Band Parents

Bylaws of McCoy Band Parents

The By-laws of

McCOY HIGH SCHOOL BAND PARENT’S ASSOCIATION

________________________________________________________________________

 

 

The Name of the society is:  McCoy High School Band Parent’s Association.

 

 

GENERAL STATEMENT OF INTENT

 

The McCoy Band Parent’s Association has been in place since the fall of 1986.  Its primary purpose is to provide fundraising services for the McCoy Senior Band’s annual spring trips.  The Band Parent’s Association is also responsible for helping to supply McCoy Senior Band members with their concert dress, concert publicity, providing refreshments at the Christmas and Spring concerts, and helping with various other band functions throughout the year.

 

The association provides support in conjunction with the McCoy High School Band Program.

 

The work done by the past Band Parent’s Association has allowed us to provide senior band members with some outstanding opportunities for cultural, educational, social, and recreational events that would otherwise have been unavailable.

 

It is only with the generous support of the band parents that it is possible to continue with this fine work.

 

 

MEMBERSHIP

 

Membership fees, if any, in the association shall be determined, from time to time, by the members of a general meeting.  Any parent or legal guardian of a member of the McCoy Senior Band may become a member.  In addition, the McCoy High School Band teacher(s) will be an ex-officio member.

 

Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary.  Any member, upon a majority vote of all members of the association in good standing, may be expelled from membership for any cause which the association may deem reasonable.

 

 

PRESIDENT

 

The President shall be an ex-officio member of all Committees.  He/she shall, when present, preside at all meetings of the association and of the Board.  In his/her absence the Vice-President shall preside at any such meetings, and in the absence of both, a chairman may be elected by the meeting to preside.

 

BOARD OF DIRECTORS

 

Board of Directors, Executive Committee or Board shall mean the Board of Directors of the association.

 

The Board shall, subject to the bylaws or directions given it by majority vote at any meeting properly called and constituted, have full control and management of the affairs of the association, and meetings of the Board shall be held as often as may be required, but at least once every three months, and shall be called by the President, Any four members shall constitute a quorum, and meetings shall be held without notice if a quorum of the Board is present, provided, however, that any business transactions at such meeting shall be ratified at the next regularly called meeting of the Board; otherwise they shall be null and void.

 

A person appointed or elected a director becomes a director if they were present at the meeting when being appointed or elected, and did not refuse the appointment.  They may also become a director if they were not present at the meeting but consented in writing to act as a director before the appointment or election, or within ten days after the appointment or election, or if they acted as a director pursuant to the appointment or election.

 

Any director or officer upon a majority vote of all members in good standing may be removed from office for any cause which the association may deem reasonable.

 

 

SECRETARY

 

It shall be the duty of the secretary to attend all meetings of the association and of the Board and to keep accurate minutes of the same.  In case of the absence of the Secretary, his/her duties shall be discharged by such officer as may be appointed by the Board.  The Secretary shall have charge of all the correspondence of the Association and be under the direction of the President and the Board.

 

The Secretary shall also keep a record of all the members of the association and their addresses, send all notices of the various meetings as required, and shall collect and receive the annual dues or assessments levied by the association. Such monies shall be promptly turned over to the Treasurer for deposit in a Bank, Trust Company, Credit Union or Treasury Branch as hereinafter required.

 

 

TREASURER

 

The Treasurer shall receive all monies paid to the association and shall be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order.  He/she shall properly account for the funds of the association and keep such books as may be directed.  He/she shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual Meeting a statement, duly audited, of the financial position of the association and submit a copy of same to the Secretary for the records of the association.  The office of the Secretary and Treasurer may be filled by one person if any annual meeting for the election of officers shall so decide.

 

 

AUDITING

 

The books, accounts, and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the association elected for that purpose at the annual meeting.  A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the association.  The fiscal year of the association in each year shall be July 1 to June 30.

 

The books and records of the association may be inspected by any member of the association at the annual meeting or at any time upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same.  Each member of the Board shall at all times have access to such books and records.

 

 

MEETINGS

 

The association shall hold an annual meeting on or before October 31 in each year, and members will be notified in writing at least one week prior to the meeting.  At this meeting there shall be elected a President, Vice-President, Secretary, Treasurer (or Secretary-Treasurer) and three directors.  The officers and directors so elected shall form a Board, and shall serve until their successors are elected and installed.  Any vacancy occurring during the year shall be filled at the next meeting.  Any member in good standing shall be eligible to any office in the association.

 

General meetings of the association may be called at any time by the Secretary upon the instructions of the President or Board and in consultation with the band teacher.

