By-Laws
Staley Middle School Band Parent Association
Approved on May 16, 2011
Amended on May 21, 2018
ARTICLE I: NAME
The name of this organization shall be the Staley Middle School Band Parent Association, known herein and elsewhere as SMSBPA.
ARTICLE II: PURPOSE AND OBJECTIVES
SECTION 1. The purpose of SMSBPA shall be to support and enrich the band program of Staley Middle School. SMSBPA is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code.
SECTION 2. The primary objectives of SMSBPA shall be as follows:
ARTICLE III: BASIC POLICIES
ARTICLE IV: MEMBERSHIP AND DUES
SECTION 1. Membership in SMSBPA shall be made available without regard to race, color, creed or national origin to parents or guardians of band students enrolled in the band programs of Staley Middle School, as well as, anyone interested in supporting the band programs.
SECTION 2. SMSBPA shall conduct an annual enrollment of members, but may admit persons to membership at any time.
SECTION 3. Each member of SMSBPA shall pay such annual dues to SMSBPA as may be prescribed by SMSBPA. The amount of each member’s dues shall be ten dollars ($10.00) per annum. Family membership in the association is acceptable and dues shall be ten dollars ($10.00) per family. There will be only one vote per member (or per family).
ARTICLE V: OFFICERS AND THEIR ELECTION
SECTION 1. Officers:
SECTION 2. Nomination and Election Process:
a. A Nominating Committee, consisting of at least three (3) voting members of SMSBPA, shall be appointed no later than the March Executive Board Meeting by the Band Director(s), subject to the approval of the Executive Board. The Committee may have more than three members, but must consist of an odd number of members. The committee shall consist of at least one, but not more than two members of the Executive Board. The President may not serve as a member of this committee.
b. The Nominating Committee shall nominate at least one eligible person for each office to be filled and report the nominees to the SMSBPA General Membership two (2) weeks prior to the Election Meeting. Such notification may be at a General Membership meeting or by written communication. Additional nominations of eligible candidates may be made from the floor at the Election Meeting.
c. Only those persons who have signified their consent to serve if elected shall be nominated or elected to such office.
d. Officers, with the exception of the Parliamentarian, shall be elected by plurality for a term of one school year by ballot at the General Membership Election Meeting. However, if there is but one nominee for an office, election for that office may be by voice vote. The Parliamentarian shall be appointed by the newly elected President subject to the approval of the newly elected officers.
e. Officers shall assume their official duties following the close of the school year and shall serve a term of one year or until their successors are elected.
SECTION 3. Vacancies:
a. In case of a vacancy in the office of the President, the Vice-President shall ascend to the Presidency.
b. A vacancy occurring in any other elected office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board, notice of such election having been given.
SECTION 4. Reason to Remove: By a two-thirds (2/3) vote of the Executive Board, an officer or chairman may be removed from office for any of the following: 1) failure to perform duties; 2) criminal misconduct; or 3) misconduct or unethical behavior (either word or deed) which is damaging to the stated purposes of the SMSBPA or the band program.
ARTICLE VI: DUTIES OF OFFICERS
SECTION 1. The President shall:
a. coordinate the work of the officers and committees of SMSBPA;
b. confirm that a quorum is present before conducting any business at any meeting of SMSBPA;
c. preside at all meetings of SMSBPA;
d. appoint a Parliamentarian, subject to the approval of the newly elected officers;
e. call a meeting of the officers for the purposes of selecting standing committee chairmen;
f. appoint chairs of special committees (with the exception of the Nominating and Audit Committees) subject to the approval of the Executive Board;
g. participate as a member of the Budget Committee formed at the end of each school year;
h. review all new proposed projects with the Band Director(s);
i. coordinate the calendar of events and projects with the Band Director(s) and present the calendar to the membership in a timely manner;
j. be authorized to sign on all bank accounts (as one of two authorized signatures required on all checks) and appoint two other board members as authorized signers subject to board approval; and
k. sit as an ex-officio member on all committees except the Audit Committee and the Nominating Committee.
SECTION 2. The Vice-President shall:
a. preside in the absence of the President;
b. act as aide to the President;
c. conduct the Annual SMSBPA Membership Drive and recruit members as appropriate throughout the school year;
d. process Membership Forms in a timely manner by recording each member’s information, delivering dues (accompanied by a Deposit Form) to the Treasurer, and providing the Executive Board with a list of all members.
e. have a current list of voting members at all SMSPBA meetings;
f. communicate with SMSBPA members regarding volunteer opportunities; and
g. provide committee chairmen who need volunteers with a list of members that have expressed interest in their area.
