PANTHER CHOIR BOOSTER CLUB
(updated in 2016)
Article One - Name
The name of the organization shall be Panther Choir Booster Club.
Article Two - Purpose
2.1 The Purposes of the organization are:
A) To support the policies set by the Choral Department faculty, the Grapevine-Colleyville ISD Board of Trustees, and the administration of Colleyville Heritage High School (“CHHS”);
B) To support the music education and enrichment of the students who participate in the choral program and in the school at large;
C) To promote parental understanding of the students' activities and opportunities and the objectives of the choral program and to secure closer contact and communication among parents, students and the choral staff;
D) To promote music culture in the community by fostering concert attendance and public support of choir activities; and
E) To provide the means to render financial aid in areas not provided for in the Choral Department budget, but necessary for realizing the objectives of the CHHS choral program.
2.2 This organization is organized and operated exclusively for charitable and educational purposes within the meaning of 501(c)(3) of the Internal Revenue Code.
Article Three - Membership and Meetings
3.1 Parents and legal guardians of the members of the CHHS Choirs shall become members of the organization upon (a) their child's enrollment in the choral program, and (b) the payment of a membership fee set by the Executive Committee (as hereinafter defined).
3.2 Any other person with a special interest in the CHHS choral program may become a non-voting member of the organization upon payment of a membership fee set by the Executive Committee.
3.3 A minimum of three (3) meetings of the general membership per school year shall be held at times and places designated by the Executive Committee.
3.4 A quorum for all general meetings of the organization shall consist of the members in attendance. A quorum for the Executive Committee shall consist of a simple majority of the members of the Committee.
Article Four - Board of Directors
4.1 The organization has filed Articles of Incorporation as a Texas non-profit corporation with a three-member Board of Directors. The Board of Directors will meet only as needed. All action by the Board of Directors will be conducted by a simple majority vote. The Board of Directors will be allowed to conduct business and perform any act by unanimous written consent without the necessary of a formal meeting.
4.2 The Board of Directors shall be elected by the membership from time to time on an as needed basis at the final Spring meeting of the organization. The directors will serve until their successors are elected.
4.3 The registered agent for the organization will be appointed by the President as needed.
Article Five - Executive Committee
5.1 The Executive Committee (herein so called) shall consist of the following elected officers: President, 1st Vice President - President Elect; 2nd Vice President - Fundraising; 3rd Vice President - Past President, Secretary, Treasurer, Assistant Treasurer and Parliamentarian. The Choral Directors shall be ex-officio members of the Executive Committee. In the event that a student choir member leaves or is permanently removed from choir, the related Executive Committee Member must resign by the next Executive Committee Meeting. Replacement of that office will be made by the rules below.
5.2 The Executive Committee shall be governed by a majority rule.
5.3 The Executive Committee shall have the power to transact all business of the organization between regular meetings of the membership and any other business not otherwise provided for in these Bylaws or delegated to a special committee. The Executive Committee can not alter or reverse any action taken by the organization as a whole.
5.4 The Executive Committee shall meet as deemed necessary by the President, the choral directors, or any two officers. All committee chairs are permitted to attend meetings of the Executive Committee. Committee chairs are allowed to vote on actions that the Board votes on when they attend Executive Committee meetings.
5.5 The Executive Committee shall serve as the Budget Committee and shall present a proposed budget for approval by the general membership at the first fall meeting.
5.6 The President shall preside at all meetings of the Executive Committee and the general membership, with full voting privileges. The President shall be an ex-officio committee member of all committees except the Nominating Committee. The President may create any committees not otherwise provided for in these Bylaws and shall appoint committee chairpersons of same. The President shall perform all other duties usually assigned to the office. If the office of the President shall become vacant, the Vice President shall assume the position until such time as regular elections are held.
5.7 The First Vice President (President Elect) shall act in the absence of the President at meetings and shall chair the Audit Committee. The First Vice President shall also perform any other duties assigned by the President.
5.8 The Second Vice President (Fundraising) shall chair the Fund Raising Committee. The Second Vice President shall appoint the Fundraising Committee and delegate responsibilities to each chairperson of each fund-raiser that the board approves. The Second Vice President shall also perform any other duties assigned by the President.
5.9 The Third Vice President (Past President) shall be a resource to the current president of past procedures and shall perform other duties as assigned by the President.
5.10 The Secretary shall keep a record of all meetings of the Executive Committee and the general membership, and all other records and correspondence of the organization. He/she shall be responsible for publishing, distributing and maintaining the membership roster which will include the name, address, telephone number and e-mail address of each paid member.
