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Colorado Bandmasters Association Constitution - FINAL

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					                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

                     ARTICLE I - ARTICLES OF INCORPORATION

Section 1.

The name of the Corporation is "Colorado Bandmasters Association" {hereafter referred to as the
C.B.A.}.

Section 2.

The place in this State where the principal office of the Corporation is to be located at the address
of the current Executive Secretary.

Section 3.

Said Corporation is organized exclusively for charitable, religious, educational and scientific
purposes, including for such purposes, the making of distributions to organizations that qualify as
exempt organizations under Section 501 (c) (3) of the Internal Revenue Code, or corresponding
section of any future federal tax code.

Section 4.

The names and addresses of the persons who are the present Board of Directors of the Corporation
are determined annually.




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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

ARTICLE 1 – ARTICLES OF INCORPORATION (CONTINUED)

Section 5.

No part of the net earnings of the Corporation shall inure to the benefit of or be distributable to its
members, trustees, officers or other private person, except that the Corporation shall be authorized
and empowered to pay reasonable compensation for services rendered and to make payments and
distributions in furtherance of the purposes set forth in Section 3 hereof. No substantial part of the
activities of the Corporation shall be the carrying on of propaganda or otherwise attempting to
influence legislation, and the Corporation shall not participate in or intervene in (including the
publishing or distribution of statements) any political campaign on behalf of any candidate for
public office. Notwithstanding any other provision of these Articles, the Corporation shall not
carry on any other activities not permitted to be carried on (a) by a corporation exempt from
Federal Income Tax under Section 501 (c)(3) of the Internal Revenue
Code or corresponding section of any future federal tax code, or (b) by a corporation, contributions
to which are deductible under Section 1 70(c) (2) of the Internal Revenue Code or corresponding
section of any future federal tax code.

Section 6.

Upon dissolution of the Corporation, assets shall be distributed for one or more exempt purposes
within the meaning of Section 501 (c)(3) of the Internal Revenue Code or corresponding section of
any future federal tax code, or shall be distributed to the Federal Government, or to a state or local
government, for public purpose. Any such assets not so disposed of shall be disposed of by the
Court of Common Pleas of the county in which the principal office of the Corporation is then
located, exclusively for such purposes or to such organization or organizations as said Court shall
determine which are organized and operated exclusively for such purposes.

Section 7.

The colors of the Association shall be red, white and blue.




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                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

ARTICLE 1 – ARTICLES OF INCORPORATION (CONTINUED)


Section 8.

The seal shall be in red, white, and blue colors. The design will be as displayed:




The letter “C” and the words “Colorado Bandmasters Association” shall be in red. Other features
shall be in the blue color on a white background.




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                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

                                ARTICLE II – OBJECTIVES

Section 1.    Purposes

Mission - The Colorado Bandmasters Association Exists to:
   1. Promote comprehensive music education through participation and performance in band.
   2. Provide support, leadership, and educational opportunities to students and directors.
   3. Provide outstanding educational and performance events and venues that encourage,
      recognize, and reward musical artistry and excellences.
   4. Work with other organizations to encourage and promote a lifelong love of music among
      students, teachers, and the community.


                               ARTICLE III– MEMBERSHIP

Section 1.    Membership

Membership is open to all those involved in any aspect of instrumental music education. Three
kinds of membership are available: active, student, and lifetime.

Section 2.    Dues

To be a member in good standing, membership dues must be paid annually on or before August
first. Current dues are decided annually by the Board of Directors, in accordance with the needs
of the organization. Dues will be listed in the C.B.A. Operating Procedures Handbook. Retired
membership is complimentary upon request. CBA Hall of Fame members and C.B.A. Past
Presidents receive a complimentary lifetime membership.




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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

                                    ARTICLE IV - OFFICERS

Section 1.     Elected Officers

All elected officers will be installed and assume responsibilities at the final business meeting of the
Annual Convention. All elected officers shall be ratified by a majority of the voting membership
and shall have voting power on the Board of Directors.

a. President: The President will serve a two (2) year term. He/she will move into the position after
serving two (2) years as President -Elect of the C. B.A. The presiding officer shall be the State
President who shall currently be employed in an administrative or teaching capacity in
instrumental music in the State of Colorado. The State President shall call and preside at all
meetings; enforce due compliance with the Constitution; appoint such committees as are necessary
to conduct and execute the business of the organization; serve as an ex-officio member of all
committees; have the singular power in an emergency to make temporary rulings pending approval
of a general meeting or quorum; contact and coordinate with district chairpersons any and all
activities that the district chair might run. The President also will maintain a current C.B.A.
Constitution and handbook, including all amendments and any revisions or additions approved by
the membership and will make available the handbook to membership via the CBA website.

b. President-Elect: The President-Elect will serve a two (2) year term. He/she will be elected
biannually on even numbered years according to the provisions of the Constitution. The
President-Elect shall have the same qualifications as the President and shall automatically assume
the office of the President after the conclusion of their two year term. The duties of the
President-Elect include; head of the convention committee which would include the printing of the
Convention program plus preparation of all printed program materials including cards, and
Convention tickets. The President Elect also shall be responsible for selecting, by taped audition,
any student music groups to appear on the Annual Convention program and perform for the
membership, the distribution of information about the Annual Convention to all C.B.A. members,
potential C. B.A. members and interested music educator personnel in the State of Colorado. The
President-Elect shall select the clinicians for the Annual Convention and shall be responsible for
the complete Convention schedule and related publicity including, but not limited to, the annual
golf tournament. In the absence of the President, the President -Elect shall preside at meetings. In
the event the President-Elect is ineligible to serve the office, the President shall appoint a
temporary President-Elect to fulfill the duties of this office until the end of the term. (The
appointment to be made from among the general membership and not assigned to an existing
C.B.A. officer.) In this event, the membership will be required to hold a special election to select a
State President for the following term.


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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

c. First Vice President: The First Vice President will serve a two (2) year term. He/she will be
elected biannually on odd numbered years according to the provisions of the Constitution. The
First Vice President shall have the same qualifications as the President. ADD “The First Vice
President shall be available to help any of the CBA chairpersons. The First Vice President also
shall be available to any duties assigned by the President.” The duties of the first vice president
include: The First Vice President will be responsible for arranging for recertification or
postgraduate credit for participants through a college or university during the annual convention.
The First Vice President will also be responsible for the Public Relation needs of the C.B.A. The
First Vice President will maintain a master media list and be responsible for any press releases by
the C.B.A. In the event the First Vice President is ineligible to serve the office, the President shall
appoint, with Board approval, a C.B.A. member, not an officer, to fulfill the duties of this office
until the end of the Term.

d. Second Vice President: The Second Vice President will serve a two (2) year term. He/she will
be elected biannually on even numbered years according to the provisions of the Constitution. The
Second Vice President shall have the same qualifications as the President. The Second Vice
President shall be available to help any of the CBA chairpersons. The Second Vice President also
shall be available to any duties assigned by the President. The duties of the Second Vice President
include: will head-up the committee to take care of information about the exemplary band awards
including the distribution of those awards at the annual convention; will serve as
middle/elementary school liaison, specifically to address concerns and needs of
middle/elementary school band directors; will work with president -elect to coordinate
middle/elementary school sessions for the annual convention In the event the Second Vice
President is ineligible to serve the office, the President shall appoint a C.B.A. member, not an
officer, to fulfill the duties of the office until the end of the term.