SECTION 3. The Secretary shall:
a. accurately record the minutes of all SMSBPA General Membership and Executive Board meetings;
b. keep all minutes on file for 5 years;
c. accurately record attendance at Executive Board meetings;
d. ensure minutes are distributed to the Executive Board and are posted on the band website in a timely manner;
e. have a current copy of the Bylaws at all meetings; and
f. post meeting notices, be responsible for correspondence, write thank-you notes, and perform other public relations functions as directed by the President or Executive Board.
SECTION 4. The Treasurer shall:
a. have custody of all the funds of the organization;
b. keep books of account and records including bank statements, receipts, budgets, invoices, paid receipts and canceled checks for five years;
c. make disbursements as authorized by the President or Executive Board in accordance with the budget adopted by SMSBPA;
d. be authorized to sign on all bank accounts (as one of two authorized signatures required on all checks);
e. present a financial statement at all meetings and at other times when requested;
f. submit books to the Audit Committee as requested;
g. complete any applicable state and federal tax forms;
h. participate as a member of the Budget Committee formed at the end of each school year; and
i. established all internal controls including usage protocols for electronic payments into and out of the Association’s bank account, including but not limited to, debit cards, ACH transactions, electronic payments, mobile payments, and online payments, subject to board approval.
SECTION 5. The Parliamentarian shall:
a. advise the presiding officer on matters of parliamentary procedure when requested;
b. use Robert’s Rules of Order Newly Revised when advising on matters;
c. have a current copy of the Bylaws at all meetings;
d. maintain a position of impartiality and, therefore, does not vote on any question except in the case of ballot vote;
e. maintain and update SMSBPA Bylaws as needed.
SECTION 6. The Band Director(s) shall:
a. coordinate the calendar of events and projects with the President in a timely manner;
b. participate as a member of the Budget Committee formed at the end of each school year; and
c. sit as an ex-officio member on all committees.
SECTION 7. All officers shall:
a. submit a Plan of Work to the Executive Board for approval;
b. attend all meetings of SMSBPA;
c. perform such other duties as may be prescribed in these Bylaws or assigned by SMSBPA;
d. deliver to their successors or the President, all official materials within fifteen (15) days following the date at which their successors assume their duties.
ARTICLE VII: GENERAL MEMBERSHIP MEETINGS
SECTION 1. The Executive Board shall hold a minimum of three (3) General Membership Meetings of SMSBPA during the school year. Five days (5) notice at a minimum shall be given for each meeting.
SECTION 2. A quorum to conduct business at a meeting shall be 7 members of the organization.
SECTION 3. The first SMSBPA General Membership meeting of the school year shall be known as the SMSBPA Annual Meeting, and shall be for the purpose of introducing the officers, reviewing the year’s activities, receiving reports of officers and committees, approving the annual budget, and for conducting any other business that may arise.
SECTION 4. The last SMSBPA General Membership meeting of the school year will be known as the Election Meeting, and shall be for the purpose of electing officers for the following school year and for conducting any other business that may arise.
SECTION 5. Special meetings may be called by the President or by the Executive Board, and shall be called upon written request of ten (10) members of the organization. The purpose of the meeting shall be stated in the call and shall be submitted in writing to both the Head Band Director and the SMSBPA President. Every effort should be made to ensure at least three (3) days notice is given.
ARTICLE VIII: THE EXECUTIVE BOARD
SECTION 1. The Executive Board shall consist of:
a. the officers of this organization as listed in Article V, Section 1a; and
b. the Band Director(s) of Staley Middle School.
SECTION 2. The Band Director(s) is an ex-officio member of the Executive Board and shall give guidance to the organization so that no school policy, U.I.L., or T.M.E.A. guidelines are violated.
SECTION 3. Duties of the Executive Board shall be to:
a. transact all necessary business in the intervals between the General Membership meetings and conduct other such business as may be referred to it by the membership;
b. set the time and place for all meetings for the organization;
c. create standing and special committees;
d. approve the plans of work of all officers and committee chairs;
e. approve the budget for the school year that is to be submitted to the General Membership for adoption at the Annual Meeting;
f. report on all SMSBPA activities at the General Membership meetings; and
g. fill vacancies of officers and chairs in accordance with Article V, Section 3 of these Bylaws.
