Bylaws

We will be assessing the ByLaws at our Meeting on October 2, 2018. Please email any suggestions for changes to nhbapresident@gmail.com

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BYLAWS NORMAN HIGH BAND ASSOCIATION

Revised As of: 5 March 2015


ARTICLE I: NAME

BYLAWS NORMAN HIGH BAND ASSOCIATION Revised As of: 5 March 2015

The name of the organization shall be the Norman High Band Association (hereafter, the Association).

ARTICLE II: PURPOSE

It is the purpose of this organization to support the activities of the Band Programs at Norman High School (hereafter, the Band Programs) and the welfare of the students both educationally and musically. The Association shall support the philosophy of the Band Director and shall provide all students with an enriching experience so that they may develop their talents to the fullest extent possible.

ARTICLE III: POLICY

It is the policy of this Association to operate as a non-profit organization within the meaning of Section 501 (c)(3) of the Internal Revenue Code of 1986, as amended, to be non-partisan, non​ political, and non-sectarian in all of its activities and shall conduct itself in harmony and in mutual cooperation with the Band Director and music staff, the school administration, and the Norman Public Schools Board of Education. It is the policy of this Association to begin the fiscal year on 1 June and end the fiscal year on 31 May of each calendar year.

ARTICLE IV : OBJECTIVES

1. To promote a better understanding and maintain an enthusiastic interest for the Band Programs among parents and guardians, band students, instructors, the Norman High School Administration, the Norman Public Schools Board of Education, and the surrounding community and businesses within the City of Norman.

2. To promote activities of interest and music education for the band students of Norman High School.

3. To raise funds to finance or partially finance the activities of the Band Programs, including but not limited to, the purchase of equipment and other items and supplies not furnished by Norman High School and/or Norman Public Schools.

ARTICLE V : MEMBERSHIP

There shall be two (2) classes of membership designated as follows: Active Members and Patrons.

1. Active members - Parents and guardians of all band students in the band programs are eligible for membership in the association. ​Four (4) levels of active membership are available:

★ Family Membership: Available to any person upon payment of family dues of $15 per year;★ Friends of the Band: Available to any person upon payment of dues of $25 per year

★ Band Angels: Available to any person upon payment of dues of $50 per year.

★ Benefactors: Available to any person upon payment of $100 per year.

Any Active Member shall become a voting member upon payment of annual dues.

2. Patrons - Persons interested in supporting the Association and the Band Programs, but not otherwise eligible for active membership, may become Patrons. Patrons are not eligible to vote or hold office but are eligible to participate in all other activities of the Association. Four (4) levels of Patrons are available:

Alumni Patrons: Any person, who is within four (4) years of graduation from Norman High School contributing a minimum of $10.00 per year shall become an Alumni Patron.

Patrons: Any person/couple contributing a minimum of $25.00 per year shall become a Band Patron.

Contributing Patrons: Any person/couple contributing a minimum of $50.00 per year shall become a Contributing Patron. Sustaining Patrons: Any person/couple contributing a minimum of $100.00 per year shall become a Sustaining Patron.

All categories of Patrons shall have their name posted on the Band Bulletin Board and the Band Website and may be acknowledged in Spring Concert band programs. Corporations and other businesses will not be eligible to be Patrons as long as their participation is coordinated through the Corporate Sponsorship program conducted in conjunction with the Norman North Band Association. Should that program be discontinued, additional membership categories for corporate sponsorships may be added by vote of the Executive Committee.

Minimum contributions may be given in cash or equivalent gift as approved by the Executive Committee toward membership as a sustaining patron.

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Active Member dues and Patron contributions levels may be revised by a majority vote of the Executive Committee.

ARTICLE VI: OFFICERS

1. The officers of the Association shall be the President, Vice-President, Secretary, and Treasurer. These officers are also members of the Executive Committee.

2. The President shall:

A. Preside at all meetings , ruling on all points of order unless the attendees of the meeting request a vote of those present. The result of any such vote shall then determine the point of order.

B. Exercise general supervision of the affairs of the Association and act at his/her own discretion when any situation not covered by these Bylaws or the Articles of Association arises.

C. Serve as an ex-officio member of all committees except the Nominating Committee, and shall coordinate and monitor the activities of all committee chairpersons.

D. Represent the Association with Norman High School, the Norman North Band Association, and other organizations in the Norman Public School system, or appoint a designee to do so.

E. Appoint the chairs and members of ad hoc committees as provided in Article VIII below.

F. Be an authorized signatory on all accounts.

G. Chair and be a voting member of the Executive Committee and attend all meetings of said committee.

3. The Vice-President shall:

A. Preside over meetings in the absence of the President and assume the presidency should the President be unable to serve and perform such other duties as the association may direct.

B. Be the chairperson of the nominating Committee.

C. Sit on the Norman Instrumental Music Parent Association board as the Norman High Band Association representative. D. Be a voting member of the Executive Committee and attend all meetings of said committee.

