Mesquite Community Band

Article I
Purpose Statement

We exist as the Mesquite Community Band (“MCB” or the “Band”) for the purpose of “enriching the harmony of life.”

To enrich musicians so that they enjoy quality music, express their musical talents at performances and enhance their musicianship.

To enrich the community so that the community enjoys family entertainment, the community is exposed to music and musical instruments, and the community is educated and its awareness of music is expanded.

To enrich our organization so that the Mesquite Community Band has a positive atmosphere; strives to be diverse in our ages, talents and professions; and continues to be a caring group of musicians.

To enrich our organization so that the Mesquite Community Band develops, organizes, promotes and participates in projects designed to fund and support our organization’s needs. This includes, but is not limited to, music, instruments, programs, materials, supplies, personnel and other items or issues that require funding.

Article II

A. The principal office of the Mesquite Community Band shall reside in the State of Texas located in the City of Mesquite, County of Dallas.

B. The corporation shall have, and continuously maintain in the State of Texas, a registered office, and a registered agent whose office is identical with such registered office, as required by the Texas Non-Profit Corporation Act. The registered office may be, but not be, identical with the principal office of the corporation in the State of Texas, and the Executive Board may change the address of the registered office from time to time.

Article III

A. Qualifications

Any individual who is interested in the purpose of the Mesquite Community Band may be considered a candidate for membership provided that:

a. The individual plays an instrument that is considered a part of a concert band.

b. The individual attends Band rehearsals regularly and performs in scheduled performances.

c. Annual membership fees of $50.00 for adults (non-students) collected by the Treasurer during the month of August for the year beginning August 1 and ending June 30. New members joining the Band after January 1 will pay $25 for adults (non-students).

d. Members shall be responsible for their music and practice and bring the supplied band music to rehearsals and performances. Each member shall remain in good standing provided that the member shows a genuine musical appreciation for band music, agrees to the conditions of membership as stated in the Bylaws and accepts the purpose statement.

B. Expectations

All members shall take part in all the activities of the Band.

a. Attendance shall be taken at every rehearsal. Band members who are absent excessively may be dropped from a performance, although each case will be reviewed on an individual basis. Members shall contact the conductor if they are going to miss a rehearsal.

b. On occasion, events outside of Mesquite will arise. A majority vote will be required to accept the invitation.

Article IV
Executive Board

A. Executive Authority

The executive authority of the Band is vested in an Executive Board whose duties shall include:

a. Management of the general affairs of the Band, taking all action that is compatible with the best interests of the Band.

b. Management of the financial affairs of the Band, establishment of an annual budget and the procurement of additional funds and monies by way of grants, fund-raising and ticket sales.

c. The appointment and dismissal of the conductor.

d. The replacement of members of the Executive Board who are unable to complete their term of office.

e. The establishment of a schedule of rehearsals and concerts.

f. The Executive Board will establish permanent or temporary subcommittees as needed.

B. Titles

The Executive Board shall consist of:

The Conductor and five (5) elected positions. The elected positions are comprised of four (4) Band members and one (1) from the Mesquite Business Community.

a. President (by appointment, if needed)

b. Vice President (Vice President becomes President)

c. Secretary

d. Treasurer

e. Public Relations Manager

f. Conductor (by appointment, non-voting)

Each member of the Board, with the exception of the Conductor, shall have one vote.

C. Election of the Executive Board

On or before April 1 of each year, the Band-at-large shall elect a three (3)-member nominating committee (the Past President shall chair the nominating committee) for the purpose of preparing a slate of candidates.

The nominating committee shall present its report at the first rehearsal in May. Additional nominations from the floor shall be permitted at this time. However, the consent of each candidate must be obtained before his/her name is placed in nomination. The Board members shall be elected by ballot; however, if there is only one candidate for any position, the election may be by vote. The election of Executive Board members will take place by the last rehearsal in May.

After the Executive Board has received any additional recommendations from the Band, the Board shall contact the nominated individuals to ascertain their interest and qualifications for serving on the Board. The Board shall then eliminate any candidates that are not interested or do not qualify for election to the Board.

Each elected and appointed member of the Executive Board shall serve a one (1)-year term, beginning August 1, following election to office, with the exception to the President, who shall serve a two (2) year term.

Old and new Executive Board members will meet in July to complete the transition before the new band year begins.

D. Duties and Responsibilities of the Executive Board

Description of duties of each office will be:

a. The President shall oversee the planning and administration of the Band. The President shall preside at all Board meetings. The President shall work closely in establishing an open communication network between the conductor, Board members, Advisory Baord and the Band-at-large. The President shall also remain in contact with the Mesquite Arts Council, Mesquite Arts Council Board and the Managing Director of the Mesquite Arts Program. The President, with the assistance of the Treasurer, shall be responsible for preparing and submitting grant proposals each year to the Mesquite Cultural Grants Program in order to receive matching funds from the State of Texas. The President shall have served at least one (1) year as a Board member.

b. The Vice President shall work closely with the President, assisting where needed. The Vice President shall also become familiar with the overall administration of the Band, conduct meetings in the absence of the President and perform such duties as the President assigns. The Vice President shall assist the President in enlisting volunteers from Band members to fulfill the programs and projects of the organization, ensuring that all Board members are aware of and fulfilling their job responsibilities as required.