SECTION 4. Meetings.
a. Regular meetings of the Executive Board shall be held at least six (6) times during the school year. The first Executive Board meeting of the school year must be at some time prior to the SMSBPA Annual Meeting. The dates and times of the remaining Executive Board meetings shall be established by the Executive Board at its first meeting of the school year.
b. Special meetings of the board may be called by the President or by a majority of the members of the Board, three (3) days notice being given. All Executive Board members must be notified of any such Called Meetings.
c. A quorum shall be a majority of the members of the Executive Board.
d. There shall be a combined meeting of the outgoing Executive Board and incoming Executive Board at the end of the school year.
e. Committee Chairmen are invited to attend all Executive Board meetings and shall have one vote per committee on all issues not specifically detailed elsewhere in these bylaws.
ARTICLE IX: STANDING AND SPECIAL COMMITTEES
SECTION 1. Only voting members of SMSBPA shall be eligible to serve in any elective or appointive position.
SECTION 2. The Executive Board may create such committees as it may deem necessary to promote the objectives and carry on the work of SMSBPA. Between meetings, the President shall have the power to appoint special committees subject to the approval of the Executive Board. The term of each chairman shall be one (1) year or until a successor is selected.
SECTION 3. The newly elected President shall call a meeting of the officers for the purpose of selecting and/or approving committee chairs and event coordinators.
SECTION 4. Chairpersons or event coordinators shall present a plan of work to the Executive Board for approval or follow previously approved plan. No committee work shall be undertaken without the consent of the Executive Board.
SECTION 5. The President shall serve as ex-officio member of all committees, except the Nominating Committee and the Audit Committee.
SECTION 6. The Band Director(s) may serve as ex-officio member(s) of all committees.
SECTION 7. The quorum of any committee shall be a majority of its members.
ARTICLE X: FISCAL YEAR
SECTION 1. The Fiscal Year of SMSBPA shall begin July 1st and end June 30th.
SECTION 2. An audit committee consisting of not less than three (3) members, who are not authorized to make withdrawals from the association‘s bank account(s), shall be appointed by the Executive Board at least thirty (30) days before the last meeting of the year.
SECTION 3. The audit committee report shall be adopted by majority vote of the association at the first General Meeting following the close of the fiscal year.
SECTION 4. An audit of the treasurer’s accounts is for the protection of the treasurer. It is the only means of assuring everyone that the accounts are accurate, and it relieves the treasurer of responsibility except in the case of fraud.
SECTION 5. The association will have two (2) tax free days per calendar year, in accordance with the regulations set forth by the state of Texas.
ARTICLE XI: SCHOLARSHIPS
SMSBPA will provide music scholarships to all eligible Staley Middle School band students.
SECTION 1. The scholarships will compensate half of the cost of private instrument lessons to those students who are eligible.
SECTION 2. Students must participate in private instrument lessons to be eligible.
SECTION 3. A student must apply for a scholarship and the Band Director(s) must approve the application.
SECTION 4. The Band Director(s) will be responsible for providing the scholarship forms to the student.
SECTION 5. Scholarships will be awarded based upon student financial need.
SECTION 6. Scholarships can be awarded at any time during the school year.
SECTION 7. The Band Director(s) will be responsible for budgeting for scholarships.
SECTION 8. The Band Director(s) will be responsible for obtaining receipts and complying with correct accounting practices.
SECTION 9. The amount of scholarship money shall be reflected in the SMSBPA budget and must be approved by the general membership at the Annual Meeting.
ARTICLE XII: PARLIAMENTARY AUTHORITIES
The rules contained in the current edition of Roberts’s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable, and in which they are not inconsistent with these Bylaws and any special rules of order SMSBPA may adopt.
ARTICLE XIII: AMENDMENTS OF BYLAWS
SECTION 1. These Bylaws may be amended by first presenting the proposed amendment(s) to the Executive Board. The proposed amendment(s) must be approved by a two-thirds majority of the Executive Board before it can be forwarded to the General Membership. Having received the approval of the Executive Board, a copy of the proposed amendment(s) may then be introduced at a General Membership meeting or distributed to the voting membership thirty (30) days prior to the meeting at which the proposed amendment(s) is to be voted upon. The Bylaws may be amended, provided a quorum is present, by a two-thirds vote of voting members present.
