Coppell High School Choir Booster ByLaws
A Texas Non-Profit Organization
(Revised October 2014)
ARTICLE I - Name
ARTICLE II – Articles of Organization
ARTICLE III – Basic Policies
ARTICLE IV – Purpose
ARTICLE V – Membership and Dues
ARTICLE VI – Executive Board Officers and their Election
ARTICLE VII – Executive Board Officers
ARTICLE VIII – Appointed Leadership and Committee Positions
ARTICLE IX – Chair and Co-Chairperson(s) and Committees
ARTICLE X – Coordinator Leadership
ARTICLE XI - Finances
ARTICLE XII – Meetings
ARTICLE XIII - Standing and Special Committees
ARTICLE XIV – Nominating Committee and Election
ARTICLE XV – Audit Committee
ARTICLE XVI – Budget Committee
ARTICLE XVII – Scholarship Committee
ARTICLE XVIII – Parliamentary Authority
ARTICLE XIX – Amendment Procedures
ARTICLE XX – Restrictions
ARTICLE XXI - Document Retention Policy
ARTICLE XXII - Governance
ARTICLE I – NAME
The name of this organization shall be Coppell High School Choir Boosters (hereafter referred to as the “Choir Boosters” or “Organization”). It is a local independent unit organized by the parents of Coppell High School Choir students. The address of this organization shall be CHS Choir Boosters, PO Box 1457, Coppell, Texas 75019.
ARTICLE II – ARTICLES OF ORGANIZATION
This Coppell High School Choir Booster organization exists as an unincorporated organization of its members. The organization is a nonprofit organization recognized as tax-exempt under Section 501 (c) (3) of the Internal Revenue Code. These bylaws may be amended and/or revised as deemed necessary by the Choir Booster Executive Board.
ARTICLE III – BASIC POLICIES
The basic policies of the Choir Booster Organization are:
a. The organization shall be non-commercial, non-sectarian and non-partisan.
b. The organization reserves the right to decline any and all advertisements, sponsorships or donations whose contents reflect an image that is not representative of the community at large. Subject areas that may be declined will include, but are not limited to, those that promote alcohol, drugs, sex and criminal and/or controversial points of view. The organization also reserves the right to decline the above based solely on whether the company, individual or entity’s image meets the same standards. Any and all decisions concerning the acceptance of ads, sponsorships and donations and like material are subject to a vote of the majority of the Choir Booster Executive Board.
c. No part of the membership roster of this organization shall be sold to any entity or exchanged for any services or products.
d. Only Coppell High School parents and guardians of students currently enrolled in the Choir Program, the current school year, may participate in the business of this organization.
ARTICLE IV – PURPOSE
The Objectives and Mission of this organization shall be to operate exclusively for the support of musical education, and as such, support the following educational purposes:
a. To stimulate and sustain an enthusiastic interest among parents, choir members, student body and citizens of the community;
b. To lend all possible support, both moral and financial, to programs and activities promulgated by or on behalf of the CHS Choir Program;
c. To provide and promote fundraising and to participate in any activity designed or conducted to promote the CHS Choir Program;
d. To accept, hold, and enjoin donations, devices, bequests, grants and trusts for the use and benefit of the CHS Choir Program;
e. To cooperate with those in charge of the Choral Department, the School Administration, and CISD to the end that this organization shall maintain the highest possible degree of effectiveness and efficiency.
ARTICLE V – MEMBERSHIP and DUES
Any individual who subscribes to the objectives, mission and basic policies of this organization shall become a member, subject only to compliance with the provisions of these bylaws;
a. Membership is available without regard to race, color, creed or national origin;
b. All parents or guardians of CHS students enrolled in the Choir program, the current school year, shall become “members” of the Choir Booster Organization (hereafter referred to as “Members” or “General Membership”);
c. The Executive Board shall determine membership dues annually.
ARTICLE VI – EXECUTIVE BOARD OFFICERS and THEIR ELECTION
Section 6.01 – Number of Executive Board Officers
The Executive Board Officers shall be composed of the following elected officers (hereafter referred to as the “Executive Board”): President, Vice President of Administration and Operations, Vice President of Events, Vice President of Fundraising, Vice President of Marketing, Secretary, Treasurer and two Assistant Treasurers.
Section 6.02 – Powers
The affairs of the organization shall be governed by the Executive Board, except as otherwise provided by law. Each person serving on the Executive Board shall have one vote. A two-thirds (2/3) majority vote is needed for approvals in accordance with Roberts Rules of Order.
Section 6.03 – Qualification and Election of Executive Board Officers
a. Only “Members” with a student actively enrolled in the CHS Choir Program the current school year may hold a position on the Executive Board and participate in business meetings;
b. In the event a student leaves the choir program (for any reason), the “Member” serving in an Executive Board position will relinquish their position;
c. Executive Board Officers are elected by the organizations “General Membership” present at the annual election meeting in April by two-thirds (2/3) majority vote.
