By-Laws Esperanza High School Vocal Music Boosters

Transcription

1 By-Laws Esperanza High School Vocal Music Boosters Article I Name The name of this Association is the Esperanza Vocal Music Boosters Association, located in the Placentia-Yorba Linda School District. Article II Objectives The objectives of this Association shall be: a. To provide organizational and financial support to the Esperanza High School Vocal Music Program. b. To develop another avenue of communication between the school and community. c. To foster a closer relationship between parent and student through parental involvement. d. This organization is organized exclusively for charitable purpose within the meaning of section 501(c)(3) of the Internal Revenue Code. e. Notwithstanding any other provision of the Articles, the organization shall not carry on any other activities not permitted to be carried on by an organization exempt from Federal Income Tax as an organization described in section 501(c)(3) of the Internal Revenue Code (or corresponding section of any future federal tax code). f. Upon the dissolution and the winding up of this organization, after paying of adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to a nonprofit fund, foundation, or corporation organized and operated exclusively for the purpose specified in section 501(c)(3) of the Internal Revenue Code and which has established its tax-exempt status under that section. g. Only monies generated through fund raising to benefit the Esperanza Vocal Music Program, as a whole will be kept in the organization s checking account.

2 Article III Membership The membership shall be open to any interested adult. Section 2. A student choir council, selected by the choir officers with the approval of the Director, shall serve as liaison between the Association and the vocal music groups. The student liaison shall not have voting privileges in the Association. Article IV Officers and Their Election Each official of this Association shall be a member of this Association. Section 2. The executive officers of this Association shall be a President or Co- Presidents, a Vice President(s) of Fundraising, a Vice President of Event Logistics, a Vice President of Costuming & Team Parents, a Vice President of Public Relations, a Secretary, and a Treasurer or Co- Treasurers. These officers shall be elected annually. At no time will more than one parent or guardian of the same family unit hold more that one executive office of the Esperanza Vocal Music Boosters Board. Each officer will have one vote. However, a couple may jointly hold an office with one shared vote. Nominations for office shall be made by a nominating committee, which shall be elected by the Association, at the April general meeting. The nominating committee shall be composed of five (5) members. The Director shall serve in an advisory capacity. The committee shall report to the membership by in May. At the May meeting, additional nominations may be made from the floor. Only those persons who are eligible and who have signified their consent to serve if elected shall be nominated for, or elected to office.

3 Section 4. The privilege of holding office shall be limited to members of the Association who are parents or guardians of a students enrolled in the Vocal Music Program during their complete term of office. Section 5. Elections shall be held by ballot at the May meeting. Elections shall be by a simple majority of the membership in attendance. If there is but one candidate for any office, the ballot for that office may be dispensed with and the election held by voice vote. In case of a tie, the Director shall cast the deciding vote. Section 6. Officers shall serve for a term of one year and may be re-elected. Officers shall assume their duties by July 1 st. Vacancies in office shall be filled by appointment of the President with the approval of the Executive Board. Section 7. The President-elect may call a meeting of the Officers-elect to ratify the appointments of appointed officers and chairpersons, and to make plans for the coming year s work. Article V Duties of Officers The President(s) shall coordinate the work of the officers and committees of the Association; shall call and preside at all meetings of the Association and the Executive Board; shall be a member ex officio of all committees except the nominating committee; shall appoint the chairpersons of special committees subject to the ratification of the Executive Board; may sign checks with the Vice Presidents; and shall perform such duties as may be prescribed in the By Laws or assigned to the President(s) by the Association.

4 Section 2. The Vice President of Fundraising shall act as an aide to the President(s) and shall oversee all fund raising activities, i.e., Fall Candy Sale, Holiday Brochure Sale, Entertainment Book sales, Valentine Sucker sale, and any other approved fundraising activity; shall collect and supervise the receipting of money for each activity; and ensure that the money is turned over to the Treasurer for immediate deposit into the EVMB account. The Vice President of Event Logistics shall act as the coordinator of logistics for all events including EVM Concerts, the Annual EVM Awards Banquet, Fundraising Events, and the coordination of volunteers for those events. The VP shall work with the Booster Board and Director to ensure the necessary measures are in place for EVM Events and shall oversee the Hospitality Committee, Cabaret Night Committee, Banquet Committee, and Caroling Committees. Section 4. The Vice President of Costuming and Team Parents shall act as the coordinator of Team Parents; shall supervise the selection of performance attire for all vocal music groups; shall ensure that each student is properly equipped for each musical performance; and shall maintain all uniform items owned by the department; shall arrange for chaperones for Vocal Music activities; shall obtain adult drivers for private vehicles when necessary; and shall arrange for all food, beverages, and related supplies for any Vocal Music or Association activity requiring such items. Section 5. The Vice President of Public Relations shall act as the coordinator of media and publicity for EVM activities; shall work with the Publications Chair for all printed programs and newsletters; and shall oversee the Publicity Committee.

