Copley-Fairlawn Schools Music Boosters Bylaws

Transcription

1 Copley-Fairlawn Schools Music Boosters Bylaws Adopted: Jan 9, 2017 Version 2017 Contents ARTICLE I NAME... 2 ARTICLE II ARTICLES OF ORGANIZATION... 2 ARTICLE III PURPOSES... 2 ARTICLE IV TAX-EXEMPT STATUS; FISCAL YEAR... 2 ARTICLE V BASIC POLICIES... 2 ARTICLE VI MEMBERSHIP... 3 ARTICLE VII EXECUTIVE BOARD... 3 ARTICLE VIII DUTIES OF ELECTED OFFICERS... 4 ARTICLE IX MEMBERSHIP MEETINGS... 6 ARTICLE X STANDING AND SPECIAL COMMITTEES... 7 ARTICLE XI NOMINATIONS AND ELECTIONS... 7 ARTICLE XII RECORD KEEPING AND DISSOLUTION... 8 ARTICLE XIII PARLIAMENTARY AUTHORITY... 9 ARTICLE XIV AMENDMENTS AND REVISIONS OF THE BYLAWS... 9 Bylaws Revision History...10

2 ARTICLE I NAME The name of this organization shall be the Copley-Fairlawn City Schools Music Boosters, herein referred to as the Organization, Music Boosters, or as the Boosters. ARTICLE II ARTICLES OF ORGANIZATION The Organization exists as an unincorporated non-profit organization of its members. Its articles of organization are comprised of these bylaws and its standing rules, as amended from time to time.. ARTICLE III PURPOSES The purposes of the Organization are: a. to promote and support music education of students in the Copley-Fairlawn City School District. b. to bring closer interaction among parents, teachers, and school administration for the benefit of the students in the music programs. c. to support the development of musical skills of our students in the music programs. d. to advocate for students involved in the district s music programs so as to ensure the best learning environment. ARTICLE IV TAX-EXEMPT STATUS; FISCAL YEAR The Organization has qualified and registered as an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code and its regulations. The registered name is: Copley-Fairlawn Schools Music Boosters. a. The Organization s officers shall take all actions as are necessary to maintain and continue such status for the Organization and shall seek reinstatement of such status in the event of an inadvertent termination of such status. b. Any provision these bylaws to the contrary notwithstanding, the Organization shall not conduct or carry on any activities which may not be conducted or carried on by an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code and its regulations as they now exist or as they may hereafter be amended. c. The following text is to be included on all fund-raising event advertising: Copley-Fairlawn City Schools Music Boosters is registered as an unincorporated non-profit organization under Section 501(c)(3) of the Internal Revenue Code. As such, monies raised through fund-raising efforts cannot benefit the seller directly. All funds are donated to the Music Boosters for distribution. The fiscal year of the Organization shall begin on July 1 and end on the following June 30. ARTICLE V BASIC POLICIES The following are basic polices of this Organization: a. The Organization shall be non-commercial, non-sectarian, and non-partisan. b. The name of the Organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest, or for any purpose not appropriately related to promotion of the purposes of the Organization. Published: January 23, 2017 Page 2 of 10

3 c. The Organization shall not directly or indirectly participate, endorse, or intervene in any way (including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office, or to devote more than an insubstantial part of its activities to attempt to influence public legislation by propaganda or otherwise. d. The Organization shall work with the Copley-Fairlawn City School District at all levels to provide quality music education for all students, and shall seek to be aware of all music department policy, recognizing that the legal responsibility to make decisions has been delegated by the community to the Board of Education. e. In the event of the dissolution of the Organization, its assets shall be distributed to the Copley-Fairlawn City School District for the ongoing support of its music programs. ARTICLE VI MEMBERSHIP Section 4. Eligibility or qualifications for membership: a. Each fall, membership is automatically granted to parents and guardians of students enrolled in a music department class within the Copley-Fairlawn City School District. b. Membership is granted to any person from the community who wishes to be part of the Organization and who provides the information required as stated in c. Active membership is defined as attending three (3) or more membership meetings in the previous twelve (12) calendar months. d. Inactive membership is defined as attending less than three (3) membership meetings in the previous twelve (12) calendar months. e. Voting members hold active membership; inactive members shall have no vote. Membership is free to all who wish to join the Organization; there are no fees or dues. To become a member, a person shall provide name, and phone number and/or address. Opting out of membership: a. Members may opt out of the Organization by unsubscribing from the Booster contact list; parents of students enrolled in a music class may need to opt out each school year. b. A person may notify the Corresponding Secretary of intent to reinstate membership prior to, or at, any membership meeting. The person is to provide the information required as stated in Section 2 to be reinstated. The Copley-Fairlawn City School District principals are advisory members of the Organization and as such do not have voting rights in the capacity of principal. They may designate another person to attend membership meetings as proxy. ARTICLE VII EXECUTIVE BOARD The Executive Board shall consist of Copley-Fairlawn City School District music departments vocal and instrumental directors, and elected officers of the Organization, herein referred to as the Executive Board. In all Executive Board motions, the president votes only in the case of a tie. The following provisions govern the elected offices: a. The elected offices of the Organization shall consist of a President, Vice-President for Concessions, Vice-President for Uniforms & Transportation, Vice-President for Fund- Raising, Recording Secretary, Corresponding Secretary, Treasurer and Bylaws Officer. b. Officers shall assume their official duties at the start of the fiscal year, and shall serve until the end of that same fiscal year, unless there is a resignation, a removal from office, or a successor is elected and assumes office. Published: January 23, 2017 Page 3 of 10