Section 6.04 – Term
a. Executive Board Officers are elected for a term of one (1) year; and shall assume their official duties on May 1st. Exception: If there is a transition of the Treasurer position, the newly elected Treasurer will assume official duties on May 1st and the Treasurer leaving office shall continue transition duties with the new Treasurer until the end of the organizations’ fiscal year (July 31st).
b. No elected officer shall serve the same office for more than two (2) consecutive one (1) year terms. Exception: With the approval of the Nominating Committee and should no other candidate make him/herself available, a person may serve for a third term;
Section 6.05 – Duties of Executive Board Officers
a. Required to attend board meetings and general membership meetings;
b. Transact necessary business in intervals between board meetings;
c. Present reports (as requested) at regular meetings of the organization;
d. Executive Board Officers shall keep detailed records of their activities in a “procedure manual” or on-line storage (Drop Box or replacement program thereof) to be handed down each year to their successor;
e. Each Officer shall deliver all official documentation and any materials or supplies to his/her successor during the May “transition meeting” and no later than June 1st ;
f. Executive Board Officers shall ensure that the organization, through its practices and policies, does not violate such rules and regulations that would jeopardize the organization’s tax-exempt or non-profit status.
Section 6.06 – Additional Offices
The Executive Board shall have the power to create additional board positions’ as it deems necessary.
Section 6.07 – Removal from Office
Any elected Executive Board Officer may be removed from their position for any of the following reasons;
a. Non performance of duties as outlined in the Bylaws in a manner or to a degree acceptable to the Executive Board or Choral Director(s);
b. Whose behavior is inappropriate such that the best interest of the Choir Program would be served by his/her removal;
c. A “Special Board Meeting” shall be set up to discuss his/her case and the individual be given the reasons for the removal request and the individual given the opportunity to be heard;
d. A written or electronic notification of the board’s intention of removal must be sent to all Executive Board Officers, Choir Director(s) and to the individual five (5) days prior to any special meeting;
e. A two-thirds (2/3) majority vote of the Executive Board Officers present is needed at the “Special Board Meeting” for removal of an elected officer.
Section 6.08 – Filling Vacancies of Elected Executive Board Officers
A vacancy occurring of an elected executive board officer shall be filled, for the unexpired term, by a majority vote of the Executive Board. Exception: In case of a vacancy in the office of the President, the President Elect shall assume this position for the remaining unexpired term.
Succession of Officers (i.e. moving up one position at a time) shall not be guaranteed.
Section 6.09 – Faculty Representative(s)
The CHS Choral Director(s) shall be ex-officio members. They are not elected board members and do not have voting rights.
ARTICLE VII- EXECUTIVE BOARD OFFICERS
Section 7.01 – President
The President shall oversee all areas of the Choir Booster organization business and activities. The major duties include, but not limited to, the following:
a. Regularly meet with the Choir Director(s);
b. Regularly meet with the Treasurer to review the organization’s financial position;
c. Appoint and coordinate the work of the Executive Board, Chair or Chairperson(s) and Coordinator leaders; in order that the objectives of the Choir Booster organization and CHS Choir program may be promoted;
d. Primarily responsible for planning, identifying and maintaining mission, financial goals and projections;
e. The President shall preside at all board and general membership meetings;
f. Shall confirm that a quorum is present before conducting business at any board meeting of the organization;
g. The President is responsible for signing agreements and contracts;
h. Shall perform such other duties as may be prescribed in these bylaws or assigned by the Choral Director;
i. The President shall serve on the Budget Committee;
j. The President shall be an ex officio member of all committees, except the Nominating Committee; on which the President shall serve in an advisory capacity.
Section 7.02 – Vice-President of Operations & Administration
The role of the Vice-President of Operations & Administration is very hands on with people involved with the Booster organization. The major duties include, but are not limited to, the following:
a. Assist with oversight of Registration event;
b. Oversee Hospitality committee duties and budget;
c. Coordinate volunteers to help with uniform fittings, events, and chaperoning trips;
d. Responsible for making sure select committees are on task and have resources available from the Executive Board;
e. Shall assist the President in his or her responsibilities as deemed necessary and perform duties as assigned by the President;
f. The Vice-President of Operations & Administration shall serve on the Audit Committee.
Section 7.03 – Vice-President of Events
The Vice-President shall carry out any duties involved in the operation and funding of special ticketed Booster events. The major duties include, but are not limited to, overseeing the following:
a. Organize committees to oversee operation of each ticket choir event, including Respira Dessert Show and Silent Auction, Madrigal Feast, Vivace Show, and Choir Banquet;
b. Coordinate with Director and Board to establish ticket rates and create online ticketing sales through various websites;
c. Establish teams to collect tickets and money at each event;
d. The Vice-President of Events shall serve on the Audit Committee.
Section 7.04 – Vice-President of Fundraising
The Vice-President of Fundraising is tasked with raising funds for the Booster organization through various means. The major duties include, but are not limited to, the following:
a. Create and oversee committees to facilitate Booster fundraising endeavors;
b. Provide oversight to the Merchandising committee;
c. Manage committees organized to conduct the business of Community Partnerships and Corporate Sponsorships;
b. The Vice-President of Fundraising shall serve on the Audit Committee.