SECTION 2. A committee may be appointed by a 2/3 vote of the Executive Board to submit a revised set of bylaws as a substitute for the existing bylaws. The process for adoption of a revised set of bylaws shall be the same as in the case of an amendment.
ARTICLE XIV: DISSOLUTION
SECTION 1. Upon dissolution, all the assets of SMSBPA shall be liquidated and funds held and expended by the Frisco Independent School District in accordance with the purpose of the organization until all such funds shall be entirely expended.
SECTION 2. If the Frisco Independent School District is not in existence or is unwilling to accept the assets of the organization, upon dissolution of the organization, SMSBPA assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by the State District Court of the County in which the Principal office of the Organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Staley Middle School Band Parent Association
Approved on May 16, 2011
Amended on May 21, 2018
ARTICLE I: NAME
The name of this organization shall be the Staley Middle School Band Parent Association, known herein and elsewhere as SMSBPA.
ARTICLE II: PURPOSE AND OBJECTIVES
SECTION 1. The purpose of SMSBPA shall be to support and enrich the band program of Staley Middle School. SMSBPA is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code.
SECTION 2. The primary objectives of SMSBPA shall be as follows:
- a. Encourage the growth and development of a high-quality band program that complements and extends the educational options for young people; actively develop and implement creative avenues which encourage young people to excel through the band program both collectively, and individually.
- b. Provide financial support for unique projects which promote the band program and fall within University Interscholastic League (U.I.L.), Texas Music Educators’ Association (T.M.E.A.), and FISD policies and guidelines, but which are outside the domain and purpose of school district revenue.
- c. Maintain clear communications and cooperation among all band members in Staley Middle School, their parents, the Band Directors, and the school district administration to further all SMSBPA objectives.
- d. Disseminate information of programs and projects that will attract and involve a large, active group of parents of band students. Cooperate with FISD administration, school officials and Band Directors in the pursuit of these objectives.
ARTICLE III: BASIC POLICIES
- SECTION 1. SMSBPA shall be non-commercial, non-sectarian, and non-partisan.
- SECTION 2. The name of SMSBPA, or the names of any members in their official capacities, shall not be used to endorse or promote a commercial concern, or in connection with any partisan interest, or for any purpose not appropriately related to promotion of the objectives of this organization.
- SECTION 3. SMSBPA shall not, directly or indirectly, participate or intervene (including the publishing or distribution of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office.
- SECTION 4. No substantial part of the activities of SMSBPA shall involve the carrying on of propaganda or otherwise attempting to influence legislation. However, information regarding issues that may affect SMSBPA or the band program may be disseminated and/or discussed at meetings.
- SECTION 5. No part of the income or assets of SMSBPA shall inure to the benefit of, or be distributable to, its members, donors, officers, employees, or other private persons, corporations, or organizations except that SMSBPA shall be empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof and in accordance with the approved annual budget.
- SECTION 6. Conflict of Interest Policy - No member of SMSBPA shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation in the SMSBPA. Each individual shall disclose to the SMSBPA any personal interest which he or she may have in any matter pending before the organization and shall refrain from participation in any decision on such matter. Any member of the SMSBPA shall refrain from obtaining any list of SMSBPA members for personal or private solicitation purposes at any time during the term of their affiliation.
- SECTION 7. Notwithstanding any other provision of these articles, SMSBPA shall not carry on any other activities not permitted to be carried on: (a) by an organization exempt from federal income tax under 501(c)(3) of the Internal Revenue Code, or corresponding Section of any future federal tax code; or (b) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code, or corresponding Section of any future federal tax code.
ARTICLE IV: MEMBERSHIP AND DUES
SECTION 1. Membership in SMSBPA shall be made available without regard to race, color, creed or national origin to parents or guardians of band students enrolled in the band programs of Staley Middle School, as well as, anyone interested in supporting the band programs.
SECTION 2. SMSBPA shall conduct an annual enrollment of members, but may admit persons to membership at any time.
SECTION 3. Each member of SMSBPA shall pay such annual dues to SMSBPA as may be prescribed by SMSBPA. The amount of each member’s dues shall be ten dollars ($10.00) per annum. Family membership in the association is acceptable and dues shall be ten dollars ($10.00) per family. There will be only one vote per member (or per family).
