By-Laws

Sahuaro Band Parents Association By-Laws
Revised July 2007

Article I. Name and Purpose
Section 1.
The name of this organization shall be: Sahuaro Band Parents Association.
Section 2.
The purpose of the Sahuaro Band Parents Association shall be to reinforce and support the Director of the Sahuaro High School Band, its members and activities.
Section 3.
The functions of the Sahuaro Band Parents Association are as follows:
1. To assist in providing the means for fundraising
2. To provide the capability of holding funds
3. To provide the capability for disbursement of said funds.
4. To assist with the logistics of travel and chaperoning
Section 4.
No part of the income or property of this organization shall inure to the personal profit of any individual member. All monies collected will be deposited into the accounts of the Sahuaro Band Parents Association.
Section 5.
The Sahuaro Band Parents Association will always work within the guidelines of the Tucson Unified School District.

Article II. Membership
Section 1.
Membership in the Sahuaro Band Parents Association for the parents of participant students is established annually by paying fees for each participant student in a timely manner as annually specified by the Sahuaro High School Band Director.
Section 2. Honorary Membership
All persons other than a parent, desiring membership, shall be considered honorary members upon approval of the Board.
Section 3.
The Sahuaro Band Parents Association adheres to all standards and policies of the Tucson Unified School District concerning non-discrimination.

Article III. The General Fund of the Sahuaro Band Parents Association
Section 1. Funds Held by Sahuaro Band Parents Association
1. All funds held by the Sahuaro Band Parents Association remain the Property of the Sahuaro Band Parents Association. Designations of “general,” “personal,” or any others do not specify ownership or express any individual’s right to certain funds.
2. Use of funds is specifically for the support of the Sahuaro Band and all of its related activities as encompassed by the student enrollment, under the Sahuaro High School Band Director.
3. In the event that the Sahuaro Band Parent Association can no longer function as a group in support of the Sahuaro Band Program all funds held in the name of the Sahuaro Band Parents Association shall be deposited to the Sahuaro High School Finance Office in the account for the Sahuaro High School Band Program.
4. All funds held are to be utilized in support of the program as specified by the categories of the annual budget.
5. All requests to transfer funds from a students account to cover band-related expenses (i.e. shoes, extra gloves, socks, etc.) must be submitted by signature of student or student’s parent/guardian and then forwarded to the Treasurer for processing.
Section 2. General Fund
The Sahuaro Band Parents Association shall maintain a General Fund to be used in support of the Sahuaro Band Program. Areas of need shall be specified within the annual budget as submitted by the Band Director. Expanding the areas of need may be implemented only by agreement of both the Band Director and the Board of the Sahuaro Band Parents Association.
Section 3. General Fund Fee
The General Fund fee for students shall be established in two types. The first type shall be designated the instructional fee. The second type shall have designations as specific trip funds. These fees will be established when the Band Director submits a budget for approval to the Board.
Section 4. Assistance for those in Financial Need
In the event that a student is unable to meet the personal fund-raising obligations of the instructional fee or a specific trip fund and the parent/guardian of the student is unable to readily complete the student’s obligation at the discretion of the Band Director and Executive Board.
Section 5. Failure to Meet a Specific Trip Obligation
If a student fails to raise the entire amount necessary for a specific trip but makes partial payments, he or she shall be ineligible to participate on the specific trip unless granted a scholarship. Payments already submitted shall remain a part of the specific trip fund. No refunds are to be granted without the permission of the band director and only within the scope of the remaining trip funds at the conclusion of a specific trip.
Section 6. Failure to Attend a Specific Trip
If a student fails to attend a specific trip due to ineligibility or otherwise, funds raised by or for the student shall remain as part of the specific trip fund. An exception to this rule may be made only by the Band Director and only within the limits of the total funds of the specific trip fund.
Section 7. Incidental Expenses for a Specific Trip
Up to $400 may be budgeted into every trip fund as an emergency/ incidental expense fund for the specific trip. This fund is to be held and accounted for, (to the treasurer at the end of the trip), by the band director. Any excess shall be refunded to the general fund.
Section 8. Withdrawal from the band program
Students who leave the band program, unless specifying a sibling to receive funds, forfeit any accumulated personal account funds and this amount shall revert to the general fund.
Section 9. Policies Regulating Student Participation
All provisions for student attendance on a Sahuaro Band Specific Trip do not in any way supercede the policies of TUSD or Sahuaro High School regarding student participation in school-related events.