Section 7.05 – Vice-President of Marketing
The Vice-President of Marketing shall administer oversight of committees involved in promotion of choir events, fundraising initiatives, and accomplishmentsThe major duties include, but are not limited to, the following:
a. Provide oversight to Publicity Chairperson(s), Social Media Chairperson(s), and Webmaster;
b. Brainstorm creative, effective, and efficient avenues to bolster awareness of the choir program;
c. Cooperate with other Vice-Presidents to publicize their work and accomplishments;
d. The Vice-President of Marketing shall serve on the Audit Committee.
Section 7.06 – Secretary
The Secretary is responsible for keeping accurate records of the proceedings of the organization and reporting to the membership. The secretary must ensure the accuracy of the minutes of the meetings. The major duties include, but are not limited to, the following:
a. Contact all Executive Board Officers, Chair or Co-Chairperson(s), Coordinator Leaders and Choral Director(s) to remind them of all monthly board meetings through email;
b. The Secretary shall provide written minutes of the previous meetings to all monthly meeting members, notifying them via email and having a copy at the board meeting;
c. Maintain records of attendance of each member in all meetings;
d. Maintain records of meeting minutes, financial and other documentations and reports presented at the meetings;
e. Attend to correspondence related to this organization and activities performed on behalf of the CHS Choir Program;
f. Update and maintain email addresses for the organization;
g. Act as a focal point for general or specific distribution of pertinent information regarding activities to the “General Membership” through email and handouts;
h. After approval by the Executive Board of the previous meeting minutes, the secretary shall make the minutes available for posting on the choir website, except any special meeting minutes that may be deemed confidential;
i. All documentation related to meetings, reports and voting documents shall be stored on-line (Drop Box or replacement storage) and filed and retained in compliance with Article XXI – Document Retention Policies.
Section 7.07 – Treasurer
The Treasurer is the authorized custodian of the funds of the organization. The treasurer receives and disburses all monies indicated in the budget and prescribed in the bylaws or as authorized by action of the organization. The major duties include, but not limited to, the following:
a. Reconciles the organization bank account(s) (monthly);
b. Provides financial reporting (income/expense statements, transactional detail for both the Choir Booster Fund and Choir Program Fund) to the Executive Board Officers and Choral Director(s), respectively (monthly);
c. Oversees Cash Processing Activities including Choir Booster and Choir Program activities and fees (ongoing);
d. Performs ad-hoc reports for specific programs as needed (e.g. Madrigal Feast, Trips, Vivace and Respira shows) (as requested);
e. Prepare and review financial reports at board meetings (monthly);
f. Maintains accounting support for all transactions providing clear audit trails for both the Choir Booster Fund and the Choir Program Fund (ongoing);
g. Process funds transfer if organization is using a separate bank account for financial transactions such as (Paypal, RevTrak or related software).
h. The Treasurer will assist the President in preparing a budget (after July 31st) and prior to the first “General Membership” meeting;
i. The Treasurer shall prepare an annual report for the Executive Board meeting in August that reflects the previous year’s activity through July 31st;
j. Shall turn over all records to the any newly elected Treasurer by the end organization fiscal year July 31st.
k. The Treasurer shall serve on the Budget Committee;
l. Treasurer shall adhere to financial guidelines and regulations as stated in Article XI – Finances, Article XXI- Document Retention Policy and Article XXII – Governance Guidelines;
m. The Treasurer is responsible for filing all required tax related forms on time per Article XI – Finances - Section 11.03 Tax Filings.
Section 7.08 – Assistant-Treasurer(s)
The Assistant-Treasurer shall assist the Treasurer in any and all functions of his/her position. The major duties include, but not limited to, the following:
a. The Assistant-Treasurer may be designated by the Treasurer to reconcile bank statements;
b. Processes all cash disbursements for both the Choir Booster Fund and the Choir Program Fund (as requested);
c. Coordinate Cash/Check Deposit processing for fees, trips, logo merchandise, ticket sales, etc.; including making bank deposits;
d. Coordinate Charms Financial Entry – Responsible for collecting payments and entering them into Charms (or replacement software thereof) on a timely basis;
e. The Assistant-Treasurer may be designated by the Treasurer to serve on the Budget Committee.
ARTICLE VIII – Appointed LEADERSHIP Positions
Appointed leadership positions of the organization are: Chair or Co-Chairperson(s) and Coordinator positions. These positions oversee the success of the choir program activities and events and will serve until the end of the school year.
Section 8.01 – Powers
Leadership positions are not elected board positions and therefore do not have voting rights.