4. The Secretary shall:

A. Record proceedings of all meetings, regular, special or executive.

B. Handle all correspondence necessary for the Association.

C. Keep all permanent records of the Association

D. Provide a copy of the Association's Articles of Association and Bylaws to all Committee Chairpersons upon their selection for the Committees.

E. Perform such other duties as the Association may direct.

F. Be a voting member of the Executive Committee and attend all meetings of said Committee. 5. The Treasurer shall:

A. Collect all moneys due the Association and deposit these in accounts approved by the association. B. Keep an accurate record of all receipts..

C. Maintain accurate records of transactions in accordance with all IRS policies and requirements and be responsible for paying bills and reimbursements.

D. Present a current financial statement at each meeting.

E. Be an authorized signatory on all accounts.

F. Present the financial records for the limited review as required by Article IX ,Paragraph 5 of these Bylaws. G.Perform such other duties as the Association may direct.

H. Be a voting member of the Executive Committee and attend all meetings of said Committee.

6. The officers shall be elected to serve one (1) year term running on conjunction with the Associations fiscal year, starting June 1, and completing May 31, or until their successors are elected. Officers shall serve no more than two (2) consecutive terms in the same office unless there is no nomination for a successor and there is a majority vote at the April meeting in favor of the incumbent remaining in

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office.

7. A vacancy in any office (other than the Presidency) shall be filled by special election at the next regular meeting following the vacancy. Special elections must be announced to the membership ten (10 days prior to the designated meeting time. The President will appoint a special committee who will canvas the membership to seek a suitable candidate for the vacant office. Nominations may also be accepted from the floor.

8. Any elected officer absent from three (3) regularly scheduled meetings, without having submitted good and valid reasons for such absence, shall be considered to have resigned and will be replaced by a person elected by majority vote at a special election as provided in Paragraph 7 above.

9. To be eligible to hold office a person must be an Active Member.

10. New officers shall take office June 1. Retiring officers shall surrender all Association material to the incoming officers at the regular May Association meeting but not later than 1 June.

11. Retiring and incoming officers and committee Chairpersons shall hold a transition meeting prior to the end of the school year.

ARTICLE VII: MEETINGS

1. The regular meetings of the Association shall be at least once per calendar month from August through May, at a time and date determined by the current Executive Committee with notification of these meetings at least ten (10) days prior.

2. Special meetings may be called at the direction of any two (2) officers or ten (10) Active Members. Notice of special meetings shall be given to the membership not less than ten (10) days prior to the meeting.

3. The members present at a meeting shall constitute a quorum providing that membership has been notified of the time and place of the meeting ten (10) days in advance.

ARTICLE VIII: COMMITTEES

1. The Executive Committee shall consist of the officers of the Association and the High School Band Director, or his/her representative, and shall meet at times determined by the President or by a majority of the Executive Committee. This Committee shall:

A. Approve a statement of goals for the current school year.

B. Prepare the recommended budget for the year for approval by the membership at the September meeting; C. Approve the work plans of the committees;

D. Transact Association business as necessary between general membership meetings.

A majority of the Executive Committee must be present to constitute a quorum for conducting Association business, and a majority of the quorum present must vote affirmatively to approve any item.

2. The Communications Committee shall consist of a Chairperson appointed by the President and two (2) or more members to be selected by the Chairperson. This Committee shall:

A. Be responsible for informing and promoting the Band activities to the general public and community.

B. Maintain a roster of Active Members, Patrons, all band parents and alumni, including names, addresses, phone numbers and email addresses for use by this Committee and other standing committees.

C. Contact members, patrons and/or students concerning Association activities

D. Coordinate news for band newsletters

E. Promote public awareness of the Norman High Band program by providing articles to the local newspaper.

F. Maintain a historical archive of all printed communications of the Association.

G. Maintain the Association's Website

One or more members of this Committee should have sufficient computer skills to maintain email lists and the Band Website.

3. The Bylaws Committee shall consists of the Executive Committee Members. This Committee shall review the Bylaws, make recommendations for changes or amendments as necessary, then vote to adopt the changes. All Executive

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Committee members must vote, either in person or by electronic communications to adopt or reject the recommended changes.

4. A Ways and Means Committee Chair shall be appointed at the May meeting by the incoming president. The Chairperson must select three or more additional members to serve as subcommittee chairs. Subcommittees will be formed for Taste of Norman, Big Band Dinner Dance, Corporate Sponsor Program, Solo/Ensemble Concessions, and the combined North/High Fireworks Fundraiser.

The Ways and Means Committee shall:

A. Report the planned yearly fundraisers at the September meeting.

B. Solicit donations for the use of the Association in support of the Band Programs.

C. Select, sponsor, and coordinate any fundraising projects for special band needs.

D. Submit a written report of each fundraising activity to the President and at each monthly meeting.

E. Coordinate the Solo/Ensemble Concessions in conjunction with the Norman High Orchestra Association.

F. Coordinate the Corporate Sponsorship program in conjunction with the Norman North Band Association.

5. The Banquet Committee shall consist of a Chairperson, appointed by the President, and four (4) or more members selected by the Chairperson. This Committee shall be responsible for planning the Banquet, including production of the Banquet Program, in conjunction with the Norman High Orchestra Association.

