Chippewa Valley High School Choir Boosters By-Laws
Amended and approved by Booster members on 11/14/2022
ARTICLE I – NAME
The name of said organization shall be the Chippewa Valley High School Choir Boosters. Also referred to as; CVHS Choir Boosters.
ARTICLE II – MISSION STATEMENT
Our mission is to provide financial and administrative support in the form of donations, fundraising and volunteer work for the Choir Director and students of Chippewa Valley High School’s Choir program, so that they may continue to create a quality, school-based program that enriches audiences of the Macomb County community through special school performances, activities, and formal concerts.
ARTICLE III – MEMBERSHIP
Section 1 – Eligibility
The membership shall consist of all individuals, families, corporations, and other associations, who shall, in any year, promote the objectives and ideals of this organization through monetary and/or service support.
Section 2 – Membership Voting Guidelines
For all matters requiring a vote by the general membership, one vote per CVHS Choir Booster member will be allowed.
ARTICLE IV – OFFICERS
A. The officers of the organization shall consist of a President, Vice-President, Secretary, Treasurer, and Fundraising Coordinator. All persons serving in these positions shall comprise the organization’s Board of Directors, and their terms of office shall coincide with the organization’s operational year. The Choir Director shall serve as ex-officio member and advisor to the board.
B. The election of new officers will take place at the regular May Boosters meeting each operational year.
C. The Board is charged with the planning and budgeting of all funds of the CVHS Choir Boosters; and shall guide and direct the activities and policies as well. Non-budgeted purchases must be approved by an elected officer.
ARTICLE V – DUTIES OF ELECTED OFFICERS
It shall be the duty of all officers to attend the Executive Board meetings and general booster meetings. If unable to attend, they shall notify an officer of the board and shall be responsible for submitting any relevant reports in writing to said officer. All Board members shall be in direct communication with the President for continuity of informational flow.
Section 1 – President
It shall be the duty of the President to preside over all the meetings, appoint all committees designating who shall preside over each committee, and call regular and/or special meetings of the Board, giving all members adequate notice of such meetings. In addition, the President shall chair all Booster social events. The Choir Director shall communicate with the President to determine specific needs of the choir that necessitate action, prompting the President to delegate accordingly.
Section 2 – Vice-President
It shall be the duty of the Vice President to assist the President and be prepared to take over in his/her absence. The Vice President is also responsible for all Booster email communications. With the exception of the Choir Director, mass emails to the Booster community either to parents or to students, will be communicated from the Vice-President.
Section 3 – Secretary
It shall be the duty of the Secretary to keep a record of all proceedings of all regular and special meetings of this organization. He/She shall provide the President with a copy of the minutes (and be responsible for placing a copy thereof on the school choir website.) The minutes shall be available to read at the following Board meeting.
Section 4 – Treasurer
It shall be the duty of the Treasurer to receive all CVHS Choir Boosters monies collected, deposit them in a separate bank account with accurate records of said funds. Authorized signatures for said account will be two members of the Executive Board. Two signatures will be required for withdrawals over $1,000.00. (He/she shall keep a true and accurate record of all paid members.) He/she shall be prepared to give a financial report
at Executive Board or general meetings. When his/her term of office expires, he/she shall deliver all monies, books, and papers to his/her successor upon the order and direction of the Executive Board. Books are subject to be audited at any time.
Section 5 –Fundraising Coordinator It shall be the duty of the Fundraising Coordinator to oversee all choir fundraisers, working directly with those individuals that are in charge of each event, as well as investigating future potential fundraisers. He/She shall coordinator with the Treasurer to ensure that forms and monetary collections are organized and accurate.
ARTICLE VI- COMMITTEE POSITIONS Committee positions of the organization shall consist of a Concessions/Event Food Coordinator, Public Relations Coordinator, Wardrobe Coordinator, and a Historian. The President, with the approval of the Board of Directors, may create such committees, standing or special, as may be needed. The President shall be an ex-officio member of all committees. All Committee members shall be in direct communication with the chair person, who in return shall be in direct communication with the President for continuity of informational flow.
Section 1 – Concessions/Event Food Coordinator
The Concessions/Event Food Coordinator’s duties include planning and organizing concession sales at choir concerts and purchasing items for sale at concession events. Inclusive to these duties are planning and organizing events where the Boosters are asked to provide/sell food (e.g., Choir Camp, Choir trips, A Cappella concerts, pancake breakfasts, Solo/Ensemble festival, guest performances).