e. Recording Secretary: The Recording Secretary will serve a two (2) year term. He/she will be
elected biannually on odd numbered years according to the provisions of the Constitution. The
Recording Secretary shall have the same qualifications as the President. The duties of the
Recording Secretary include: recording all minutes of the Board of Directors meetings and general
meetings of the full C.B.A. membership; distribution of minutes of business meetings to members
upon request; maintain a permanent file of Board and general meeting minutes; maintain and
update a history with all pertinent documents and a summary of Board actions; i.e., motions,
proposals, etc. to be presented to the general membership at the Annual Convention. In the event
the Recording Secretary is ineligible to serve the office, the President shall appoint a C.B.A.
member, not an officer, to fulfill the duties of the office until the end of the term.

f. Immediate Past President: Upon the completion of a term of office, the President shall hold the
office of Immediate Past President for two (2) years. It shall be the duty of the Immediate Past

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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

President to organize and run all elections for C.B.A. and to be the head of the committee in charge
of the Hall Of Fame Award and keep an updated Hall of Fame archive. The Immediate Past
President will also be responsible for maintaining the C.B.A. website. In the event the Immediate
Past President is ineligible to serve the office, the President shall delegate the responsibilities of
this office to an existing elected Vice President.

g. Metro Area Representative: Elected on even numbered years: The Metro Area District
Chairperson, elected by C.B.A. members residing within Colorado Music Educators Association
District 1 and 2 shall serve as Metro Area District chairperson on the C.B.A. Board of Directors.
As a member of the C.B.A. Board of Directors, this person shall have the following duties:
representing the Metro Area members at all Board of Director meetings; keep the membership of
the Metro Area informed regarding development of C.B.A. activities; cooperate with the C.B.A.
elected officers in the promotion and organization of district or regional festivals sponsored by
C.B.A.; maintain an accurate membership list of Metro Area members; encourage membership
into C.B.A.; initiate activities for area band directors and music students; In the event the Metro
Area Representative is ineligible to serve the office, the President shall appoint, with Board
approval, a C.B.A. member, not an officer, to fulfill the duties of this office until the end of the
term.

h. Northern Area Representative: Northern Area Representative, elected on even numbered
years by C.B.A. members residing within Colorado Music Educators Association Districts 3 shall
serve as the Northern Area Representative on the C.B.A. Board of Directors. As a member of the
C.B.A. Board of Directors, this person shall have the following duties: representing the Northern
Area members at all Board of Director meetings; keep the membership of the Northern Area
informed regarding development of C.B.A. activities; cooperate with the C.B.A. elected officers in
the promotion and organization of district or regional festivals sponsored by C.B.A.; maintain an
accurate membership list of Northern Area members; encourage membership into C.B.A.; initiate
activities for area band directors and music students. In the event the Northern Area
Representative is ineligible to serve the office, the President shall appoint, with Board approval, a
C.B.A. member, not an officer, to fulfill the duties of this office until the end of the term.




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                   Colorado Bandmasters Association
                             Constitution


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i. Southern Area Representative: The Southern Area Representative, elected on odd numbered
years by C.B.A. members residing within Colorado Music Educators Association District 4, 5, and
6 shall serve as Southern Area Representative on the C.B.A. Board of Directors. As a member of
the C.B.A. Board of Directors, this person shall have the following duties: representing the
Southern Area members at all Board of Director meetings; keep the membership of
the Southern Area informed regarding development of C.B.A. activities; cooperate with the
C.B.A. elected officers in the promotion and organization of district or regional festivals
sponsored by C.B.A.; maintain an accurate membership list of Southern Area members; encourage
membership into C.B.A.; initiate activities for area band directors and music students. In the
event the Southern Area Representative is ineligible to serve the office, the President shall appoint,
with Board approval, a C.B.A. member, not an officer, to fulfill the duties of this office until the
end of the term.

j. Western Area Representative: The Western Area Representative, elected on odd numbered
years by C.B.A. members residing within Colorado Music Educators Association District 7 and 8
shall serve as Western Area Representative on the C B.A. Board of Directors. As a member of the
C.B.A. Board of Directors, this person shall have the following duties: representing the Western
members at all Board of Director meetings; keep the membership of the Western informed
regarding development of C.B.A. activities; cooperate with the C.B.A. elected officers in the
promotion and organization of district or regional festivals sponsored by C.B.A.; maintain an
accurate membership list of Western members; encourage membership into C.B.A.; initiate
activities for area band directors and music students. In the event the Western Area
Representative is ineligible to serve the office, the President shall appoint, with Board approval, a
C.B.A. member, not an officer, to fulfill the duties of this office until the end of the term.

k. Small School Representative: The Small School Representative will serve a two (2) year
term. He/She will be elected biannually on even numbered years according to the provisions of
the constitution. The Small School Representative shall have the same qualifications as the
President. The Small School Representative will represent the best interests of the contingency of
all small (1A, 2A, and 3A) school band programs in the State of Colorado. Also, this person shall
be a liaison and resource for all directors of small schools. In the event the Western Slope
Representative is ineligible to serve the office, the President shall appoint, with Board approval, a
C.B.A. member, not an officer, to fulfill the duties of this office until the end of the term.




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                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Section 2.     Appointed Officers

Appointed officers shall be ratified by a majority of elected officers and shall have voting power
on the Board of Directors. Appointed members may have the same qualifications as the President
or may be a person who is retired from an administrative or teaching position in instrumental
music. In the event any Appointed Officer is ineligible to serve the office, the President shall
appoint, with Board approval, a C.B.A. member, not an officer, to fulfill the duties of any office
until the end of the term.

a. Executive Secretary: The Executive Secretary will be appointed by the C. B.A. President with
approval of the Board of Directors and serve a term of three years. The Executive Secretary will
receive an annual stipend to be determined by the board of directors. The duties of the Executive
Secretary include: handling all finances for the organization and all membership information for
the organization. The Executive Secretary may serve consecutive terms of office.

b. Chairperson of Marching Band affairs: The chairperson of Marching Band Affairs shall be
appointed by the President with approval of the Board of Directors and serve a term of three years.
The duties of this office include: recommend to the Board of Directors, rules and regulations for
regional and state level marching band Festivals and parades; be responsible for appointing a Chief
Judge; work with the band directors hosting regional marching festivals to organize their events,
secure judges, provide materials, establish dates, recruit participating bands, and arrange for
photos to be taken at all events. The chair will also design all events to be financially
self-sustaining through entry fees, advertising, solicitation or fund-raising; develop a long-range
plan that will allow for the best possible standardized procedure for consistent evaluation of
marching bands at all regional and state level events. The chairperson of Marching Band Affairs
will be directly responsible to the President of C.B.A. All rules and regulations recommended by
the chairperson of Marching Band Affairs will be subject to approval by the Board of Directors
before acceptance as policy for operating regional and state level festivals. The chairperson of
Marching Band Affairs will receive an annual stipend to be determined by the board of directors.
He/she may serve consecutive terms.




