ARTICLE I -
name of this organization shall be the West Covina High School
Band Parents Association, Inc., a non-profit corporation
chartered by the Secretary of State of the State of California.
herein after to the West Covina High School Band includes the members
of the Marching Band, Symphonic Band, Colorguard, Drumline, Jazz Ensemble
and any other auxiliary under the direction of the WCHS Instrumental Music
ARTICLE II -
The purpose of this
Association shall be educational. The Association shall not seek to
direct the technical activities of the School, the Music Department nor to
control policy of the Department. The Association will support the
Instrumental Music Program in a manner satisfactory to the Band Director,
School Site Administration, the West Covina Unified School District and
the Office of California's Secretary of State.
ARTICLE III - THE
OBJECTIVES OF THIS ASSOCIATION
1. To enrich the lives of the young people and further their musical interest
through the Instrumental Music Department of West Covina High
School. The safety and welfare
of the students shall be of
importance when travel is involved or at any school function, away from
school, or outside regular school hours, in which the Instrumental Music
Department is participating.
2. To bring into clear relationship the home and the school, that parents and
teachers may cooperate intelligently in the social and musical development
of the student.
3. To develop between educator and general public such united efforts as will
secure for every child who is interested in instrumental music or the
instrumental department's programs/groups the highest advantages that can
4. To provide funding for the West Covina High School Band for items which
are beyond the resources of the West Covina Unified School District.
the event that this Association may be dissolved at some time, all monies
accruing, to this Association shall be deposited with the West Covina High
School Associated Student Body in the Band account. Further, all
material items accruing to this Association shall be dedicated to the West
Covina High School Band. Dissolving of this Association may only be
accomplished by a 2/3 vote of the complete membership.
ARTICLE IV -
Section 1: The
Association shall be non-profit, non-sectarian, and non-partisan. No
political candidate shall be endorsed by this Association. The name
of the Association, or its Officers in their official capacities, shall
not be used in connection with any partisan interest, or for any other
interest than the regular work of the Association.
Section 2: The
Association may enter into working relationships with parent teacher
organizations or other organizations in projects relating to student
welfare and education.
Section 3: The
Association may enter into financial agreements for goods and services
relating to the operation of the Band Parents Association's activities.
ARTICLE V -
MEMBERSHIP AND DUES
Section 1: All
parents and guardians of students enrolled in the West Covina High School
Band shall be eligible for Regular Membership in the Association.
Interested individuals, eighteen years of age or older, shall be eligible
for membership in the Association. If at such time a
student is no longer enrolled as a member of the West Covina High School
Band, the Executive Board may retain the membership of anyone interested
in supporting the West Covina High School Band.
Membership in the Association will be in good standing as long as annual
Student Band Fees as described for that year are current.
ARTICLE VI -
OFFICERS AND DUTIES
Offices and, Standing Committee Chairs will be held by members whose
student fees are current. The elected offices of the Association shall be President, First Vice
President (Membership), Second Vice President (Ways and
Means), Third Vice President (Ways
and Means), Recording
Secretary, Treasurer, and the Executive Director. These members
shall be known as the "Executive Board" of the
Association. Any other members may be included as needed to complete
the tasks of the Band Parents Association. The term of office for
such Standing Committees, Chairpersons and Officers shall be one year or
until their successors are elected or appointed. The membership year
shall be from July 1 to June 30. Five (5) members, at least three (3) of
whom are elected Officers, shall constitute a quorum.
Section 2: The
Executive Board shall have the responsibility to create the Standing
Committees and any other Committees it feels are necessary to complete the
tasks of the Band Parents Association.
Section 3: The
Band Parents Association shall fill all vacancies including that of the
Section 4: The
Executive Board shall have the authority to make decisions regarding the
regular and normal operations and projects of the Association without
first bringing, such matters to a vote in front of the General
Membership. The Executive Board shall have the authority to make
expenditures up to two percent of the Annual Operating Budget without the
meeting of the Band Parents Association.
Section 5: The President
shall preside at all meetings of the Association and the Executive Board,
he/she shall be ex officio member of all committees, and with the
ratification of the Executive Board, may appoint the Chairpersons of the
Standing Committees. The President may call a meeting of the
Executive Board at any time deemed necessary and must call a meeting of
the Executive Board upon request of three (3) members of the Executive
Board. A forty eight hour notice must be given prior to convening,
unless all the members of the Board agree to meet sooner. The
President shall always keep in mind the best interests of all units of the
Band and Colorguard. He/She may voice recommendations in regard to
an issue to be voted upon by either the Executive Board or the General
Membership and insure thorough discussion prior to the call for a vote.
He/She shall work
closely with the Executive Director and report findings and
dealings of all committees and activities regarding the Association.