Section 8.02 – Qualification of Appointed Positions
a. Only “Members” with a student actively enrolled in the CHS Choir Program may hold an appointed position;
b. Only “Members” in good standing shall be eligible to participate in business meetings with the Executive Board and Choir Director(s);
c. In the event a student leaves the choir program (for any reason), the “Member” serving in an appointive position will relinquish their position;
Section 8.03 – Duties of Appointed Positions
Chair or Co-Chairperson(s) and Coordinator leaders attend regular monthly board meetings; and shall provide a monthly written report to the Secretary regarding his/her activities since the previous meeting; as well as any upcoming events. They shall:
a. Work closely with the Executive Board and Choral Director(s) to plan and coordinate successful events and projects;
b. Adhere to recommended or approved budgets; and report to the Executive Board regarding their specific event and any expenses or reimbursements incurred in association with events;
c. Comply with tax-free days if applicable to their event;
d. Follow guidelines regarding petty cash or check request disbursements listed in Article XI – Finances and comply with non-profit regulations set forth in Article XX – Restrictions;
e. Each appointed leader shall deliver all official documentation and any materials or supplies to his/her successor during the May “transition meeting” and no later than June 1st;
f. Members in appointed positions shall never commit organization funds, resources or contracts during the selection and procurement of activities. Only the President can sign agreements or contracts.
Section 8.04 – Filling Vacancies of Appointed Leadership
Vacancies of appointed positions shall be filled as needed by the Executive Board.
ARTICLE IX Chair or Co-Chairperson(s) and Committees
Chair or Co-Chairperson(s) promote the following large events or activities in support of the Choir Program. They shall oversee (2-5) “volunteers” as deemed necessary for said event. Volunteers and committees supporting Chair or Co-Chairperson activities do not attend monthly board meetings.
Section 9.01 – Banquet
Responsible for the coordination of an annual spring banquet including:
- Work with Choral Director(s) and President regarding program creation
- Venue and meal selection procurement
- Entertainment selection and procurement
- Senior Items – including Senior Wills & Posters
- Choir Video coordination
- Maintain accurate record of tickets sales sold and meals ordered
- Advertising and promotion
- Event Set Up / Take Down
- Coordinate all activities with venue and entertainment
Section 9.02 – Full Service Saturday
Act as focal point to plan and coordinate event including:
- Announcements, Fliers & Signs
- Choir Booster Video Presentation
- Layout for Station set-up
- Volunteer Coordination
- Coordinate financial processing
- Event Set Up / Take Down
- Coordinate make-up session (if requested)
Section 9.03 – Fundraising
The Fundraising Chair or Co-Chairperson(s) shall work with the President, Vice-President and Choral Director(s) in the fundraising efforts for the year for the following activities:
- General Booster Fundraising
- Corporate Fundraising
Section 9.04 – Hospitality
The Hospitality Chair or Co-Chairperson(s) shall be responsible for coordinating special choir functions or events as requested by the President or CHS Choral Director(s) that require refreshments. They shall:
a. Coordinate hospitality activities with volunteers and be responsible for all choir booster owned equipment and supplies used at functions and meetings;
b. Coordinate recognition gifts for directors, voice teachers and accompanists; as requested and approved by the Executive Board.
Section 9.05 – Madrigal Feast
Act as focal point to plan and coordinate Madrigal Feast including:
- Planning and Budgeting
- Announcements, Fliers and Signs
- Lighting / Sound Coordination
- Volunteer Coordination
- Kitchen and Food Coordination
- Coordinate Reservations/Ticketing sales
- Maintain accurate record of tickets sales
- Responsible for choir booster owned equipment and supplies used at the Madrigal Feast
- Event Set Up / Take Down
Section 9.06 - Uniforms
a. Assist the CHS Choral Director(s) in sizing, fitting, cleaning, distributing and returning of Uniforms;
b. Provide names to the CHS Choral Director to assess charges to students and parents who fail to return the uniforms or fail to return uniforms in the condition they were distributed;
c. Conduct an annual inventory of uniforms at the conclusion of each school year once all uniforms have been cleaned and returned to the Choir room.
d. Keep track and provide an “inventory sign out and sign in” of uniform items being sent to dry cleaners and/or alterations.
e. Maintain inventory in Charms (or replacement thereof) program.
ARTICLE X- Leadership Coordinators
Coordinator Leaders are responsible for specific administrative organization activities. They do not oversee a committee of volunteers, except as needed with approval from the Executive Board.
Section 10.01 – Chaperone Coordinator
The organization shall use an on-line tool “Sign Up Genius” (or replacement software) to create and manage group sign up lists and forms. The Chaperone Coordinator assists the President and Choral Director(s) in coordinating volunteer lists in “Sign Up Genius” for food service, supplies and upcoming events.
Section 10.02 – Charms Processing Coordinator
The organization uses Charms, a third party financial system, specifically designed to help school organizations manage the financial needs of their students and booster organization. The Charms Coordinator shall:
a. Act as the focal point for general and specific information for Charms instruction and input;
b. Knowledge of transaction processing of student financial payments;
c. At the direction of the President may oversees Cash Processing Activities (ongoing);
d. At the direction of the President oversees input of CHARMS Student Financial Account entries (ongoing).
Section 10.03 – Communications Coordinator (Newsletter)
The Newsletter Coordinator shall solicit, coordinate, edit and produce any and all pertinent information; as requested and directed by the President and Choral Director(s) to be published and distributed as needed to the “General Membership.”
