Band Parents

2010-2011 Excutive Board:

Sharon Young, President

Jill Scheidell, Co Vice President;Marching Band

Kari Latimer, Co Vice President;Jazz Band

Wendy Clark, Secretary

Linda Northrup, Treasurer

Gus Mckeithen, Fundraiser Coordinator

Band Parent meeting Dates 2010-2011

September 2, 2010

October 7, 2010

November 4, 2010

December 2, 2010

January 6, 2011

February 3, 2011

March 3, 2011

April 

May 5, 2011

June 2, 2011

Willamette High School

Band Parent Group

Bylaws established summer 2008

Article I- Membership

The membership of the band parent group shall include any band member, alumni, parent or other person interested in the band program. Parents of band members shall automatically be voting members. Band alumni, band members and other persons interested in the progress and development of the Willamette High School band program shall be welcome as non–voting members.

Article II – Officers and Elections

Section I - Elected officers, shall be comprised of voting members and shall include the offices of president, vice-president, secretary, and treasurer. The executive board shall appoint the fundraising coordinator, head chaperone, uniform coordinator and the Opry coordinator.

Section 2 - The officers shall be elected annually from self nomination as well as nominations from the floor.

Section 3 – In the event the office of president shall become vacant, the vice-president shall become president. In the event any other office shall become vacant, it shall be filled at the next regular meeting by a majority vote of the membership present.

Section 4 – Officers shall be nominated at the May meeting and the election shall be held at the June meeting. The newly elected officers shall take office at the (CHANGE TO) JULY August meeting.

Section 5 – Term limits of two consecutive years will apply to all elected positions. Exceptions shall be made in the event of no willing members willing to take an executive position, and voting members agree. This exceptional term limit will be one school year.

Article III – Amendments

The By-laws may be amended by a quorum as specified in Article VI, Section 3 of the by-laws. Amendments must have been presented in writing at the preceding regular meeting of the band parent group or posted for all members of record prior to the regular meeting of the band parent group.

Article IV – Duties of Officers AND APPOINTED COORDINATORS

Section 1 – The president shall preside at, or appoint a voting member to preside at, all meetings of the band parent group, appoint all committee chairpersons with executive committee approval and shall be an ex-officio member of all committees.

Section 2 – The vice-president shall assume all the duties of the president in his/her absence and other duties as assigned by the president. The vice president shall assist other officers as needed. In addition the vice-president is responsible for heading up or appointing a voting member to provide all food need by all Willamette High School band functions.

Section 3 – The secretary shall keep minutes of all meetings. The minutes of each meeting shall be presented in hard copy and approved at the following meeting. He/She will also construct the monthly meeting and bring to the executive meeting for approval and to make copies for the general meeting. The secretary shall assist other officers as needed.

Section 4 – The treasurer shall receive all monies belonging to the band parent group and shall deposit same monies to the school book keeper. The treasurer shall keep an accurate and complete record of all receipts and disbursements. The treasurer shall present an accurate, up to date, hard copy of the monthly report of all receipts and disbursements at each meeting to be approved by the band parent group.

Section 5 - The Opry coordinator shall oversee the entire operations of the concession at the Opry. This includes, but is not limited to, the direction of concession volunteers, procuring of goods and supplies needed, cleaning of the concession stands, and other duties as needed.

Section 6 – The head chaperone shall obtain volunteers for all events. He/She will be responsible for giving a list of volunteers for each event to the band director, and the band parent executive board.

Section 7 – The fundraising coordinator will schedule, plan, secure volunteers and direct all fundraising activities with the assistance of the officers and/or any committee member he/she chooses to appoint. He/She will also report any monies raised in the last month at each meeting and turn in money to the treasure within one week of the fund raiser.

Section 8 – The uniform coordinator shall be responsible for fitting all students during band camp in the appropriate uniforms for marching and head up organization and disbursement of uniforms during games and marching band competitions. He/She shall arrange for all dry cleaning and alterations as needed.