The President is authorized as a check signer and must sign all vouchers
for distribution of funds.
Section 6: The
First Vice President shall act as aide to the President and shall be in
charge of membership verification. In the absence of the President,
they will assume the duties of the President. The First Vice
President is authorized to be a check signer. He/She shall make up a
list of Band Parents Association members to give to the President and Recording Secretary and
develop and maintain an effective telephone calling tree. In
addition, he/she will chair the By-Laws Audit Committee.
Section 7: The
Second Vice President shall be a Band parent and shall act as the
Co-Chairperson of the Ways and Means
(fundraising) Committee, either conducting or overseeing all fundraising
activities. He/She is third in line to act as President.
He/She must not sign checks. He/She will keep an accurate record of all
fundraising activities. He/She shall work with the Executive
Director, Third Vice President, and the Executive Board Elect to plan the new Band Parents
Association fundraising and planning calendar.
Section 8: The Third Vice President shall act as Co-Chairperson of the Ways
and Means (fundraising) Committee. Working with the Second Vice
President in either conducting or overseeing all fundraising activities
for all sections of the Band and Colorguard. He/She is fourth in
line to act as President. He/She must not sign checks. He/She
assists in keeping of accurate records of all fundraising activities.
He/She shall work with the Second Vice President, Executive Director, and
the Executive Board Elect to plan the new
Band Parents Association fundraising and planning calendar.
Section 9: The
Recording Secretary shall keep accurate records of the proceedings of all
meetings of the Association and Executive Board and be prepared to refer
to minutes of the preceding meetings. These minutes are the legal
record of the West Covina High School Band Parents Association and must contain a record of all motions and actions
taken in order without personal opinion or direct discussions added.
The Secretary signs all vouchers for distribution of funds after checking
the minutes to assure the bill carried a motion to pay. He/She shall be
responsible for all official correspondence of the Association including
timely thank yous.
Section 10: The Treasurer
shall receive all monies of the Association and deposit said monies within
five banking days in a bank approved by the Executive Board. He/She
shall sign all checks (along, with the President or First Vice President)
and pay all bills on approval of the Executive Board by motion and after
the voucher has been signed. In the absence of the Treasurer for
more than three banking days, the President and First Vice President may
cosign checks. The Treasurer will keep an itemized account of receipts and
disbursement in accordance with standard accounting practices. A
financial statement for each month dated on the day of the Executive Board
meeting, including all transactions up to that date shall be prepared and
submitted to the Executive Board for review at each business meeting.
A quarterly statement is to be prepared and submitted to the Executive
Board that will show expense and receipts versus budget projections.
The financial books are to be kept in a manner which will be acceptable
for audit at any time. The fiscal year is defined as July 1 to June
30. An audit shall be conducted at the end of each school year by an
independent outside Auditor approved by the Band Parents Association with
a report given at the September Band Parents Association meeting.
The Treasurer is an authorized check signer. Corresponding, with the
Secretary of State and/or the State Franchise Tax Board as well as filing
of tax forms shall be the Treasurer's responsibility with assistance from
the Executive Board. The Treasurer shall relinquish his/her duties
only after completion of fiscal year ending audit and tax preparation.
Section 11: The
Executive Director shall be the West Covina High School Band
Director. His/Her duties shall include executing the normal business
of the Band and Colorguard such as helping with the preparation of the budget and
purchasing items only with the approval of the Band Parents Association.
He/She may also perform other duties requested of him/her by the Executive Board.
He/She shall be solely responsible for the hiring, evaluation,
termination, and salary recommendations of the Band and Colorguard Staff
as he/she sees fit. He/She shall cast a vote only
in the event of a tie and can make motions and recommendations. The
Executive Director may "make motion to lay on the table" if
he/she feels a motion on the floor is not in the best interest of the
Instrumental Music Program. The tabled motion will then be reviewed
by the School Site Administration to see if the motion is appropriate and
what short term or long term effect the motion would have upon the
Instrumental Music Program. The School Site Administration will
mediate any differences between the Executive Director and the Band
Parents Association. The School Site Administration is defined as
the Associated Student Body Advisor and/or the Principal of
West Covina High School. He/She
need not pay membership dues.
Section 12: When
an Officer or Chairperson fails to attend three (3) meetings without
adequate excuse, the Executive Board may declare such position vacant
without written resignation. The Executive Board shall have the
power with a 2/3 majority vote to remove from office any elected Officer
or Chairperson for non-performance of duty or conducting business not in
alignment with these By-Laws. Such Officers and Chair people shall
be notified of the Executive Board's actions within 48 hours by letter or
ARTICLE VII -
STANDING COMMITTEES AND DUTIES
Section 1: The
Standing Committees may consist of Newsletter/Publicity, Uniform,
Chaperon, Competition Refreshment, Competition Producer, four Section
Chairpersons: Brass, Woodwinds, Percussion, Colorguard and Historian
committees and any other committees deemed necessary or advisable by the
Executive Board. Standing, Committee Chairpersons may be elected or
appointed by the President.