The Coordinator shall work with the President and CHS Choral Director(s) to insure compliance with State and Federal confidentiality laws prior to actual publication;
Section 10.04 – Communications Coordinator (Publicity)
The Publicity Coordinator shall be responsible for keeping the events of the CHS Choir Program before the eye of the public, so as to promote goodwill and community involvement. This may include:
a. Placing written articles and pictures of school events in the local papers;
b. Create and distribute flyers, banners and/or posters at the school to promote any upcoming Choir Program events as needed or requested by the President or Choral Director;
c. Be responsible for coordinating senior ad in CHS Yearbook if requested;
d. The Coordinator shall work with the President and CHS Choral Director(s) to insure compliance with State and Federal confidentiality laws prior to actual publication;
Section 10.05 – Logo Merchandise Coordinator
The Logo Merchandise Coordinator shall be responsible for the selection, ordering, processing of orders and delivery of merchandise items to students. This includes:
a. Working with the Executive Board and CHS Choral Director(s) in the planning and selection of merchandise items;
b. Ensure that merchandise items are approved by the Executive Board before orders are placed;
c. Any merchandise item given as a gift must be approved by the Executive Board and CHS Choral Director(s);
d. Be knowledgeable of the Charms “on-line store” software and be able to coordinate the listing of items to sell.
Section 10.06 – Scholarship Award Coordinator
The Scholarship Award Coordinator is responsible for the planning, timing and the success of the scholarship award process. Responsibilities shall be to:
- Promote and publicize information to all senior students and parents;
- Work closely with the Executive Board and the Scholarship Committee;
- Act as focal point during the application process;
- Maintain and keep all documents and application records;
- Coordinate special gifts from donors;
- The Executive Board shall determine annually whether awards will be offered and how many;
- Submit all document records to the President for filing and retention per Article XXI – Document Retention Policy.
Section 10.07 – Webmaster Coordinator
a. Act as a focal point for general or specific distribution of pertinent information on the choir website;
b. Maintain event and other information on website current with input from Choral Director(s) and Executive Board;
c. Web content and maintenance shall adhere to the procedures established by the CHS Choral Director and Executive Board.
ARTICLE XI FINANCES
Section 11.01 – Fiscal Year
The fiscal year of the organization shall be August 1st through July 31st
Section 11.02 – Financial Guidelines
a. The Treasurer and Assistant-Treasurer shall follow cash accounting principles;
b. This organization uses “cash method” accounting and reports income in the tax year received and deducts expenses in the year paid;
c. All bank accounts will have authorized signature cards from only the President and Treasurer;
d. All bank checking accounts will have authorized credit card use from only the President and Treasurer;
e. The President shall be authorized to sign checks in the absence of the Treasurer;
f. The President shall be authorized to sign agreements or contracts;
g. The Assistant Treasurer will not be a signatory on the bank account;
h. Make disbursements in accordance with the budget adopted by the organization;
i. The organization shall not use any EIN (tax number) other than its own. The EIN for the Coppell ISD is not to be used for any purpose whatsoever;
j. Keep books of account and records including bank statements, receipts, budgets, invoices, paid receipts and canceled checks in accordance with Article XXI -Document Retention Policies.
- All funds input into Charms (or replacement program) shall be entered on a timely basis;
- If funds are not entered into Charms (or replacement program thereof) a detailed documentation (excel report) will be created listing all checks and cash retained;
- All funds must be deposited in the bank within five (5) business days and shall tie back to Charms data or other detailed documentation;
- A Petty Cash sign out and sign in sheet shall be used to document petty cash activities and cash collected at events;
- All deposits should have detailed supporting documentation listing all checks and cash and indicating where the funds originated and to which categories (Choir Boosters or Choir Program) they are assigned.
- A completed Check Request form must be submitted prior to the disbursement of funds; along with support documentation in the form of receipts and/or invoices;
- Check Request Form and receipts must be turned in no later than thirty (30) days after the expense was incurred;
- A Sales Tax Exemption Form is available on the Coppell Choir website;
- A completed Credit Card Use form must be submitted along with support documentation in the form of receipts and/or invoices when the organization credit card is used to pay expenses;
- Approval by the President and/or Treasurer is required for any Check Request disbursement by a “member” for an expenditure over $1000, unless the expenditure was previously discussed and approved by the President or Executive Board;
- Approvals by the President and Treasurer can be by signature on check requests or invoices;
- If an expense exceeds a budget, an approval signature from the President is required PRIOR to submitting the Check Request form to the Treasurer;
- All bills shall be paid by check, debit or on-line, never cash.
Section 11.03 - Tax Filings
The Treasurer shall be responsible for filing the following government forms on time to ensure compliance with government reporting requirements and to not incur penalties.
- 1099 for contractors (annually);
- 990-N (ePostcard) (Return of Organization Exempt from Income Tax) (annually by the 15th day of the fifth month after the end of the organization’s annual fiscal accounting period);
- Quarterly Sales Tax shall be filed following the end of the quarter;
- An outside contract accountant may be used to file tax forms with the approval of the Executive Board.
Section 11.04 – Dissolution of Organization
In the event of the dissolution of the Choir Booster Organization and after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be spent exclusively for the education needs of an organization which is operated exclusively for educational purposes as shall at that time qualify as an exempt organization under Section 501 (c) (3) of the Internal Revenue Code (or corresponding provisions of any future Internal Revenue Law).