5 Section 6. The Secretary shall keep an accurate record of the proceeding of all meetings of the Association and of the Executive Board; shall be prepared to review the minutes of previous meetings; shall keep a current copy of these By Laws and standing rules; shall conduct all necessary correspondence of the Association, and shall sign checks in the absence of the President(s) or Treasurer. Section 7. The Treasurer shall receive all monies for the Association and deposit them within seven (7) days, in the name of the Association in a bank approved by the Executive Board; shall pay all bills authorized by the Executive Board or the Association; may sign all checks with the President or Vice President; shall keep an accurate record of receipts and disbursements; shall present a balanced statement account at every meeting of the Association and Executive Board and other times when requested by the Association; shall serve as chairperson of the Budget Committee; and shall make a full annual report to the Association. Section 8. All officers shall perform the duties outlined in these Bylaws and those assigned from time to time. Upon the expiration of the term of office, or in the case of resignation, each officer shall turn over to the President(s), without delay, all records, books, and other material pertaining to the office and shall return to the Treasurer, without delay, all funds pertaining to the office. If at any time an officer or chairperson becomes extremely uncooperative or continually fails to fulfill his/her duties without a valid reason, that officer will be asked to resign his/her position and return all materials and records kept for that position to the Board within 30 days.

6 Section 9. Annual reports shall be compiled by all officers and filed in triplicate, one copy to the President(s), one to the Director, and one copy in the Association Records Book. Committee chairpersons shall report progress on a monthly basis. Article VI Meetings Regular meetings of the Association shall be held in September, November, January, March, and May. The Executive Board shall set specific dates and notification shall be given to the general membership no less than fourteen (14) days prior to the September meeting. Section 2. The Annual General meeting shall be held in May, at which time officers shall be elected per Article IV, above. The new Executive Board shall be recognized, and duties accepted from the departing Board at the annual Vocal Music Banquet. Special meetings of the entire Association may be called by the President or the Director provided notice has been given not less than five (5) days before the meeting date. Section 4. The privilege of making motions, debating, and voting at any general, special, or executive meeting shall be limited to members of the Association who are present. Article VII Executive Board The Executive Board shall consist of the officers, the chairpersons of standing committees of the Association, and the Vocal Music Director as an advisor.

7 Section 2. Each Executive Board member shall have one vote and decisions may be authorized by a simple majority of those members present providing there is a quorum of five. (A couple jointly holding one office shall have one shared vote.) The Executive Board shall provide organizational leadership for the Association at large and its various committees; shall transact necessary business between meetings of the Association and such other business as may be referred to it by the Association; may authorize the payment of routine organizational bills within the limits of the budget adopted by the Association; may authorize payment of other bills not to exceed $250.00; shall create standing and/or special committees as are deemed necessary to carry on the work of the Association; shall fill a vacancy in the office of President; shall provide approval of all appointments made by the President(s); and shall present a report at the regular meetings of the Association. Section 4. The Executive Board is subject to the orders of the Association and none of its acts shall conflict with action taken by the Association. Section 5. The Executive Board shall meet once a month during the school year, on dates to be determined by the Board. The President upon the request of three (3) members may call special meetings of the Executive Board. Article VIII Standing and Special Committees There shall be such standing committees created by the Executive Board as may be required to carry on the work of the Association. The chairpersons of standing committees shall be appointed by the President, subject to the approval of the Executive Board. The term of office for chairpersons of standing committees shall be one year.

8 Section 2. The chairperson of each standing committee shall present plans to the Executive Board for approval. No committee work shall be undertaken without consent of the Executive Board. The following committees are established to enable the Association to serve the Vocal Music Groups: a. Hospitality b. Publicity c. Cabaret Night d. Banquet e. Caroling f. Senior Yearbook g. Nominating Section 4. All chairpersons shall perform the duties outlined in these Bylaws and those assigned from time to time. Upon expiration of the term of office or in the case of resignation, each chairperson shall turn over to the President, without delay, all records, books, and other material pertaining to the office, and shall return to the Treasurer, without delay, all funds pertaining to the office. Section 5. Annual reports shall be compiled by all chairpersons of standing committees and filed in triplicate, one copy to the President, one to the Director, and one copy in the Association Records Book. Section 6. The Association and the Executive Board each have the power to create special committees.

9 Article IX Amendments These Bylaws may be amended by a two-thirds (2/3) majority vote of the membership in attendance at any regular or special meeting, provided a minimum of five (5) days notice of such intent is given to the membership. Standing Rules 1. At the beginning of the term of office, each member of the Executive Board shall be given a copy of these Bylaws and shall be responsible for studying them. A copy of these Bylaws shall be made available to any member of the Association upon request. 2. The Bylaws shall be reviewed biannually by a committee of three appointed by the President in March. 3. An audit of the Association s books shall be executed annually in July and at any other time that the Executive Board deems necessary. The auditor shall be appointed by the President with the approval of the Executive Board. 4. Itemized financial reports shall be submitted monthly to the Executive Board by officers and chairpersons handling Association funds. 5. Equipment and materials owned by the Association shall not be loaned without the approval of the Executive Board. 6. No member of the Association shall use his name in connection with the organization for any commercial purposes without approval and written permission from the Executive Board.