4 Section 4. Section 5. Section 6. Section 7. Section 8. The Copley-Fairlawn City School District music departments vocal and instrumental directors hold advisory non-voting positions within the Executive Board. The terms of office are defined as coinciding with their district-based employment. The bylaws officer shall not hold any other elected office and holds a non-voting position within the Executive Board. Two thirds (2/3) of the Executive Board shall be a quorum and motions are adopted by a majority vote of voting Executive Board members present. Executive board meetings are defined as follows: a. Regular meetings of the Executive Board shall be fixed by the board at its first meeting of the fiscal year. b. Special meetings of the Executive Board may be called by the president or by a majority vote of the Executive Board members, with at least two (2) days notice to each member of the Executive Board. No other business than that which is stated in the meeting notice shall be conducted at the meeting, and motions are adopted by a majority vote of voting Executive Board members present; persons who abstain from voting on a motion are not counted. c. Meetings may be held by electronic means as long as every member may hear simultaneously, and every member is able to participate fully. d. If the president declares an emergency, the board may take action without a meeting by an vote. Duties of the Executive Board shall be: a. to transact any and all necessary business in the intervals between membership meetings, and such other business as may be referred to it by the membership. b. to approve the plans of work of the standing committees. c. to present reports at the membership meetings of the Organization. d. to appoint a financial review committee to review the treasurer s accounts. e. to review and adopt a budget for the following fiscal year no later than June 30. f. to approve routine expenditures within the limits of the budget. g. to fill vacancies in elective positions. h. to adopt and amend standing rules which benefit and support the Organization and its activities. All unbudgeted expenditures must be approved in advance by a vote at a membership meeting. The executive board has the authority to approve an unbudgeted emergency expenditure up to five hundred dollars ($500), not to exceed one thousand dollars ($1000) total in a fiscal year. Such emergency spending must be ratified at the next membership meeting. ARTICLE VIII DUTIES OF ELECTED OFFICERS The terms for all elected officers shall run concurrent with the fiscal year for the Organization (July 1 through June 30). Duties of the President shall be, but not limited to, the following: a. to preside at all meetings of the Organization and of the Executive Board. b. to coordinate, delegate and/or oversee the work assigned to officers and committees. c. to provide updates of the Organization s business to the school administrations and for the schools newsletters in order that the Organization s purposes may be promoted. d. to act as a signatory for Boosters bank accounts. Published: January 23, 2017 Page 4 of 10