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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

c. Chairperson of Concert Band Affairs: The chairperson of Concert Band Affairs shall be
appointed by the President with approval of the Board of Directors and serve a term of three years.
The duties of this office include: recommend to the Board of Directors rules and regulations for
regional and state level concert band festivals; work with the band directors hosting regional
concert band festivals to organize their events, secure judges, provide materials, establish dates,
arrange for photos to be taken at all events, and recruit participating bands; develop a long-range
plan that will allow for the best possible standardized procedure for consistent evaluation of
concert bands at all regional and state level events. The chairperson of Concert Band Affairs will
be directly responsible to the President of C. B.A. All rules and regulations recommended by the
chairperson of Concert Band Affairs will be subject to approval by the Board of Directors before
acceptance as policy for operating regional and state level festivals. The chairperson of Concert
Band Affairs will receive an annual stipend to be determined by the board of directors. He/she may
serve consecutive terms.

d. Chairperson of Jazz Band Affairs: The chairperson of Jazz Band Affairs shall be appointed
by the President with approval of the Board of Directors and serve a term of three years. It shall be
the duty of the chairperson of Jazz Band Affairs to organize and select clinicians and students for
the C.B.A. All-State Jazz Band to perform at the designated concert. The chairperson of Jazz Band
Affairs shall receive a stipend to be determined by the board of directors

e. Convention Exhibit Chairperson: will arrange all of the exhibits and exhibitors at the annual
convention together with the President Elect. The Convention Exhibit Chairperson shall receive a
stipend to be determined by the board of directors.

f. All Appointed Officers are Paid Board Positions: All Appointed Officers will receive an
annual honorarium to be decided upon by the board of directors and to be published in the policies
and procedures handbook. The board of directors may approve additional pay as warranted,
including travel expenses and any extra work warranting extra pay, if funds are available in the
treasury.




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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

                                    ARTICLE V - MEETINGS

Section 1.     Board of Directors' Meetings

Meetings of the Board of Directors shall be held at least three times a year; once in the Fall, once in
the Winter in conjunction with the Colorado Music Educators Convention, and once in the Spring.
Additional meetings will be called as deemed necessary by the President.

Section 2.     General Membership Meetings

A general membership meeting shall be held at least once a year in conjunction with the Annual
Convention. Additional general membership meetings should be held in conjunction with the
annual Colorado Music Educators Association Convention and the annual Colorado All-State
Band Festival. The President has the authority to call other General Membership Meetings if
he/she deems necessary. In this circumstance, the membership must be notified 30 days in
advance of said meeting.

Section 3. Quorum

a. Board of Directors' Meetings: A quorum of at least five (5) voting officers must be present to
conduct meetings and transact business by the Board of Directors.

b. General Membership Business Meeting: A quorum of at least fifteen (15) members,
including officers, must be present to conduct meetings and transact business at a general
membership meeting. Full membership must be notified at least 30 days in advance of the time and
site for general business meetings to allow such meetings to transact business, vote on
amendments or elect officers.




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                  Colorado Bandmasters Association
                            Constitution


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                           ARTICLE VI - BOARD OF DIRECTORS

Section 1.     Membership of the Board

The Board of Directors shall include: the President, President-Elect, First Vice President, Second
Vice President, Recording Secretary, Immediate Past President, the four Area Representatives,
Executive Secretary, Chairperson of Marching Band Affairs, Chairperson of Concert Band
Affairs, Chairperson of All State Jazz Band, and Convention Exhibit Chairperson. All
appointments to fill vacancies on the Board of Directors are to be made by the C.B.A. President
with approval of the existing Board Members.

Section 2.     Advisory Board

An Advisory Board shall serve in ex-officio capacity to the Board of Directors. The advisory
Board shall be composed of Immediate Past Presidents from the past six years, excluding the most
Immediate Past President, who has a vote and serves as a member of the Board of Directors.

Section 3.     Liaison Committee

The Board of Directors shall serve as a committee to represent the C.B.A. at other local, state and
national organizations.




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                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

ARTICLE VII - COMMITTEES

Section 1.     C.B.A. Jazz Band Affairs Committee

The chairperson of all the All-State Jazz Band(s) may appoint committee members as deemed
necessary. A fee will be charged to all students selected for All-State Jazz Band(s) membership.
The amount of this fee is determined by the All-State Jazz Band(s) Committee.

Section 2.     Auditing Committee

The Executive Secretary will make the financial records available to any member requesting them.
The Auditing committee shall consist of three (3) current or retired non-board members of the
C.B.A. and shall report directly to the board of directors annually. The President, President-Elect
and Immediate Past President shall appoint the Auditing Committee on an annual basis.

Section 3.     Convention Performance Selection Committee

The Chairperson of the Convention Performance Selection Committee shall be the President Elect
of C.B.A., who may appoint committee members as deemed necessary. The Committee shall
select music groups to perform at the Annual Convention.

Section 4.     Hall of Fame Award Committee

The C.B.A. Immediate Past President shall serve as Chairperson of this Committee. Nominations
shall be solicited from among C.B.A. members by May 1st on an annual basis. The membership
will vote for the person to receive this award. The deadline for voting will be May 15th.

Section 5.     Exemplary Band Award Committee

The C.B.A. shall present awards annually to school band programs within the State which have
demonstrated excellence in the areas of concert band, marching band, and jazz band. Nominations
may be self-initiated or submitted by any member of C.B.A. All nominations must be submitted to
the Second Vice President of C.B.A. by June 1st. At least one member of the school winning the
award must be a member of the C.B.A. There is no limit on the number of times the award may be
given to any one school.




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                  Colorado Bandmasters Association
                            Constitution


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Section 6.     Marching Band Committee

The Marching Band Committee shall be appointed by the Chairman of Marching Affairs and will
include at least three (3) Board Members. The responsibilities of the committee are to serve as an
advisory group to the Chairman of Marching Affairs.

Section 7.     Nominating Committee

This committee shall be comprised of the Immediate Past President, who shall serve as
Chairperson, the four Area Representatives, and any other board member who the Immediate Past
President appoints to the committee. The Committee shall be responsible for nominating a slate
of officers according to the provisions of the constitution.




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                   Colorado Bandmasters Association
                             Constitution


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                                 ARTICLE VIII - AUTHORITY

Section 1.    Responsibility
Except as provided in the Constitution, fiscal responsibility for the operation of C.B.A. shall rest
on the Board of Directors.

Section 2.     Special Funds

Special funds shall be under the administration of the Board of Directors subject to a review of
membership.

Section 3.     Ultimate Authority

The ultimate governing authority of C.B.A. shall be exercised by its membership in the business
session(s) at the Annual Convention as shall be fixed by the Board of Directors.

Section 4.     Programs

The Board of Directors shall have authority to plan and execute educational activities and present
musical organizations and clinics, which shall comprise the Annual Convention program.




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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

                            ARTICLE IX - ELECTION PROCEDURES

Section 1.      For State C.B.A. Offices

By the end of the Colorado Music Educators Association Convention, the Nominating Committee
shall notify the membership of officer positions to be filled. The Committee shall accept
volunteers or nominations for each of the available positions and shall contact prospective
nominees to verify their willingness to serve as an officer. By May 1st, the Committee shall prepare
a ballot on which the membership can vote for the candidate of their choice and shall make
available to each C.B.A. member. During the time between May 1st and May 15th, the candidates
may campaign state wide for the office for which they have been nominated. All C.B.A. members
must return their votes to the C.B.A. Immediate Past President by May 15th. The C.B.A. Immediate
Past President shall count all ballots by June 1st. The result of all balloting will be announced by
June 1st and introduced at the General Membership Meeting at the Annual Convention. New
officers will be notified before the announcements are made to confirm acceptance. In the event of
a tie, the C.B.A. membership in attendance at the next General Membership meeting shall vote to
break the tie. In the event a position is not filled, the President, with the ratification of the Board of
Directors will fill vacant positions in accordance with Article IV of the Constitution. Offices that
will be voted on during odd years will be 1st Vice President, Recording Secretary, Western Area
Representative and Southern Area Representative. Offices that will be voted on during even years
will be; President Elect, Second Vice President, Metro Area Representative Northern Area
Representative and Small School Representative. The Small School Representative will only be
voted for by membership representing only 1A, 2A, or 3A schools.


