Bylaws of the Medina Band Parents Association
ARTICLE I - NAME AND PURPOSE
Section 1.01. Name. The name of this Not-For-Profit Organization is MEDINA BAND PARENTS ASSOCIATION, herein referred to as MBPA.Section 1.02. Purpose. The purposes of this organization are:
A. To promote the Medina High School Marching Band, Auxiliary, and Concert Bands.
B. To provide uniforms for the marching band and concert bands, including fitting, handing out, collecting, safekeeping, maintaining, replacing, and funding.
C. To coordinate getting instruments, pit items, and equipment to/from games, competitions, and other performances, and on/off the field efficiently for performances.
D. Provide chaperones for busses for away games, performances, and competitions.
E. Provide funding for needs of the Medina High School Music Department outside of the school budget.
F. To support the Medina High School Music Department as the Band Director(s) may believe will be helpful.
ARTICLE II- MEMBERSHIP
Section 2.01. Membership - Membership in the MBPA shall be open to parents, legal custodians, or guardians of all current members of all Bands and Auxiliary Units, Grade Nine (9) through Twelve (12) (and including any 8th grade students who are participating in the marching band), who are residents of Medina City School District. All members who have paid their annual participation fees are eligible to hold elected and appointed positions.
Section 2.02. Compensation - No member of the MBPA, including Board members, shall be paid a salary by the MBPA.
ARTICLE III - THE BOARD OF DIRECTORS
Section 3.01. The Board of Directors of the MBPA, herein referred to as the Board, shall consist of the current officers, the chairpersons of the Standing Committees (Administrative, Working, Fundraising, and other Standing committees), and the Band Directors of the Medina High School Music Department.
Section 3.02. Each member of the Board is entitled to vote at MBPA Board meetings.
Section 3.03. The Board is the governing body of the organization. The Board shall determine administrative policies, maintain records, and manage the affairs of the organization.
Section 3.04. The Board shall approve all activities and all expenditures involving MBPA funds according to MBPA policies and procedures.
ARTICLE IV - EXECUTIVE COMMITTEE
Section 4.01. The Executive Committee of the MBPA shall consist of the elected officers and the Head Band Director of the Medina High School Music Department. The Head Band Director will be a non voting member.
Section 4.02. The Executive Committee shall act on behalf of the Board when action must be taken on issues requiring expedient decisions between board meetings. Decisions made by the Executive Committee shall be included/disclosed in the written pre-meeting updates prior to each Board meeting and included in the meeting minutes.
ARTICLE V - OFFICERS and CHAIRPERSONS
Section 5.01. The officers of this organization shall be a President, a Vice President, a Secretary, and a Treasurer.
Section 5.02. The Chairpersons of this organization shall be all those required to support the primary working, fundraising, and other standing committees, as further defined in Articles VII-XI.
Section 5.03. Only MBPA members who are parents or guardians of students in the Medina High School Band are eligible to hold office/chairpositions.
Section 5.04. The officers/chairpersons shall be elected each year at the April Board meeting and shall assume office on June lst following their election. These officers/chairpersons shall continue in office until their successors assume their positions on June 1st of the following year.
Section 5.05. Each officer/chair is ultimately responsible for the proper performance of their specific duties.
Section 5.06. The Treasurer and each chairperson are responsible for identifying and training their replacement (shadow). Chairs are encouraged to choose someone who would be available to serve in the position for two (2) years. All officers/chairs shall operate their area of responsibility within their assigned budget, and shall keep accurate written records of their activities during the year in an up-to-date procedures manual, so that the valuable information they have gained can be passed on to their successor.
Section 5.07. Beginning May 1 of each year, officers/chairpersons shall train their succeeding officer/chair on all procedures of the position, and by the end of their term, shall turn over full control of the position to the newly elected/appointed officer/chair, including all records, keys, and procedures manuals, and to discontinue an active role in their previous position, except when specifically requested to do so by the newly elected officer/chair, or the President.
ARTICLE VI - RESPONSIBILITIES OF OFFICERS and BAND DIRECTORS
Section 6.01. President
A. Presides at meetings of the MBPA and of the Executive Committee.
B. Is a member ex-officio of all committees.
C. Appoints ad hoc committees and task forces as needed to accomplish the activities of the MBPA.
D. Oversees the business of the organization according to the Bylaws and Policies and Procedures.
E. Assures each committee chairperson maintains a current procedures manual to be turned over to their successor.
F. Assures each committee chairperson has identified and is training a suitablereplacement (shadow) for themselves.
G. Countersigns checks as required
H. Is responsible for the content on the MBPA website.
Section 6.02. Vice-President
A. Assists the President and presides at MBPA meetings in the President’s absence.
B. Assumes the office and responsibilities of the President in the event that the President is unable to serve.
C. Maintains the Bylaws and Policies of the MBPA, including updates as they are approved.
D. Is responsible for the monthly audit verification of the Treasurer’s report and serves as Chairman of the Audit Committee.