Section 9 - It is the responsibility and duty of each officer OR COORDINATOR to maintain records of their activities. These records shall be passed on to each new officer at the time of their appointment.

Article V – Executive Board

Section 1 – The Executive Board shall consist of the president, vice-president, secretary and treasurer. The General Board shall consist of the Opry coordinator, head chaperone, fundraising coordinator, uniform coordinator, band director and the school principal as an ex-officio member.

Section 2 – The Executive Board shall have general supervision of the affairs of the band parent group and shall meet once a month prior to and within one week of the regularly scheduled band parent group meeting to discuss the agenda and time management during the general meeting and appoint executive time keeper.

Article VI – Meetings

Section 1 – The regular meetings of the band parent group shall be held once each calendar month on the first Thursday of each month, unless voted on by the executive committee and with just cause.

Section 2 –The president or vice-president with a minimum notice of forty-eight (48) hours may call special meetings.

Section 3 – A quorum FOR VOTING for all meetings shall consist of at least a majority of the executive board present after members have been notified prior to the meeting and must include the president or vice president. (ADD) TO HOLD A REGULARLY SCHEDULED MEETING, AT LEAST ONE EXECUTIVE BOARD MEMBER SHALL BE PRESENT.

Article VII – Funds

Section 1 – The treasurer shall deposit all funds to the Willamette High School bookkeeper of the band parent group within one week of receiving said monies.

Section 2 – Approval of the executive board shall be required for the disbursement of any band parent group funds.

Section 3- A budget shall be presented in writing at the May band parent meeting and approved at the July meeting. The president shall approve any emergency, or miscellaneous expenses not included in said budget. Such emergency or miscellaneous expenditures shall be limited to a maximum of $200.00.

Section 4 – No reimbursements will be made without official receipts in the amount of the purchase. Pre-approval is needed for purchases made for any bands if the purchase is to exceed $50.00. The receipt for said purchase must be presented to the treasure within 14 days of the purchase, and will be paid within 30 days.

Section 5 – All deposits must be submitted to the WHS BAND PARENT TREASURER THEN TO BE DEPOSITED WITH THE Willamette High School bookkeeper within 7 days of any fundraising event.

Article VIII – Financial Reports

Section 1 -The treasurer shall be required to prepare a written monthly financial report and a written annual financial report. These reports shall become a part of the permanent record of the band parent group.

Section 2 – Copies of the above-mentioned financial reports shall be filed by the treasurer with the Executive Board and with such persons or groups, as the Executive Board shall direct.

Section 3 – A review of the financial statements shall be made in July of each year. This report shall be given by the treasurer to the board and general membership in the first regular meeting of the next year.

Section 4 – The year ending financial review will be submitted by the outgoing treasurer and given to the current fiscal year treasurer when turning over the financial records and entered into secretary notes.

Article IX – Voting

Section 1 – All items requiring a vote must be motioned and seconded by a voting member of the parent band group.

Section 2 – All votes will be held to the end of the meeting and will be conducted by secret ballot. ( CHANGE TO) ALL VOTES WILL BE CONDUCTED BY A RAISE OF HANDS UNLESS IT IS A VOTE THAT DEALS WITH PERSONNEL (PAID OR VOLUNTEER SUCH AS IN ANNUAL ELECTIONS AND AUTHORIATION OF MARCHING BAND STAFF FUNDING) OR THE PURCHASE OF ANY ITEM OR SERVICE IN EXCESS OF $500; THE VOTE WILL BE THEN BE CONDUCTED BY SECRET WRITTEN BALLOT.

Section 3 – Items THAT REQUIRE A SECRET VOTE AS DETAILED IN SECTION 2 ( OMIT to be voted on) must have been included on the agenda WITH EXECUTIVE BOARD APPROVAL ( OMIT prior to the executive meeting.)