Band and Orchestra Parents Association By-Laws
Adopted December, 1951
Amended December, 1978
Amended July, 1993
Amended May, 2009
ARTICLE I. NAME
The name of this organization shall be the St. Joseph Band and Orchestra Parents Association (SJBOP).
ARTICLE II. OBJECT
The objective of this association shall be to aid the students and the program of the St. Joseph Instrumental Music Departments. This association shall be and remain to be a non-profit organization. Upon dissolution of this association, all remaining assets shall revert to the benefit of the St. Joseph Public Schools (St. Joseph, MI) Instrumental Music Department.
ARTICLE III. MEMBERSHIP
Membership in the St. Joseph Band and Orchestra Parents Association is open to anyone with a vested interest in the instrumental music program in the St. Joseph Public Schools. A voting member of St. Joseph Band and Orchestra Parents Association must be a parent or guardian of a student currently participating in at least one of the St. Joseph Public Schools instrumental music programs. Voting members not on Executive Board are only allowed to vote at the April General Membership meeting.
The Executive Board shall have the authority to establish and define non-voting categories of membership.
ARTICLE IV. OFFICERS
The officers of this association shall be President, Vice President, Secretary and Treasurer. They shall take office July 1 and hold office until June 30. Election of officers shall be held at the April meeting each year. A nominating committee of three members shall be appointed by the Executive Board following the February meeting and they shall present the name of at least one candidate for each of the four offices at the March meeting. Further nominations may be made from the floor, prior to the election at the April meeting. A nominee's consent must be obtained before his name is placed in nomination. If an officer steps down, the Executive Board has the authority to appoint a replacement for the remainder of the term.
ARTICLE V. DUTIES OF OFFICERS
Section 1. The President shall be the chief executive officer of the association and shall preside at all meetings. He shall appoint all committees authorized by the association or deemed necessary to carry out the program and projects of the association (except the nominating committee) and these appointments shall be approved by Executive Board. He shall be ex-officio a member of all committees so appointed.
Section 2. The Vice President shall perform any of the duties of the President when requested to do so by the President. He shall preside in the absence of the President from a meeting.
Section 3. The Secretary shall take the minutes of the meetings of the association and of the Executive Board and keep same in a minute book provided for this purpose. He shall keep a correct list of the membership of the association and shall be responsible for the sending out of any notices required.
Section 4. The Treasurer shall be responsible for all monies of the association, receiving all income of the association. He shall pay all bills and other proper obligations of the association when such bills are authorized for payment by the approval of the Project Chairman, and the Executive Board as outlined in Article XII; he shall keep a set of books showing all receipts and expenditures and his books shall be reviewed by a finance committee for this purpose at the end of each term of office. The outgoing Treasurer shall close the fiscal year being completed at the end of his term.
ARTICLE VI. EXECUTIVE BOARD
The Executive Board of the association shall consist of the four officers (President, Vice President, Secretary, and Treasurer), and one parent or guardian representative from the High School Band Program, Middle School Band Program, High School Orchestra Program, and Middle School Orchestra Program. The Representatives shall be appointed by the President and approved by the Executive Board by July 1. Representatives shall help with fundraising of their respective program, attend SJBOP Executive board meetings as a voting member a majority of the time, and other duties as needed by Directors and Executive Board. Failure to attend two consecutive meetings without notice could be grounds for dismissal.
The Executive Board shall serve without compensation for regular duties as outlined in Article V. Upon resolution of the Executive Board, the Executive Board member(s) may receive reimbursement of expenses incurred in connection with conducting of business.
ARTICLE VII. DUTIES OF THE EXECUTIVE BOARD
The Executive Board shall be responsible for the general policies and program of the association. They shall appoint the nominating committee of three members following the February meeting. They shall make decisions between meetings of the association if deemed necessary.
ARTICLE VIII. INSTRUMENTAL MUSIC DIRECTORS
The Instrumental Music Directors will attend meetings of the Executive Board in an advisory capacity.
ARTICLE IX. MEETINGS
Regular Meetings – The organization shall hold regular board meetings each month during the academic year (September – May). Regular board meetings shall generally be held on the second Tuesday of each month, with no meetings scheduled during December, June, July, and August.
Cancellation of a Board meeting due to weather will only occur when St. Joseph Public Schools or activities are canceled. Rescheduling will be done on discretion of SJBOP Executive Board.
Special Meetings – The President, or any two officers, may call a special meeting of the organization at any time with a 24 hour notice.
Locations of the Meetings – Meetings generally will be held at a place determined by the Executive Board at the beginning of the fiscal year.
Quorum - Fifty-one percent (51%) of the Executive Board, present in person or participating by telephone, shall constitute a quorum for purposes of transacting business.
Annual Membership Meeting - SJBOP shall hold an annual meeting in April of each year for the election of officers and for the transaction of other business properly presented at the meeting. This meeting is the only meeting in which voting members not on Executive Board are allowed to vote. Notice of the annual meeting shall be given in writing (e-mail) to the membership at least ten days prior to the meeting.
ARTICLE X. RULES OF ORDER
Roberts' Rules of Order shall be the parliamentary guide in conducting the business of the association meetings.
ARTICLE XI. BY-LAWS
These By-Laws may be amended by a majority vote of those present at the April meeting. The amendment must have been proposed and read at the previous regular meeting for action. Written notice of the proposed amendment to be acted upon must have been given to the Executive Board at least five days prior to the regular meeting at which the amendment is to be voted on.
ARTICLE XII. FINANCE AND BUDGET
Fiscal year - The fiscal year of the St. Joseph Band and Orchestra Parents Association will be from July 1 to June 30.
Tax Forms - Tax forms for SJBOP are due in accordance with State and Federal non-profit law.
Funds Approval Process - The funds spending approval process shall be as follows:
1. A Funds Request Form shall be submitted to the Treasurer for all requested expenditures.
2. Expenditure Requests over $250.00 that are not a part of the approved budget shall be approved by a Quorum of the Executive Board prior to the expenditure of said funds.
3. Exception to Funds Request would be Artists in Residence (AIR) Funding Request. These requests must be in the form of an AIR Hours Request Form.
4. All checks must have two signatures.
5. Non-compliance with the above process places an expenditure at risk of not being reimbursed.