on GHBPA and Band activities is communicated to the GHBPA members through the Communications Committee.

 

2.         Be responsible to the President for, at a minimum, the following committees: Telephone Committee, Remembrance Committee, Newsletter Committee, Publicity Committee, Data Entry Committee, and Webmaster.

 

a)         The Telephone Committee Chair shall:

 

i.          Upon direction of the Communications Chair or the Band Director, activate the telephone notification tree and pass information as directed.

 

ii.          Be the point of contact for parental contact while the band is traveling.

 

b)         The Remembrance Committee Chair shall:

 

i.          Send items such as flowers or cards, as appropriate.  Arrange for dinners, as requested.

 

ii.          Ensure flowers are provided for the seniors and Band Director(s) at the appropriate occasions.  Arrange and coordinate Senior Recognition during the fall football season.

 

iii.         Coordinate with the Band Director(s), President, and Treasurer for end-of-year awards, ensuring that the budget limits are maintained.

 

c)         The Publicity Committee Chair shall:

 

i.          Coordinate with local media for advertising event information.

 

ii.          Coordinate all audio or visual support required, to include photos, video clips, sound bytes, etc., for all media releases and on Grafton Band Website. 

 

d)         The Data Entry Committee Chair shall:

 

i.          Establish, maintain, and update a comprehensive roster of student and parental information to include names, addresses, phone numbers, and email addresses, etc.  This list will be provided to the GHBPA Executive Board members and those committee chairs who require the information.

 

ii.          Use email to electronically inform membership of news as needed. 

 

 

f)          The Webmaster shall:

 

i.          Establish, maintain, and update the GHPBA Website to include input from other committee chairs.

 

ii.                   Provide web based email connectivity for the email addresses from the Executive Board and Committee Chairs. 

 

iii.         Receive meeting minutes from the Secretary and include on the Website. 

 

 

 

ARTICLE II

AMENDMENTS:

Section 1          The By-Laws may be amended by vote of two-thirds (2/3) majority of the GHBPA Executive Board.

 

Section 2          Proposed amendments to the Constitution shall not be presented and voted on at the same General Membership meeting. A proposed amendment must be presented to the General Membership at least 30 days prior to the designated meeting for voting.

 

Section 3          Amendments to both Constitution and By-Laws shall be effective upon adjournment of the meeting at which they were adopted, unless a different effective date is included in the revision.

 

Section 4          An Ad Hoc Constitution and/or By-Laws Committee will be formed if a review of the Constitution and /or By-Laws is requested by a majority of the General Membership, by a majority of the GHBPA Executive Board, or if they have not been updated in three years.

 

 

ARTICLE III

ELECTIONS:

Section 1          Officers shall be elected annually during the Winter General Membership Meeting.

 

Section 2          The outgoing 3rd Vice President, because of required knowledge, skills, and training, shall serve no less than an additional four months as a consultant to the newly elected 3rd Vice President.

 

Section 3          An individual serving in the "Acting" capacity of an elected officer shall have all the rights and responsibilities of the position.  A Nominating Committee will be appointed, in accordance with Article I, Section 2. A. 4. Once the Nominating Committee determines a slate of nominees, the General Membership will be notified in accordance with Article I, Section 2 A. 4 c.  Elections will then occur at the next General Membership meeting.

 

 

ARTICLE IV

FINANCIAL POLICY:

Section 1          A Financial Review Committee of three (3) GHBPA members will be appointed by the President to review the books of the Treasurer and Student Accounts Treasurer. The Financial Review Committee will consist of one (1) outgoing Executive Committee member (excluding the incoming and/or outgoing Treasurer, Student Account Treasurer, 2nd Vice President and 3rd Vice President) and two (2) members at-large.  If at-large members cannot be appointed, Executive Committee members may be used. This review will be completed by June 14th of each year.

