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Bylaws and Constitution

Coventry High School Music Boosters
Constitution and Bylaws
proposal 9/15/2008


Outline
Constitution
ARTICLE I: NAME
ARTICLE II: OBJECTIVES
ARTICLE III: MEMBERSHIP
ARTICLE IV: EXECUTIVE BOARD
ARTICLE V: PROVISIONS FOR DISSOLUTION

Bylaws
ARTICLE I: EXECUTIVE BOARD
ARTICLE II: ELECTIONS & APPOINTMENTS
ARTICLE III: FINANCES
ARTICLE IV: MEETINGS
ARTICLE V: COMMITTEES
ARTICLE VI: STUDENT ACCOUNT
ARTICLE VII: AMENDMENTS

Constitution

ARTICLE I: NAME
Section 1. The name of this organization shall be the COVENTRY HIGH SCHOOL MUSIC BOOSTERS

Section 2. The COVENTRY HIGH SCHOOL MUSIC BOOSTERS are an independent, non-scholastic branch of the Coventry High School Music Department.

ARTICLE II: OBJECTIVES
Section 1. The objectives of the Coventry High School Music Boosters are:

    * A. To promote and maintain an enthusiastic and active interest in the various phases of music activity at Coventry High School.
    * B. To lend all possible support, both moral and financial, to the Music programs of Coventry High School.
    * C. To collaborate with those responsible for the Coventry High School Music Department to the end that the Music Department be brought to and be kept at the highest possible degree of efficiency.
    * D. To build and maintain an organization which will help promote the general activities of the Music Department.
    * E. To seek to have parents, teachers, administrators, and the public invested in furthering the endeavors of students in music related activities at Coventry High School.

ARTICLE III: MEMBERSHIP
Section 1. The membership of this organization shall not be limited. Anyone interested in the progress and development of the Music Department of Coventry High School is eligible for membership, this includes, but is not limited to current or past choir and band parents as well as alumni.

Section 2. Voting privileges may be withheld from a member deemed “inactive” upon review of the executive board.

ARTICLE IV: EXECUTIVE BOARD
Section 1. The officers of this organization must be active members. The offices shall be:

    * President
    * Vice-President (Band)
    * Vice-President (Choir)
    * Treasurer
    * Secretary
    * CHS Music Directors (non-voting)

ARTICLE V: PROVISIONS FOR DISSOLUTION
Section 1. In the event of dissolution of this organization, all assets will be distributed in the following order of precedence:

    * 1. Any organization legally formed within six months in support of the Coventry High School Music Department.
    * 2. Coventry High School Choir and Band Accounts.
    * 3. Coventry Public School District with the intent of only being used in support of music programs in the District.

Bylaws

ARTICLE I: EXECUTIVE BOARD
Section 1. Duties of Officers.

    * A. PRESIDENT. The President shall be the chief executive officer of the organization and as such shall oversee the general supervision, direction, and control of the business and affairs. The President shall preside at all meetings of the members of the Executive Board, shall be an ad hoc member of the committees, co-sign checks on the accounts of this organization, and shall have such other power and duties as may be prescribed from time to time by the Executive Board.
    * B. VICE-PRESIDENT (Band). The Vice-President (Band) shall assume all duties of the President in his/her absence or disability and shall coordinate committee activities and related fund-raising activities as relate directly to the Band.  Acts as liaison to Band director.
    * C. VICE-PRESIDENT (Choir). The Vice-President (Choir) shall assume all duties of the President in his/her absence or disability and shall coordinate committee activities and related fund-raising activities as relate directly to the Choir.  Acts as liaison to Choir director.
    * D. TREASURER. The Treasurer shall be the custodian for all funds of this organization and student activity accounts, which funds shall be deposited in such federally insured banks and other federally insured financial institutions as may from time to time be designated by the Executive Board. Funds of this organization shall be disbursed only by checks or other withdrawal orders of this organization signed by such officers or other persons as may be specifically authorized by the Executive Board. All non-budgeted expenditures over $50 shall require a majority approval by the Board. The signature of two (2) officers designated by the Executive Board shall be on all checks. The Treasurer shall generally supervise the accounting and bookkeeping of this organization, shall report monthly to the Executive Board as to the financial condition and results of operations of this organization. The Treasurer shall file, or cause to be filed, all forms required to retain the tax-exempt status for this organization.
    The Treasurer shall also be responsible for student activity accounts and as requested provide the status of individual student accounts.
    * E.  SECRETARY. The Secretary shall keep, or cause to keep, the records and minutes of all meetings, transact all correspondence, and retain a current parent/booster roster. The Secretary will also as needed insure distribution of information to parents/boosters in electronic format.
    * F. MUSIC DIRECTORS. The Music Directors shall be the current Coventry High School Band and Choir Directors. These Music Directors shall receive all announcements of meetings and all reports related to this organization. They shall participate freely in meetings of the Board, but without vote. Normally the Board will not meet without at least one director in attendance.
   