Section 2.      For Four Area Representatives

Area Representatives will be voted on only by members from their respective areas. Area
members will submit votes to the Immediate Past President who will be responsible for verifying
membership of a specific Area. If this office has not been filled by the conclusion of Voting as
outlined in Section 1 of Article IX, the President may take nominations to fill the vacant position.
The President will appoint a Representative, with Board approval, to fill any vacant Area
Representative office.




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                   Colorado Bandmasters Association
                             Constitution


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                                 ARTICLE X - AMENDMENTS

Section 1.     Amendments

The Constitution of the C.B.A. may be amended only by a two thirds vote of the members present
during any general membership meeting. A quorum of 15 members, including officers, must be in
attendance. An amendment must be presented to the membership before a vote may be taken.


                       ARTICLE XI - PARLIAMENTARY AUTHORITY

Section 1.     Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order shall govern the Association
in all cases to which they are applicable and in which they are not inconsistent with these by-laws
and any special rules of order the Association may adopt.


                                 ARTICLE XII - DISSOLUTION

Section 1.     Dissolution

This Association may be dissolved by a two-thirds (2/3) vote of those present and entitled to vote
at any Convention meeting or special meeting called for that purpose. Upon dissolution, the Board
of Directors, after making provision for the payment of all liabilities of the Association, shall
dispose of all of the assets of the Association in accordance with the provision of Article I, Section
6.


                       ARTICLE XIII – POLICIES AND PROCEDURES

Section 1.     Operating Policies and Procedures

All operating Policies and Procedures are listed in the Policies and Procedures Handbook of the
Colorado Bandmasters Association following the Constitution. The operating Policies and
Procedures shall be maintained, updated, and voted on by the Board of Directors.



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                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012




                                           APPENDIX A

AGENDA ADDITIONS

To place an item on the agenda at a general or Board meeting, your name and the item to be
discussed must be submitted and explained to the current C.B.A. President at least one week prior
to the scheduled meeting. In the event that this procedure cannot be followed, an item may be
placed on the agenda with Board approval. The Board is open to all suggestions from current
members.


                                           APPENDIX B

DEADLINES AND EXCEPTIONS

In an attempt to be fair to all members in all activities the executive board must stress the necessity
to adhere to all deadlines and other requirements set for all CBA activities including, marching
band, concert band, scholarships, All State Jazz, convention, exemplary band award, elections,
dues, membership, and Hall of Fame. It is understood that occasionally exceptions may need to be
made concerning the deadlines and/or handbook procedures. Please note that in the occurrence of
these exceptions it is required of the chairperson of each given activity to get approval. Approval
for any exception can only be made by the president and at least one other board member selected
by the president.


                                           APPENDIX C

RULE CHANGES
The following format will be made regarding any rules changes to any C.B.A sponsored event:
1. The entire C.B.A membership must be notified of the procedure used to change the rules.
2. The process must be completed 6 (six) months prior to the use of any rules change at a C.B.A
sponsored event.
3. After a chairman of a C.B.A sponsored activity polls the membership, the final result of the rules
change process will go into effect if the change is financially feasible and does not contradict the
constitution of the C.B.A and is legal.




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               Colorado Bandmasters Association
                         Constitution


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          Operating Policies and
          Procedures Handbook
                  of the
          Colorado Bandmasters
               Association




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                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012


                                      President Procedures

July
      Announce all meetings at the general membership meeting at the annual convention.
      Preside over the board meeting and general membership meeting at the CBA convention

August
   Make sure the Operating Policies and Procedures Handbook is up-to-date and published on
      the website.
   Send a reminder for the September board meeting and tasks to be completed to all board
      members.

September
    Hold the first meeting of the new executive board.
    Check with the jazz chairperson to see that the all-state jazz material is in order.

October
    Remind Chairman of Marching Affairs to make sure that all regional participants are
      current members.
    Check to see if all state jazz arrangements for CMEA are finalized.
    Send a reminder for the November board meeting and tasks to be completed to all board
      members.

November
    Hold a board meeting and check on the all state jazz progress.

December
    Finalize plans for CMEA Board and General Membership Meetings – check on locations
     and times with Instrumental Music Chair.

January
    Establish with the Immediate Past President and President Elect an Audit Committee of
      three (3) non-board members to complete an audit before the summer convention.
    Send a reminder for the board and general membership meetings and tasks to be completed
      to all board members.
    Host board and general meetings at CMEA.
    Assist the all state jazz chairperson with all state jazz bands.


                                                20
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

President Procedures Continued

February
    Make any updates to the Operating Policies and Procedures

March
   Send a reminder for April board and general membership meetings and tasks to be
      completed to all board members.
   Plan all meetings for the next school year and publish to membership
   Check convention progress with President Elect

April
    Send a reminder for board and general meetings at All-State Band weekend.
    Check the progress of the elections, hall of fame, and state and regional concert bands for
      the next year.
    Host a meeting at the UN.C. all state band.
    Publish and announce dates for next year’s meetings, all-state jazz band, regional and state
      concert band festivals, state marching band weekend, etc. at the All-State Band meetings.
May
    Help with the finalization of convention plans, the exemplary band awards, and Hall of
      Fame award.
    Assist the state concert band chairman and check on the final marching schedule.
    Order Gavel for out-going president and jacket for incoming president if applicable.

June
    Check on the progress of the Audit to be presented to the membership at the general
     membership meeting at the annual convention.
    See that all candidates have been notified and are willing to serve.
    Send a reminder for the convention meetings and tasks to be completed to all board
     members.




                                               21
                  Colorado Bandmasters Association
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UPDATED 4/9/2012

                                  President Elect Procedures

July
       Preparations for the convention are completed. Last check on clinicians. Attend Board and
CBA meetings.
August
       Post Convention details. Select the site and dates for next year. Sign the contract with the
motel and for services.
September
       Attend the CBA board meeting. Begin plans for the CBA convention.
October
       Attend CBA functions (marching regionals).
November
       Attend the CBA board meeting.
December
       Prepare for the January CBA meeting at CMEA.
January
       Begin to look at the convention program. Get ideas from others at CBA meetings. Attend
the CBA board and general meetings at CMEA.
February
       Begin to set up convention times and offerings. CBA meeting at CU honor band.
March
       Contact other convention groups like AST A and IAJE. Begin to give them information on
the upcoming convention.
April
       UNC all state band CBA meeting.
May
       Send out all of the information on the convention along with pre-registration.
June
       Finalize the CBA convention. Send contract to the clinicians. Keep other convention
groups informed about the convention.