 

A special meeting shall be called by the President or Secretary upon receipt of a petition signed by one-third of the members in good standing, setting forth the reasons for calling such meeting, which shall be in writing, eight days prior to the meeting.

 

Four members in good standing shall constitute a quorum at any meeting.

 

 

VOTING

 

Any member who has not withdrawn from the membership nor has been suspended, nor expelled shall have the right to vote at any meeting of the association.  Such votes must be made in person and not by proxy or otherwise.

 

 

 

REMUNERATION

 

Unless authorized at any meeting and after notice for the same shall have been given, no officer or member of the association shall receive any remuneration for his services.

 

 

BORROWING POWERS

 

For the purpose of carrying out its objects, the association may borrow or raise or secure the payment of money in such manner as it thinks fit, and in particular, by the issue of debentures, but this power shall be exercised only under the authority of the society, and in no case shall debentures be issued without the sanction of a special resolution of the association.

 

 

BY-LAWS

 

The By-laws may be rescinded, altered or added to by a “Special Resolution”.

 

 

 

Dated this 22nd day of September, 2009.

 

 

 

 

Signature:                     

 

Address:

 

 

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WITNESS:

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Monsignor McCoy High School Band Parent’s Association Minutes Monday, 13 January 2020

Monsignor McCoy High School Band Parent’s Association Minutes

Monday, 13 January 2020

                Call to order: 6:34 pm

  1. Attendance/Prayer

Helen Snortland, Julie Tracey, Pam Bohnet, Claudia Dumanowski, Lana Scott, Niki Haskayne & Thomas Tracey

 

  1. Agenda –Julie Tracey declares the agenda to be adopted as discussed.

 

  1. Review/Approval of November 4, 2019 Minutes – Niki Haskayne makes a motion to approve the minutes as presented; seconded by Lana Scott.  Motion approved

Minutes were circulated by Pat Weisgerber by email on November 15, 2019.

 

  1. Student Representative Report
  1. Thomas will book Shamrock bottle depot for a student run bottle drive for Saturday, January

25th from 11am-3pm. The truck will be parked at McCoy. Helen has volunteered to watch the

truck during the drive.

  1. Helen is redoing the in-school bottle pick up sheet. Students who did pick ups earlier in the year will be added.
  2. Thomas plans on holding 2 more bottle drives before the trip – one in mid-February & one

               in mid- March.

  1. Thomas will communicate bottle drive dates & times at Band class,  through Google Classroom & Remind.

 

  1. Interim Teacher Helen Snortland
  1. Helen Snortland has taken over Pat Weisgerber’s duties pertaining to Band, Choral and

Musical Theatre until Pat’s return.

  1. Pat is away due to health reasons.
  2. The band trip to Edmonton, the School Musical and the Spring Concert are all still on

                           Schedule.

  1. Helen will be contacting Pat for the student individual fundraising credits and for all

information needed to take on these courses & events pertaining to them.

  1. Helen’s email address is Snortland@mhcbe.ab.ca

 

  1. Fundraising
  2. Band Geek Survivor raised $3480.00. 100% is Individual student credit.
  3. Draws were videotaped. Julie requested tonight to delete the videos.
  4. Niki Haskayne makes a motion to meet Julie Tracey’s request to delete the draw

         videos from the Band Geek Survivor 2019 fundraiser; seconded by Lana Scott. Motion

         approved

  1. Buy in/re-entry was offered November 29th for $5.00. This raised $165 for the general

          account.

  1. A player in the game emailed Julie to complain about the Buy in/re-entry offer,

          calling it a “cash grab”. Julie responded, noting the complaint would be discussed at the  

          next Band Parent meeting. The player responded with a negatively written email. All                

          three emails were read out loud at the meeting tonight. Julie had also forwarded the

          emails to Pat at the time & he said he would address it. We do not know if this was

          done due to the timing of Pat’s departure from working at the school. Helen tonight

          said she would follow up.

  1. Open discussion held tonight. The McCoy Band Parent Association supported Julie’s

          decision in holding the Buy in/re-entry offer. The offer was open & sent to all players,

          our job as volunteers is to raise money for the Band Association & there was no

          personal gain in offering the “twist” in the game – which was also an ode to the original

          Survivor which has many twists and turns.      

  1. Growing Smiles Flowers funds raised was $672.88. 50% Individual Student credit, 50% General Account.
  2. Flower delivery was finalized for the morning. They arrived very late in the evening.
  3. Wing Night is booked for March 1st, 2020 at Rossco’s. Tickets will be $20 each. $7.50 profit/ticket. 50% Individual Student credit, 50% General Account. Children can attend.
  4. Tickets will need to be prepaid. Julie will get tickets ready. They will be available for

purchase from Julie or Helen.

