Constitution

FEBRUARY 27, 1993
(Revised February 3, 2006)

OBJECTIVE: To provide an organization through which directors in Southwest Oklahoma can work together to promote the cause of instrumental music, encourage high standards of performance and provide an opportunity for their students to perform in an all-region band.

ORGANIZATION: Those directors that meet membership requirements shall be bound together for their mutual benefit and will operate under a Constitution and By-Laws agreed upon by the majority of active members.

Article I The name of the organization shall be the Southwest Oklahoma Band Director's Association (SWOBDA). The counties included in SWOBDA are Beckham, Blaine, Caddo, Canadian, Comanche, Cotton, Custer, Dewey, Grady, Greer, Harmon, Jackson, Kiowa, Roger Mills, Stephens, Tillman and Washita plus the schools: Blanchard, Newcastle, Purcell and Washington.

Article II The purpose of this organization shall include, but not be restricted to, the organization and operation of an all-region band open by audition to students of member directors.

Article III The officers of the organization shall be the President, the President elect, the Executive Secretary, the Secretary-Treasurer and the Parliamentarian.

Article IV The SWOBDA Board of Directors shall include: President, President-Elect (which also serves as the High School Symphonic Band Chairperson), Executive Secretary, Secretary-Treasurer, Parliamentarian, the High School Concert Band Chairperson, the Junior High Symphonic Band Chairperson, the Junior High Concert Band Chairperson, the 7th Grade Band Chairperson, and the Jazz Chairperson.

Article V The organization shall meet once during OBA and once during the clinic. The organization shall also meet upon the call of the President.

BY-LAWS

ARTICLE I: Membership

A. All school band directors teaching in the 16 counties of SWOBDA shall be eligible for membership.

B. Other applicants may be accepted for membership, if approved by the members of the organization by a majority vote at the summer meeting at OBA. These applications must be submitted to the President by July 15th.

ARTICLE II: Election of Officers

A. The current President, President-Elect, Executive Secretary and Secretary-Treasurer shall serve as a committee to select or take nominations of at least two individuals for nomination for the office of President-Elect, High School Concert Band Chairperson, Junior High Symphonic Band Chairperson, Junior High Concert Band Chairperson, Executive Secretary, Secretary-Treasurer, Parliamentarian, Jazz Band Chairperson, Jazz Band Chairperson Elect and Percussion Coordinator.

B. At the Clinic meeting, the organization will vote on the candidates nominated by the committee, as well as any other nominations from the floor.

C. Only those members who have agreed to serve if elected, shall be eligible for nomination, either by the committee or from the floor.

D. Installation shall take place at the Clinic Meeting.

E. The term of office shall run for one year.

ARTICLE III: Duties of the Officers

A. The President shall:
1. Preside at all meetings of the organization.
2. Exercise general supervision of the affairs of the organization.
3. Appoint a chairperson for all committees.
4. Serve on the nominating committee.
5. Make the preliminary contact to secure 7th Grade, Junior High, and High School clinicians for the following year and send each clinician a contract.
6. Make hotel & transportation arrangements including transportation to and from the airport, if necessary, for the clinicians.
7. Reserve facilities for the clinic.
8. Reserve the band for the dance.
9. Secure an individual or recording company to tape-record the concert and also arrange for one tape to be given to the Secretary/Treasurer for SWOBDA music files and one tape to be given to each clinician.
10. Arrange for special auditions if necessary as per Article VI, Section E.
11. Enforce all the articles of the constitution.

B. The Executive Secretary shall:
1. Receive all entry forms from participating schools.
2. Schedule individuals for auditions.
3. Schedule judging assignments for directors.
4. Shall provide facilities for auditions.
5. Organize auditions.
6. Notify directors of audition schedule and judging assignments.
7. Post audition results.
8. Provide room monitors as well as a means to insure privacy in all audition rooms.
9. Distribute the clinic music to the directors of the students who made the All-Region Bands.
10. Shall provide printed programs for the concert and shall previously have mailed out a final audition result list to all members in order to have errors corrected.
11. Perform duties as directed by the President
12. Be reimbursed for all expenses incurred in meeting SWOBDA requirements.
13. Serve on the nominating committee.
14. Provide name tags for all honor band members.
15. Order patches for All Region participants

C. The Secretary-Treasurer shall:
1. Receive all monies designated as SWOBDA funds and deposit them in a special account.
2. Keep an accurate record of all receipts and expenditures.
3. Shall keep the checkbook on a permanent basis and issue checks according to the President.
4. Make a full financial report to the membership at each organizational meeting.
5. Pay all statements pertinent to SWOBDA expenses.
6. Serve on the nominating committee.
7. Keep recordings of all past SWOBDA concerts to form an SWOBDA history file.
8. Receive all statements concerning the SWOBDA organization.
9. Keep an accurate record of all meetings of the organization and keep a permanent record for SWOBDA files.
10. Update the Constitution with amendments which are passed at the SWOBDA meetings.
11. Type the agenda for each meeting, which shall include minutes of the previous meeting and a treasurer's report.
12. Perform duties as directed by the President.