                                                22
                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

                                  First Vice President Procedures

September
         Send out a letter to all the coordinators of band festivals in the state (marching, concert and
jazz) which have been approved by the CBA as qualification festivals for the exemplary band
award. The letter should instruct the coordinators to mail a full recap of their festival to the 1 st vice
president.
February
         For a committee to come up with candidates for the hall of fame award (as described under
hall of fame award in the constitution). The committee should come up with three (3) candidates.
Notify the candidates of their nomination and ask them for a biography. Edit and compile
biographies for newsletter publication.
March
         Submit exemplary band award application to newsletter editor for publication. All
applications should be returned to the 1st V.P. by June 1st.
         Submit hall of fame biographies and ballot to newsletter editor for publication.
May
         May 1 st deadline for CBA scholarship applications. Form a committee to judge tapes and
select scholarship recipient.
June
         June 1st exemplary band award applications are due. Verify superior ratings with recap
sheets received from CBA approved contest - festival directors. Send out a letter to all directors
whose bands have qualified for the award. This letter should instruct the directors to 1) order their
"main plaque" by sending in the appropriate fee.
         or
         2)check the appropriate box stating that the band already has a main plaque and does not
need to order another one.
         If the form is not returned with either #1 or #2 checked a drop plate will not be
presented at the convention. In its' place a CBA certificate will be presented.
July
         EARLY! Call the trophy company with information for the engraving of main plaques and
drop plates. Turn in all money collected for plaques to treasurer. The treasurer should then write a
check to the trophy company for the amount of the order.

        Contact the trophy company for the hall of fame plaque.
        Present the awards at the CBA convention:
               1) CBA scholarship
               2) CBA hall of fame award
               3) CBA exemplary band awards

                                                   23
                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

                                Second Vice President Procedures

The Second Vice President will serve a two (2) year term. He/she will be elected biannually on
even numbered years according to the provisions of the Constitution. The Second Vice President
shall have the same qualifications as the President. The Second Vice President shall be available to
help any of the CBA chairpersons. The Second Vice President also shall be available to any duties
assigned by the President.
In the event the Second Vice President is ineligible to serve the office, the President shall appoint a
C. B.A. member, not an officer, to fulfill the duties of the office until the end of the term.




                                                  24
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

                               Recording Secretary Procedures

The main duty of the recording secretary is to take notes at all CBA Board meetings and all CBA
General Membership meetings. Following each board or general membership meeting the
Recording Secretary should type up the minutes and distribute to the board members for approval
within 2 calendar weeks. Once approved, the minutes will be posted to the CBA website for
viewing by the CBA membership.

The recording secretary is expected to keep electronic copies of all meeting minutes during their
tenure and forward copies of all minutes to any subsequent recording secretary for accurate
record-keeping.




                                                25
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

                            Immediate Past President Procedures

September - December
        Assist the president with check up procedures.
January
        Compile a list of members who are interested in running for office by the end of the CMEA
convention. Meet with the hall of fame nomination committee to select candidates for the hall of
fame.
February
        Collect the biographies from the candidates to publish on the ballot and in the newsletter
for both the election and the hall of fame.
April
        Send out the election ballots and the hall of fame ballots to all members.
May
         May 1st -All ballots must be returned and counted.
June
        June 1st- Candidates and the general membership must be informed of the election results.
July
        July 1-Order the hall of fame plaque to be awarded at the convention.




                                               26
                 Colorado Bandmasters Association
                           Constitution


UPDATED 4/9/2012

                             Area Representatives Procedures

August
   Check region for new directors and mail membership information.
   Coordinate information and email reminders and information about upcoming events to
      membership.
   Create and update membership email list.

September
    Attend C.B.A. board meeting.
    Coordinate information and email reminders and information about upcoming events to
      membership (marching band contests, state concert band festival, leadership training
      events, All State Jazz audition dates, etc).
    Update membership email list with renewed or new members.

October
    Coordinate information and email reminders and information about upcoming events to
      membership.
    Update membership email list with renewed or new members.

November
    Attend C.B.A. Board meeting.
    Contact individuals who may be interest in running for state office.
    Encourage and coordinate with local marching contests to become
     certified for the Exemplary Band Award.
    Coordinate information and email reminders and information about upcoming events to
     membership.
    Update membership email list with renewed or new members.

January
    Attend C.B.A. and state board meetings at the CMEA convention.
    Present a list of election candidates from your region.
    Solicit ideas for the summer convention.
    Coordinate information and email reminders and information about upcoming events to
      membership.
    Update membership email list with renewed or new members.



                                             27
                 Colorado Bandmasters Association
                           Constitution


UPDATED 4/9/2012

February
    Attend state C.B.A. state board meeting at CU Honor Band.
    Coordinate information and email reminders and information about upcoming events to
      membership.

March
   Coordinate information and email reminders and information about upcoming events to
      membership.

April
    Attend state C.B.A. board meeting at All State Band.
    Assist regional members with Hall of Fame, election or Exemplary Band Award concerns.
    Coordinate information and email reminders and information about upcoming events to
      membership.

May
      Coordinate information and email reminders and information about upcoming events to
       membership.

July
      Attend the state C.B.A. convention, including board meetings.




                                              28
                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012


                                 Executive Secretary Procedures

The executive secretary will receive a $1,500 stipend per year. The office of executive secretary
is really two positions: Membership and Financial as described below.

Membership
1. Maintain current membership lists and data base for use in mailings, and for use of committee
chairs. Be prepared to give out membership contact info as needed.
2. Update membership form and make it available. Give copies to
        A. convention chair for posting on website as part of convention registration
        B. 1 copy for reproduction to each regional marching band chair
        C. 1 copy for reproduction to each event chair (all state jazz, concert band regionals, state
             marching band chair, state concert band chair)
        D. past president for posting on the website
3. For each completed membership form you receive, you must
        A. Send back to them a confirmation email of their current membership status along with
        contact info for their regional represtentative.
        B. Keep their completed form after you update them on the data base.
        C. Update contact information with regional representatives
4. Update the membership directory and database with each new membership received or each
renewal. Give the directory to the past president for posting on the website.

Financial
1. Keep the checkbook and have an updated financial report to hand out at every meeting whether
board or general meeting. Maintain necessary amounts in checking account for bills, otherwise
transfer into savings.
2. Update the financial software to account for all deposits and expenditures. Track each
transaction into the appropriate account (All State Jazz, Regional Concert Band, membership, etc.)
One of your primary responsibilities is to make sure that the expenditures are not over the
budgeted amounts.
3. Collect budget data from committee chairs. Create an overall budget from this data.
4. Always have voucher forms ready at each meeting. Be prepared to write checks for these.
5. Prepare Income Tax report by April 15. See "Legal Responsibilities" below.




                                                 29
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012



Executive Secretary Continued

Legal Responsibilities
(See the folder marked "CBA Legal Documents" for examples of the following forms)
1. Each new Executive Secretary must file a change of address with the Secretary of State. Your
address is the official address of the Association.
2. A yearly report must be renewed with the Colorado Secretary of State. You will be notified via
email that this is due. This report can be filed online at www.sos.state.co.us
3. The fiscal year runs from January 1 to December 31. The federal income tax report is due April
15th, although you can file an extension. You should hire a tax accountant to do this. You are also
responsible for getting reports from the marching band chair as that account must also be included
in our income tax report.




