THORNTON HIGH SCHOOL BAND AND OR

This document of the Thornton High School Band and Orchestra Parents, Inc supersedes all previous versions and is effective when it contains the signature of the President of the organization in office at the time of the passed amendment(s) and the date of any approved updates.

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President at time of updates Date

SECTION 1 The name of the organization shall be the Thornton High School Band and Orchestra Parents, Inc. To also be known as the Thornton High School Band and Orchestra Parents and also to be known as THSBOP.

SECTION 2 The Thornton High School Band and Orchestra Parents, Inc. shall be a nonprofit organization and shall be incorporated as such according to the Colorado Non-Profit Corporation Act with the office of the Secretary of State and Federal Tax Exempt papers shall be filed.

(b) Raise funds to be used for Instrumental Music programs at Thornton High School.

(c) Recognize the school instrumental Music programs within the rules of the Colorado High School Activities Association.

(e) Engage only in activities that are lawful and will enhance the efficient and economic progress and well being of the membership and its purpose.

SECTION 4 The principal address of the organization shall be at Thornton High School Band & Orchestra Parents, P.O. Box 29916, Thornton, CO 80229

SECTION 1 Membership in the organization shall be open to persons interested in the promotion of instrumental Music programs for the Thornton High School Trojans. Prospective members shall be admitted to membership in such manner as prescribed by the Bylaws.

(a) ACTIVE MEMBER: Shall consist of parents or legal guardians of the students enrolled in any Thornton High School Instrumental Music program and any auxiliary units associated with the Instrumental Music program. A parent or legal guardian of an incoming music student may become an Active Member upon the pre-registration or registration of the student with Thornton High School. All Active Members shall have full voting privileges and are entitled to hold office, chair committees and/or participate in any fund-raising activity.

(b) ASSOCIATE MEMBER: An Associate Member shall be a parent, legal guardian or person who does not have a student enrolled in the instrumental Music program, or its auxiliary units, that is interested in promoting the activities of the organization. Associate Members will not have voting privileges and may not hold office, chair a committee. Associate Members will be considered active members for the purposes of fund-raising only.

(c) Directors of the Thornton High School Instrumental Music programs shall be automatic active members of the organization and shall have voting privileges, but shall not hold office or chair committees. Directors may participate in any fund-raising activity except where such activity is prohibited by law.

SECTION 3 Membership in the organization shall be open to all students enrolled in the Instrumental Music program or its auxiliary units. Students shall not have voting privileges, may not hold office or chair committees, but may participate in any fund-raising activities, except where prohibited by law. Students may be considered active members for the purposes of fund-raising only.

SECTION 1 The Elected Officers of the organization shall be a President, Vice President, Treasurer, and Recoding Secretary. The Elected Officers shall also be known as the EXECUTIVE OFFICERS. To become an Elected Officer, a person shall have been an Active Member of the organization for one year preceding the election. The elected offices of the President and Vice President may seek and be eligible for no more than two consecutive terms. The offices of Recoding Secretary and Treasurer shall be allowed to seek reelection without term limitation. All elected officers shall be elected to serve for a one-year term.

SECTION 2 The officers shall be elected at annual intervals prior to the May General Membership meeting. Newly elected officers will assume their duties at the May meeting.

SECTION 3 Duties of the President: The President shall preside at all General Membership and Board of Directors meetings, shall be an ex-officio member of all committees, appoint committee chairpersons, and perform all other duties pertaining to the office of the President. The President shall have the authority to replace an inactive Board of Directors member or a Board member who is not performing his/her duties according to the Bylaws, subject to the approval of the Board of Directors. The President shall be in full charge and primarily responsible for the conduct of the games of Bingo as long as the organization has a licensee to conduct such games.

SECTION 4 Duties of the Vice President. The Vice President shall act as an aid to the President, perform the duties of the President in his/her absence and be primarily responsible for assisting the President in overseeing committee functions and special committees or task forces.

SECTION 5 Duties of the Treasurer: The treasurer shall be responsible for the collection of all monies, maintain the organization books, disburse and deposit funds at the direction of the Board of Directors and shall maintain an accurate record of receipts and expenditures. The Treasure shall present a financial statement at every meeting of the Board of Directors and General Membership, and at other times as requested by the Board of Directors, General Membership and/or President. The Treasurer will be responsible for the organization’s bank accounts. All checks issued by the organization shall bear two signatures from any two of the Elected Officers.