ARTICLE V: OFFICERS AND THEIR ELECTION
SECTION 1. Officers:
- a. The officers of SMSBPA shall consist of President, Vice-President, Secretary, Treasurer, and Parliamentarian.
- b. Each officer shall be a member of SMSBPA and must have a band student who is currently enrolled at Staley Middle School.
- c. All officer positions, except President, can be filled by two or more SMSBPA members. There will be only one vote per officer position.
- d. These officers shall perform duties prescribed by these Bylaws and the parliamentary authority adopted by SMSBPA.
- e. No member or members of a family shall hold more than one office at a time.
SECTION 2. Nomination and Election Process:
a. A Nominating Committee, consisting of at least three (3) voting members of SMSBPA, shall be appointed no later than the March Executive Board Meeting by the Band Director(s), subject to the approval of the Executive Board. The Committee may have more than three members, but must consist of an odd number of members. The committee shall consist of at least one, but not more than two members of the Executive Board. The President may not serve as a member of this committee.
b. The Nominating Committee shall nominate at least one eligible person for each office to be filled and report the nominees to the SMSBPA General Membership two (2) weeks prior to the Election Meeting. Such notification may be at a General Membership meeting or by written communication. Additional nominations of eligible candidates may be made from the floor at the Election Meeting.
c. Only those persons who have signified their consent to serve if elected shall be nominated or elected to such office.
d. Officers, with the exception of the Parliamentarian, shall be elected by plurality for a term of one school year by ballot at the General Membership Election Meeting. However, if there is but one nominee for an office, election for that office may be by voice vote. The Parliamentarian shall be appointed by the newly elected President subject to the approval of the newly elected officers.
e. Officers shall assume their official duties following the close of the school year and shall serve a term of one year or until their successors are elected.
SECTION 3. Vacancies:
a. In case of a vacancy in the office of the President, the Vice-President shall ascend to the Presidency.
b. A vacancy occurring in any other elected office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board, notice of such election having been given.
SECTION 4. Reason to Remove: By a two-thirds (2/3) vote of the Executive Board, an officer or chairman may be removed from office for any of the following: 1) failure to perform duties; 2) criminal misconduct; or 3) misconduct or unethical behavior (either word or deed) which is damaging to the stated purposes of the SMSBPA or the band program.
ARTICLE VI: DUTIES OF OFFICERS
SECTION 1. The President shall:
a. coordinate the work of the officers and committees of SMSBPA;
b. confirm that a quorum is present before conducting any business at any meeting of SMSBPA;
c. preside at all meetings of SMSBPA;
d. appoint a Parliamentarian, subject to the approval of the newly elected officers;
e. call a meeting of the officers for the purposes of selecting standing committee chairmen;
f. appoint chairs of special committees (with the exception of the Nominating and Audit Committees) subject to the approval of the Executive Board;
g. participate as a member of the Budget Committee formed at the end of each school year;
h. review all new proposed projects with the Band Director(s);
i. coordinate the calendar of events and projects with the Band Director(s) and present the calendar to the membership in a timely manner;
j. be authorized to sign on all bank accounts (as one of two authorized signatures required on all checks) and appoint two other board members as authorized signers subject to board approval; and
k. sit as an ex-officio member on all committees except the Audit Committee and the Nominating Committee.
SECTION 2. The Vice-President shall:
a. preside in the absence of the President;
b. act as aide to the President;
c. conduct the Annual SMSBPA Membership Drive and recruit members as appropriate throughout the school year;
d. process Membership Forms in a timely manner by recording each member’s information, delivering dues (accompanied by a Deposit Form) to the Treasurer, and providing the Executive Board with a list of all members.
e. have a current list of voting members at all SMSPBA meetings;
f. communicate with SMSBPA members regarding volunteer opportunities; and
g. provide committee chairmen who need volunteers with a list of members that have expressed interest in their area.
SECTION 3. The Secretary shall:
a. accurately record the minutes of all SMSBPA General Membership and Executive Board meetings;
b. keep all minutes on file for 5 years;
c. accurately record attendance at Executive Board meetings;
d. ensure minutes are distributed to the Executive Board and are posted on the band website in a timely manner;
e. have a current copy of the Bylaws at all meetings; and
f. post meeting notices, be responsible for correspondence, write thank-you notes, and perform other public relations functions as directed by the President or Executive Board.