 

Section 2          The GHBPA Executive Board will file for tax-exempt status. The Executive Board will complete the Internal Revenue Service (IRS) Package 1024, Application for Recognition of Exemption.  To file the exemption, documentation justifying nonprofit status will be provided, to include:  Constitution and By-Laws; list of elected officers; programs for the year and the projected budget. The GHBPA will file an annual Form 990, Return of Organization Exempt from Income Tax.

 

Section 3          A minimum balance of $250.00 shall be maintained in the GHBPA treasury at all times.  Any deviation from this policy requires unanimous approval of the GHBPA Executive Board.  Prudent care will be taken to not exceed the balance held in the account.

 

Section 4          The President shall establish a Budget Committee to develop the next year's budget.  The Committee will consult with the GHBPA Executive Board, the Band Director(s) and members of the Executive Committee to formulate a comprehensive plan for expected income and proposed expenditures.  The Budget Committee will develop the proposed budget in the March timeframe and will present the budget to the GHBPA Executive Board for their consideration not later than April.  The GHBPA Executive Board will amend the proposed budget as needed and present the final proposed budget to the General Membership as required in Article VIII, Section 5 of the Constitution.

 

Section 5          Scholarships shall be awarded at least bi-annually. The GHBPA Executive Board shall set limits for scholarships as guided by the budget.  The amount decided by the GHBPA Executive Board shall be guided by the budget.  The GHBPA Executive Board reserves the right to suspend the disbursement of funds from the Scholarship Program due to insufficient funds from the Bingo program.

 

ARTICLE V

MEETINGS:

Section 1          General Membership meetings will generally occur once in the Fall, Winter and Spring.  Any votes taken at a General Membership meeting will use a simple majority vote of those present.

 

Section 2          GHBPA Executive Board meetings may be called at any time at the discretion of the President or at the request of any two (2) elected officers.  Executive Board meetings will normally be held once a month during the academic year.  A minimum quorum of fifty (50) percent of the GHBPA Executive Board must be present in order to conduct business. 

 

Section 3          Executive Committee meetings may be called at any time at the discretion of the President or at the request of any two (2) elected officers.  Executive Committee activity reports/requests can be made during Executive Board meetings.

 

Section 4          Committee meetings shall be at the request of the committee chair who shall make a record of such meetings and include as part of their normal report of activities during GHBPA Executive Board meetings.

 

 

ARTICLE VI

PARLlAMENTARY AUTHORITY:

Section 1          The rules contained in Robert's Rules of Order, Revised, shall govern and take precedence in all cases in which they do not conflict with the rules of the GHBPA.

 

Section 2          All policies set and actions taken must be in accordance with Grafton High School and York County School Board regulations.

 

 

ARTICLE VII

ANNUAL REPORTS:

Section 1          Each Executive Committee Member shall make an annual report to be filed through the appropriate GHBPA Executive Board Member with the Secretary prior to the final General Membership Meeting of the year.  These reports shall be made available for General Membership access at that time. 

 

 

ARTICLE VIII

 

DISSOLUTION:

Section l           An Ad Hoc Dissolution Committee will be formed if dissolution of the GHBPA is requested by a majority of the General Membership or by a majority of the GHBPA Executive Board.

 

Section 2          The Ad Hoc Dissolution Committee will set a date for a General Membership vote on the dissolution.  Notification of the meeting must be made at least two (2) weeks prior to the meeting.

 

Section 3          The Ad Hoc Dissolution Committee will present a recommendation for dissolution at the General Membership Meeting.  In presenting their recommendation, they will consider the reason, timing, and actions needed to be taken for dissolution (for example, financial review reports, inventories, etc.)

 

Section 4          After presenting their recommendation, the President shall call for a vote on the recommendation to dissolve.  If the committee's recommendation is to “not dissolve the GHBPA”, and the recommendation is defeated, the GHBPA will be dissolved.

 

Section 5          The GHBPA may be dissolved by the Band Director, with the support of the GHS school administration.

 

Section 6          The Band Director shall appoint a person or persons to maintain and hold all records and accounts of all previous GHBPA activities until a new organization can be established, if applicable.