SECTION 6 Duties of the Recording Secretary: The Recording Secretary shall record the minutes of all meetings of the organization and of the Board of Directors, and will read the minutes of previous General Membership meetings. The Recording Secretary shall be custodian of all official organization records, be responsible for the handling of all correspondence, and perform such other duties as may be delegated by the Board of Directors or the President.

SECTION 7 Duties of the Executive Officers: In the event the Board of Directors cannot be convened to make decisions regarding disbursement of funds and emergency decisions as deemed necessary for the benefit of the organization, the Executive officers may have the authority to make these decisions as a collective group. All decisions made by the Executive Officers must be reported to the Board of Directors and General Membership at their next meetings. The Executive Officers, at the end of their one-year term, shall have the responsibility of indoctrinating the newly elected officers prior to the May General Membership meeting. The Executive Officers shall designate an officer to be in charge and primarily responsible for the proper utilization of the entire net proceeds of the game of Bingo as long as the organization is a licensee to conduct such games in accordance with the state law

SECTION 1 The Elected Officers, Committee Chairperson, Immediate Past President, Student Band Council Representative and Directors of the Instrumental Music program shall constitute the Board of Directors and shall have voting privileges in Board of director meetings, except as specified in SECTION 2.

SECTION 2 The Immediate Past President and Student Band Council Representative shall act in an advisory capacity only to the Board of Directors and shall not have voting privileges. However, if the Immediate Past President is also an Active Member, voting privileges are restored. The Directors of the Instrumental Music program shall have one collective vote only.

SECTION 3 The operating decisions of the organization are made by the Board of Directors and are to be brought to the General Membership meetings for approval. If time does not permit a General Membership meeting to be called to make final decisions regarding disbursement of funds and emergency decisions as deemed necessary for the benefit of the organization or the music program. The Board of Directors shall have full latitude for the decision-making. All decisions must be reported at the next General Membership meeting.

SECTION 4 At such time that the Executive Board is exclusively comprised of only one musical branch of the band and orchestra program, then there shall be a chair made available to the non-represented musical branch.

SECTION 1 The President shall appoint all committees and the chairperson of these committees subject to the approval of the Active Membership. Chairpersons must be Active Members of the organization but do not necessarily have to have been an Active Member for one year. The President and Vice Present shall be ex-officio members, without vote, of all such committees and shall be notified of all meetings.

SECTION 2 These committees will meet by call of the chairperson or by the request of the President and shall make reports to the Board of Directors and General Membership meetings. Expenditures for the committee activities/functions shall be approved by the General Membership or may be approved by the Board of Directors as specified in ARTICLE IV, SECTION 3.

SECITON 3 All actions of the committees shall be subject to the approval of the Board of Directors and General Membership.

SECTION 4 Special Committees: The President with the approval of the Board of Directors may appoint Special committees and/or task forces. Chairpersons of such committees shall be chosen in the same manner as Standing Committees. Chairperson of Special Committees or Task Forces may not serve as a member of the Board of Directors, but may attend such meetings to give reports.

(a) Uniform and Chaperones. The Uniform and Chaperone Committee shall consist of the Chairperson and as many members as the Chairperson may need to perform the duties of the committee. The duties of this committee are to assist the instrumental music Directors with fitting, assigning, repairing, cleaning of the uniforms, and to oversee the assignment of chaperones for actives that require this, with the assistance of the music Directors.

(b) Telephone. The Telephone Committee shall have a Chairperson and as many members as the Chairperson may need to perform the duties of the committee. The duties will be to notify the membership of general meetings and to make other calls to the membership as directed by the President or Board of Directors.

(c) Ways and Means. The Ways and Means Committee shall have a Chairperson and as many members as the Chairperson may need to perform the duties of the committee. The duties shall be to investigate and determine those moneymaking projects and/or activities that can be profitable for the organization. Proposed projects must be presented to the Board of Directors for approval.

(d) Nominating Committee. The Nominating committee shall have a Chairperson and as many members as the Chairperson may need to perform the duties of the committee. The duties shall be to provide a slate of candidates for the four elected offices and submit the slate at the General Membership meeting preceding the May general meeting. Nominations will also be taken from the general membership at this meeting.

(e) Publicity/Promotion. The Publicity/Promotion committee shall have a Chairperson and as many members as the Chairperson may need to perform the duties of the committee. The duties shall be to promote and publicize the activities of the Instrumental Music program and the organization.

(f) Host/Hospitality. The Host/Hospitality Committee shall have a Chairperson and as many members as the Chairperson may need to perform the duties of the committee. The duties shall be to represent the organization and Instrumental Music program as “goodwill Ambassadors” at functions of the organization and/or instrumental Music program.