ARTICLE XII – MEETINGS
Notice of all meetings of the organization shall be published at least seven (7) days prior to the meeting. The notice shall clearly indicate the date, time and place. Booster organization meetings shall be held on school premises with a school sponsor (Choir Director or Assistant Choir Director) present.
Section 12.01 – Regular Executive Board Meetings
a. The organization shall hold regular monthly board meetings; with dates to be established by the President and Choral Director at the beginning of the year;
b. The Executive Board shall meet prior to meeting with Chair, Chairperson(s) and Coordinator Leaders;
c. The CHS Choral Director(s) shall be notified prior to any scheduled meeting;
d. A simple majority two thirds (2/3) of the Executive Board Officers present shall constitute a quorum for meeting purposes.
Section 12.02 – Voting Procedures of Executive Board Officers
a. Executive Board officers are entitled to one vote each;
b. A two thirds (2/3) majority vote of all Executive Board officers is required when voting in person, by email or on-line survey;
c. If any subject requiring a vote of the Executive Board arises between regular meetings but which, in the opinion of the President, does not require discussion so as to warrant a special meeting being called an email or online survey vote may be conducted with the President and Secretary jointly participating in verification of voting;
d. The Choral Director(s) shall be notified of any voting request outside regular board meetings.
e. Documentation copies of email or on-line survey voting shall be filed with the Secretary and saved to on-line storage (Drop Box or replacement thereof) and retained in compliance with Article XXI – Document Retention Policies.
Section 12.03 – General Membership Meetings
The organization shall hold “general membership” meetings with dates to be established by the Executive Board and Choral Director.
Section 12.04 – Election of Executive Board Officers
a. The election of Executives Board Officers will occur annually in April and come from a slate presented by the Nominating Committee as prescribed by the organization bylaws.
b. Officers at the annual election may be elected by simple majority vote of the “general membership” present. “Members” are entitled to one vote each.
Section 12.05 – Special Meetings
Special Meetings may be called by the President when deemed necessary or upon written request by at least three (3) board officers. The purpose(s) of said meeting shall be stated in the call or written notice. Business transacted at any special meeting of officers shall be limited to the purpose(s) stated in the notice of the meeting. The President shall give at least (3) days notice to the Executive Board and Choral Director(s) unless it is deemed an emergency meeting.
ARTICLE XIII – STANDING & SPECIAL COMMITTEES
Section 13.01 – COMMITTEE CREATION
The Executive Board may create such standing committees’ as it may deem necessary to promote the objectives and carry on the work of the Choir Program.
Section 13.02 – ELIGIBLE MEMBERS
a. No committee work shall be undertaken without the consent of the Executive Board;
b. Only eligible choir booster “members” may serve in appointed positions;
c. All standing and special committees shall have 1-2 members, but no more than (5) members, with the exception of large events coordination;
d. The President shall be an ex officio member of all committees, except the Nominating Committee.
Section 13.03 – FORMATION OF SPECIAL COMMITTEES
The power to form a special committee and appoint its members rests with the President upon approval of the Executive Board.
ARTICLE XIV – NOMINATING COMMITTEE
The Nominating Committee is responsible for the process of solicitation of candidates for the election of Executive Board Officers.
Section 14.01 – Constitution
a. The Nominating Committee shall be selected no later than the regular monthly board meeting in March;
b. The Nominating Committee shall be composed of the following appointed by the President: One (1) from the Executive Board body (other than the President) and two (2) “members” from the “General Membership” of the Organization;
c. Members are not eligible to serve on the Nominating Committee if they are seeking an Executive Board position;
d. The President shall appoint one of the members to serve as chairman of the committee;
e. The President shall serve in an advisory capacity on the Nominating Committee;
Section 14.02 – Duties
a. The Nominating Committee shall solicit names for nomination from the current “general membership” for each executive board position. Exception: The President-Elect is assumed to take the President position.
b. This shall be accomplished by distributing information and the nomination form by email to the “general membership” no later than two (2) weeks prior to the April board election meeting;
c. The Nominating Committee shall meet to discuss nominations and shall nominate an eligible person for each office to be filled;
d. The Nominating Chairperson shall then forward via email the slate of its proposed nominees to the Choral Director(s) and President prior to the distribution of the slate to the “General Membership”;
e. The Choral Director has the authority to reject any or all nominations should he/she have reason to believe that the person nominated to serve would not be positive for the organization;
f. After the slate is reviewed by the President and Choral Director(s) the President shall forward via email the slate of proposed nominees to the “General Membership” no less than five (5) days prior to April election meeting.
g. The Nominating Chairperson shall present the nomination slate to members at the “general membership” annual election meeting in April;
h. Following the presentation of the nomination slate by the Committee Chairperson an opportunity shall be given for nominations from the floor;
i. Should a nomination come from the floor, the person nominated must be present;
j. After all nominations are considered and the slate presented; the election shall be by voice vote of“members” present and eligible to vote unless a ballot is required and approved by the Executive Board;
k. Duties of the Nominating Committee cease after the official board election meeting in April;
l. All documentation, Nomination Forms, slate and pertinent information related to the election process is to be given to the President by the Chairperson to be filed and retained per Article XXI – Document Retention Policies.