                                                30
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

                                         Duties by Month
January
       1. Create a list of individuals who were paid over $600 in the previous year. You need to
           get the same list from the marching chair and compare.
       2. Pull W9 forms for all individuals receiving over $600.
       3. Give list and W9 forms to accountant to create 1099’s to be sent to the individuals; this
           information is also sent to the IRS.
       4. Create a profit and loss detail report from Quickbooks. This is what you give to the
           accountant to start filing taxes with the IRS. You also need to verify that the marching
           chair creates the same type of report. The accountant will merge both reports into the
           tax filing.
       5. Send out a revised, paid-up CBA membership dues directory.
       6. Write the ASJ clinician stipend checks, meal checks and the ASJ chair stipend check.
           Pay for ASJ clinician room at the Broadmoor; pick up the ASJ programs at the printer
           (Print Smart, Tejon & Co., Downtown Colo. Spgs.) and pay for them.
       7. Write checks for the state concert band airfare reimbursements.
       8. Prepare a financial report for the general meeting at CMEA (100 copies).
       9. Keep the checkbook and have an updated financial report to hand out at every board or
           general meeting. Maintain necessary amounts in the checking account for bills;
           otherwise transfer into savings.
       10. Always have voucher forms ready at each meeting. Be prepared to write checks for
           these.
       11. Pay for the President’s room at CMEA.
       12. Reconcile the general checking and savings accounts.
       13. Download the monthly statement from the US Bank website (General checking – 7331,
           Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
           President and President-Elect) and save it in the file – CBA STUFF/bank statements
           (Open the statement and use shift/control/S to save the statements).
       14. Print up the statements for the general checking and savings accounts, and put them in
           the binder.
       15. Back up data on to the Verbatim external hard drive.




                                                31
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

February
   1. File the annual report with the Colorado Secretary of State (online).
   2. Start processing middle school concert band entry forms and checks; verify membership
       status, etc.
   3. Write checks for regional concert band festival (pay clinicians & judges salaries, awards,
       hotel expenses, site host checks, regional concert band chair stipend, etc.); process entry
       forms and verify membership.
   4. Prepare final financial report on ASJ and send to chair and officers.
   5. Send out a revised, paid-up CBA membership dues directory.
   6. Reconcile the general checking and savings accounts.
   7. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   8. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   9. Back up data on to the Verbatim external hard drive.




                                               32
                 Colorado Bandmasters Association
                           Constitution


UPDATED 4/9/2012

Executive Secretary Continued

March
   1.  Collect W9 forms as needed from regional concert band judges/clinicians.
   2.  Write stipend check for regional concert band chair after the expense report is finalized.
   3.  Continue processing middle school entry forms and checks; verify membership.
   4.  Pay bills from regional concert band festival (recording fees, etc).
   5.  Write and mail refund checks to bands who did not qualify for the CBA State Concert Band
       Festival- 30-35 checks.
   6. Prepare a final financial report on the regional concert band festival, and send to chair and
       officers.
   7. Send out a revised, paid-up CBA membership dues directory.
   8. Keep the checkbook and have an updated financial report to hand out at every board or
       general meeting. Maintain necessary amounts in checking account for bills; otherwise
       transfer into savings.
   9. Always have voucher forms ready at each meeting. Be prepared to write checks for these.
   10. Reconcile the general checking and savings accounts.
   11. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   12. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   13. Back up data on to the Verbatim external hard drive.




                                                33
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

April
   1. Prepare a financial report for the general meeting at All State Band (75 copies).
   2. Write checks for the Middle School Concert band festivals (also collect W9 forms).
   3. Write checks for the State Concert Band Festival (judges salaries, hotel, recording fees, site
       rental fees, state concert band chair stipend, etc).
   4. Collect W9 forms as needed from state concert band judges/clinicians.
   5. Verify that income taxes have been filed by the accountant with the IRS by April or May
       15th (by November 15th in the case of a longer extension). The fiscal year runs from January
       1 to December 31. You are also responsible for getting reports from the marching band
       chair, as that account must also be included in our income tax report.
   6. Send out a revised, paid-up CBA membership dues directory.
   7. Keep the checkbook and have an updated financial report to hand out at every board or
       general meeting. Maintain necessary amounts in the checking account for bills; otherwise
       transfer into savings.
   8. Always have voucher forms ready at each meeting. Be prepared to write checks for these.
   9. Reconcile the general checking and savings accounts.
   10. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   11. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   12. Back up data on to the Verbatim external hard drive.




                                                34
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

May
  1. Prepare a financial report for the CBA board meeting (15 copies).
  2. Prepare a final state concert band financial report for possible concert band committee
      meeting; send to chair and officers (18 copies).
  3. Finish paying bills for the state concert band and middle school festivals.
  4. Send out a revised, paid-up CBA membership dues directory.
  5. Update membership form in preparation for summer convention. Give copies to the
      convention chair for posting on the website as part of the convention registration; 1 copy
      for reproduction to each regional marching band chair; 1 copy for reproduction to each
      event chair (all state jazz, concert band regionals, state marching band chair, and state
      concert band chair).
  6. Check with the exhibits chair regarding exhibitor registration for summer convention. He
      or she handles deposits, registration, etc…
  7. Pay the website annual maintenance fee ($500).
  8. Reconcile the general checking and savings accounts.
  9. Download the monthly statement from the US Bank website (General checking – 7331,
      Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
      President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
      the statement and use shift/control/S to save the statements).
  10. Print up the statements for the general checking and savings accounts, and put them in the
      binder.
  11. Back up data on to the Verbatim external hard drive.




                                              35
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

June
   1. Review all changes to be made on the convention registration form with the
       President-Elect (Convention fee/Dues).
   2. Make sure the area reps send out the convention registration and membership renewal
       forms (Past-President posts on the website).
   3. Process membership renewals, new membership forms, and convention registrations.
   4. Track membership info on the computer.
   5. Send out a revised, paid-up CBA membership dues directory.
   6. Pay the convention insurance premium (President-Elect).
   7. Work with the golf tournament chair on golf income/expenses (Direct deposit).
   8. Work with the Past President to verify that the HOF plaque and Past Presidents’ gavel have
       been ordered.
   9. Reconcile the general checking and savings accounts.
   10. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   11. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   12. Back up data on to the Verbatim external hard drive.




                                               36
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

July
    1. Prepare and print forms that include the convention and dues receipt, name badge, etc…
    2. Enter membership info into the directory, membership database, and convention spread
        sheet. For each completed membership form you receive you must: Send back a
        confirmation email of their current membership status, along with contact info for their
        regional representative; Keep their completed form after you update each member on the
        data base; and Update contact information with the regional representatives.
    3. Update the membership directory and database with each new membership received, or
        each renewal.
    4. Send out a revised, paid-up CBA membership dues directory.
    5. Prepare a financial report for the general meeting at the convention (75 copies).
    6. Prepare all pre-registration materials (Registration forms for pre-registered members,
        badge holders, lunch tickets, and labeled envelopes).
    7. Send membership dues receipts as you receive their checks. Also send a cc to their area rep.
    8. Purchase supplies for the convention.
    9. Pay bills for the golf tournament.
    10. Write checks for the convention clinicians.
    11. Collect W9 forms as needed from convention clinicians.
    12. Keep the checkbook and have an updated financial report to hand out at every board or
        general meeting. Maintain necessary amounts in the checking account for bills; otherwise
        transfer into savings.
    13. Always have voucher forms ready at each meeting. Be prepared to write checks for these.
    14. Pay bills for the convention (Facility rentals are last – about $4000).
    15. Work the registration table at the convention (four people needed for the first day; two the
        second).
    16. Get someone to take lunch tickets during both convention lunches.
    17. Track HOF banquet reservations; pay for banquet.
    18. Write a press release about the HOF honoree for the local newspaper, superintendent of
        schools, and school board president.
    19. Write the check for the Exemplary Band awards.
    20. Keep the checkbook and have an updated financial report to hand out at every board or
        general meeting. Maintain necessary amounts in the checking account for bills; otherwise
        transfer into savings.
    21. Reconcile the general checking and savings accounts.
    22. Download the monthly statement from the US Bank website (General checking – 7331,
        Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,


                                                37
                 Colorado Bandmasters Association
                           Constitution


UPDATED 4/9/2012

       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   23. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   24. Back up data on to the Verbatim external hard drive.