5 e. to perform such duties as may be prescribed in these bylaws, or assigned by the Section 4. Section 5. Section 6. Duties of the Vice-President for Concessions shall be, but not limited to, the following: a. to coordinate concession activities for Copley High School sporting events and music competitions. b. to approve routine expenditures within the limits of the Organization s budget for concessions. c. to act as a signatory for the Boosters Sam s Club credit card. d. to act as a member of the Finance Review Committee for the Organization. e. to perform the duties of president in the absence or inability of the president to act. f. to perform such duties as may be prescribed in these bylaws, or assigned by the Duties of the Vice-President for Uniforms and Transportation shall be, but not limited to, the following: a. to coordinate activities associated with the storage, maintenance and distribution of student attire for the music department. b. to coordinate activities associated with the purchase of student performance attire. c. to approve routine expenditures within the limits of the Organization s budget for student performance attire and dry-cleaning. d. to coordinate activities associated with the tracking and collection of student payments for student performance attire; monies must be turned over to the treasurer e. to coordinate activities associated with the movement of students and performance attire to and from events and performances. f. to perform the duties of president in the absence or inability of both the president and vice-president for concessions to act. g. to perform such duties as may be prescribed in these bylaws, or assigned by the Duties of the Vice-President for Fund Raising shall be, but not limited to, the following: a. to coordinate all fund raising activities which benefit the Organization and the students, in whole or in part. b. to document plans & details of each fund-raising event prior to the event. c. to collect, track and record product and funds as appropriate or necessary to minimize loss; monies must be turned over to the treasurer. d. to provide a summary report of the event s results, including the net profit, at the next membership meeting. e. to act as a member of the Finance Review Committee for the Organization. f. to perform such duties as may be prescribed in these bylaws, or assigned by the Duties of the Recording Secretary shall be, but not limited to, the following: a. to record the minutes of and take attendance at all meetings of the Organization and of the Executive Board. b. to publish and report the minutes to the membership. c. to perform such duties as may be prescribed in these bylaws, or assigned by the Section 7. Duties of the Corresponding Secretary shall be, but not limited to, the following: a. to send notices (via or US Mail) to the membership as and when needed by executive officers or committee chairs. Published: January 23, 2017 Page 5 of 10

6 b. to maintain a file of correspondence received by the Organization. c. to coordinate activities which maintain the membership database including, but not limited to, member names, contact information and membership meeting attendance. d. to coordinate activities which maintain the Music Booster website. e. to perform the duties of recording secretary in the absence or inability of the recording secretary to act. f. to perform such duties as may be prescribed in these bylaws, or assigned by the Section 8. Section 9. Duties of the Treasurer shall be, but not limited to, the following: a. to have custody of the funds of the Organization and act as a signatory for the Boosters bank accounts. b. to keep a full and accurate account of receipts and expenditures for the Organization. c. to provide a financial statement at each regular membership meeting. d. to make disbursements in accordance with the approved budget and as authorized by the e. to provide a financial statement when requested by the Executive Board, at minimum for a fiscal year-end audit. f. to maintain the books of accounts and records as conforms to the requirements of Article XII, Section 3 of these bylaws. g. to prepare and file any required or necessary state and federal tax forms, and other governmental forms as required by law. h. to perform such duties as may be prescribed in these bylaws, or assigned by the Duties of the Bylaws Officer shall be limited to the following: a. to observe all Executive Board and general membership meetings to ensure that the Organization s bylaws and standing rules are followed. b. to have a current copy of the bylaws and standing rules documents at all meetings. c. to identify deterrence and variation from the current bylaws and, as necessary, raise procedural issues to the attention of the Executive Board. d. to act as the authority for questions of adherence to the Organization s bylaws. ARTICLE IX MEMBERSHIP MEETINGS Section 4. A quorum for membership meetings shall consist of at least four (4) of the voting Executive Board officers, and an equal or greater number of members, being either active or inactive. A motion is adopted with a two-thirds (2/3) vote of voting members present and voting. Membership meetings of this Organization shall be held once a month, minimally from September to May within each fiscal year. Advance notice shall be given to the membership of meeting dates, times and locations. Special meetings of this Organization may be called by the president with five (5) days notice having been given to the membership. A special meeting must be called by the president on the request of three (3) or more active members. Only business identified in the meeting notice shall be conducted. If the special meeting is deemed an emergency by the requestor(s), three (3) days notice to the membership is required. The annual meeting shall be conducted at the May membership meeting, at which time the Executive Board officers shall submit yearly reports. Executive Board officers are also elected at the annual meeting. Published: January 23, 2017 Page 6 of 10