Section 2 – Public Relations Coordinator
The Public Relation Coordinator’s duties shall include communicating to and maintaining alumni relations, merchandise promotion, and media distribution (including press releases and newsletters preapproved by the Choir Director). This position may be occupied by more than one person as deemed appropriate by the Board of Directors.
Section 3 – Wardrobe Coordinator
The Wardrobe Coordinator’s duties include organizing, maintaining, fitting and cleaning of all choir attire.
Section 4 – Historian
The Historian’s duties include the collection and posting of choir pictures taken at various events throughout the school year onto the choir website. He/She shall also collect and maintain an archival of choir related newspaper articles, flyers, programs, and posters.
ARTICLE VII- CODE OF CONDUCT The Board of Directors asserts that all Booster members conform to the highest standard of business practice and organizational support while complying with our mission statement. It is the duty of all concerned with the Boosters to create a productive and positive work environment, to work within the framework and purpose of the organization as defined in the by-laws, to refrain from making disparaging remarks and exemplify self-control, to treat everyone with acceptance and respect, valuing individual differences, and to provide an open and inviting environment for all.
ARTICLE VIII – TERM OF OFFICE
A. The term of office for the members of the Executive Board shall be for one year.
B. Board officers eligible can be re-elected. There are no term limits on any given office.
C. The President with the advice and consent of the Board shall fill vacant offices by appointment. The term of any interim appointment shall run until the next regular election.
ARTICLE IX – QUORUM
A. A Quorum for all meetings shall be the presence, in person, of not less than three (3) members, and to include at least two Executive Board members.
B. A simple majority vote of members present and eligible to vote is necessary to carry a motion.
ARTICLE X – BOARD MEETINGS
Meetings of this organization shall be conducted in accordance with Robert’s Rules of Order, unless suspended temporarily by the Chair-Person of the meetings. The order of business shall be as follows:
A. Reading of Minutes of last meeting
B. Treasurer’s Report
C. Committee Reports
D. Old Business
E. New Business
F. Adjournment
ARTICLE XI – STUDENT ACCOUNTS
Authorized student clubs/groups/teams may raise student funds to finance an approved school trip or camp that costs $500 or more per student. Student activity accounts are considered a part of the total fiscal operation of the district and are subject to policies established by Central Office. Funds raised by the students/families shall be only for the benefit of students and managed in accordance with sound business practices, which include accepted budgetary, accounting and internal control practices.
All fundraising payments collected must be used for the benefit of the entire club/group/team NOT individual student accounts unless being used for:
Authorized student clubs/groups/teams that sell concessions cannot use the concession sales toward individual student activity account fundraising. Individual student account funds cannot be used towards uniform cost or maintenance, concert/event/banquet/group party tickets or entrance, spirit wear or any other item or activity.
Once the trip has occurred and all expenses have been paid for, the trip will be closed. Any remaining fundraised monies or Booster work credits from the student activity accounts will be moved over to the club/group/team school internal account to be used for the benefit of ALL students.
ARTICLE XII - AMENDMENTS
These by-laws may be amended, altered, changed, added to or repealed by the affirmative vote of a majority of the members present and entitled to vote at any regular or special meeting of the organization if notice of the proposed amendment, alteration, change, addition or repeal be given proper notice of such date of meeting for this vote.
ARTICLE XIII – DISSOLVEMENT
Upon dissolution of the Choir Boosters, remaining funds shall be used to pay any outstanding bills and the balance will be transferred to Chippewa Valley High School until such a time a new Executive Board is elected.
ARTICLE XIV – CHOIR BOOSTERS SCHOLARSHIPS
The CVHS Choir Boosters award scholarships each April as part of the CVHS Community Scholarship Program. The number of scholarships and the amount of the scholarship(s) are subject to change. The recipients are selected based on participation in choir functions (e.g., Choir Council, Booster meetings, Choir Camp, Holiday caroling, and other volunteer opportunities) throughout their years in choir. Students must submit an application by late February. Scholarship recipients will be voted on during our March Booster meeting. Parents of scholarship applicants shall not participate in the scholarship discussion or decision. Parents must have attended at least one meeting PRIOR to the scholarship decision meeting in order to vote for the scholarship recipient.