5.11 The Treasurer shall have charge of all funds, collect all dues, keep account of all monies and present a statement of account at every Executive Committee meeting for approval. The Treasurer shall also be responsible for the collection and disbursement of all funds as approved by the membership and/or Executive Committee. He/she shall maintain the organization's checking/saving account(s). The duties of the Treasurer are further described in Article 7 hereof. No individual shall hold the Treasurer position longer than two (2) school years unless there are special circumstances and the general membership is notified of the reason and approves of the exception by vote.
shall assist with and support the work and duties of the Treasurer.
shall assist with and support the work and duties of the President. The Parliamentarian shall advise the presiding officer on questions of parliamentary procedure in meetings, using the most recent copy of Robert’s Rules of Order. The Parliamentarian will vote only when it is necessary to vote by ballot. The Parliamentarian will also serve as the chair of the Bylaws Review Committee when one is deemed necessary by the board to update the organization’s Bylaws (at a minimum of every 5 years). This position is appointed by the President, if desired, with a simple majority approval from the elected officers.
Article Six - Election of Officers and Committee Chairs
6.1 Volunteers will be solicited from the general membership to serve on the Nominating Committee. By March 30th of each year, a Nominating Committee of at least three (3) members, in good standing, including one member of the Executive Committee, shall be appointed by the President with approval of the Executive Committee. The Nominating Committee should not include anyone who is interested in serving on the Executive Committee for the upcoming year. The Nominating Committee shall nominate one eligible person for each office and committee chair to be filled by election at the spring meeting of the Organization. After the Nominating Committee fulfills its duties and reports to the membership at the spring meeting, it will be dissolved.
6.2 At the final meeting of the general membership, the Nominating Committee shall present the slate of officers and committee chairs to the general membership. Nominations must be open to the general membership and shall be accepted from the floor. Only members in good standing who have consented to serve shall be eligible for nomination.
6.3 Officers and chairpersons shall be elected by a simply majority. The election for any officer or chair for which there is more than one candidate shall be by written ballot.
6.4 New officers shall take office on June 1st and serve for one year. If a vacancy occurs in any office, except the President, it shall be filled by election of the Executive Committee.
6.5 Nominations and elections shall proceed office-by-office as follows: nomination(s) and election of the President, 1st Vice President - President Elect; 2nd Vice President - Fundraising; 3rd Vice President - Past President, Secretary, Treasurer and Assistant Treasurer. The same nomination(s) and election procedure shall then be followed office-by-office for the Standing Committees (as shown in the Appendix): Banquet Committee Chair, Social Committee Chair, Publicity Committee Chair, Scholarship Committee Chair, Uniform Committee Chair, Website Committee Chair, and Assistant Fundraising Chair. A member in good standing who is nominated for one position but not elected may then be nominated for another position. If there is only one nomination for each office, the slate may be voted on as a whole.
Article Seven - Finances
7.1 The fiscal year of the organization is July 1st through June 30th of the following year.
7.2 The Treasurer will follow cash accounting principles and use a double entry system of bookkeeping. Software (such as Quicken) or other similar program is recommended. Homemade spreadsheets are strongly discouraged.
7.3 The Assistant Treasurer will be responsible for collecting Choir payments and entering them into Charms (or replacement thereof) on a timely basis. The monies collected shall be promptly given to the Treasurer for deposit along with a printout of the Charms documentation.
7.4 There will be three signatories on the bank account. The Assistant Treasurer will not be a signatory on the bank account.
7.5 One member of the Executive Committee will be designated as the person responsible for reviewing the organization’s bank statement at each Executive Committee meeting to check for any irregularities or questionable transactions.
7.6 The Assistant Treasurer will reconcile the bank account at the end of each month and generate a reconciliation report that is retained for audit.
7.7 The Treasurer will prepare and distribute a financial report at each Executive Committee meeting and at each general membership meeting. The report shall detail the source and amount of all revenue collected in that month as well as the expenditures for the month. In addition, the report shall indicate the beginning and ending bank balances for the month. The balances shall tie back to the reconciled bank statement and preceding Treasurer’s report. The Executive Committee must vote to approve the financial report as presented, or with amendments, so that it can be filed with the secretary for audit purposes.
7.8 A debit card should be used only for deposits after bank hours and never for purchases.
a) All funds should be logged into Charms (or replacement program) whenever possible and on a timely basis.
b) If funds are not entered into Charms (or replacement program), e.g., for a general fundraiser/event where the revenue is not associated with student accounts, the Treasurer must create detailed documentation listing all checks and cash and retain those records for audit.
c) All funds must be deposited in the bank within three (3) banking days and should tie back to Charms data or other detailed documentation.
d) Cash from fundraisers shall be tallied by two people other than the Treasurer.
e) All deposits should have detailed supporting documentation listing all checks and cash indicating where the funds originated and to which budget categories they are assigned. The event chair should retain a copy of the deposit document in his/her records.
a) All disbursements should have proper substantiation, i.e., a vendor invoice or completed check request form with receipts at attached.
b) Two authorized signatures shall be on all checks over $500.00. Officers who are related by blood or marriage may not be co-signers on any check or expenditure authorization.
c) Checks should never be signed by the individual to whom they are made payable nor should the payee be related (by blood or marriage) to the signer.
d) All bills should be paid by check, never cash.