E. Maintains the Parent Handbook including distributing copies to all freshman parents by July 15 each year.
Section 6.03. Secretary
A. Records the minutes of meetings of the MBPA Board, and notes in the minutes of each Board meeting any actions taken by the Executive Committee prior to the Board meeting.
B. Conducts correspondence of the organization as directed by the President and the Executive Committee.
C. Assumes the office and responsibilities of the President in the event that both the President and Vice-President are unable to serve.
Section 6.04. Treasurer
A. Receives and disburses all monies as directed by the Board and/or Executive Committee and as outlined in Article XIV.
B. Is responsible for full and accurate records of all MBPA accounts, income, and expenditures.
C. Serves as Chairperson of the Budget Committee.
D. Cooperates fully with the requirements of the Audit Committee.
E. Issues an MBPA financial report to the Board at each Board meeting, including at a minimum:
1. Itemized income and expense vs. budget
2. Statement of bank account balances
F. Informs all Chairpersons of their budget and any cash control requirements.
Section 6.05. Band Directors
A. Make requests which they feel are essential to the welfare of the MBPA or the Medina High School Band program.
B. Serve as members of the Board of Directors.
C. At least one director shall serve on the Trip Committee when a trip is being planned.
D. The Head Band Director shall serve on the Nominating Committee and on the Budget Committee, and shall serve as an advisory member of the Executive Committee.
ARTICLE VII - COMMITTEES
Section 7.01. The work of the organization shall be accomplished by the Standing Committees (Administrative, Working, Fundraising, other Standing committees) and any ad hoc or special committees created as needed by the President.
Section 7.02. The chairperson(s) of each committee may select as many committee members as needed, and are directly responsible for recruiting their own volunteers.
Section 7.03. The chairperson(s) of each committee shall review and become familiar with the bylaws that pertain to their position and the procedures pertaining to their committee. Changes to their procedures must be kept current so that the valuable information they have gained can be passed on to their successor.
Section 7.04. Other than those items requiring a Board vote (as outlined in Article XIII, Section 13.01, paragraph F), committee chairpersons are encouraged and expected to execute their areas of responsibility independently, within their committee.
ARTICLE VIII - RESPONSIBILITIES OF THE ADMINISTRATIVE COMMITTEES
Section 8.01. Nominating Committee - The Nominating Committee shall be named by the President in January each year for the purpose of determining a slate of nominations for the March Board meeting. The Nominating Committee shall consist of at least three MBPA members and the Head Band Director. The consent of all candidates for officer/chairpersons must be obtained before their names are placed in nomination. Only members whose current fees are paid, and who are parents or guardians of Medina High School Band students, may be considered for elected positions. See Article XII for additional information.
Section 8.02. Audit Committee
A. The Audit Committee shall be chaired by the Vice President plus two (2) additional members named by the President (cannot be comprised of Treasurer, assistant treasurer, or anyone on the Treasurer’scommittee). The purpose of the Audit Committee is to review/modify current financial controls.
B. In the month following the Board meetings, the Vice President shall review the financial reports of the Treasurer and the original bank statements of the MBPA, in order to verify that all MBPA funds are properly accounted for.
C. Each month, the Vice President shall then make a report to the Board of their findings at the next Board meeting.
D. The Treasurer’s records shall be open to inspection by the Audit Committee at any time.
E. The Audit Committee will meet at least twice each year to review/modify current financial controls. One meeting shall occur in the summer, following the end of the fiscal year and before August 31 each year, and one meeting shall occur mid‐ year, following the Fall marching season and Fall fundraisers, and shall occur before February 28 each year. At the discretion of the Audit Committee, the Treasurer may be requested to participate in the Audit Committee meeting. The recommendations from the Audit Committee will be made to the Board at the next meeting.
F. Should any impropriety of the accounts of the MBPA be discovered, upon presentation and approval of the Board, the Audit Committee may engage an independent public accountant to conduct a full audit of the books or take other action as appropriate.
Section 8.03. Budget Committee
A. The Budget Committee shall be chaired by the Treasurer and be comprised of at least two (2) other MBPA members and the Head Band Director.