D. The President-Elect shall:
1. Serve as the High School Symphonic Band Chairperson.
2. Be responsible for the second contact with the High School Symphonic Band Clinician, secure all the clinician's musical selections and prepare the music folders for selected band members, which shall be handed out after the audition is completed.
3. Contact the Clinic/Concert Site Chairperson to coordinate use of facilities and equipment, including the setting up of chairs and stands, availability of percussion, podium, seating charts, etc.
4. Must be at the beck-and-call of the clinician at all times during the Clinic/Concert weekend.
5. Shall help the President back stage during the concerts.
6. Serve on the nominating committee.

E. The Concert High School Band Chairperson shall:
1. Be responsible for the second contact with the High School Concert Band Clinician, secure all the clinician's musical selections and prepare the music folders for selected band members, which shall be handed out after the audition is completed.
2. Contact the Clinic/Concert Site Chairperson to coordinate use of facilities and equipment, including the setting up of chairs and stands, availability of percussion, podium, seating charts, etc.
3. Must be at the beck-and-call of the clinician at all times during the Clinic/Concert.

F. The Junior High Symphonic Band Chairperson Shall:
1. Be responsible for the second contact with the Jr. High Symphonic Band Clinician, secure all the clinician's musical selections and prepare the music folders for selected band members, which shall be handed out after the audition is completed.
2. Contact the Clinic/Concert Site Chairperson to coordinate use of facilities and equipment, including the setting up of chairs and stands, availability of percussion, podium, seating charts, etc.
3. Must be at the beck-and-call of the clinician at all times during the Clinic/Concert weekend.

G. The Junior High School Concert Band Chairperson Shall:
1. Be responsible for the second contact with the Jr. High Concert Band Clinician, secure all the clinician's musical selections and prepare the music folders for selected band members, which shall be handed out after the audition is completed.
2. Contact the Clinic/Concert Site Chairperson to coordinate use of facilities and equipment, including the setting up of chairs and stands, availability of percussion, podium, seating charts, etc.
3. Must be at the beck-and-call of the clinician at all times during the Clinic/Concert weekend.

H. The 7th Grade Band Chairperson Shall:
1. Be responsible for the second contact with the 7th Grade Band Clinician, secure all the clinician's musical selections and prepare the music folders for selected band members, which shall be handed out after the audition is completed.
2. Contact the Clinic/Concert Site Chairperson to coordinate use of facilities and equipment, including the setting up of chairs and stands, availability of percussion, podium, seating charts, etc.
3. Must be at the beck-and-call of the clinician at all times during the Clinic/Concert weekend.

I. The Parliamentarian shall:
1. Be knowledgeable on Robert's Rules of order
2. Keep meetings going smoothly and orderly
3. Perform duties as directed by the President.

J. The Jazz Band Chairperson shall:
1. Be responsible for coordinating and managing all areas concerning the SWOBDA All-Region Jazz Band
2. Exercise general supervision of the clinic/concert.
3. Be responsible for the initial contact with the Jazz Band Clinician, secure all the clinician's musical selections and prepare the music folders for selected band members, which shall be handed out after the audition is completed.
4. Contact the Clinic/Concert Site Chairperson to coordinate use of facilities and equipment, including the setting up of chairs and stands, availability of percussion, podium, seating charts, etc.
5. Preside at an annual meeting to be held during the clinic at which the clinician is to be selected by the participating SWOBDA directors of the SWOSU Jazz Festival.
6. Make the preliminary contact to secure the clinician for the following year.
7. Must be at the beck-and-call of the clinician at all times during the Clinic/Concert weekend.
8. Secure an individual or recording company to tape-record the concert and also arrange for one tape to be given to the secretary/treasurer for SWOBDA music files and one tape to be given to the clinician.
7. Arrange for special auditions if necessary as per Article VI, Section E.

