ARTICLE V
ORGANIZATION:
Section 1 The GHBPA shall be
governed by this Constitution and By-Laws
Section 2 GHBPA Executive
Board
Figure
1
A. The GHBPA shall annually elect an Executive Board to oversee and
manage its activities. The elected
officers shall be the President, 1st Vice President, 2nd Vice President, 3rd
Vice President, Secretary, Treasurer, and Student Accounts Treasurer. The Band
Director serves as a permanent member (see Figure 1).
1.
The President shall lead the GHBPA
in such a way as to meet its purpose and objectives.
2.
The 1st Vice President shall assist
the President and chair the Support Committee.
3.
The 2nd Vice President shall assist
the President and chair the Fund Raising Committee.
4.
The 3rd Vice President shall assist
the President and chair the Bingo Committee.
5.
The Secretary shall assist the
President and chair the Communications Committee.
6.
The Treasurer shall assist the
President and execute the approved budget.
7.
The Student Accounts Treasurer shall
assist the President and manage the monies in individual accounts for each active
instrumental music and visual ensemble student, and keep an accurate record of
Scholarship points.
Section 3 Executive Committee
Figure
2
A. The Executive
Committee shall be comprised of the GHBPA Executive Board and Committee
Chairs. See Article V, Section 3,
Figure 2.
B. With the exception
of paragraph 1 below, the President shall establish committees and appoint
committee chairs to support the objectives in Article III.
1. At a minimum there
shall be the following committees:
Support, Fund Raising, Bingo, and Communications. The 1st Vice
President, 2nd Vice President, 3rd Vice President, and Secretary will chair
these committees, respectively.
2. The President may
establish other committees to support the objectives in Article III.
3. Each year the
President will establish the following committees to meet the needs of the
association: Visual Ensemble, Budget,
Audit, Scholarship, Nominating, and Bingo Oversight.
4. The President may
establish ad hoc committees to meet short duration, single purpose needs of the
association such as the Constitution and By-Laws Committee.
C. Members of the
Executive Committee shall act only in an official capacity and shall not take
any action or assume responsibility as individuals.
D. The elected
officers of the GHBPA Executive Board and the members of the Executive
Committee (chairperson) are the voting members and shall conduct the routine
business of the GHBPA. All association
members shall have a vote at the General Membership meetings.
Section 4 Liaisons
A. The Band
Director(s) shall be a member of the GHBPA Executive Board and the Executive
Committee, and liaise between the GHBPA and Grafton High School and York County
School District Administrations as required.
They may be an advisory member of any or all committees. The band director shall have veto power for
any decision made that is not in the best interest of the band.
B. The Student Band
President or designated representative shall liaise between the GHBPA Executive
Board, the Executive Committee, and the Student Band Council.
C. The PTSA Liaison
shall represent the GHBPA at PTSA meetings and liaise between the PTSA and the
GHBPA, as the President deems necessary.
In addition, the PTSA liaison reports volunteer hours to the PTSA.
ARTICLE VI
AMENDMENTS:
Section
1 This
Constitution may be amended by vote of a two-thirds (2/3) majority of GHBPA
members present at any General Membership Meeting.
ARTICLE VII
ELECTIONS:
Section
l
Officers shall be elected annually during the Winter General Membership
Meeting. Elected officers shall be
the parent or legal guardian of a student enrolled in the Band/Visual Ensemble
for the academic year of their term of office.
Section
2 The term of office shall be one year and
begins following the Spring General Membership meeting or immediately if an
election is required after June to fill a vacant position.
Section
3 In the event of a GHBPA Executive Board
vacancy, the GHBPA Executive Board may appoint an individual to serve in the
capacity as the "Acting" position until a Nominating Committee is
formed and the position is filled by General Membership vote.
Section
4 Officers shall not be eligible for
election to the same position for more than two consecutive terms.
Section
5 The GHBPA Executive Board, with a
two-thirds (2/3) majority vote, shall have the power to remove any elected
board member or committee member whose actions conflict with the GHBPA
Constitution and By-Laws.