Section 14.03 – Consent
Only those persons who are “Members” of the Choir Booster Organization and have signified their consent to serve shall be nominated or elected.
ARTICLE - XV – AUDIT COMMITTEE
Section 15.01 – Constitution
a. The Audit Committee shall consist of the President-Elect and Vice President.
b. The Treasurer’s records may be audited at the Executive Boards discretion.
c. At the end of the fiscal year the financial books of the organization shall be audited by an independent outside source (non executive board officers) with a financial background.
d. The Audit Committee may select from the “General Membership” or from an outside CPA company; as approved by the Executive Board.
e. The President and Treasurer nor any other account signatory will be members’ of the audit process.
f. The Treasurer shall submit financial records to the Audit Committee as requested.
Section 15.02 – Duties
a. The Audit Committee shall be responsible for conducting an annual audit of the Choir Booster books and bank statements after the end of the organization’s fiscal year July 31st. After completing the audit, the Audit Committee will present its report at the next executive board meeting.
b. All documentation and pertinent information related to the audit process is to be given to the President for filing and retention per Article XXI – Document Retention Policies.
ARTICLE - XVI – BUDGET COMMITTEE
Section 16.01 – Constitution
a. The Choral Director and President will draw up a proposed budget to be approved on a yearly basis.
b. The Budget Committee shall be responsible for meeting prior to the first board meeting of the school year to develop a proposed budget for the school year.
c. The Budget approval will be by a two-thirds (2/3) majority vote of the Executive Board Officers present.
d. The President and Treasurer shall serve on the Budget Committee and work closely with the Choral Director(s) regarding expenditures or income.
Section 16.02 – Duties
a. The President, after consultation with the CHS Choral Director, will submit a budget to the Executive Board for approval prior to the “General Membership” parent meeting.
b. Before the end of each fiscal year, an annual budget should be developed as a financial guide for the next fiscal year. The budget should outline sources of income and the general purpose for which the funds will be expended.
c. When there are additional expenses or changes to expenditures or income, the budget can be amended with the approval of two-thirds (2/3) majority vote of the Executive Board members present.
d. All documentation and pertinent information related to the budget process is to be given to the President for filing and retention per Article XXI – Document Retention Policies.
ARTICLE XVII – SCHOLARSHIP COMMITTEE
The Scholarship Chair or Co-Chairperson(s) are responsible for planning and coordinating a successful application process.
Section 17.01 – Constitution
a. The criteria for the award will be merit based and include: a personal resume, academic transcript and essay response. The content of the essay should include a personal statement with reflection about what impact their participation in Choir has had on them during their High School tenure.
b. Shall consist of at least three (3), but no more than seven (7) “General Membership” volunteers (an odd number), led by someone appointed from the Executive Board.
c. The appointed Executive Board officer shall not have a student that is a senior.
d. The committee members must not have relatives who are seniors in the CHS Choral Program.
e. This function shall govern scholarship awards at the direction of the Executive Board and in accordance with documented policy and procedural guidelines.
f. The Scholarship Committee function shall be to narrow the applicant pool to a final number based on the number of scholarships to be awarded as directed by the Executive Board.
g. Three professionals, unaffiliated with the Choir Program, in order to achieve a completely unbiased decision, will make further review of the finalists.
h. The Choir Boosters organization shall neither consider nor offer any non-academic scholarships.
i. The award will be a non-renewable scholarship.
j. The scholarship amount and number of awards given shall be determined annually by the Executive Board.
k. The scholarship payment shall be made to the academic institution the recipient will be attending following graduation.
l. Selected students are responsible for contacting the Treasurer and President no later than July 1st to provide scholarship payment information; such as:
- Name and address of school their attending
- Financial Aid Department contact name, email address & telephone number
- Student financial account number.
Section 17.02 – Duties
a. Amend Scholarship application (as needed);
b. Create Scholarship Committee per bylaws;
c. Make application available to students;
d. Post announcement information on www.coppellchoir.com website;
e. Create and copy packets for each individual
f. Place hard copies in folder (near drop box in choir room);
g. The committee shall convene to review and discuss all submitted applications;
h. Disqualify any applications that are incomplete;
i. Send recipient information to Publicity Chair to publish in local press
j. All documentation and pertinent information related to the Scholarship Award process is to be given to the President for filing and retention per Article XXI – Document Retention Policies.
ARTICLE - XVIII – PARLIAMENTARY AUTHORITY
The parliamentary procedure authority shall be the current edition of Robert’s Rules of Order, unless an alternate authority is selected by a majority vote of the Executive Board.