SECTION 4. The Treasurer shall:
a. have custody of all the funds of the organization;
b. keep books of account and records including bank statements, receipts, budgets, invoices, paid receipts and canceled checks for five years;
c. make disbursements as authorized by the President or Executive Board in accordance with the budget adopted by SMSBPA;
d. be authorized to sign on all bank accounts (as one of two authorized signatures required on all checks);
e. present a financial statement at all meetings and at other times when requested;
f. submit books to the Audit Committee as requested;
g. complete any applicable state and federal tax forms;
h. participate as a member of the Budget Committee formed at the end of each school year; and
i. established all internal controls including usage protocols for electronic payments into and out of the Association’s bank account, including but not limited to, debit cards, ACH transactions, electronic payments, mobile payments, and online payments, subject to board approval.
SECTION 5. The Parliamentarian shall:
a. advise the presiding officer on matters of parliamentary procedure when requested;
b. use Robert’s Rules of Order Newly Revised when advising on matters;
c. have a current copy of the Bylaws at all meetings;
d. maintain a position of impartiality and, therefore, does not vote on any question except in the case of ballot vote;
e. maintain and update SMSBPA Bylaws as needed.
SECTION 6. The Band Director(s) shall:
a. coordinate the calendar of events and projects with the President in a timely manner;
b. participate as a member of the Budget Committee formed at the end of each school year; and
c. sit as an ex-officio member on all committees.
SECTION 7. All officers shall:
a. submit a Plan of Work to the Executive Board for approval;
b. attend all meetings of SMSBPA;
c. perform such other duties as may be prescribed in these Bylaws or assigned by SMSBPA;
d. deliver to their successors or the President, all official materials within fifteen (15) days following the date at which their successors assume their duties.
ARTICLE VII: GENERAL MEMBERSHIP MEETINGS
SECTION 1. The Executive Board shall hold a minimum of three (3) General Membership Meetings of SMSBPA during the school year. Five days (5) notice at a minimum shall be given for each meeting.
SECTION 2. A quorum to conduct business at a meeting shall be 7 members of the organization.
SECTION 3. The first SMSBPA General Membership meeting of the school year shall be known as the SMSBPA Annual Meeting, and shall be for the purpose of introducing the officers, reviewing the year’s activities, receiving reports of officers and committees, approving the annual budget, and for conducting any other business that may arise.
SECTION 4. The last SMSBPA General Membership meeting of the school year will be known as the Election Meeting, and shall be for the purpose of electing officers for the following school year and for conducting any other business that may arise.
SECTION 5. Special meetings may be called by the President or by the Executive Board, and shall be called upon written request of ten (10) members of the organization. The purpose of the meeting shall be stated in the call and shall be submitted in writing to both the Head Band Director and the SMSBPA President. Every effort should be made to ensure at least three (3) days notice is given.
ARTICLE VIII: THE EXECUTIVE BOARD
SECTION 1. The Executive Board shall consist of:
a. the officers of this organization as listed in Article V, Section 1a; and
b. the Band Director(s) of Staley Middle School.
SECTION 2. The Band Director(s) is an ex-officio member of the Executive Board and shall give guidance to the organization so that no school policy, U.I.L., or T.M.E.A. guidelines are violated.
SECTION 3. Duties of the Executive Board shall be to:
a. transact all necessary business in the intervals between the General Membership meetings and conduct other such business as may be referred to it by the membership;
b. set the time and place for all meetings for the organization;
c. create standing and special committees;
d. approve the plans of work of all officers and committee chairs;
e. approve the budget for the school year that is to be submitted to the General Membership for adoption at the Annual Meeting;
f. report on all SMSBPA activities at the General Membership meetings; and
g. fill vacancies of officers and chairs in accordance with Article V, Section 3 of these Bylaws.
SECTION 4. Meetings.
a. Regular meetings of the Executive Board shall be held at least six (6) times during the school year. The first Executive Board meeting of the school year must be at some time prior to the SMSBPA Annual Meeting. The dates and times of the remaining Executive Board meetings shall be established by the Executive Board at its first meeting of the school year.
b. Special meetings of the board may be called by the President or by a majority of the members of the Board, three (3) days notice being given. All Executive Board members must be notified of any such Called Meetings.
c. A quorum shall be a majority of the members of the Executive Board.
d. There shall be a combined meeting of the outgoing Executive Board and incoming Executive Board at the end of the school year.
e. Committee Chairmen are invited to attend all Executive Board meetings and shall have one vote per committee on all issues not specifically detailed elsewhere in these bylaws.