                                               38
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

August
   1. Finish paying bills for the convention.
   2. Prepare a final financial report for the convention and send to the President-Elect and
       Officers.
   3. Have area reps send out a reminder regarding membership renewals, along with a
       membership form.
   4. Process membership renewals.
   5. Send out a current, paid-up CBA membership dues directory.
   6. Get a list of participating directors for the CBA Parade from the marching chair; verify
       membership status and contact those directors who are not current with membership dues.
   7. Reconcile the general checking and savings accounts.
   8. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   9. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   10. Back up data on to the Verbatim external hard drive.




                                              39
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

September
   1. Prepare a financial report for the board meeting.
   2. Keep the checkbook and have an updated financial report to hand out at every board or
       general meeting. Maintain necessary amounts in the checking account for bills; otherwise
       transfer into savings.
   3. Always have voucher forms ready at each meeting. Be prepared to write checks for these.
   4. The membership year goes from Sep. 1 through Aug. 31.
   5. Continue to receive membership renewals.
   6. Send out a revised, paid-up CBA membership dues directory.
   7. Check with each marching band regional host for a list of participating directors; verify
       membership status (by 9/25) and contact those directors who are not current with
       membership dues.
   8. Reconcile the general checking and savings accounts.
   9. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   10. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   11. Back up data on to the Verbatim external hard drive.

October
   1. Continue to process membership renewals.
   2. Send out a revised, paid-up CBA membership dues directory.
   3. Track concert band deposits.
   4. Get a list of judges from the marching chair; determine which judges need to fill out a W9
       form.
   5. Get a list of those who are helping with the state marching band festival; determine who
       needs to fill out a W9 form.
   6. Collect proposed budget information from committee chairs.
   7. Create a CBA overall proposed budget to present to the CBA Board.
   8. Reconcile the general checking and savings accounts.
   9. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   10. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   11. Back up data on to the Verbatim external hard drive.

                                               40
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

November
   1. Continue to process membership renewals.
   2. Send out a revised, paid-up CBA membership dues directory.
   3. Ask chairs to develop a budget for the next year.
   4. Put together all submitted budgets into a CBA general budget.
   5. Keep the checkbook and have an updated financial report to hand out at every board or
       general meeting. Maintain necessary amounts in the checking account for bills; otherwise
       transfer into savings.
   6. Always have voucher forms ready at each meeting. Be prepared to write checks for these.
   7. Track concert band deposits.
   8. Track ASJ audition fees.
   9. Write checks for ASJ audition expenses.
   10. Verify membership status of directors whose students auditioned for ASJ.
   11. Verify membership status of directors registered for concert band festivals.
   12. Prepare a financial report for the board meeting.
   13. Write checks for ASJ airfare reimbursement.
   14. Reconcile the general checking and savings accounts.
   15. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   16. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   17. Back up data on to the Verbatim external hard drive.




                                               41
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Executive Secretary Continued

December
   1. Write checks for state concert band airfare reimbursements.
   2. Track income for concert band & ASJ.
   3. Continue to process membership renewals.
   4. Send out revised, paid-up CBA membership dues directory.
   5. Remind the marching chair to be ready to create a profit & loss report after Jan. 1 for the
       IRS.
   6. Track ASJ participation fees.
   7. Reconcile the general checking and savings accounts.
   8. Download the monthly statement from the US Bank website (General checking – 7331,
       Marching – 7349, Savings, MB Credit Card, and all other debit cards – Past President,
       President and President-Elect) and save it in the file – CBA STUFF/bank statements (Open
       the statement and use shift/control/S to save the statements).
   9. Print up the statements for the general checking and savings accounts, and put them in the
       binder.
   10. Back up data on to the Verbatim external hard drive.




                                               42
               Colorado Bandmasters Association
                         Constitution


UPDATED 4/9/2012

      Chairperson of Marching Band Affairs Procedures




                                        43
                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

Chairperson of Concert Band Affairs Procedures

The Chairperson of Concert Band Affairs will receive a stipend of $300 at the completion of the
annual State Concert Band Festival.

September -October -November
      1) Confirm regional sights and dates
      2) Contact judges for May state contest
      3) Give marching band chairperson travel needs
      4) Confirm Denver I Western Slope performance sights.
December
      1) Make CBA festival handout to include all regional and state sights and dates.
      2) New letter announcement
January-February
      1) Judges Biographies
      2) Program add solicit through exhibit chairperson/CMEA
      3) Handouts at CMEA
      4) Photo arrangements
March
      1)Confirm travel arrangements
      2)Program outline
      3)Recording contract
      4)Have state applications to all regional concert band festivals that serve as state qualifiers

April
        1)Confirm all entries
        2)Make sight arrangements, percussion equipment, directors/judges, lunch arrangements
        3)Individual travel arrangements and motel/airport pick up - etc.
        4)Program print if possible
        5)Have judges packets and tapes made
        6)Sight reading material selected and in folders
        7)Maps and enclosures for all participants




                                                 44
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

                       Chairperson of All State Jazz Band Procedures

The Chairperson of All State Jazz Band will receive a stipend of $1000 at the completion of the
annual all-state Jazz Band event.

February
    Ask the board for suggestions for clinicians and clear up any problems that may have
      happened at the last CMEA convention.
    Begin gathering the tryout materials for next year.
    Provide a follow-up survey/communication to all members of CBA.

March
   Get new material ready and update tryout procedures and form.
   Contact the University in the rotation about listening to the audition tapes and make sure
      they have it on their radar.

April
    Begin to contact and contract clinicians for next year’s All-State Jazz Band.
    Complete the updated tryout procedure form and all audition music for next year. Publish
      and announce at the All-State Band weekend meeting.

May
      Make sure the audition material is uploaded to the website.
      Make sure someone is working on the Jazz Band Reading Band for the summer
       convention.

June
    Check with clinicians about music.
    Check to make sure everything is going okay with the summer reading band.




                                               45
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Chairperson of All State Jazz Band Continued

July
      Take any music that was purchased for the All-State Jazz Band to the convention to be
       given away in a drawing. The Drawing should be based on the number of auditions a
       director submitted (if they submit 5 auditions, their name is entered 5 times for the
       drawing, etc.). The drawing will occur at the general membership meeting at the
       convention.
      Attend the Board and General membership meetings at the convention and remind
       everyone about the All-State Auditions.
      Help coordinate the reading band at the convention.


August
   Notify membership of due dates and material for the All-State Auditions. Remind
      membership that they have to be a member in order to submit their students for
      consideration.

September
    Check with the CMEA on rooms and times for the concert.

October
    Make reservations for hotel rooms and any other travel arrangements for clinicians.
    Begin making arrangements for sound system and podiums, chairs and stands, etc. for the
      CMEA convention performances.

November
    Receive auditions and coordinate listening with the University on rotation.
    Coordinate with the executive secretary to make sure submissions are from directors who
     are members.

December
    Publish audition results and send out information forms to students.
    Confirmation must be back by December 18th. Confirmation must include the original
     confirmation letter, medical form and payment for the student to participate.
    The program needs to be set up at this time. Get a list of tunes and a biography from the
     clinicians. Ask for help to run sectionals.
    Follow through on fee and registration of all state members.


