Constitution

Bryan Station Band Association, Inc.

Lexington, Kentucky

Article I

Name

The name of the organization shall be the Bryan Station Band Association, Incorporated, and is a duly recognized non-profit corporation of the Commonwealth of Kentucky.

Objectives

The goals and objectives of this organization shall be:

1.                  To create and maintain organized support of the Bryan Station High School Band, within the policies of the School, and with the guidance of the Director of Bands.

2.                  To develop between the Bryan Station High School Band Program, Bryan Station High School, and General Public such united efforts so as to secure for every student the highest advantages in musical, physical, intellectual and social education.

3.                  To provide financial aid and assistance necessary to support program needs not met through School or Board of Education finds.

Meetings

The Association shall have monthly general meetings. The time, place and date of said meeting is to be established by the President and Executive Council.

Article II

Membership

Parents and Guardians of Bryan Station High School Band students (including auxiliary members) who are interested in the objectives of the Association, contribute to the achievement of the Association goals, and subscribe to the By-Laws of the Association are eligible for membership. Voting privileges will be extended to all Members. To satisfy the operating budget approved by membership, all Members shall be responsible to pay their expected obligations in a timely manner as set forth in their Financial Agreements.

Article III

Officers

The officers of this Association shall be: President, President-Elect, First Vice-President (Bingo), Second Vice-President (Ways and Means), Third Vice-President (Pageant), Fourth Vice-President (Concessions), Secretary, Assistant Secretary, Treasurer, and Assistant Treasurer.

Succession and Vacancy

Vacancies for any elected office will be filled by the following:

1.                  The President-Elect will succeed the President should that office become vacant.

2.                  The Executive Committee shall appoint a replacement to any other office vacated.

3.                  Executive Committee action shall be presented for ratification by the general membership at the next General Meeting.

Election

A nominating committee consisting of at least three (3) members shall be provided as follows: one (1) member to be appointed by the Executive Committee and two (2) members to be elected at large during a general meeting. The nominating committee’s report shall be presented to the general membership during the month of April. Nominations may be taken form the floor at a general meeting to be held in May, Only those individuals who have consented to serve if elected shall be eligible for nomination. The election of officers will be conducted at a general meeting to be held in May.

Installation

Newly elected officers shall be introduced to the membership at the time of election. Installation of officers will be conducted at the first general meeting following the election. The out-going officers should remain as ex­-officio members of the Executive Committee through the remainder of the school year.

Duties

The duties of the elected officers of the Association shall be as follows:

1.                  The President shall preside at all meetings. He/She shall serve as an ex-officio member of all committees except the Nominating Committee. He/She shall serve as the liaison between the School Administration and the Association. He/She shall secure the approval of the School Administration for all activities requiring the use of the school facilities and personnel.

2.                  The President Elect shall assume all duties of the President in the absence of the President. He/She shall be in training for succession of the office of President for the following school year. The President Elect may also serve as the Volunteer Coordinator and shall be responsible for procuring Team Leaders and supplying them with volunteer lists from the General Membership. (The Team Leaders include paraphernalia, concessions, uniforms, chaperones, pit, phone tree, pep and others when deemed necessary. Team Leaders are responsible for accumulating and reporting in a time manner the points earned by all members in activities under their charge.)

3.                  Vice-Presidents shall be responsible for the chairmanship of such major projects as defined by their position.

4.                  The Secretary shall keep all records pertaining to the business affairs of the Association and will be responsible for maintaining all correspondence as necessary. He/She shall deliver a copy of the minutes of all meetings to the President, Director of Bands and School Principal within one (1) week of the meeting:

5.                  The Assistant Secretary shall be responsible for producing the newsletter for the Association. All items for the newsletter are to be presented to the Assistant Secretary at a time designated by the Assistant Secretary. The Assistant Secretary shall assume the responsibilities of the Secretary in the event of the absence of the Secretary.

6.                  The Treasurer shall receive all monies of the Association and keep accurate records of all disbursements. He/She shall receive and pay all bills and debts of the Association from Association funds. He/she shall deliver a Treasurer’s Report to the President, the Director of Bands and the School Principal monthly. He/She shall deliver a Treasurer’s Report at all general meeting and Executive Committee meetings. He/She shall help formulate and oversee the budget for the Association, An Association account shall be maintained at a local bank, with all checks issued by the Association to be signed by two authorized members of the Executive Committee (President, President Elect, Treasurer, Assistant Treasurer). The treasurer shall keep and maintain the official membership roll for the Association.

7.                  The Assistant Treasurer shall be responsible for the financial and record-keeping activities related to Bingo. The Assistant Treasurer is responsible for reporting all activities to the Treasurer. A Bingo account shall be maintained at a local bank, separate from the general account. All checks issued from this account shall have two authorized signatures (President, First Vice President, Treasurer, Assistant Treasurer).

8.                  The Director of Bands and School Principal shall serve as ex-officio members of all committees, including the Nominating Committee.

Article IV

Standing Committees

The Standing Committees of the Association shall be as follows: Executive Committee, Membership, Publicity, and Budget and Finance. The Chairman of each committee shall be appointed by the president with the concurrence of the Executive Council and shall be announced at the first general meeting of the year.

Duties

1.                  The Executive Committee shall consist of all the elected officers of the Association and the Director and Assistant Director of Bands. It shall meet at least ten (10) times per year. The President may call special meetings of the committee. The primary duty of the committee is to consider all plans and proposals (including expenditures of monies over $500) prior to submission to the general membership and serve as the primary functioning committee of the Association. All other committees will report to the Executive Committee.

2.                  The Membership Committee shall have the primary duty of recruiting students for the band and procuring parent membership in the Association.

3.                  The Publicity Committee shall have the primary duty of publicizing Association activities, functions and programs of the Band.

4.                  The Bingo Committee shall consist of the President, First Vice President (Bingo), Assistant Treasurer and Bingo Team Leaders. The Bingo Committee shall be responsible for the entire coordination, operation and monthly reporting of Bingo results to the Executive Committee.

5.                  Ad Hoc committees may be formed as deemed necessary by the Executive Committee.

The chairperson of each committee may appoint to the committee as many members as required to perform the duties of the committee. Each committee member shall serve for a term of one year.

Article V

Bylaws

Any activity, program or function relating to the Association and its operation, which is not covered by the above Constitution, shall be considered for action by the Executive Committee. Should amendments be required for future implementation, an appropriate committee shall be appointed by the President and directed to present such amendments to the general membership for approval. By-Laws amendments must have a first reading at a general meeting and a second reading and vote at the following general meeting. A simple majority of these members present is necessary for amendment adoption.

Quorum

A quorum of the Executive Committee shall consist of fifty (50) percent of the committee members. A quorum of the general membership meetings shall consist of those members present.

Audit Procedure

A committee of three (3) members appointed by the President shall audit the Associations financial records annually. The committee shall be established at least thirty (30) days before the close of the school term. Members of the committee, satisfied with the condition and accuracy of the records, shall submit a signed statement to that effect with their final report. The Associations financial records shall be audited in the event the office of Treasurer should become vacant.

Rules of Order

“Roberts Rules of Order, Revised” shall be the approved parliamentary procedure for the conducting of business and meetings of the Association and shall be the authority for all maters of procedure not specifically covered by the Association By-Laws.