ARTICLE IX: STANDING AND SPECIAL COMMITTEES
SECTION 1. Only voting members of SMSBPA shall be eligible to serve in any elective or appointive position.
SECTION 2. The Executive Board may create such committees as it may deem necessary to promote the objectives and carry on the work of SMSBPA. Between meetings, the President shall have the power to appoint special committees subject to the approval of the Executive Board. The term of each chairman shall be one (1) year or until a successor is selected.
SECTION 3. The newly elected President shall call a meeting of the officers for the purpose of selecting and/or approving committee chairs and event coordinators.
SECTION 4. Chairpersons or event coordinators shall present a plan of work to the Executive Board for approval or follow previously approved plan. No committee work shall be undertaken without the consent of the Executive Board.
SECTION 5. The President shall serve as ex-officio member of all committees, except the Nominating Committee and the Audit Committee.
SECTION 6. The Band Director(s) may serve as ex-officio member(s) of all committees.
SECTION 7. The quorum of any committee shall be a majority of its members.
ARTICLE X: FISCAL YEAR
SECTION 1. The Fiscal Year of SMSBPA shall begin July 1st and end June 30th.
SECTION 2. An audit committee consisting of not less than three (3) members, who are not authorized to make withdrawals from the association‘s bank account(s), shall be appointed by the Executive Board at least thirty (30) days before the last meeting of the year.
SECTION 3. The audit committee report shall be adopted by majority vote of the association at the first General Meeting following the close of the fiscal year.
SECTION 4. An audit of the treasurer’s accounts is for the protection of the treasurer. It is the only means of assuring everyone that the accounts are accurate, and it relieves the treasurer of responsibility except in the case of fraud.
SECTION 5. The association will have two (2) tax free days per calendar year, in accordance with the regulations set forth by the state of Texas.
ARTICLE XI: SCHOLARSHIPS
SMSBPA will provide music scholarships to all eligible Staley Middle School band students.
SECTION 1. The scholarships will compensate half of the cost of private instrument lessons to those students who are eligible.
SECTION 2. Students must participate in private instrument lessons to be eligible.
SECTION 3. A student must apply for a scholarship and the Band Director(s) must approve the application.
SECTION 4. The Band Director(s) will be responsible for providing the scholarship forms to the student.
SECTION 5. Scholarships will be awarded based upon student financial need.
SECTION 6. Scholarships can be awarded at any time during the school year.
SECTION 7. The Band Director(s) will be responsible for budgeting for scholarships.
SECTION 8. The Band Director(s) will be responsible for obtaining receipts and complying with correct accounting practices.
SECTION 9. The amount of scholarship money shall be reflected in the SMSBPA budget and must be approved by the general membership at the Annual Meeting.
ARTICLE XII: PARLIAMENTARY AUTHORITIES
The rules contained in the current edition of Roberts’s Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable, and in which they are not inconsistent with these Bylaws and any special rules of order SMSBPA may adopt.
ARTICLE XIII: AMENDMENTS OF BYLAWS
SECTION 1. These Bylaws may be amended by first presenting the proposed amendment(s) to the Executive Board. The proposed amendment(s) must be approved by a two-thirds majority of the Executive Board before it can be forwarded to the General Membership. Having received the approval of the Executive Board, a copy of the proposed amendment(s) may then be introduced at a General Membership meeting or distributed to the voting membership thirty (30) days prior to the meeting at which the proposed amendment(s) is to be voted upon. The Bylaws may be amended, provided a quorum is present, by a two-thirds vote of voting members present.
SECTION 2. A committee may be appointed by a 2/3 vote of the Executive Board to submit a revised set of bylaws as a substitute for the existing bylaws. The process for adoption of a revised set of bylaws shall be the same as in the case of an amendment.
ARTICLE XIV: DISSOLUTION
SECTION 1. Upon dissolution, all the assets of SMSBPA shall be liquidated and funds held and expended by the Frisco Independent School District in accordance with the purpose of the organization until all such funds shall be entirely expended.
SECTION 2. If the Frisco Independent School District is not in existence or is unwilling to accept the assets of the organization, upon dissolution of the organization, SMSBPA assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by the State District Court of the County in which the Principal office of the Organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.