B. The Committee will meet during February and March to review the prior year’s income and expenses by category, and with the input of each committee chairperson, propose a new budget for the next fiscal year, including determination of student fees, with presentation to the Board at the April meeting.
C. The Treasurer/Budget Committee Chairperson shall inform all Chairpersons of their annual budget.
D. The Budget Committee will meet as required to adjust budgeted expenses based upon variances to income due to lower than expected student participation, lower fundraising results, unexpected expenses, etc.
ARTICLE IX - RESPONSIBILITIES OF THE WORKING COMMITTEES
Section 9.01. Marching Band Uniform Committee - The Marching Band Uniform Committee shall arrange for fitting, handing out, collecting, safekeeping, and repair of existing uniforms for all marching band students, and shall assist the Band Directors in the acquisition of new and replacement uniforms. The Committee shall notify the Treasurer to bill students for damaged and/or missing uniform parts.
Section 9.02. Auxiliary Uniform Committee - The Auxiliary Uniform Committee shall arrange for fitting, handing out, collecting, safekeeping, and repair of existing uniforms for all auxiliary students, and shall assist the Band Directors in the acquisition of new and replacement uniforms. The Committee shall notify the Treasurer to bill students for damaged and/or missing uniform parts.
Section 9.03. Concert Season Uniform Committee - The Concert Season Uniform Committee shall arrange for fitting, handing out, collecting, safekeeping, and repair of existing uniforms for all concert season students, and shall assist the Band Directors in the acquisition of new and replacement uniforms. The Committee shall notify the Treasurer to bill students for damaged and/or missing uniform parts.
Section 9.04. Chaperone Committee - The Chaperone Committee shall arrange for parents to accompany the Medina High School Bands on trips, as requested by the Band Directors. The Chairman shall be responsible for maintaining Chaperone guidelines and distributing these to chaperones prior to their assigned events.
Section 9.05. Beekeeper Committee - The Beekeeper Committee shall coordinate the movement of instruments and band equipment to/from all band performances. This committee operates as a supportive arm of the music directors and will normally a) pack/unpack the equipment truck & trailer; b) build and repair equipment, fieldprops, and moving racks, and c) assist with street traffic control and drinking water for parades.
ARTICLE X - RESPONSIBILITIES OF THE FUNDRAISING COMMITTEES
Section 10.01. Receipts from all fundraisers must be held in a secure area of the High School until such time as the receipts can be counted by the Treasurer or other Executive Committee member, and then deposited directly into the bank.
Section 10.02. Band Show Committee - The Band Show Committee organizes the Fall Band Show, including recruiting schools to participate, obtaining sponsors, awards, t‐ shirts, putting together the band show program, and coordinating event volunteers for set‐ up, concessions, 50/50, clean-up, etc.
Section 10.03. Tag Day Committee - The Tag Day Committee organizes the locations and neighborhoods students will solicit for donations to the MBPA, including location assignments, time slots, transportation to and from, collection of monies, counting monies, and delivery to Treasurer for deposit.
Section 10.04. Patrons Committee - The Patron Committee solicits parent and business donations, sends thank you letters with vouchers for concerts, and coordinates with assigned band director to include donor names and recognition levels in concert programs.
Section 10.05. Athletic Booster Liaison - The Athletic Booster Liaison coordinates band parent volunteers for each home football game to share duties with the Athletic Boosters to staff concessions and 50/50 rafflesales.
Section 10.06. Jazzfest Dinner Committee - The Jazzfest Dinner Committee organizes the Spring fundraiser dinner preceding the concert season awards ceremony. The committee is responsible for planning the meal, organizing volunteers, obtaining sponsors for the gift basket raffle, and conducting the raffle.
Section 10.07. Donut Sales Committee - The Donut Sales Committee organizes the sale of pre-packaged donuts at all home football games, banquets, and band concerts. The committee is responsible for ordering and picking up donuts in advance of each event, and organizing volunteers,
Section 10.08. DVD Committee - The DVD Committee organizes volunteers to take pictures and video of the entire marching band experience, from band camp in the summer through state finals in late October, and everything in between. The committee then produces a DVD to be previewed at the Fall band banquet, taking orders for copies, then producing and delivering copies to fill orders sold.
Section 10.09. Student Preparation and Recruitment Committee - The Student Preparation and Recruitment Committee, in conjunction with the Medina High School Head Director, organizes the efforts of the MBPA to prepare and recruit young musicians in the Medina City Schools’middle schools for future participation in the Medina High School Band programs. Expenditures for these purposes shall be limited by funds raised specifically for these purposes. Any such funds not expended for these purposes in a given fiscal year shall be returned to the general funds of the MBPA.