Article IV. Meetings
Section 1.
The Sahuaro High School Band Parents will meet monthly at a regular time in the Sahuaro High School Band Room, as agreed upon by the members of the Board and the Band Director for the General Meeting.
Section 2.
The Board will meet monthly at a regular time, prior to each General Meeting, in the Sahuaro High School Band room for the Board meeting.
Section 3. Agenda
The President shall open and close the meetings and the agenda will consist of at least the following, in addition to other predetermined business:
1. Secretary report: Reading of the minutes from the previous meeting.
2. Treasurer report: Report of general fund and trip fund balances, etc.
3. Fund raising report: Chairpersons information report.
4. Band Director Report: Any necessary information.
Section 4.
The current issue of Robert’s Rules of Order shall govern the conduct of the meetings of the association unless otherwise specified.

Article V. Voting Rights
A. Voting rights shall be allotted to all Board members present at each Board meeting.

Article VI. Board
The Board will consist of the band director, 4 Elected officers – Executive Board ( President, Vice-President(s), Secretary, and Treasurer ), and Committee Chairpersons (who may be elected or appointed as needed) as outlined in these bylaws . All will serve one-year terms commencing with their election to office, with the exception of the Band Director who shall remain a de facto member of the Board. They shall manage the affairs of the organization in conformity with the laws under which the organization is formed and the provisions of these by-laws. The Board shall act as a steering committee for the organization.
A. Special meetings of the Board may be called at any time by the President or the Band Director, and shall be called by the President upon request of any two members of the Board.
B. If a member of the Board fails to attend two scheduled meetings without a valid excuse submitted to the President, this position shall be declared vacant and a new member appointed.
C. A quorum shall consist of the Band Director and more than 1⁄2 of the Board.
D. Vacancies occurring during the school year, in the offices of the organization shall be
filled by simple majority vote by the Board. In the event of a tie-vote the vacancy shall
remain vacant.
E. Removal of any elected officer must have approval of 2/3 vote of those members in
attendance of special meeting called of the Board at least seven days after a certified letter (return receipt requested) is sent to the disputed board member by the remaining Board.

Article VII. Duties of the Officers – Executive Board
Section 1. President
It shall be the duty of the President to:
1. Preside at all meetings of the organization and to see that the By-laws and Roberts Rules of Order are properly enforced in all deliberations of the organization.
2. Conduct an audit of the current year’s records by the final annual meeting of the Board in the month of May.
3. Serve as liaison between Band Director, Board and Parents.
Section 2. Vice-President
It shall be the duty of the Vice-President to:
1. Act in the role of president in the president’s absence,
2. Compile information for the monthly newsletter, finalize, then submit back to the band
director for copying and mailing.
3. General communication to and between membership.
Section 3. Secretary
It shall be the duty of the Secretary to:
1. Keep an accurate record of the meetings of the Sahuaro Band Parent’s Association.
Section 4A. Treasurer
1. It shall be the duty of the Treasurer to keep the accounts of the organization and to collect all monies due the organization and deposit such funds in a bank designated by the Board.
2. The treasurer is authorized to:
a. Expend such funds as are necessary in payment of the expenses of the
organization and to keep accurate records of the same.
b. Reimburse the band director for any purchase within the scope of the annual
budget, for which receipts or proof of purchase are provided.
c. Upon verbal approval by the Band Director, reimburse a band parent or board
member for any purchase within the scope of the annual budget, for which
receipts or proof of purchase are provided.
d. Ensure that two persons sign each check: the Treasurer and any other of the
following Board members: President, Vice President, and/or Secretary.
3. The Treasurer shall also keep an accurate record of all monies received keeping record
of the same. The Treasurer shall produce a ledger of student personal accounts.
4. The Treasurer shall provide a Treasurers report at each meeting that includes the balances of student personal accounts as well as any information the treasurer deems necessary to report.
Section 4B. Part-time Bookkeeper.
1. This is a part-time paid position. The Bookkeeper will be someone outside of the SHS Band Community.
2. The Bookkeeper will reconcile our bank accounts each month.
3. The Bookkeeper shall provide an accurate monthly ledger of the band’s general fund.
Section 5:
All standing committee chairpersons will be members of the Board and shall perform duties as set forth in Article XIV of these by-laws.
Section 6:
All officers shall perform the duties outlined in these By-Laws and those assigned from time to time. Upon expiration of the term of office or in case of resignation, each officer shall turn over to the president without delay all records, books and other materials pertaining to the office and all funds, if any, to the Treasurer.