  1. Co-Op Cards will be available. Profit is 10% of amount sold. Minimum of $5000 needs to be sold. 50% Individual Student credit, 50% General Account. Drop off & pick ups will be with Helen. $4600 has been sold so far.
  2. Need to sell $400 more to reach the minimum then will stop to allow the 6 month

break between sales.

  1. Julie will get the ordering information to Helen to pass on. Next (last) order will be

due February 14th to Helen.

  1. Growing Smiles Flowers in Spring 2020 is an option. Info TBD. Julie will look into the

campaign & discuss the delivery issue from the last campaign.

 

  1. Treasurer
  2.   Claudia does not have a report. She is sorting through the information passed on from

          the previous treasurer, Richard Lyon.

  1. Co-Op Card profit has been deposited.
  2. AGLC is trying to audit the Trip of the Month fundraiser from 2018. There is a missing

Invoice for cheque #46 payment in the amount of $4125.46 from the McCoy Band Parent Gaming Account (which is now closed) to McCoy. Richard does not have an invoice. Did McCoy give an invoice to the Band Association? Discussion is being held with the office at McCoy to find out details.

  1. The 2018-2019 Audit has not been completed. It was supposed to have been completed in November. Richard says the books are out by approximately $450? Julie volunteered her

husband Simon Tracey & Claudia volunteered to get it done.

  1. Claudia asked for a place to store the box of Financial Records passed on from Richard. Helen said she would find an area in the band room that can be locked for storage.
  2. Claudia is not receiving monthly statements from the bank since she started her position.

This is getting looked into.

 

  1. Old Business
  2. Band Trip Cantando Music Festival 2020
  3. Information to follow at Feb. meeting.
  4. Band Uniforms
  5. Lisa Degenhardt arranged with Pat to have 30 ties with the McCoy Band logo applied. She

                                dropped the off at the office. Helen will look for them.

 

  1. New Business

 

  1. Next meeting – 11 February 2020, 6:30pm

 

  1. Adjournment – Lana Scott makes a motion to adjourn the meeting at 7:41 pm; seconded by

           Niki Haskayne.  Motion approved

 

 

Tentative Dates for 2019-2020

***Rotary Music Festival     March 11-15, 2020 (tent) Adjudicated at school. May be too late to apply***

Edmonton Cantando Trip     April 3-6, 2020

School Musical                       May 28-30, 2020 25th Annual Putnam Spelling Bee

Spring Band Concert              June 4th, 2020

Monsignor McCoy High School Band Parent’s Association Monday, 4 November 2019

Monsignor McCoy High School Band Parent’s Association

Monday, 4 November 2019

                Call to order: 6:30 pm

  1. Attendance/Prayer

Pat Weisgerber, Julie Tracey, April Roscoe, Pam Bohnet, Lana Scott, Lisa Degenhardt, Niki Haskayne, Christine Stupak, Nancy Small, Jaxon Degenhardt & Thomas Tracey

 

  1. Agenda –Julie Tracey declares the agenda to be adopted as printed.

 

  1. Review/Approval of October 1, 2019 Minutes – Niki Haskayne makes a motion to approve the minutes as presented; seconded by Lana Scott. Motion approved

 

  1. Fundraising
    1. Band Geek Survivor had 29 teams entered. $3480.00 funds raised. 100% is Individual student credit. Draws are videotaped. Students will vote on best team names.
    2. Growing Smiles Flowers forms are out to students & on an email from Pat. Deadline is November 22nd. Flower pick up will be in the Drama Room on December 2nd. Julie, April & Lisa volunteered tonight to help unload the delivery truck & sort flowers by student. Funds raised 50% Individual Student credit, 50% General Account.
    3. Wing Night is tentatively booked for March 1st, 2020 at Rossco’s. Tickets will be $20 each. Wings or bites plus fries, salad or jojo’s. $7.50 profit/ticket. 50% Individual Student credit, 50% General Account. Children can attend. Discussion whether to hold a raffle or silent auction. Julie will check with Alberta Gaming Commission.
    4. Growing Smiles Flowers in Spring 2020 is an option. Info TBD. Julie is looking into it.
    5. Co-Op Cards will be available. Profit is 10% of amount sold. They can be used at any Co-Ops in Medicine Hat. Minimum of $5000 needs to be sold within 6 months. If the minimum is not met they cannot be sold in the future. 50% Individual Student credit, 50% General Account. Julie will pick dates for filled in forms & funds. Deadlines will be firm. Drop off & pick ups will be with Pat.
    6. Christmas Concert December 12th will have a 50/50 draw. April & Julie will plan. 100% will go to the General Account.
    7. If families do not wish to fundraise, Pat is compiling a form. Once final numbers are in for the Edmonton trip in April he will have a finalized total. The trip can be paid in full, however there will be no support from the General Account/McCoy Band Parent Association if the student does not participate in fundraising activities.
    8. Individual Credit surplus of fundraising for graduates will go to the base account unless asked to be transferred to another student that is new or continuing in the program. If a student fundraises & does not attend the trip, their Individual Credits can be applied to a trip in the following year.
    9. Fundraising goes through the School Board. Pat is working on a new spreadsheet that will have any Individual Student credit from last year. He will send out the numbers with any students that it applies to.
    10. Regarding In School Bottle Drives, each time a student participates they get a tally. At the end of March Pat will add up the total amount of money raised & divide amongst the students that participated according to their tally.