ARTICLE XI - RESPONSIBILITIES OF THE OTHER STANDING COMMITTEES
Section 11.01. Dessert Kick-off Committee - The Dessert Kick-off Committee organizes food and beverage and room set up for the first general meeting of the MBPA held mid-way through band camp in August.
Section 11.02. Spirit Committee - The Spirit Committee places marching band membership recognition and other motivational acknowledgments for upcoming events, on the lockers of students in the marching band, throughout the marching band season.
Section 11.03. Spirit Wear Committee - The Spirit Wear Committee is responsible for the organization, sale and distribution of spirit wear. The committee will decide the items for sale and develop a sale flyer to be distributed to the band members and families. The design of the logo on the spirit wear and company responsible for the filling the orders will be recommended by the Spirit Wear Chairperson and approved by the board.
Section 11.04. Yard Sign Committee - The Yard Sign Committee arranges to have representative yard signs available for each section of the marching band and auxiliary at the Summer Desert Kick-off, and then takes orders for yard signs, and makes arrangements with volunteers to produce and deliver the yards signs needed to fill the orders taken.
Section 11.05. Band Camp Snack Committee - The Band Snack Committee organizes snacks and refreshments for each day of summer band camp, including volunteers to obtain, distribute, and clean up.
Section 11.06. Band Picnic Committee - The Band Picnic Committee reserves the picnic location, organizes food and beverage, entertainment and games, and coordinates volunteers needed for setup, serving, and clean up for the student picnic held at the end of band camp.
Section 11.07. Band Banquet Committee - The Band Banquet Committee organizes food and beverage, and volunteers needed for room set up, serving, and clean up for the meal preceding the Fall awards ceremony.
ARTICLE XII - ELECTIONS
Section 12.01. A Nominating Committee shall be appointed in January by the President. The Nominating Committee shall consist of at least three MBPA members and the Head Band Director. The names of the members appointed to the Nominating Committee shall be listed in the minutes.
Section 12.02. The Nominating Committee shall submit a slate of nominations at the March Board meeting. The consent of all candidates for officer/chairpersons must be obtained before their names are placed in nomination. Only members whose current fees are paid, and who are parents or guardians of Medina High School Band students, may be considered for elected positions.
Section 12.03. The officers/chairpersons shall be elected by majority vote at the April Board meeting. Nominations may be made from the floor.
Section 12.04. The term of each office/chair position shall be one year.
Section 12.05. The President shall appoint a member of the organization to fill any office/chair position which becomes vacant during the year. The appointee will serve the remainder of the unexpired term.
ARTICLE XIII - MEETINGS
Section 13.01. MBPA Board Meetings
A. MBPA Board meetings shall be held monthly, except for December, unless a particular meeting is deemed unnecessary by the President.
B. Meetings are open to Board members (as defined in Article III, Section 3.01) and other members of MBPA (as defined in Article II, Section 2.01). Meetings are closed to all others unless expressly invited by a Board member.
C. Agenda and Pre-Meeting Updates - In order to assure Board meeting time is utilized efficiently, in advance of each Board meeting, the President shall request updates from each of the committee chairs and officers. The President shall then prepare a meeting agenda covering only those topics requiring discussion at the Board meeting, and complete a written pre-meeting update covering any executive board decisions made since the last board meeting, and all other updates/topics from the chairs not requiring Board discussion. Both the agenda and pre-meeting updates shall be e-mailed to Board members 5 days in advance of each Board meeting.
D. Order of Business
1. Call to order
2. Attendance & sign-in
3. Review and approval of the Minutes of the preceding meeting
4. Audit Committee report
5. Treasurer’s report
6. Current/critical topics as determined by President (Agenda)
7. (Time permitting) Open discussion
E. Action Item Approval - A quorum for transaction of business at Board meetings shall be five (5) board members, including at least two elected officers. Approval of action items, including the annual election of officers/chairpersons, shall be decided by a simple majority vote of those Board members present, except for bylaw changes, which will require a two-thirds (2/3) majority for approval.
F. Vote of Board Required
1. On money issues, within 10% of budget previously approved by the Board, no vote required.
2. On money issues, not in the budget, Board vote required.
3. New policy or policy/bylaw change requires Board vote.
4. Approval of new fundraisers requires Board vote.
5. Annual election of officers/chairpersons requires Board vote.
6. All else can be decided by respective chairperson and/or President.
G. Minutes - The Secretary will record the minutes of each MBPA Board Meeting. The minutes will include any Executive Committee actions, and will be posted on The MBPA website (musicalbees.org) within 3 weeks of the conclusion of each MBPA Board Meeting.