K. The Percussion Coordinator shall:
1. Be responsible for assigning percussion parts for each band at the auditions.
2. Secure all Percussion equipment needed for the clinic/concert.
3. Set up all percussion sections for each band at the clinic/concert.

ARTICLE IV: Duties of members

A. All Members shall remit all entry fees and applications on time, with entries being postmarked by the deadline date, and either a purchase order or a check must be enclosed. Any late entries will have to pay triple entry fees not to exceed $ 200.00. A copy of any late entries need to be sent to Executive Secretaries and Secretary-Treasurer. All monies, PO or check must be postmarked by the dat that coincides with the All State dates or students from that school will not be allowed to audition. Full payment must be received by the secretary/treasurer two weeks before the clinic in order for students to participate. Entry fee is $7 per audition. A generic invoice will be included with the entry form.

B. All members shall perform duties as requested by the President.

C. If the director misses the auditions or the clinic, his/her students will be ineligible to participate in the all-region band that year. Exceptions will be made for absences due to emergencies, if the cause is determined to be adequate by the SWOBDA officers.

ARTICLE V: Agenda for the Organization's Meetings

A. These meeting items will be on the agenda for the clinic meeting:

1. Minutes from the previous summer meeting.
2. Treasurer's report.
3. Old business.
4. New business.
5. Nominate and select the clinicians for the following year. The president will exhaust all names on the list nominated by the membership before selecting a clinician that is not on the list.
6. Review and adjust fees for the following:
a. Clinician
b. Student audition fee
c. School membership fee
7. Accept nominations and elect the offices of President Elect, Executive Secretary and Secretary-Treasurer.
8. Take recommendations for the Audition and Clinic/Concert sites for the coming year.
9. Elect "Band Director of the Year".
10. Make recommendations for improvements of the audition and clinic procedures for the coming year.

B. These Items will be on the agenda for the summer meeting if a meeting is called by the President.

1. Minutes read from previous winter meeting
2. Treasury report
3. Old business
4. New business

ARTICLE VI: Organization of the Auditions

A. There will be a High School SWOBDA Symphonic Band and Concert Band selected from grades 10-12.

B. There will be a Junior High School Symphonic Band and Concert Band selected from grades 8-9.

C. There will be a 7th grade honor band selected from 7th grade students.

D. There will be an audition fee of $10.00 for every student and $5.00 for secondary instruments.

E. High School audition music will be two excerpts and the required scales of the current year All-OMEA audition materials. Junior High audition music will be one of the three rotating music selection schedules and required scales. 7th Grade audition music will be one of the two rotating music selection schedules, sight-reading, and required scales.
1. 7th grade percussion auditions will consist of the selected mallet and snare drum etudes.
2. Junior High percussion auditions will consist of Percussion I (snare drum only), Percussion II (mallets only), and Percussion III (timpani only).
3. High School percussion auditions will consist of students auditioning on snare drum, mallets, and timpani. Percussion I will be snare emphasis, Percussion II will be mallet emphasis, and Percussion III will be timpani emphasis.

F. At the time of the audition a student must be participating in their schools instrumental music program, if available. If the school does not have an instrumental program, the student must be sponsored by a band director participating in SWOBDA.

G. Participants in the all region bands will be selected only from the students present during the audition date. Special auditions may be held only for those sections in which there were no entries for the original audition.

H. If a student enters the audition room and plays an incorrect audition piece or scale, the student shall be allowed to play without disruption but will receive a score of zero points for each incorrect etude or scale played.

I. No other band director, parent or student (other than those working the audition) should stop the audition process to talk with the judges for any reason. If a problem exists, the president and the executive secretary should be notified. If the audition process is to be stopped or delayed for any reason, this will be done by the SWOBDA president and or the executive secretary.

J. Results of the auditions will be final. However, the executive committee will review the results and make any changes due to errors and notify the directors of such corrections within seven (7) days after the auditions are completed.

ARTICLE VII: Organization of the Clinic

A. The dates for the auditions and the clinic will be the corresponding dates to the auditions and clinic of the previous year.

B. At the time of the clinic, a student must be participating in their schools instrumental music program, if available. If the school does not have an instrumental program, the student must be sponsored by a band director participating in SWOBDA.

C. In order for a student to participate in a SWOBDA all-region Band, he/she must be able to attend all of the clinic rehearsals, in their entirety, and the following concert.

D. The Clinic/Concert format shall be as follows:
1. Friday schedule: 8:30 to 12:00*
1:30 to 3:30*
2. Saturday schedule: 8:30 to 12:00*
*Breaks will be at the discretion of the director.