Amended and approved by Booster members on 11/14/2022
ARTICLE I – NAME
The name of said organization shall be the Chippewa Valley High School Choir Boosters. Also referred to as; CVHS Choir Boosters.
ARTICLE II – MISSION STATEMENT
Our mission is to provide financial and administrative support in the form of donations, fundraising and volunteer work for the Choir Director and students of Chippewa Valley High School’s Choir program, so that they may continue to create a quality, school-based program that enriches audiences of the Macomb County community through special school performances, activities, and formal concerts.
ARTICLE III – MEMBERSHIP
Section 1 – Eligibility
The membership shall consist of all individuals, families, corporations, and other associations, who shall, in any year, promote the objectives and ideals of this organization through monetary and/or service support.
Section 2 – Membership Voting Guidelines
For all matters requiring a vote by the general membership, one vote per CVHS Choir Booster member will be allowed.
ARTICLE IV – OFFICERS
A. The officers of the organization shall consist of a President, Vice-President, Secretary, Treasurer, and Fundraising Coordinator. All persons serving in these positions shall comprise the organization’s Board of Directors, and their terms of office shall coincide with the organization’s operational year. The Choir Director shall serve as ex-officio member and advisor to the board.
B. The election of new officers will take place at the regular May Boosters meeting each operational year.
C. The Board is charged with the planning and budgeting of all funds of the CVHS Choir Boosters; and shall guide and direct the activities and policies as well. Non-budgeted purchases must be approved by an elected officer.
ARTICLE V – DUTIES OF ELECTED OFFICERS
It shall be the duty of all officers to attend the Executive Board meetings and general booster meetings. If unable to attend, they shall notify an officer of the board and shall be responsible for submitting any relevant reports in writing to said officer. All Board members shall be in direct communication with the President for continuity of informational flow.
Section 1 – President
It shall be the duty of the President to preside over all the meetings, appoint all committees designating who shall preside over each committee, and call regular and/or special meetings of the Board, giving all members adequate notice of such meetings. In addition, the President shall chair all Booster social events. The Choir Director shall communicate with the President to determine specific needs of the choir that necessitate action, prompting the President to delegate accordingly.
Section 2 – Vice-President
It shall be the duty of the Vice President to assist the President and be prepared to take over in his/her absence. The Vice President is also responsible for all Booster email communications. With the exception of the Choir Director, mass emails to the Booster community either to parents or to students, will be communicated from the Vice-President.
Section 3 – Secretary
It shall be the duty of the Secretary to keep a record of all proceedings of all regular and special meetings of this organization. He/She shall provide the President with a copy of the minutes (and be responsible for placing a copy thereof on the school choir website.) The minutes shall be available to read at the following Board meeting.
Section 4 – Treasurer
It shall be the duty of the Treasurer to receive all CVHS Choir Boosters monies collected, deposit them in a separate bank account with accurate records of said funds. Authorized signatures for said account will be two members of the Executive Board. Two signatures will be required for withdrawals over $1,000.00. (He/she shall keep a true and accurate record of all paid members.) He/she shall be prepared to give a financial report
at Executive Board or general meetings. When his/her term of office expires, he/she shall deliver all monies, books, and papers to his/her successor upon the order and direction of the Executive Board. Books are subject to be audited at any time.
Section 5 –Fundraising Coordinator It shall be the duty of the Fundraising Coordinator to oversee all choir fundraisers, working directly with those individuals that are in charge of each event, as well as investigating future potential fundraisers. He/She shall coordinator with the Treasurer to ensure that forms and monetary collections are organized and accurate.
ARTICLE VI- COMMITTEE POSITIONS Committee positions of the organization shall consist of a Concessions/Event Food Coordinator, Public Relations Coordinator, Wardrobe Coordinator, and a Historian. The President, with the approval of the Board of Directors, may create such committees, standing or special, as may be needed. The President shall be an ex-officio member of all committees. All Committee members shall be in direct communication with the chair person, who in return shall be in direct communication with the President for continuity of informational flow.
Section 1 – Concessions/Event Food Coordinator
The Concessions/Event Food Coordinator’s duties include planning and organizing concession sales at choir concerts and purchasing items for sale at concession events. Inclusive to these duties are planning and organizing events where the Boosters are asked to provide/sell food (e.g., Choir Camp, Choir trips, A Cappella concerts, pancake breakfasts, Solo/Ensemble festival, guest performances).