Article VIII Nomination and Election of Officers
Section 1:
Board positions will be described by the Nominating Committee and advertised in a mailing to the general membership, prior to the 3rd to last general meeting.
Section 2:
The membership shall nominate officers for the coming school year at the 2nd to last general meeting of this year. The final election will take place at the last general meeting of the school year.
Section 3:
Officers shall take office at the beginning of the fiscal year, June 1st. See duties of Nominating Committee in Article XIV.

Article IX. Fund Raising Chairpersons
Section 1:
Board members are assumed to be backup fund-raising coordinators in the event that an emergency causes a loss of a fund-raising chairperson.
Section 2:
Each fund-raising chairperson must have an entry meeting with the Board or Band Director before implementation of the fund-raiser and an exit meeting with the Board or Band Director upon completion of the fund-raiser.

Article X. Fiscal Year
The Fiscal year of the organization shall be from June 1st to May 31st.

Article XI. Donations
The association shall have the power to authorize solicitation and the acceptance of gifts to the Sahuaro Band Program.

Article XII. Annual Amendment of By-Laws
Section 1:
Amendments to these by-laws, if necessary, are constructed by the Executive Board and submitted to the entire Board for approval at the first meeting of the new Board.
Section 2:
The affirmative vote of a simple majority of the Board present shall be required for the adoption of amended by-laws. Revisions may be submitted at future meetings at any time.

Article XIII. Band Director
Section 1:
The Band Director shall be an exofficio member of the Board and shall be present at all meetings of the Board and General Band Parents.
Section 2:
The Band Director shall keep the Board informed of any real or potential problems that may affect the Band or the organization as a whole.
Section 3:
The Band Director shall have final authority regarding any individuals or any policy of the Band in all Band-related activities.
Section 4:
The Band Director shall prepare and submit a budget for the upcoming school year to the new Board at the first meeting of the fiscal year.