 

  1. Treasurer
  2. Claudia Dumanowski could not attend due to illness. No report.
  3. Claudia & Melissa Bender volunteered last month to audit books. Tabled until next meeting. Unsure if audit has been completed.

 

  1. Student Representative Report
  2. Thomas Tracey has recruited Jaxon Degenhardt to help be a Student Representative.
  3. Thomas will communicate In School Bottle drives through Google Classroom.
  4. Thomas will go to the bottle depot to add his name as contact & remove Parker Hope.
  5. Thomas plans on holding Student led bottle drives in November, January, February & March. He will have the truck location rotated around the city each time. He will communicate dates & times through Google Classroom, Remind

(https://www.remind.com/join/g77a62 or from your cell phone enter (418) 800 8528 and text this message @g77a62) & the McCoy Band Parents Facebook page.

 

  1. Old Business
  2. Band Trip Cantando Music Festival 2020
  3. Pat has updated the budget (see end of minutes). It will fluctuate depending on the  

                           number of students attending. He is waiting in a bus quote.

  1. The Legally Blonde production has given a deep discount on the ticket pricing & the

                            chaperones attend at no charge.

  1. A request will be sent out for chaperone volunteers soon along with a form. Pat will

                            decide on who will chaperone. Chaperones will need a Police Record check & Vulnerable

                            Sector check.

  1. Parents who wish to attend as “fans” will not be chaperones. They will pay what the

                            students pay except for the Festival fee. Fans are welcome, but Pat needs to be made

                            aware so he can block more hotel rooms.

  1. The trip schedule times will adjust as needed.

                        

  1. New Business
    1. Band Wear
  2. Pat sent an email for order information for Band Wear & gear available from Sports

Connection. These items are optional & are not a fundraiser. Ordering & pick up is

Direct through Sports connection. Deadline is November 17th.

 

  1. Band Uniforms
  2. Required Band Uniform includes the following: White long sleeve shirt that is collared & buttons up. Students are to tuck them in. Black dress pants (no leggings), black shoes (no runners). If socks are worn, they need to be black. Tie with McCoy band logo will be provided.

 

  1. Next meeting – 13 January 2020, 6:30pm

 

  1. Adjournment – Lisa Degenhardt makes a motion to adjourn the meeting at 7:21 pm; seconded by Niki Haskayne. Motion Carried.

 

 

 

Item

Total number

budget

Cantando festival

35

2625

Hotel west ed student Fri

12

2995.32

Hotel west ed student sat

12

2995.32

Hotel west ed  student Sunday

12

2537.52

hotel bus driver

1

447

bus

1

5460

lunches ( 3 at 15)

38

1710

supper (  2 at 20.00)

38

1520

choice pass (west ed)

38

1276.8

LEGALLY BLONDE

35

525

jubilations ( dinner theatre)

38

2343.08

Total cost

 

24435.04

per student pre fundraising

 

660.4064865

 

Tentative Dates for 2019-2020

Christmas Concert                 December 12, 2019 at McCoy High School Gym

Rotary Music Festival            March 11-15, 2020 (tent) Adjudicated at school. Smaller Chamber groups can participate

Edmonton Cantando Trip     April 3-6, 2020

School Musical                       May 28-30, 2020 25th Annual Putnam Spelling Bee

Spring Band Concert              June 4th, 2020

October 27, 2020 Agenda

McCoy High School

Band Parent’s Association

October 27, 2020

Agenda

1.0       Attendance/Prayer 

2.0       Additions to the Agenda

3.0       Review / Approval of January 13,2020 Minutes

4.0       Fundraising Report

5.0       Treasurer Report- audit for AGCL

6.0       Student representative report

7.0       Old Business

7.1       2020

8.0       Election of Executive

8.1 President

8.2 Vice president /Fundraising chair

8.3 Secretary

8.4 Treasurer

9.0 Bylaw review      

10.0     New Business

11.0     Next Meeting

12.0     Adjournment