Maumee Band Parent Organization

General Membership Meeting:  This organization shall hold one meeting per month of the general membership from August through April, excluding December. The meeting dates will be established at the May Executive Board meeting and announced at the August meeting of the General Membership.  Changes to scheduled meetings must be posted a minimum of 48 hours in advance with the notice placed on the MBPO web page.  If Maumee schools are closed the day of the meeting the MBPO meeting will be cancelled and a new date selected and posted by the President.

A. Robert's Rules of Order (most recent edition) shall be the parliamentary authority.

B. Ten (10) voting members present shall constitute a quorum.

The August meeting shall be considered the Annual Meeting of the organization. Year end reports will be submitted.

Special general membership meetings may be called at the discretion of the President.

revised 9/14/2006

By-Laws 

Article I: OFFICERS

Section A. Elections:

1. At the January Executive Board Meeting a Nominating Committee consisting of 3 individuals will be formed pending the consent of those selected.  The members of the Nominating committee will not be eligible to be nominated or elected during this election.

2.  At the February meeting, the Nominating Committee shall be introduced. At that time the floor will be opened for nominations. Additional nominations can be made to the nominating committee during February by E-mail or written form. Nominees will be notified of their nomination and asked if they are willing to accept the nomination

3. At the March meeting the nominating committee will open the floor for final nominations. Nominees need to be at this meeting to accept the nomination, close the floor for nominations and present the ballot for elections.  The voting will be conducted by secret ballot and collected by the nominating committee.  They will count the ballots and announce the election results at the end of the March Meeting.  Officers shall be elected by a majority vote of those members present.  If no candidate receives a majority of the votes, the top 2 candidates will be announced and a second vote taken.

4. If there would be a tie, the nominees would be given 5 minutes each to address the members present. The first letter of the last name would decide who would speak first. The members present would then revote for the office.

5. If the second vote comes in as a tie. The office for the following year can have two seated officers, designated as purple and gold. Both will attend executive meeting with only one having a vote, alternating each month starting with purple.

6 The installation of officers will take place at the end of the April meeting. With their term starting immediately following the meeting and running until the following April general membership meeting.

7. Any officer may serve more than one term if re-elected.

8. Vacancies occurring during the year shall be filled by appointment of The Executive Board.  If the above mentioned vacancy is the President, the Vice President will assume the Presidency and The Executive Board will then fill the Vice President’s position.

Section B. Duties:

1. President:

a. Shall preside at all general membership meetings.
b. Appoint all chairpersons and co-chairpersons of committees.
c. Call and chair Executive Board meetings monthly.

2. Vice-President:

a. Shall preside at all meetings in the absence of the president with all power to act in that capacity.
b. May assist the president in the appointment of committee chair and co-chairpersons.
c. Act as the liaison between the Band Director(s) and the MBPO in regards to all trips, games and activities where assistance is requested.

3. Recording Secretary:

a. Shall keep an accurate record of all meetings (General Membership, special and Executive Board).
b. Present the minutes of the prior general membership meeting.

4. Corresponding Secretary:

a. Shall assist the present officers with any necessary correspondence.
b. May assist with the newsletters.
c. May assist with the Publicity Chairman/Committee.
d. May assist with orientation letters to freshmen and other new band members/parents.

5. Treasurer:

a. Shall receive and bank monies in appropriate accounts of the organization.
b. Pay all approved bills.
c. Keep an accurate record of all receipts and disbursements.
d. Present an accurate and updated report of financial activities taking place since the prior general meeting.
e. Present an accurate and final report of financial activities taking place during the term of office.
f. The Treasurer will continue his duties until the end of the fiscal year, which runs from July 1st to June 30th, and submission of the Audit Report.  The period of time from the April meeting until the submission of the audit report the incoming and outgoing treasurers will work together to insure a smooth transition and continuity of affairs.

Article II: COMMITTEES

Section A. Executive Board:

1. Consists of all elected officers.

2. Shall meet at the discretion of the President but at a minimum of once per month.

a. Three (3) members present shall constitute a quorum.