H. Committee Meetings - Meetings of the various committees established to support the activities of MBPA will meet from time to time, as required and set by the respective committee chairpersons.
Section 13.02. Executive Committee Meetings A. Executive Committee meetings shall be called as needed by the President. As necessary, business of the Executive Committee may be transacted by telephone or e-mail. B. A quorum for transaction of business at Executive Committee meetings shall be three (3) Executive Committee members.
Section 13.03. Public Meetings and General Information A. The Dessert Kick-off (held in August), the Band Banquet (held in November), and the Jazzfest Dinner (held in April) will serve as public meetings for the MBPA open to everyone in attendance. B. Information outlining all upcoming events, newly elected/appointed officers and chairpersons, and other significant information will be posted on the MBPA website (www.musicalbees.org).
ARTICLE XIV - FINANCE
Section 14.01. Deposits
A. Monies collected shall be submitted to the Treasurer for deposit by the chairperson of each committee.
B. Receipts from all fundraisers must be held in a secure area of the High School until such time as the receipts can be counted by the Treasurer or other Executive Committee member, and then deposited directly into the bank.
C. For cash deposits from Tag Day, the Band Show, Football Game concessions, and from the Spaghetti Dinner, a receipt for the deposit must be signed by two MBPA members.
Section 14.02. Separation of Accounts
A. Funds intended for long-term/future expenditures shall be separated from current period operating funds.
B. All funds will be deposited into an FDIC insured institution.
Section 14.03. Expenditures
A. Receipts of expenditures shall be submitted to the Treasurer for payment in accordance with the MBPA Policies and Procedures attached hereto. All receipts must be submitted within thirty (30) days of charge. Reimbursements will be payable within ten (10) business days.
B. Expenditures that fall within the allocated budget may be disbursed without additional approval asauthorized in section 14.04.
C. Expenditures in excess of the allocated budget must be approved by the Treasurer.
D. Expenditures in excess of 10% of the allocated budget require Board or Executive Committee approval.
E. The use of the MBPA credit card(s) shall be pursuant to the MBPA Policies and Procedures.
Section 14.04. Authorized Signatures
A. The Treasurer, Assistant Treasurer, and the President shall be the only authorized signers for MBPA accounts.
B. For checks over $5,000 or for checks made out to Cash over $1,000: Two authorized signatures required.
C. All other checks: One authorized signature required.
Section 14.05. Financial Reporting - A Financial report will be made by the Treasurer to the Board at each board meeting, as of the prior month-end, covering year-to-date itemized income/expenses vs. budget, cash positions of all accounts, and listing of accounts receivable, if any.
Section 14.06. InternalAudit - The Vice President will validate the cash positions shown in the Treasurer’s reports after each Board meeting and report their findings to the Board at the next Board meeting. Should any impropriety of the accounts of the MBPA be discovered, upon presentation and approval of the Board, the Audit Committee may engage an independent public accountant to conduct a full audit of the books or take other action as appropriate.
ARTICLE XV - GENERAL PROVISIONS
Section 15.01. Fiscal Year - The fiscal year of the MBPA shall begin on the first day of June (June 1) of each year and end on the thirty-first day of May (May 31) of the following year.
Section 15.02. Amendments - The Board shall have the authority to make, alter, or repeal, from time to time, Bylaws of the MBPA by vote at any board meeting. A two-thirds (2/3) majority of the members present is required for approval, provided there is a quorum present.
Section 15.03. Parliamentary Authority - Robert’s Rules of Order Newly Revised shall constitute the parliamentary authority for the conduct of meetings of the members of this organization.
Section 15.04. Indemnification - Every member of the Board of Directors of the MBPA may be indemnified by the corporation against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such members of the Board in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or having been a member of the Board of the MBPA, or any settlement thereof, unless adjudged therein to be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the indemnification herein shall apply only when the Board approves such settlement and reimbursement as being in the best interest of the MBPA. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such member of the Board is entitled.
Section 15.05. Dissolution - In the event that this organization should, at any time, dissolve, all the net assets shall be transferred to become a part of the Music Department Fund of the Medina City School District and is to be used for the direct benefit of the Bands described herein.
Section 15.06. Other 501(c)(3) Requirements – The MBPA is organized exclusively for charitable, religious, educational, and scientific purposes, including for such purposes the making of distributions to organizations that qualify as exempt under section 501(c)(3) of the Internal Revenue Code, or corresponding sections of any future federal tax code.