· Article I The Name
o The name of this organization shall be the Westland Vocal Music Boosters, a nonprofit organization.
· Article II The Purpose
o Section 1
§ To promote and support the interests and activities of the Vocal Music Department of Westland High School.
o Section 2
§ To organize the activities of members and volunteers, when said activities are for the purpose of providing financial and/or physical assistance to any program specifically involving the Vocal Music Department of Westland High School. To organize and conduct fund raising activities for the purpose of financing curricular and non-curricular activities of the Vocal Music Department, including but not restricted to the purchase robes, the purchase of music, the purchase of choral folders, the purchase of choral equipment, the purchase of show choir set and props, the purchase of awards, camp funds, to the extent that the aforementioned activities and purchases are agreed upon by the director and the majority of members, with current membership, in attendance at regular meetings of the Westland Vocal Music Boosters.
· Article III Membership
o Section 1
§ The membership shall be open to anyone who is interested in music in the school. Membership is to run from June 1 to May 31.
o Section 2
§ Individual membership dues will be $5.00 yearly.
· Article IV Meetings
o Section 1
§ Regular meetings shall be held on the 4th Monday of every month. Additional meetings may be scheduled as needed.
o Section 2
§ The Executive Board shall meet separate from the regular meetings on an as needed basis, or due to an emergency decision needing to be voted upon. The members of the Executive Board shall agree upon a time and place of these meetings.
o Section 3
§ Place of Meetings. All meetings shall be held at Westland High School, or at such other place within Franklin County, Ohio, as shall be designated by the Executive Board.
o Section 4
§ At the meetings of the Westland Vocal Music Boosters, those members present shall constitute a quorum provided the President or Vice President and one of the other elected officers and four others are present.
· Article V Executive Organization
o Section 1
§ The elected officers of this organization shall be President, Vice President, a Secretary, and a Treasurer. The appointed officers of this organization shall be up to six trustees. The Choir Director, as appointed by S.W.C.S., shall have the right to make final decisions, given a split vote.
o Section 2
§ The President shall preside at all meetings of the club and Executive Board with direct contribution from the Choir Director. The President serves as the liaison between the director and the members. Also, during the year, the President oversees all activities connected with the Westland Vocal Music Boosters.
o Section 3
§ The Vice President shall, in the absence of the President, preside at all meetings of the club and of the Executive Board.
o Section 4
§ The Secretary shall record the proceedings of all meetings of the organization as directed by vote.
o Section 5
§ The Treasurer shall collect, and disperse funds of the organization as directed by vote; shall keep accounts which shall at all times be open to inspection and shall be audited at the end of the school year. Checks drawn on the checking account shall be approved by a majority of the Executive Board. The Treasurer, President and Vice President shall all be named signers on the account. Two of the three signatures are required on all checks. The Treasurer shall provide copies of the treasurer s report for all attending members at each booster meeting.
o Section 6
§ The trustees shall serve on the Executive Board and assist in the operation of the organization as deemed necessary. There will be at least one Trustee to represent each class.
o Section 7
§ The Executive Board of the organization consists of the four executive officers, the Trustees, and the Choir Director.
o Section 8
§ The President and Choir Director shall appoint any committees deemed necessary.
· Article VI Election of Officers
o Section 1
§ The President shall take nominations for each elected officer position during the regular March meeting. A list of candidates will be given to all members one week prior to the April Meeting.
o Section 2
§ The officers shall be elected at the April meeting and nominations from the floor shall be accepted. The newly elected officers shall assume their duties on June 1.
o Section 3
§ In the event an officer or trustee becomes unable to serve, the Executive Board shall appoint a replacement to complete the year.
· Article VII Disbursement of Funds
o Section 1
§ The Choir Director, President, or Vice President in the absence of the President, may make expenditure requests.
§ The Executive Board shall determine whether the requested expenditure is (a) consistent with the purpose and by-laws of the organization, and (b) whether the financial condition of the organization permits the expenditure without creating a negative balance in the Treasury. The President, or the Vice President in his absence, shall submit a report stating the findings of the committee at the next regular meeting of the organization. The request shall then be submitted to the vote of the membership including the Executive Board. A report of the new expenditure shall appear on the next treasurer’s report.
o Section 2
§ The budget of the organization shall be based on the needs of the Vocal Music Program, while remaining true to the by-laws and goals of the Vocal Music Boosters and the Vocal Music Program.
§ The organization’s income shall include membership dues, outside donations, and the projected monies earned from fundraising.
§ The Executive Board shall meet prior to the first meeting to develop the yearly budget proposal. The budget proposal must be approved by all members of the Executive Board prior to the first meeting of the organization.
§ The Executive Board shall prepare and present for approval a yearly budget proposal at the first meeting. The yearly budget will be based upon the projected monies earned from fundraising, donations, and membership dues.
§ If the Executive Board foresees a negative balance after the final bills are paid for the year, it shall be the responsibility of the membership to fundraise enough money to allow there to be a positive balance or a $0 balance.
§ All remaining monies at the end of the year, after all bills are paid shall remain in the account to be used for the following budget year.
o Section 3
§ The annual amount of monies shall be put into a special fund to be used at the soul discretion of the Choir Director. The amount shall be determined by the Executive Board.
o Section 4
§ All committee chairmen shall submit a complete financial report to the Treasurer accounting for all funds collected and disbursed.
· Article VIII Robes
o Section 1
§ Robes will be used by Symphonic Choir, Concert Choir, Men’s Ensemble, Women’s Ensembles, and any other vocal group deemed necessary by the Choir Director with no extra charge to the student.
o Section 2
§ A company to be determined by the Executive Board will provide the final cleaning of all robes. The cost of the robe cleaning shall be included in the yearly budget.
· Article IX Amendment to the Constitution
o The by-laws, and/or any part, may be amended at any regular meeting by a two-third vote of members present, providing the proposed amendment has been read at the preceding meeting and is not in conflict with the purpose and goals of the organization.
· Article X Emergency Procedures — Power of the Executive Board
o In the event of the need for decisions regarding official action of the organization, the agreement of the majority of the officers named in Article V, Section 1, shall be sufficient. The President, or Vice President in the absence of the President, and the Treasurer must approve all emergency decisions. A full written report shall be read and appear on the minutes of the next meeting.
· Article XI Authority
o Roberts Rules of Order Revised shall apply in all cases which they do not conflict with the rules of the organization.
· Article XII Dissolution
o This organization has been formed to assist the Vocal Music Department of Westland High School. Upon the unlikely dissolution of the organization, all funds of this organization will then be turned over to the Westland High School Vocal Music Department activity account with no monies reverting to the members of the organization.
· Article XIII Authority of the Choir Director
o Being that the Choir Director is a paid member of the South-Western City School District with the responsibility of education as well as the health and well being of the students enrolled in the Vocal Music program, he or she shall have an absolute veto in all areas of the Booster program when such matters concern the students or the choral program as a whole. The Choir Director will direct the Boosters as to the direction the program is taking and will thus direct the Boosters as to what is needed to help the choirs to meet their goals. Also, being a paid staff member, the Choir Director has the power to dissolve the Executive Board if deemed necessary.
· Article XIV Rules Governing Equipment, Music, Folders, and All other Purchased Items
o All equipment, music, folders, and other items purchased by the Vocal Music Boosters are the property of the Vocal Music Boosters and shall be used by the Vocal Music Program only. The Choir Director shall grant approval for outside groups to use the equipment.
Adopted – 09/26/05