3. Duties:

a. Transact necessary business as needed between general membership meetings.

b. Prepare a budget to be presented for approval at the August general membership meeting.

c. Review and consider all written requests for non-budgeted monies.

d. Appoint person(s) to fill vacancies for unexpired terms of elected officers

e. Appoint three (3) members of the organization to serve as the Nominating Committee at the January executive board meeting.

f. Select an independent auditor to review the Treasurer's books at the end of his/her term.

g. Review recommendations for revisions and proposed amendments to the constitution and by-laws before presentation to general membership.

h. Investigate appropriate fund raisers and appoint committees as needed.

i. Set and communicate all fees and regulations

Section B. Volunteer Committees:

1. The members of The Executive Board will share in the coordination and be chairmen /chairpersons of an equal number of MBPO committees.  An example of this organization and assignment of duties can be found in Appendix 1. of the By-Laws.

2. Uniform Committee:

a. Shall assign and supervise the care of band uniforms.

3. Banquet Committee:

a. Shall supervise arrangements for a banquet at which honors and awards shall be presented.

4. Additional volunteer committees can be formed to include, but are not limited to, the following activities; coordinate chaperones, show events, fund raisers, scholarship, Student Accounts and selected band trips.  These committees will have a chairperson (s) appointed as defined in Section B and will be responsible for coordinating the assigned activity, requesting any funds necessary and reporting on results.

Article III: Student Accounts

The Maumee Band Parent Organization (MBPO) Student Account (SA) program is designed to help students and families offset band, guard, drum line and jazz band student expenses.  Students in grades 6 thru 12 are eligible to participate.  Below are general guidelines for typical additions and deductions to/from the account.  Other general information is noted at the end.  Any exceptions not covered in this document must be reviewed and approved by the MBPO Executive Board.

Section B:  Additions

The following are typical means of addition of funds to the Student Account.

1. Earnings from Scrip Program

2. Earnings from selected fund raisers as designated by the MBPO Executive Board as shared revenue fundraisers.

3. Toledo Storm concessions or similar fundraising as designated by the MBPO Executive Board.

Section C:  Deductions

Any funds in a student account may be used to cover expenses payable to the MBPO to include the following.

1. Annual incidental fee

2. Annual Uniform fee

3. Winter Guard/ Winter Drum Line / Jazz Band fees

4. Trip payments (as approved by the MBPO Executive Board)

5. Fees for MBPO events as designated by the MBPO Executive Board

To authorize the disbursement of these funds for a given event or fee, a written request must be submitted to the MBPO Student Account Coordinator and/or MBPO Treasurer.

Section D: Remaining / Excess Funds

Any funds remaining in an individual student account after the student graduates or is no longer a member of the band, guard, or drum line will be disbursed in the following manner.

1. All funds remaining at the end of the MBPO fiscal year, June 30th, will be transferred to any sibling currently in the band program.

2. All funds will be transferred to the MBPO Scholarship Fund.

3. Upon graduation, a senior may submit a written request to transfer his/her funds to an underclassmen, not covered in D:1, with 50% of those funds going to the selected student and 50% of those funds going to the MBPO Scholarship fund.

Section E:  Other

Parents of graduated students may continue to participate in using a SA (scrip) provided the funds will be used for band travel, band events or donations to the MBPO general fund.

Article IV Amendments

Section A. Proposed amendments or revisions to the constitution or by-laws shall be submitted in writing to The Executive Board at their regular monthly meeting for review and presentation to the general membership at the next general membership meeting.

Section B. Amendments/Revisions shall be read at the next general membership meeting following submission to The Executive Board.  Written copies of the Constitution or By-Laws highlighting the proposed Amendments/Revisions will be made available to the general membership at this time.

Section C. The Proposed Amendments/Revisions shall be re-read at the next general membership meeting with 15 minutes designated for discussion prior to being voted on.  The Amendments/Revisions must be adopted by recordable (not voice) majority vote.