Section 2 – Public Relations Coordinator
The Public Relation Coordinator’s duties shall include communicating to and maintaining alumni relations, merchandise promotion, and media distribution (including press releases and newsletters preapproved by the Choir Director). This position may be occupied by more than one person as deemed appropriate by the Board of Directors.
Section 3 – Wardrobe Coordinator
The Wardrobe Coordinator’s duties include organizing, maintaining, fitting and cleaning of all choir attire.
Section 4 – Historian
The Historian’s duties include the collection and posting of choir pictures taken at various events throughout the school year onto the choir website. He/She shall also collect and maintain an archival of choir related newspaper articles, flyers, programs, and posters.
ARTICLE VII- CODE OF CONDUCT The Board of Directors asserts that all Booster members conform to the highest standard of business practice and organizational support while complying with our mission statement. It is the duty of all concerned with the Boosters to create a productive and positive work environment, to work within the framework and purpose of the organization as defined in the by-laws, to refrain from making disparaging remarks and exemplify self-control, to treat everyone with acceptance and respect, valuing individual differences, and to provide an open and inviting environment for all.
ARTICLE VIII – TERM OF OFFICE
A. The term of office for the members of the Executive Board shall be for one year.
B. Board officers eligible can be re-elected. There are no term limits on any given office.
C. The President with the advice and consent of the Board shall fill vacant offices by appointment. The term of any interim appointment shall run until the next regular election.
ARTICLE IX – QUORUM
A. A Quorum for all meetings shall be the presence, in person, of not less than three (3) members, and to include at least two Executive Board members.
B. A simple majority vote of members present and eligible to vote is necessary to carry a motion.
ARTICLE X – BOARD MEETINGS
Meetings of this organization shall be conducted in accordance with Robert’s Rules of Order, unless suspended temporarily by the Chair-Person of the meetings. The order of business shall be as follows:
A. Reading of Minutes of last meeting
B. Treasurer’s Report
C. Committee Reports
D. Old Business
E. New Business
F. Adjournment
ARTICLE XI – STUDENT ACCOUNTS
Authorized student clubs/groups/teams may raise student funds to finance an approved school trip or camp that costs $500 or more per student. Student activity accounts are considered a part of the total fiscal operation of the district and are subject to policies established by Central Office. Funds raised by the students/families shall be only for the benefit of students and managed in accordance with sound business practices, which include accepted budgetary, accounting and internal control practices.
All fundraising payments collected must be used for the benefit of the entire club/group/team NOT individual student accounts unless being used for:
- A school approved trip/camp that costs $500 or more per student.
- Booster work credits can be applied to a trip/camp that costs $500 or more per student.
Authorized student clubs/groups/teams that sell concessions cannot use the concession sales toward individual student activity account fundraising. Individual student account funds cannot be used towards uniform cost or maintenance, concert/event/banquet/group party tickets or entrance, spirit wear or any other item or activity.
Once the trip has occurred and all expenses have been paid for, the trip will be closed. Any remaining fundraised monies or Booster work credits from the student activity accounts will be moved over to the club/group/team school internal account to be used for the benefit of ALL students.
ARTICLE XII - AMENDMENTS
These by-laws may be amended, altered, changed, added to or repealed by the affirmative vote of a majority of the members present and entitled to vote at any regular or special meeting of the organization if notice of the proposed amendment, alteration, change, addition or repeal be given proper notice of such date of meeting for this vote.
ARTICLE XIII – DISSOLVEMENT
Upon dissolution of the Choir Boosters, remaining funds shall be used to pay any outstanding bills and the balance will be transferred to Chippewa Valley High School until such a time a new Executive Board is elected.
ARTICLE XIV – CHOIR BOOSTERS SCHOLARSHIPS
The CVHS Choir Boosters award scholarships each April as part of the CVHS Community Scholarship Program. The number of scholarships and the amount of the scholarship(s) are subject to change. The recipients are selected based on participation in choir functions (e.g., Choir Council, Booster meetings, Choir Camp, Holiday caroling, and other volunteer opportunities) throughout their years in choir. Students must submit an application by late February. Scholarship recipients will be voted on during our March Booster meeting. Parents of scholarship applicants shall not participate in the scholarship discussion or decision. Parents must have attended at least one meeting PRIOR to the scholarship decision meeting in order to vote for the scholarship recipient.