Article XIV. Duties of Committee Chairpersons
The following committees are recommended but not limited to: Chaperone/Monitor, U of A Concessions, Color Guard, Tax Credit, Corporate, Fund-Raising, Equipment/Transportation, Freshman/Membership Development, Publicity, Communications, Social, Trips and Travel, Uniform, Percussion, Band Camp, Scholarships/Collections, Webmaster & Nominating Committee.
A. CHAPERONE / MONITOR CHAIRPERSON
1. Shall be responsible for finding and training chaperones for band functions including home and away games, competitions, and trips.
2. Shall appoint any volunteers needed to assist them in their duties.
3. Shall assume any duties assigned at the beginning of the year.
B. COLOR-GUARD CHAIRPERSON
1. Shall be the liaison between the Color Guard Instructors, Chaperone chairman, the board, and the parents of the Color guard.
2. Shall provide for uniform alterations and repairs; sweat shirts, as well as the flag ordering, repair, and construction.
3. Shall appoint any volunteers needed to assist them in their duties.
4. Shall assume any duties assigned at the beginning of the year.
C. TAX CREDIT CHAIRPERSON
1. Shall work with parents in seeking tax credit donations for the Band.
2. Shall communicate with Treasurer to track student donations status.
3. Shall assume any duties assigned at the beginning of the year.
D. CORPORATE CHAIRPERSON
1. Shall over-see the ordering and renewing of advertisements for corporate participants in the newsletter.
2. Shall work towards developing corporate relationships with the band.
3. Shall communicate with the Treasurer to track corporate donations.
E. EQUIPMENT/ TRANSPORTATION CHAIRPERSON
1. Shall work with instrumental racks, sound equipment, rental trucks, etc., for transporting to games and competitions, both at home and away. Shall work with the director and quartermaster to ensure that all equipment is in working order.
2. Shall pick up water prior to games, competitions, and other events when necessary.
3. Shall ensure banners are hung and booster table is brought out to the field at home games.
4. Shall appoint any volunteers needed to assist them in their duties. i.e. Pit Crews, truck drivers, etc.
5. Shall assume any duties assigned at the beginning of the year.
F. FRESHMAN/MEMBERSHIP DEVELOPMENT CHAIRPERSON
1. Shall be the liaison between the Freshman Band Instructors, the Board, and the parents of Freshman.
2. Shall work with the Fund-raiser Chairman in getting the Freshman involved in earning money for their accounts.
3. Shall assume any duties assigned at the beginning of the year.
G. FUND-RAISING CHAIRPERSON
1. Shall be over all (General and Student) fund-raisers.
2. Shall appoint a committee chairman to over-see each fund-raiser i.e. band CD’s, Dessert
and Spaghetti Dinner Night, El Con and Beaver’s Gift Wrap, Entertainment Books, Fry’s and Albertson’s Certificates, Gaslight Theater, Krispy Kreme Cards, See’s Candy, Raffle and Silent Auction, Tickets for Spaghetti and Dessert Nights,
3. Shall assume any duties assigned at the beginning of the year.
H. PUBLICITY CHAIRPERSON
1. Shall coordinate with the board any publicity needed for up-coming events through the newspaper, flyers, and/ or posters.
2. Shall work with the media in promoting the purposes of the organization.
3. Shall work with Alumni (i.e. Cougar Foundation, Band Alumni) as needed.
4. Shall appoint any volunteers needed to assist them in their duties.
5. Shall assume any duties assigned at the beginning.
I. SOCIAL CHAIRPERSON
1. Shall coordinate the State Pizza Party, Kick-off Boosters Social, Winter Party, End of Year Picnic and other student parties.
2. Shall promote parental involvement through social activities.
3. Shall coordinate with Treasurer for the purchasing of supplies needed for the boosters.
4. Shall appoint any volunteers needed to assist them in their duties.
5. Shall assume any duties assigned at the beginning of the year.
J. TRIPS and TRAVEL CHAIRPERSON
1. Shall be in charge of all trip/travel arrangements incl. Hotel/ bus/ meals, etc
2. Shall work with the Chaperone and Trans/Equip Chairmen concerning travel
arrangements
3. Shall appoint any volunteers needed to assist
4. Shall assume any duties assigned at the beginning of the year
K. UNIFORM CHAIRPERSON
1. Shall be responsible for fitting and assigning uniforms, scheduling dry cleaning; doing alterations, repairs; ordering shoes, T-shirts, garment bags, duffle bags, jackets, booster shirts, staff shirts, or other uniform related items.
2. Shall appoint any volunteers needed to assist them in their duties
3. Shall assume any duties assigned at the beginning of the year
L. PERCUSSION CHAIRPERSON
1. Shall be the liaison between the drumline instructors, the board, and the parents of students on the winter drumline
2. Shall help assist with the Winter D-line as needed
3. Shall appoint any volunteers needed to assist them in their duties
4. Shall assume any duties assigned at the beginning of the year
M. BAND CAMP CHAIRPERSON
1. Shall work with Band Director toward the planning of Band Camp
2. Shall appoint any volunteers needed to assist them in duties of Cooks, Health Asst or
Nurse, videotaping.
3. Shall coordinate with Trans/Equip and Chaperone Chairmen.
4. Shall appoint any volunteers needed to assist them in their duties.
5. Shall assume any duties assigned at the beginning of the year.
N. U of A CONCESSIONS CHAIRPERSON
1. Shall Coordinate with U of A Concessions staff to schedule student or parent workers for concession stands.
2. Shall Coordinate with U of A Concessions staff to breakdown payroll to respective workers band accounts and report to Treasurer.
3. Shall appoint any volunteers needed to assist them in their duties.
4. Shall assume any duties assigned at the beginning of the year.
O. BAND FEES COLLECTIONS / SCHOLARSHIPS CHAIRPERSON
1. Shall Coordinate with Treasurer to communicate to Delinquent Band Account holders the necessity for prompt band fees payment.
2. Shall oversee the collection of Scholarship petitions for Board review and provide notification to benefactors with Thank You cards.
3. Shall appoint any volunteers needed to assist them in their duties.
4. Shall assume any duties assigned at the beginning of the year.
P. NOMINATING CHAIRPERSON
1. Shall prepare a notice to be published in the February Newsletter asking for nominations for office from membership.
2. Shall accept nominations and self-nominations of at least one name for each position to be reviewed and verified by Band Director.
3. Shall submit the verified list of candidates and their Biographies for publishing in March Newsletter.
4. Chairman shall present the slate of candidates and take nominations from the floor at the April general Meeting. Once the slate is closed, announce Nominations are over and the general membership will vote by raise of hand if only one candidate for position or ballot.
5. Members of Nominating Committee (recommend three persons) may not be nominated for office.
Q. WEBSITE CHAIRPERSON
1. Shall maintain the Sahuaro Band Web Site.
2. Shall work with other parents as needed on the web site.
R. COMMUNICATIONS CHAIRPERSON
1. Complete Email/Phone tree and Section Parent Leader Lists for disbursing information to the band.
2. Newsletters

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