                                               46
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012


Chairperson of All State Jazz Band Continued

January
    Notify any alternates if they are needed to fill spots in the bands as soon as possible. Talk
      with the president of CMEA, Broadmoor, and the clinicians. Finalize the program and run
      off enough copies for the concert (1000?).
    Get to the Broadmoor on Wednesday night and check the rooms. Set up a table in the lobby
      for the registration on Thursday. Take care of the clinicians. Introduce yourself at the first
      rehearsals and help to run sectionals if needed. Arrange the stage set up for the concert.


Procedures for listening of Auditions:
       1. Date MASTER AUDITION FORM when received.
       2. Keep envelope with the postmarked date.
       3. Assign Alphabet Code to MASTER AUDITION FORM and envelope.
       4. Label ALL auditions with correct alphabet code.
       5. Make a Master Code Sheet
       6. Make sure all directors are current members.
       6. Recruit audition listening personnel
               a) Utilize a college/university rotation system of proficient jazz
               artists on staff.
               b) Determine pay to adjudicators, by need or conditional basis.
       7. Receive and arrange results
       8. Publish on the CBA website and through e-mail distribution
       9. Send notification to members of the All-State Jazz Band with medical forms,
acceptance forms, information forms, a rehearsal schedule and music if applicable.
       10. Receive fees and forms from students – finalize roster.
       11. Continue to communicate with students until CMEA.




                                                47
                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

                          Convention Exhibit Chairperson Procedures

Purpose of Position:
    Recruit old & new exhibitors to attend the annual convention.
    Maintain accurate records of registrations and money collected.
    Assign exhibit spaces in the exhibit area.
    Work with the host institution on exhibit area and hours of exhibits.
    Mail timely information to the exhibitors prior to and after each convention.
    Attend all board meetings.

Responsibilities:
May - June
       1) Solicit exhibitors. Initial mailing should be done two months prior to the convention.
       2) Maintain records as reservations are received and payments received. Deadline is
usually two (2) weeks prior to the convention.
July
       3) Assign exhibit spaces.
       4) Inform exhibitors as to hotel rates, dates, times for set-up tear-down and exhibit hours.
       5) Confirm with the host institution the number of tables, arrangement, etc. prior to the
convention
       6) Arrive at the host institution early, usually the day prior to the start of the convention to
make sure everything is taken care of.




                                                  48
                       Colorado Bandmasters Association
                                 Constitution


UPDATED 4/9/2012

                     CBA Policy On Electronic Mail (Approved September 2011)

1.0     Rationale
The Colorado Bandmasters Association Board of Directors recognizes that access to e-mail
enhances and encourages effective communications. It is also aware that misuse of e-mail can be
detrimental to the business conducted by the Colorado Bandmasters Association and it is therefore
necessary that all users of CBA related e-mail be aware of what is deemed acceptable use and what
is not.


2.0       Expectations
      2.1 Important official communications are often delivered via e-mail. As a result, Board
          Members of The Colorado Bandmasters Association are expected to check their e-mail as
          often as possible in a consistent and timely manner so that they are aware of important
          announcements and updates, as well as for fulfilling business and role-oriented tasks.

      2.2   As a member of any CBA mailing list, he or she must be aware of how to remove himself
            or herself from the list, and is responsible for doing so in the event that their current e-mail
            address changes.

      2.3   CBA E-mail users are also expected to comply with normal standards of professional and
            personal courtesy and conduct.

      2.4     Any electronic mail distributed as part of CBA business will make reference to CBA in
            the 'Subject' line of the e-mail.




                                                      49
                   Colorado Bandmasters Association
                             Constitution


UPDATED 4/9/2012

3.0     Appropriate Use
CBA Members are to use e-mail to further the goals and objectives of The Colorado Bandmasters
Association. The type of activity would include but is not limited to:
    3.1 Communicating with other members, fellow band directors, education and association
        partners of The Colorado Bandmasters Association, and clients within the context of an
        individual’s assigned responsibilities.

   3.2   Acquiring or sharing information necessary or related to the performance of an
         individual’s assigned responsibilities.

   3.3   Participation in Colorado Bandmasters Association related activities.

   3.4   The promotion of The Colorado Bandmasters Association mission statement. This may
         include, but is not limited to, educational opportunities for students from colleges or
         universities or announcements about other music education activities not sanctioned by
         CBA.

4.0     Inappropriate Use
E-mail systems and services are not to be used for purposes that could be reasonably expected to
cause excessive strain on systems (large files). CBA related e-mail use will comply with all
applicable laws, all C.B.A. Board policies and procedures, and all members’ school district
policies.

The types of activities deemed inappropriate use of CBA e-mail and services includes, but not
limited to, are:
    4.1 Use of e-mail for illegal or unlawful purposes, including copyright infringement,
        obscenity, libel, slander, fraud, defamation, plagiarism, harassment, intimidation, forgery,
        impersonation, soliciting for illegal pyramid schemes, and computer tampering (e.g.
        deliberate spreading of computer viruses).

   4.2   Personal use of CBA e-mail lists for unsolicited mass mailings, non-C.B.A. commercial
         activity, political campaigning, dissemination of chain letters, and use by non-members.

   4.3   Use of e-mail lists for private business activities, amusement/entertainment purposes, or
         charitable endeavors unless expressly approved by The CBA Board of Directors.




                                                 50
                    Colorado Bandmasters Association
                              Constitution


UPDATED 4/9/2012

5.0     Reporting Misuse
Any allegations of misuse should be promptly reported to The Colorado Bandmasters Association
Board of Directors. If an offensive e-mail is received, this message should not be forwarded,
deleted, nor should the message be replied to. Instead report it directly to the CBA
Board. Offensive e-mails would include receipt of messages that may be construed to be in
violation of the law. They would not include messages received that advertise products or that
promote a company’s services (as approved by the CBA Board for distribution); these types of
messages can be deleted without contacting the CBA Board.


6.0       Confidentiality
      6.1 Any e-mails sent to a list should be Blind Carbon Copied (BCC) to the list.
      6.2 Extreme caution is to be used when communicating confidential or sensitive information
          via e-mail. A good rule is to not communicate anything that the author wouldn’t feel
          comfortable being made public. Demonstrate particular care when using the “Reply”
          command during e-mail correspondence.




                                                51
                  Colorado Bandmasters Association
                            Constitution


UPDATED 4/9/2012

Proposed Board Policy (Approved November 19, 2010)

Officers / Chairpersons of the CBA Board of Directors and Business Affiliations

The CBA seeks participation on its board and on committees from those interested in serving the
organization by giving of their time and expertise to help carry out the Mission Statement.

Persons with business interests and/or business affiliations are not prohibited from serving on the
board or as committee chairpersons as long as they meet the requirements as outlined in the CBA
bylaws. However, Board members and committee chairpersons are prohibited from using their
CBA position to further business interests in accordance with the guidelines listed below. Board
and committee members who are also potential vendors must submit a bid for services.
Non-affiliated members of the board will make decisions and award bids.

CBA Board and Committee members with business interests and/or affiliations are prohibited
from engaging in the following activities and practices:

   1. Using CBA mailing lists, email lists, or databases
   2. Affiliating business interests with official CBA postings, notifications, emails, or CBA
      meetings.
   3. Wearing or displaying of shirts, jackets, placards, postcards, business cards, or additional
      items that promote business during CBA meetings or while doing official CBA business,
      except when working a booth paid for by the business during the convention.
   4. Promoting him/herself as being a CBA Board Member or Committee Chairperson while
      doing business.




                                                52



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