ARTICLE - XIX – AMENDMENT PROCEDURES
Section 19.01 – Constitution
a. These Bylaws may be amended or revised as deemed necessary by the Choir Booster Executive Board by a two thirds (2/3) majority vote of the Executive Board officers either present, email or by on-line survey;
b. Amendments or revisions of present Bylaws must be presented to the Executive Board Officers in writing or (via email) at least two weeks prior to when the vote is taken;
c. No amendment or revision to the present Bylaws may be made that would cause benefit, other than reasonable reimbursement for expenses, for officers and members of the Choir Boosters;
d. Amendments or revisions of the present Bylaws shall be first presented to the CHS Choral Director for approval prior to a majority vote or posting on the Coppell Choir website;
e. Any amendment or revision to current bylaws shall be posted prior to a general membership meeting;
f. Choir Booster Bylaws are subject to guidelines for non-profit organizations under Section 501 (c)(3) of the Internal Revenue Code, which prevail in case of conflict.
g. The President is responsible for all documentation and pertinent information related to the amendment or revision of the bylaw being retained per Article XXI – Document Retention Policies.
Section 19.02 - Limitation of Amendments
No amendment may be made to these Bylaws that would alter the exclusively charitable and educational purposes of the Coppell High School Choir Boosters organization.
ARTICLE XX – RESTRICTIONS
Section 20.01 Non-Profit and Tax-Exempt - Restrictions
This organization is a non-profit organization recognized as tax exempt under Section 501 (c) (3) of the Internal Revenue Code and, therefore, shall abide by the following restrictions to retain tax-exempt status:
a. Shall not, directly or indirectly, participate in or contribute money to political campaigns;
b. Shall not distribute profits to members, officers or directors. A nonprofit cannot organize to financially benefit its members, officers or directors.
c. No part of net earnings of the organization shall inure to the benefit of, or be distributable to, its members, directors, trustees, officers, or other private persons.
d. Shall not make substantial profits from unrelated activities. If the nonprofit spends too much time on unrelated activities or if the unrelated activities generate substantial income, the group’s nonprofit status may be jeopardized.
e. If the organization dissolves, its assets must be distributed to another tax-exempt organization group. Since tax exempt organizations and their assets cannot be owned, they can never be sold.
f. Not withstanding any other provision of these Bylaws, no director, officer, employee, member or representative of this organization shall take any action or carry on any activity by or on behalf of the organization not permitted to be taken or carried on by an organization exempt under Section 501 (c) (3) of the Internal Revenue Code as it now exists or may be amended, or any organization contributions to which are deductible under Section 170 (c) (2) of such Code and Regulations as it now exists or may be amended.
ARTICLE XXI – DOCUMENT RETENTION
The Executive Board desires to establish and adopt the following Document Retention Policy guidelines consistent with government regulation to provide a clear and definitive guide:
Section 21.01 Constitution
a. The Choir Booster organization shall keep Financial Records such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the organization. Such books of account and records shall at all reasonable times be open to inspection by its members;
b. Documents to be retained shall be maintained in an organized document filing system that is securely maintained at the school per UIL booster club guidelines;
c. Documents shall be maintained in paper and/or in an electronic storage format which can be readily transferred to paper;
d. Documents retained electronically (hard drives, cloud storage) shall be saved annually on a storage drive (USB or other) after the end of the fiscal year (July 31st) and filed and retained according to Article XXI Document Retention Policies;
e. Documents not described may be retained for the duration deemed to be useful to the purpose of the booster organization and/or the choir program;
f. Upon expiration of the retention period listed documents shall no longer be considered booster organization records and may be destroyed, deleted, purged or otherwise eliminated;
g. In the event the booster organization is served with any request for documents or the organization becomes aware of a governmental investigation or audit concerning the organization or the commencement of any litigation against or concerning the organization, all documents relating or pertaining to such investigation, claim or litigation shall be retained indefinitely, and any further disposal of documents shall be suspended and shall not be reinstated until conclusion of the investigation or lawsuit, or until such time as the Board, with the advice of legal counsel determines otherwise
Section 21.02 Duties
The Executive Board shall ensure that documents listed below shall be retained for the duration and the Board is authorized to make modifications to this schedule from time to time to ensure that it is in compliance with local, state and federal laws.
- Certificate of formation, bylaws and other dedicatory instruments and any amendments shall be retained permanently;
- Financial books and records, including annual budgets, monthly financial statements and bank statements shall be retained for seven (7) years;
- Contracts with a term of one (1) year or more shall be retained for four (4) years after the expiration of the contract term;
- Minutes of meetings of the board or general membership shall be retained for seven (7) years after the date of the meeting;
- Fundraising documentation including general booster fundraising, corporate fundraising, donations, sale of items such as pansy sales and logo merchandise shall be retained for (7) years;
- Tax Filings and audit records shall be retained for seven (7) years;
- All Nominating Committee and Election documents shall be retained for seven (7) years;
- All Scholarship Award Committee documents shall be retained for seven (7) years.
ARTICLE - XXI – GOVERNANCE
All Choir Booster Bylaws are subject to CISD (Coppell Independent School Board), UIL Guidelines and IRS Guidelines for non-profit organizations under Section 501 (c ) (3) of the Internal Revenue Code, which prevail in case of conflict.
The CHS Choir Boosters organization is exclusively formed to support the CHS Choir Program; and will act as the “custodian” of both the CHS Choir Boosters Fund and the CHS Choir Program Fund; performing bookkeeping duties over these funds.