7 ARTICLE X STANDING AND SPECIAL COMMITTEES Standing committees shall be created by the Executive Board as may be required to promote the purposes and interests of the Organization. a. Standing committees and their charge from the Organization include, but are not limited to, the following: a. Nominating committee: for the purpose of officer nominee selection b. Financial review committee: for the purpose of reviewing the financial records. c. Bylaw committee: for the purpose of bylaw evaluation. d. Budget committee: for the purpose of budget evaluation e. Fall OMEA committee: for the purpose of organizing a Copley-hosted OMEA adjudicated marching band competition. f. Spring OMEA committee: for the purpose of organizing a Copley-hosted OMEA adjudicated competition. b. The chair of each standing committee shall be selected by the president with the approval of the Executive Board. The term of office shall expire at the end of the current fiscal year. c. The chair shall present plans of work to the Executive Board and submit a summary report at the annual membership meeting. No standing committee work shall be undertaken without the approval of the Executive Board. Special committees shall be appointed by the Executive Board as required to accomplish a specific task: to study an issue, to recommend a specific action, or to carry out a specific task. a. The purpose of any special committee shall be defined by the Executive Board b. The chair of each special committee shall be selected by the president with the approval of the Executive Board. The term of office shall expire at the conclusion of the project or assignment. c. The chair shall present a status report at each membership meeting during the committee s existence and submit a summary report at the conclusion of the project or assignment. The president shall be an ex-officio member of all standing or special committees except the Nominating Committee. ARTICLE XI NOMINATIONS AND ELECTIONS Section 1 Section 2 The following provisions govern the processes for annual nominations and elections: a. There shall be a nominating committee, whose members are to be appointed by the Executive Board no later than the March membership meeting. This committee shall meet immediately following its appointment to name one of its members to serve as chair. b. The nominating committee shall select one (1) nominee for each office to be filled and report the nominations at the April membership meeting. Following the report of the nominating committee, an opportunity shall be given for nominations from the floor. c. The slate of nominees for all elected positions shall be published to the membership at least two (2) weeks prior to the May membership meeting. d. Officers shall be elected by ballot at the May membership meeting with a two-thirds (2/3) majority vote of voting members present at the meeting, If there is but one nominee for any elective position, upon adoption of a motion from the floor, the election for said elective position may be confirmed by voice. Eligibility and qualifications for elected Executive Board positions are: a. Any member is eligible for nomination. Only members who have consented to serve, if elected, shall be eligible for nomination by the committee or from the floor. Published: January 23, 2017 Page 7 of 10

8 b. A person shall not be eligible to serve more than three (3) consecutive terms in the same office. A person who has served more than six (6) months in a fiscal year shall be credited with having served that term. The following provisions govern the nominating process for a mid-term vacancy in an elected position: a. The remaining Executive Board members shall, by majority vote, fill a vacancy with a member who has consented to serve. The replacement shall serve the remainder of the current term. b. Eligibility and qualifications as stated in these bylaws and in the Organization s standing rules shall apply. c. Notice of this election must be reported at the next membership meeting. ARTICLE XII RECORD KEEPING AND DISSOLUTION On behalf of the Organization, the treasurer shall keep such permanent books of accounts and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the Organization. On behalf of the Organization and in accordance with January 1973 ruling by the Internal Revenue Service, the treasurer shall: a. file an annual financial report. b. file a separate annual return of gross receipts exceeding $25,000. c. file any and all appropriate paperwork to maintain exemption from taxation status under Section 501(c)(3) of the Internal Revenue Code. This Organization is obligated, if it dissolves: a. to yield up and surrender all its books and records, and all its assets and property to the Copley-Fairlawn City School District Board of Education.. b. to cease and desist from the further use of the name. c. to carry out promptly, under the supervision of the existing membership, all proceedings necessary or desirable for the dissolution of this Organization. Published: January 23, 2017 Page 8 of 10

9 ARTICLE XIII PARLIAMENTARY AUTHORITY The latest edition of Roberts Rules of Order, Newly Revised shall govern the Organization in all cases in which they are applicable, and in which they are not in conflict with these bylaws. ARTICLE XIV AMENDMENTS AND REVISIONS OF THE BYLAWS The following provisions govern the process of amending or revising the bylaws: a. Proposed bylaw amendments shall be presented at any membership meeting of the Organization. The presentation is to include the existing bylaw or section as written, the proposed amendment(s) to be written and an explanation for the change action(s). b. Adoption of the amended bylaw(s) shall be at any subsequent membership meeting by a two-thirds vote (2/3) of voting members present, provided at least two (2) weeks notice of the proposed bylaw amendment has been given to the membership. The vote shall not be by voice. These bylaws shall be reviewed, and as necessary revised, at least every three (3) years by an appointed committee. Published: January 23, 2017 Page 9 of 10

10 The bylaws for the Copley-Fairlawn City School s Music Boosters have been lately revised and adopted on: Bylaws Revision History {date} January 9, 2017 as presented and amended at the membership meeting Revision Date Adoption Date Subsection / Subsection Modified Rationale for Change Actions Nov 1986 n/a Historical change notations Nov 1986 Sept 1989 Dec 1993 Aug 1997 May 2005 April 2011 May 2013 June 2013 Dec 2016 Jan 9, 2017 All Entire document overhaul Published: January 23, 2017 Page 10 of 10