Section 2. The Executive Board shall be composed of the officers of the organization and the Music Directors.

Section 3. The Executive Board shall have general supervision of the affairs of the organization.

Section 4. The Executive Board shall meet once a month and at the call of the President or one-third (1/3) of the Executive Board members.

Section 5. The Executive Board shall determine the time and place of the membership meetings.

ARTICLE II: ELECTIONS & APPOINTMENTS
Section 1. Election of officers and appointment of committee chairpersons shall be by:

    * A. Nominations shall be made from the Active Membership upon the consent of the person so nominated.
    * B. Candidates for specific offices receiving the highest number of votes for specific offices shall be elected as officers.
      C. Committee chairpersons shall be appointed by the Executive Board from the nominated candidates.
    * D. The Music Directors shall be the current Coventry High School Band and Choir Directors

Section 2. All officers will serve a term of one (1) year starting on July 1 and ending on June 30.

Section 3. A vacant position created by an officer's resignation or dismissal shall be filled by appointment by the Board. The appointed officer shall serve for the rest of the current term.

ARTICLE III: FINANCES
Section 1. The fiscal year of this organization shall commence on July 1 and shall conclude on June 30. As needed, the Executive Board shall establish a budget for the upcoming fiscal year prior to the June General Meeting.

Section 2. A records audit shall be made each year covering the fiscal year then ending and shall be presented to the annual meeting for acceptance by the Regular Membership and the new Executive Board. The books of the Association must be ready for audit by July 15 and completion of the "Financial Audit" shall be on or before September 30th of each year.

ARTICLE IV: MEETINGS
Section 1. Membership meetings shall be held monthly at a regularly scheduled date and time, to be determined by the Board at the First General Meeting of the School Year (September).

Section 2. The annual elections meeting shall be held in April of each year, and shall include the election of officers. Nominations for officers shall be held in March of each year.

Section 3. Special meetings may be called by the President. In addition, a special meeting may be called by three (3) members of the Executive Board or twenty percent (20%) of the Active Membership submitting a request, in writing, to the Secretary, who shall call the meeting within one (1) week. A notice shall be sent prior to the March and April meeting announcing the upcoming nominations and elections.

Section 4. Notification of meetings shall be through electronic mail, alternative distribution and newsletters.

Section 5. An Executive Board quorum shall be constituted at any meeting by the presence of one (1) more than fifty percent (50%) of the Executive Board.

Section 6. A membership meeting quorum shall be constituted at any meeting (regular or special) by the presence of one (1) more than fifty percent (50%) of the Executive Board and those Active Members in attendance.

Section 7. This organization shall be governed by the "Robert’s Rules of Order" in all cases in which they do not conflict with the rules of this organization.

Section 8. No member or visitor shall discuss the teaching methods of the Music Directors during a regular or special meeting. Nor shall they discuss their child's or other students' academic or behavioral performance in the Music Programs. For such discussions, the concerned party shall arrange a private meeting with the appropriate Music director and/or school administration.

ARTICLE V: COMMITTEES
Section 1. Committees may be appointed for such objectives as the Executive Board may assign.

Section 2. The Executive Board shall be responsible for the operation of all committees.

ARTICLE VI: REIMBURSEMENTS & LIABILITIES
Section 1. Members of the Executive Board shall serve without compensation, but shall be entitled to reimbursement for expenses in accordance to policy.

Section 2. No board member shall be personally liable for the debts, liabilities, obligations of this organization.

Section 3. No member shall obligate the funds of this organization without prior authorization from a majority of the Executive Board.

ARTICLE VI: STUDENT ACCOUNTS
Section 1. Money in student accounts held in the CHS MUSIC DEPARTMENT student activity accounts will be dispersed on behalf of the students to pay for CHS Music Dept. activities and expenses subject to review by the Executive Board.

Section 2. In the event that a student graduates with funds remaining in his/her account, these funds may be transferred to a sibling participating in the CHS Music Dept.  If there is no sibling who meets this criteria, remaining funds will remain in the CHS Music department student activity accounts.

Section 3. Funds from individual student accounts may not be turned over directly to students or their families. There are no exceptions.

ARTICLE VII: AMENDMENTS
Section 1. New By-laws may be adopted or these By-laws may be amended or repealed by a two-thirds (2/3) majority of the Active Members in attendance at a regular meeting.

Section 2. The Executive Board may draft new By-laws subject to the right of the members to adopt, amend, or repeal.