3. Concert schedule: (Saturday)
2:00 PM 7TH GRADE BAND
2:30 PM JUNIOR HIGH CONCERT BAND 3:00 PM JUNIOR HIGH SYMPHONIC BAND
3:30 PM HIGH SCHOOL CONCERT BAND
4:00 PM HIGH SCHOOL SYMPHONIC BAND

E. Percussionists selected for any of the honor groups must furnish their own equipment with the exception of the following: timpani, chimes, bass drum, marimba, xylophone, vibraphone (if needed.). It is the responsibility of the student and his/her band director to furnish all other equipment unless prior arrangements are made between them and the concert site chairperson.

F. Band Chairpersons are to recommend to each clinician that the music selected for the clinic should involve all sections, especially percussion.

G. Instrumentation for the all-region bands are:

7th Grade CONCERT BAND
14 Flutes (6,8)
3 Oboes
4 Bassoons
20 Clarinets (4,6,10)
5 Bass Clarinets
1 Contra-Alto (Bass) Clarinet
6 Alto Saxophones (3,3)
2 Tenor Saxophones
2 Baritone Saxophones
15 Trumpets (4,5,6)
8 Horns (2,2,2,2)
10 Trombones (3,3,4)
5 Euphoniums
6 Tubas
8 Percussion

JR. HIGH SYMPHONIC BANDJR. HIGH CONCERT BAND
12 Flutes (5,7)14 Flutes (6,8)
3 Oboes3 Oboes
4 Bassoons4 Bassoons
18 Clarinets (4,6,8)20 Clarinets (4,6,10)
4 Bass Clarinet5 Bass Clarinets
1 Contra-Alto (Bass)Clarinet 1 Contra-Alto (Bass) Clarinet
5 Alto Saxophones (2,3)6 Alto Saxophones (3,3)
2 Tenor Saxophones2 Tenor Saxophones
2 Baritone Saxophones2 Baritone Saxophones
13 Trumpets (3,4,6)15 Trumpets (4,5,6)
8 Horns (2,2,2,2)8 Horns (2,2,2,2)
9 Trombone (3,3,3)10 Trombones (3,3,4)
4 Euphoniums5 Euphoniums
5 Tubas6 Tubas
8 Percussion8 Percussion

HIGH SCHOOL SYMPHONIC BANDHIGH SCHOOL CONCERT BAND
7 Flutes (3,4)11 Flutes (5,6)
2 Oboes2 Oboes
2 Bassoons3 Bassoons
12 Clarinets (3,4,5)18 Clarinets (3,5,8)
3 Bass Clarinets4 Bass Clarinets
1 Contra-Alto (Bass)Clarinet 1 Contra-Alto (Bass)Clarinet
2 Alto Saxophones4 Alto Saxophones (2,2)
1 Tenor Saxophones2 Tenor Saxophones
1 Baritone Saxophones2 Baritone Saxophones
8 Trumpets (2,3,3)12 Trumpets (3,4,5,)
5 Horns (1,1,1,2)8 Horns (2,2,2,2)
6 Trombones (2,2,2)9 Trombones (3,3,3)
4 Euphoniums4 Euphoniums
4 Tubas5 Tubas
4 Percussion I4 Percussion I
2 Percussion II2 Percussion II
1 Percussion III1 Percussion III

H. Any section in the 7th Grade, Junior High Concert or High School Concert Band with 9 or less students in them will have one alternate, those with more than 9 will have two alternates. If alternates are needed for the Junior High Symphonic or High School Symphonic Band, they will be taken from the top chairs of the Junior High Concert or High School Concert Band respectively.

ARTICLE VIII: Special Awards & Recognitions

A. The membership shall annually select a band director of the year from the region. This director shall be chosen by secret ballot and shall be announced and presented a plaque at the honor band concert.
B. The membership shall also recognize and give an award to all repeat All-Region band members annually. These awards will honor All-Region members who have been a member of the All-Region Band throughout Junior High (7, 8, 9) or throughout senior high (10, 11,12). There will also be a special award for those who have been a member from grade 7 through 12. . Records will be kept on students beginning with the 1994 All- Region Bands.

ARTICLE IX: Amendment of Constitution or By-Laws

A. An amendment of the constitution or its by-laws may be made by a 2/3 majority vote of active members at a regular meeting, or at a special meeting IF written notice is given to all active members two weeks prior to the meeting date.

ARTICLE X: Parliamentary Procedure

A. Parliamentary procedure, as detailed in Robert's Rules of Order, Revised, Shall govern this organization whenever applicable.