Article 1: Name



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SOUTH WILLIAMSPORT AREA SCHOOL DISTRICT

BAND ASSOCIATION

BY – LAWS

Article 1: Name


The name of this Organization shall be “The South Williamsport Area School District Band Association”.



Article 2: Purpose



Section 1. To stimulate and maintain an enthusiastic interest in the activities of the school bands – in our schools, our community, and our own Organization.
Section 2. To lend all possible support – Moral, social and physical, to the

Bands and the instrumental music programs.


Section 3. To cooperate with the band directors, school administrators, and the school board, to the end that the music department be maintained at the highest possible degree of proficiency.
Section 4. To assist the band directors in an appropriate, practical manner.
Section 5. To secure financial support for the bands in items not provided for in the annual budget of the school district.

Article 3: Authority



Section 1. This organization shall not assume any duty or responsibility belonging to the school board.
Section 2. This organization shall not interfere with the activities or responsibilities of the band directors. The organization shall not determine band personnel, future playing engagements, nor discipline of band members.
Section 3. The most current issue of Roberts Rules of Order shall govern this organization for clarifications of parliamentary procedures.


Article 4: Membership



Section 1. Membership shall be open to any adult interested in the purposes defined in Article 2.
Section 2. Dues will be reviewed and established annually at the May meeting.

Article 5: Officers



Section 1. Shall consist of a President, Vice President, Secretary and Treasurer.
Section 2. The President shall preside at all meetings and appoint all committee chair persons. The Vice President shall be responsible for specific duties assigned by the President.
Section 3. The Secretary shall keep the records and minutes of all meetings, be responsible for correspondence of the organization and report on the previous month’s business at all meetings.
Section 4. The Treasurer shall fill out a deposit slip for all monies to be deposited to the credit of this organization. All monies and deposit slips will be handed to the band director, and the band director will in turn ensure that all deposits are turned into the appropriate school financial officer in charge of handling club monies. The Treasurer shall keep accurate account of all receipts and disbursements, and shall report on the condition of the treasury at each monthly meeting. The school shall provide a monthly report of all transactions from the previous month. All payments made on behalf of the organization will be made by a check request. Two signatures are required on all check requests. The Treasurer and the President will be required to sign all requests. In the case of either of their absences, the Vice President is authorized to sign. A copy of each deposit slip shall show the source of the funds being deposited. Monies from separate sources should be made as individual deposits, with separate deposit receipts and ledger entries.
Section 5. There is not limit to the number of terms an officer may serve in any Office(s).


Article 6: Records



Section 1. The Secretary’s minutes, the Treasurer’s check stubs or check ledgers, duplicate deposit slips, and monthly financial reports should be kept for a minimum of seven years, or as long as deemed necessary by the organization.
Section 2. The records of the Treasurer shall be audited annually by an auditing committee appointed by the President at the April meeting. The President or Audit Committee Chairperson will report the findings of the audit at the May Meeting. Should the Treasurer resign before the completion of a regular term, the records of that office will be audited before the resignation is accepted. The new Treasurer may not conduct any financial business until this audit is completed.

Article 7: Elections



Section 1. The President and Secretary will be elected in even years and the Vice President and Treasurer will be elected in odd years.
Section 2. At the March meeting, the President will appoint a nominating committee to select a slate of nominees to be presented for a vote at the May meeting. Nominations will also be accepted from the floor at the May meeting if the person being nominated is present.
Section 3. Elections will take place at the May meeting as the first item of “New Business”. The newly elected President, Vice President, and Secretary will take office immediately after the election. The Treasurer will assume office as soon as the bank records can be updated to allow for transactions by the new Treasurer. This will be completed as soon as possible after the election.

Article 8” Vacancy of Office



Section 1. If a vacancy occurs in the office of President, the Vice President shall immediately become President.
Section 2. If a vacancy occurs in the office of Vice President or Secretary, the office shall promptly be filled by appointment by the President and approval of the membership. The newly appointed officer may assume the office immediately upon appointment by the president.
Section3. If a vacancy occurs in the office of Treasurer, the office shall promptly be filled by an appointment by the President and approval of the membership. The new officer(s) may not conduct financial transactions until an audit has been conducted by the President (or designee) and at least one other member of the organization (See Article 6, Section 2), and until bank records can be updated to allow for transactions by the new officer.
Section 4. Any officer who resigns or is removed from office is expected to submit all items belonging to the organization to the president immediately.
Section 5. If an officer misses two consecutive meetings for reasons other than illness, the office may be deemed vacant.
Section 6. The term of office for an officer who has filled a vacancy shall be the completion of the original officer’s term.

Article 9: Meetings



Section 1. The regular meetings of this organization shall be held the first Tuesday of the month, with the exception of July, when no regular meeting will be held.
Section 2. Special meetings may be called by the President.

Article 10: Quorum



Section 1. Seven members of the organization will constitute a quorum at any meeting and must include the President or Vice President and the Treasurer.

Article 11: Standing Committees



Section 1. The President shall appoint Standing Committees, as he/she deems necessary.

Article 12: Expenditures



Section 1. All expenditures, excepting those discussed below, require a majority vote at a regular meeting. Following this approval, the President will issue an order for payment to the Treasurer along with an invoice. The Treasurer will then issue a check request signed by the Treasurer and President. Check requests will be turned into the Band Director or School Principal. The School will be responsible for making payment as soon as possible. The School will return the request showing that the request was completed.
Section 2. Unexpected expenditures that occur between regular meetings and are deemed necessary for payment before the next meeting by the President may be approved by the President and Treasurer. The expenditure may not exceed three hundred dollars.
Section 3. All other unexpected expenditures deemed necessary between regular meetings must be approved by means of a way of a poll that meets the requirements of a quorum.
Section 4. Any expenditure made under Sections 2 or 3 above are to be reported at the next regular meeting of the organization.

Article 13: Chaperones



Section 1. With approval of the band director, one or more members of the organization may accompany the band on each trip. Chaperones must be available at any time during the trip to render assistance to a member or members of the band. Chaperones may be appointed by the Band Director, the President, or a designee of the President.

Article 14: Assets



Section 1. In the event this organization should disband, all remaining assets shall revert to the South Williamsport Area School District.

Article 15: Amendments



Section 2. These By-Laws may be amended, repealed, or altered by a majority vote at any regular meeting, provided that notice of such proposed changes has been made at the previous regular meeting.

Article 16: Awards and Recognition



Section 1. The Mabel T. “Grammy” Schreiber Award will be given each year to the most dedicated twelfth grade band member, as chosen by the Senior High Band Director. This award is to be presented at the spring concert and announced at the school’s annual awards day program.
Section 2. An Honorarium will be given to each Regional and State

Band/Orchestra participant in the amount of $20 and $100, respectively, to help offset the expenses associated with these festivals.



Section 3. The organization will pay for a photograph to be taken of each State/Orchestra participant. This photograph will be displayed in the school.
Section 4. In years wherein the organization presents a varsity letterman jacket with felt letter, lyre or crossed flags, etc., to a student, the student agrees upon accepting the jacket, not to remove or cover the items that are on the jacket when received. Should the student do either, he/she must return the jacket, reimburse the organization for the full cost of the jacket, or return it to its form when received.
Acceptance Date:
These By-Laws have been voted upon and accepted by this Organization at the regular meeting of January 3, 2012.
_______________________________

Jennie Little, President


_______________________________



Bruce Loner, Vice President
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