7.11 Checks should never be made payable to “Cash”. Startup funds should be made payable to the person responsible for the cash.
7.12 Before the end of the 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. The budget should be approved by the membership at the last general meeting of the school year. When there are additional expenses or changes to expenditures or income, and, as long as it does not alter the bottom line, the budget can be amended with the approval of the Executive Committee approval. If the bottom line is affected, the budget should be amended by a vote at any regular meeting of the membership of the organization.
7.13 At the close of the organization’s fiscal year:
a) The Treasurer shall prepare an annual financial report covering the entire fiscal year.
b) The Treasurer will submit a copy of the following treasury records to the Audit Committee no later than three weeks after the end of fiscal year:
i) All detailed deposit documents;
ii) All check requests with invoices/receipts and other documentation attached;
iii) The check book and check register along with all unused checks and voided checks; and
iv) Copies of the approved Secretary’s minutes of meetings.
7.14 At the end of each fiscal year, the books of the organization shall be audited by the Audit Committee. Neither the Treasurer, the Assistant Treasurer nor any other account signatory will be a member of the Audit Committee. After completing the audit, the committee will present its report at the first meeting of the Executive Committee held after the conclusion of the audit. In the event a complete audit cannot be done due to the inadequacy or unavailability of the records, such fact shall be reported to the members of the organization.
Article Eight - Restrictions
8.1 No part of the net earnings of the corporation shall inure to the benefit of or be distributed to any director, employee or other individual, partnership, estate, trust or corporation having a personal or private interest in the corporation. Compensation for services actually rendered and reimbursement for expenses actually incurred in attending to the affairs of this organization shall be limited to reasonable amounts.
8.2 No substantial amount of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation and this organization shall not intervene in (including the publishing or distributing of statements) any political campaign on behalf of or in opposition to any candidate for public office.
Article Nine - Rules of Order
The most recent issue of Robert's Rules of Order shall be the authority on all questions of procedure not specifically stated in these Bylaws.
Article Ten - Amendments
The Bylaws may be amended by a two-thirds vote at any regular or specially called meeting of the membership, provided that notice of the proposed amendment shall have been filed with the Secretary of the organization and a copy presented at the meeting preceding the one at which it is to be considered for adoption, or a copy of the proposed amendment has been sent to the general membership prior to the meeting at which it is to be considered for adoption.
Article Eleven - Dissolution
Upon dissolution of this organization, its assets shall be disposed of exclusively for the purposes of the corporation or distributed to such organizations organized and operated exclusively for charitable purposes which shall, at the time, qualify as exempt organization under section 501(c)(3), or shall be distributed to the federal government, or to a state or local government, for a public purpose.
Duties of Standing Committees include maintaining budget limits without overages unless approved by the Executive Committee and the following details. Each organization member shall sign up to serve on at least one committee each year.
a. The Banquet Committee shall be responsible for planning, organizing and implementing the end-of-year banquet. This committee will work with the Chorale Officers to plan the Banquet theme and activities. This committee shall report to the President.
b. The Social Committee shall be responsible for coordinating special events involving the choir members, i.e. parties or outings. The chairman of this committee will work with the officers of each choir to ensure that their plans are carried out. This committee shall report to the President.
c. The Publicity Committee shall be responsible for obtaining publicity to promote concerts and fundraising events and to publicize the successes of the choirs. This committee shall report to the President.
d. The Uniform Committee shall be responsible for issuing and collecting all uniforms and making recommendations regarding uniform replacement or refurbishment. This committee shall report to the President.
e. The Website Committee shall be responsible for maintaining and updating the Choir web page.
f. The Fund Raising Committee consists of multiple sub-committees responsible for proposing fundraising activities to meet the financial needs of the organization. The committee shall present its proposal to the Executive Committee at the August Executive Committee meeting, and to the organization at its first meeting of the school year. The Vice President shall chair this committee. The Assistant Fundraising Chair shall assist the Vice President/Fundraising.
g. The Scholarship Committee shall consist of five (5) members, including two (2) members whose choir student is a freshman, two (2) members whose choir student is a sophomore, and one (1) member whose choir student is a junior. The Scholarship Committee shall be responsible for awarding student scholarships for college, as funds are available and as approved by the Executive Committee. The Scholarship Committee will present the form of scholarship application and its proposed method of awarding scholarships to the Executive Committee for approval no later than March 1 of each school year.
h. The Audit Committee shall consist of three (3) members and will perform the duties described in Section 7.13.