(g) Bingo Council. The Bingo Council shall have a Chairman and Vice Chairman. The Council shall have as its members the Bingo managers, assistant managers and bookkeeper who have been approved by the Executive officers. The Council shall run the Bingo fund-raising operation under its own set of rules and guidelines per prescribed law, with the operation overseen as specified in ARTICLE III, SECTION 3 & 7. All operations of the games of Bingo by this committee shall be governed by the rules and regulation of the Department of State Licensing and Elections Division.

(h) Budget. The Budget committee shall have a chairperson as many members as may be needed to perform the duties of the committee to include the Treasurer and Ways & means Chairperson. The committee shall obtain preliminary budget requests from the Instrumental Music department and other committee chairpersons, and prepare a feasible budget for the upcoming year. The budget is to be reviewed by the Board of Directors and presented to the general membership for approval no later than May 32 of each year. Upon request of the Board of Directors, the committee may be required to investigate and prepare proposed adjustments to the approved budget.

SECTION 1 GENERAL MEMBERSHIP: General Membership meetings of the organization shall be held every other month or more often as deemed necessary by either the membership, the President or the Board of Directors.

SECTION 2 BOARD OF DIRECTORS: Members of the Board of Directors shall meet at least once every other month, and more often as deemed necessary by the President and/or the Board members. These meetings shall be held prior to the General membership meeting to determine the business to bring to the general meeting.

SECTION 1 The fiscal year of the organization shall begin the first day of June each year. An appointed person or persons shall conduct an audit of all finances, including Bingo, each fiscal year.

SECTION 1 Association business requiring a decision may be brought before the organization by the motion of a member at any scheduled General Membership meeting. A two-thirds vote of the eligible members present is required to adopt any motion.

SECTION 2 “Roberts Rules of Order” shall be recognized as the authority governing all conduct of meetings.

SECTION 3 Where notification to members is required, the President in any manner may do this he/she chooses telephone, newsletter, or any other means of communication.

SECTION 1 The bylaws may be amended at any meeting of the board of directors or at any meeting of the General Membership. A minimum of three members of the board and a minimum of one member of the Director of the Thornton High School Instrumental music program shall be present and must pass by an affirmative vote of three-fourths of members present. Any bylaw change cannot take place until the proposed amendment has been presented to the General Membership for approval by 51% of the eligible members present.

SECTION 2 Notice of any proposed amendments shall be in writing and presented to the board of Directors at any Board or General Membership meeting or may be in writing and sent to the Board of Directors at the organization’s address.

To approve the proposed 2003-2004 budget and any future budgets under the following guidelines and procedures:

SECTION 1 That a proposed operation budget be prepared annually and that the follow are considered:

(a) Proposals and request submitted with itemized estimated costs and/or bids and rational from the Bands’ Directors. Committee chair people and/or any individual members.

(b) Priorities established by the organization for programs and services it wishes to render in accordance with its purpose; and

SECTION 2 That the proposed budget is presented in May to the General membership for final approval.

SECTION 3 That the Board of Directors monitor monthly the available funds, and approve budgeted or non-budgeted expenditures according to the priorities set by the organization and the availability of actual funds.

SECTION 4 That approved budgeted monies as established in categories and subsequent line items, cannot be adjusted by anyone except the Board of Directors and/or the membership.

SECTION 5 That additional, non-budgeted appropriations desired by the bands directors or any member must be submitted in the form of a request with accompanying itemized statements and/or bids and rationale, to the Board of Directors and membership for approval.

SECTION 6 That no expenditures be appropriated for those persons or programs determined by the membership to be detrimental to the organization or the students.

SECTION 7 That all expenditures are backed up with statements, copies of invoices and/or receipts.

SECTION 8 That the handling of all monies that are put through the organization’s bank accounts be done only by the appropriate officers or other appointed, responsible members and shall include collection and disbursement of monies, direct ordering, etc.

SECTION 9 That a separate accounting/bookkeeping system be kept for “in and out” transactions which are not budgetary, which occur as an additional service, and which pass through the band parent bank account (e.g. Band jackets/ribbons, fund-raising for specific purpose, student deposits for uniforms/equipment, etc.) and that the organization shall not enter into any expenditure obligation of this nature without up front monies to cover the total of an order, and an accounting of person involved in the transactions.

SECTION 10 That any financial decision-making shall not supersede the by-laws of the organization unless those by-laws are legally changed and approved by the members of the organization; and

SECTION 11 That these guidelines and procedures are permanently adopted as financial standards of practice by the organization.