6. The Receptions Committee shall consist of a Chairperson, appointed by the President, and two (2) or more members selected by the Chairperson. This Committee shall be responsible for planning and recruiting association members to hold receptions at the winter and spring concerts, the 8th and 9th grade football game, the Senior reception, and other receptions as deemed necessary by the Association.

7. The Football Committee shall consist of a Chairperson. appointed by the President, and two (2) or more members selected by the Chairperson. This Committee shall be responsible for recruiting and organizing Association members in sufficient numbers, and in cooperation with the Band Director, to assist in loading and unloading, setting up and tearing down all necessary instruments, props and any other items for all band activities associated with high school football games or other athletic events. This Committee shall also support the Band Programs in other appearances. including but not limited to, the homecoming and Christmas parades and other events as requested by the Band Director.

8. The Membership Committee shall consist of a Chairperson. appointed by the President, and two (2) or more members selected by the Chairperson. This Committee shall be responsible for recruiting and increasing the numbers of Active Members and the four (4) levels of Patron sponsorships within the Association. Duties include, but are not limited to: postal mailings to all band parents are well as parents of 8th and 9th grade band students of the feeder schools by the end of August; preparing the recruitment posters for enrollment. open house and parent-teacher conferences; and set up and staffing of the Association's table at enrollment and open house.

9. The Publications Committee shall consist of a Chairperson, appointed by the President, and three (3) or more members selected by the Chairperson. This Committee shall be responsible for the Band Bulletin Board and Spring Concert Program. Access to and experience with publishing software is helpful.

10. The Nominating Committee shall consist of the Vice-President serving as Chairperson and two (2) or more members selected by the Chairperson at the February meeting. This Committee shall select nominees for each office to be filled. Two persons may hold one office if it is in the best interest of the Association. This Committee shall provide copies of the Articles of Association and Bylaws to all candidates for office prior to the March meeting. The Committee shall report its list of nominations for each office at the March meeting. The election shall be held at the April meeting and nominations may also be accepted from the floor. A majority vote of Active Members at the April meeting shall be required for election. Only Active Members of the Association who have previously consented to serve shall be eligible for nomination.

11. The Band Camp Committee shall consist of a Chairperson, appointed by the President, and two (2) or more members selected by the Chairperson. This Committee shall be responsible for recruiting and organizing Association members in sufficient numbers, and in cooperation with the Band Director, to assist in any activities associated with Band Camp. These activities include but are not limited to uniform checkout, uniform alterations, meals, refreshments, money collection, receipt writing, parties and other activities as requested by the Band Director.

12. The President is responsible for appointing any standing or special committees that may be required by the Association.

ARTICLE IX: FINANCIAL

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1. A budget shall be established by the Executive Committee and shall be presented for approval by a majority of the membership present at the September meeting. This budget will be a working document that details the expected financial needs of the Association for the current year. This budget will include guidelines for the Band Director to request funds for items not specified in the approved budget. This budget may be amended as necessary and approved by a vote of the membership at any regular membership meeting. This budget will drive the activities of the Ways & Means Committee’s fund-raisers and the Membership Committee's Patron membership fees.

2. Any disbursements of Association funds in excess of $200 not included in the approved budget shall require approval. Such expenditures or proposed expenditures shall be voted on and approved at any regular meeting by a simple majority vote.

3. Any disbursements of Association funds shall be by check and any amounts in excess of $200 will require the signature of the Treasurer and must be cosigned by the President. Any reimbursement to a booster member for expenses incurred while performing Association business must have a receipt which clearly identifies the items and time and place of purchase.

4. No part of any earnings of the Association shall inure to the benefit of any member or officer of the Association, or any private individual except for reasonable compensation for services rendered as approved by the Association.

5. The Association requires a financial reconciliation be accomplished. This requires a group consisting of the NHBA Treasurer and at least 2 other individuals who are not signatories on the Association checking account. These individuals must be knowledgeable in reconciling bank accounts. A Financial Reconciliation Report Form will be completed by the reviewers. The reconciliation will be conducted not later than 5 June of each year or when there is a change in the office of Treasurer or any year that the membership requests one. This reconciliation is meant to insure the orderliness and accuracy of the financial records of the Association.

ARTICLE X: PARLIAMENTARY AUTHORITY

Parliamentary authority shall be the latest edition of Robert's Rules of Order, Revised, except in those cases where it conflicts with these Bylaws.

ARTICLE XI: DISSOLUTION

In the event of dissolution of the Association, all assets remaining after payment of the obligations and liabilities of the Association shall be distributed to Norman High School for the benefit of the Band Programs. In the event the Norman High School Band Programs no longer exist, assets may be distributed first to other Norman High School instrumental music programs and, if no such programs exist, then to the Fine Arts Department of Norman High School. In the event the Norman High School Fine Arts Program no longer exists, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code of 1986, as amended, or the corresponding section of any future federal tax code.

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