Competition Refreshment Chairperson shall organize the procurement and
serving, of, refreshments to be served to the Band prior to or during, the
day of competition in the fall season.
Section 3: The
Newsletter/Publicity Chairperson shall be responsible for compiling,
publishing, and mailing newsletters and distribution of any other material
necessary to maintain effective communication within the Association. He/She
is responsible for recording the work and activities of the Association and the West Covina
High School Band. In Addition, he/she shall be the link between the
Association and the community at large and shall be responsible for
submitting all general news releases and any other material necessary to
publicize to those outside the Association the work and activities of the
Association and the West Covina High School Band.
Section 4: The
Uniform Chairperson shall be responsible for fitting, issuing, and upkeep
of all uniforms and accessories. He/She shall be responsible for the
handling of uniforms before and after all Band functions for which the
uniforms are used. He/She shall ensure the uniforms are cleaned at
least once a year.
Section 5: The
Chaperon Chairperson shall be responsible for securing and directing adults to act as chaperons for all Band functions for which
chaperons are deemed necessary. He/She shall purchase and maintain
such supplies as are needed to assure the safety and welfare of the
students at all Band functions, for example, water and first aid supplies.
Section 6: The
Brass, Woodwind, Percussion and Colorguard Chairpersons (Section Parents)
shall act as coordinator for their section of the Band. They shall
be responsible for the care of their Section's uniforms, equipment, and
appearance of their Section and help to organize the normal functions of
their Sections. They shall report to the Executive Board
representing the interests of their Section members and
parents/guardians. The Section Parent will assist all members of the
Executive Board by being an advocate for the needs of their Section in
fundraising, equipment, transportation and any other requests or
tasks. They shall be a telephone contact person.
Section 7: The
Historian Chairperson shall be responsible for compiling an annual book of
history covering, the activities of the Band and the Association,
consisting of newspaper clippings, pictures, commentary and whatever other
materials are available. This permanent record shall be turned in at
the end of the school year, but preferably be completed for the banquet
Section 8: The
Competition Producer Chairperson shall be responsible for the scheduling of
required tasks and recruiting a team of workers to transport all prop and
pit equipment and coordination with Competition Refreshment Chairpersons
on competition days. He/She shall organize the loading and unloading
of equipment while maintaining performance scheduling, timing and safety
for the crew and equipment. He/She needs to supervise the upkeep on
ARTICLE VIII -
Section 1: The
Band Parents Association meetings shall be held monthly unless otherwise
ordered by the Executive Board.
Section 2: The
Executive Board meets at least once a month to
discuss matters to bring to the Band Parents Association meeting.
Section 3: The
Band Parents Association meeting in the Spring shall be the meeting at
which time annual written reports of all Officers and Standing Committees
shall be filed with the Recording Secretary.
ARTICLE IX -
NOMINATIONS AND ELECTIONS
Section 1: At
the January meeting of the Band Parents Association, a nominating
committee, consisting of two (2) elected Officers and two (2) active Band
Parents Association members and the Executive
Director, shall be
appointed to nominate Officers for the ensuing year.
Section 2: This
committee shall report at the April Band Parent Association meeting at
with time nominations may be made from the floor, providing the nominees
are present or have given their consent.
Section 3: The
annual election of Officers shall be held at the April Band Parents
Association meeting. Board members elected in April shall be known
as the Executive Board Elect. The new Executive Board Elect are encouraged
to attend Executive Board Meetings.
Section 4: The
Officers shall be elected for one (1) year or until their successors are
elected or appointed. They shall assume their duties at the regular
July meeting, of the Executive Board. Activities in June or on the
4th of July shall be handled by the old or new Board as deemed best for
the smooth execution of the activity by the Executive Board.
ARTICLE X -
Section 1: Revisions
or additions to the By-Laws of the Association may be accomplished by
unanimous vote of the Executive Board. The quorum present must
include the Executive Director.
First Revision (02/13/67)
Second Revision (02/09/71)
Third Revision (05/01/75)
Fourth Revision (10/02/90)
Fifth Revision (08/02/93)
Sixth Revision (10/24/94)
Seventh Revision (03/14/96)
Eighth Revision (09/14/98)
Ninth Revision (09/2000)
Tenth Revision (04/2002)
Eleventh Revision (02/12/08)
© West Covina
High School Band Parents Association