c. The Secretary shall keep records of all meetings and permanent records as deemed necessary. The Secretary shall maintain an up-to-date membership list of the Band, a list of new or prospective members and an accurate weekly record of attendance. The Secretary shall send out correspondence welcoming new members and to members who have missed two (2) consecutive rehearsals.

d. The Treasurer shall collect and disburse all monies, as approved by the Executive Board, for payment of bills, services received, new music, rental of facilities, etc. The Treasurer will maintain the financial books and records preparing appropriate financial reports as required and shall assist the President in submitting the grant proposals each year to the Mesquite Cultural Grants Program in order to receive matching funds from the State of Texas. The Treasurer shall make monthly reports to the Executive Board. A financial committee appointed by the Executive Board will conduct an annual audit.

e. The Public Relations Manager shall promote and publicize all activities of the Band. The Manager shall also make appropriate contact with the local media and radio/TV stations to publicize Band concerts and special events. The Manager shall provide copies to the Historian. The Manager shall seek sponsors from the Mesquite Business Community to financially support and advertise the Band.

E. Meetings

a. The Executive Board shall meet monthly with the President retaining the right to call additional meetings as needed. Any two (2) Board members shall have the right to call a specific meeting of the Executive Board, allowing sufficient time for all Board members to be contacted and notified of the meeting time, place and purpose.

b. A quorum of the Executive Board shall constitute four (4) members.

Article V
Additional Leadership

A. Advisory Board

In addition to the Executive Board, several additional leadership positions, known as the Advisory Board, may exist at the discretion of the Board. The Executive Board will appoint these positions. Offices include, but are not limited to:

a. Past President

b. Technology Manager/Graphic Designer

c. Historian

d. Property Manager

e. Librarian

f. Music in the Park Coordinator

g. Conductor Emeritus

h. Outside Advisory Members (approved by Executive Board)

B. Duties and Responsibilities of the Advisory Board

Description of duties of each office will be:

a. The Past President shall work closely with the President and the Executive Board to ensure a smooth transition from the prior year to the current administration. The Past President shall chair the nominating committee.

b. The Technology Manager/Graphic Designer shall be responsible for updating and maintaining the website. This office will also be responsible for creating graphics for promotion of upcoming events on the website and social media outlets. This office will work closely with the Conductor to design and create programs for each concert, in addition to creating tickets.

c. The Historian shall maintain records of past Band concerts, events and special activities both in written and pictorial formats. Mention of the Band in local media pieces shall be retained permanently in the historical records. The Historian shall also prepare a yearly scrapbook, including photographs, for display at rehearsals, meetings and concerts.

d. The Property Manager shall be responsible for securing chairs, stands and other equipment as needed for all rehearsals and concerts. If chairs and/or stands are unavailable for particular events, the Property Manager shall make sure all Band members are aware of providing their own. The Manager shall be responsible for Band setup to include banner setup and other equipment as needed for rehearsals and concerts. (Each Band member is responsible to help set up their section.)

e. The Librarian shall be responsible for inventory of music, distribution, filing and appropriation of new music under the instruction of the conductor.

f. The Music in the Park Coordinator will work with a committee to organize the June concert series, including focusing on cooperation with other groups to secure donations and prizes, and concessions. The MIP Coordinator will work with the Public Relations Manager to publicize the concerts. This position will report directly to the President and Conductor.

Article VI

The Conductor shall be responsible to the Executive Board. Duties shall include, but are not limited to, the following:

A. Assume responsibility for rehearsing and conducting the Band.

B. Assume responsibility for the artistic operation of the Band.

C. Work closely with the President and Treasurer in planning and coordinating the artistic aspects of the concert season within the scope of available budget. The proposed concert season shall be submitted for Executive Board approval by each May.

D. The Executive Board must approve any guest performers and fees associated with their appearance, in advance.

E. Be responsible for selecting principal players and arranging seating for the Band, and other matters relating to the Band personnel. The Conductor may schedule auditions or challenges for chair positions when necessary. The final decision of chair positions shall ultimately lie with the conductor.

F. Work closely with the Executive Board in developing musical and community relations.

G. Serve on the Executive Board in a non-voting, advisory capacity.

H. Perform any other duties as may be deemed necessary by the President of the Executive Board.

Article VII
Contracts, Checks, Deposits and Funds

A. The Executive Board may authorize any officer(s), agent or agents of the Band, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Band. Such authority may be general or confined to specific instances.

B. All checks, drafts or orders for the payment of money, notes or other evidence of indebtedness issued in the name of the Mesquite Community Band shall be signed by such officer or officers, agent or agents of the Band and in such manner as shall from time to time be determined by resolution of the Executive Board. In the absence of such determination by the Executive Board, such instruments shall be signed by the Treasurer and countersigned by the President or other officer designated by the Executive Board.

C. All funds of the Band shall be deposited to the credit of the Band, for the general purposes or any special purpose of the Band.

Article VIII

A. Previous notice of a proposed amendment of these Bylaws, along with a copy of the proposed amendment, must be presented a duly constituted meeting of the Mesquite Community Band at least two (2) full rehearsals prior to voting. However, in case of an emergency, an amendment may be brought before the Band for approval without prior notice.

B. A two-thirds vote of those present and voting shall be necessary for the adoption of proposed amendment.

C. Email is recognized as an official means of contacting band membership regarding band business.