ARTICLE
VIII
FINANCIAL POLICY:
Section
1 The GHBPA will be self-sustaining
financially through fund raising activities, contributions, or income from
investments.
Section
2 The individual members of the GHBPA shall
not be obligated, financially or otherwise, by an action of the Association.
When appropriate, the Association will obtain adequate insurance as protection
against liability claims, property damage claims, or other legal actions
arising from GHBPA activities. If deemed feasible by the GHBPA Executive Board,
the President, Treasurer, 3rd Vice President, and Game Managers will
be bonded.
Section
3 Funds necessary to accomplish the purpose
of the GHBPA shall be raised through fund raising projects that meet with the
approval of the GHBPA Executive Board, to include consultation with the Band
Director(s) and the Grafton High School Principal, if required, and shall be
within the guidelines and policies of the York County School Board.
Section
4 There shall be no distribution of income
to any officer, member or other person. The entire income of the Association,
from all sources, shall be applied and used in the conduct of its activities in
furtherance of its purpose as set forth in Article II.
Section
5 A proposed operating budget shall be
formulated by the President and presented for approval by the General
Membership at the Spring General Membership meeting. The proposed budget must
be presented to the General Membership for consideration thirty (30) days prior
to the vote. Expenditures that exceed
budget by $250 must be approved by 2/3 vote of the Executive Committee.
Section
6 Authority to expend funds from the
General account, Student Accounts account, the Band Uniform Reserve account,
and Scholarship accounts for authorized purposes is delegated to the Treasurer.
The 3rd Vice President has the authority to expend funds from the
Bingo account.
Section
7 Accounting records of all funds shall be
maintained in accordance with sound accounting principles as approved by the
GHBPA Executive Board. These records
will be reviewed annually. The Treasurer will arrange for tax preparation
annually.
Section
8 All monies collected by any member or
committee chair shall be turned over to the Treasurer or Student Account
Treasurer, as appropriate, for proper disposition and/or deposit into the
appropriate Grafton High Band Parent Association registered bank account.
Section
9 Expenditure of funds from the GHBPA
account that are not budgeted shall require prior GHBPA Executive Board
approval (simple majority). Expenditure of funds greater than $1000
requires signatures of two (2) Executive Committee members. At no time, with the exception of the
President, will the requisitioner of funds be an authorized signatory of the
check fulfilling their own request
Section
10 The
President (or Senior GHBPA Executive Board member if the President is not
attending a function) or Band Director shall have emergency fund expenditure
approval authorization for cases where convening an Executive Board meeting is
not practical or when the nature of the emergency dictates the immediate
expenditure of funds. In these cases,
GHBPA Executive Board consultation will not be required. Notification of the Executive Board members
of such action will be done at the earliest convenience following such
emergencies, but no later than the next subsequent board meeting. Lack of planning does not constitute an
emergency.
ARTICLE IX
MEETINGS:
Section
1 All meetings will be open to the public,
and visitors are encouraged to attend, except as outlined in the By-Laws.
Section
2 The GHBPA Executive Board shall hold at
least two General Membership Meetings each year. At least five days prior notice of such meetings shall be given
to the membership.
Section
3 Discussions of the school teaching
policies or instructional methods of the Band Director(s), individual
student(s) or their problems, or misunderstandings concerning the band program
are not appropriate for GHBPA General Membership, Executive Committee, or open
door Executive Board meetings. For such
discussions, the concerned person(s) should arrange a private meeting with the
Band Director(s) or if unavailable and appropriate, a member of the GHBPA
Executive Board.
ARTICLE X
DISSOLUTION:
Section
1 The GHBPA shall be dissolved with a
two-thirds majority vote of the General Membership
Section
2 Upon dissolution, all property and funds
of the GHBPA shall go to Grafton High School.
Grafton High Band Parents
Association
BY-LAWS
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, Audit 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 Audit 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 accounts 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 an Audit 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 Audit
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.