Bylaws

Frank W. Cox High School Theatre Booster Club

Constitution and Bylaws

September 2016

ARTICLE I

Name of Organization

1.1 The name of the organization shall be the Cox High School Theatre Booster Club (hereinafter called “Cox Theatre Booster Club” or “CTBC”).

ARTICLE II

Purpose and Dissolution

2.1 This CTBC is organized exclusively for charitable and educational purposes within the meaning of section 501(c) (3) of the Internal Revenue Code, as amended. No part of the net earnings of the organization shall inure to the benefit of or be distributed to its members, directors, officers or other private persons, except that the organization shall be able and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in this section.

2.2 The purpose of the organization shall be to support the theatre program at Frank W. Cox High School, while fostering pride, leadership, community service and fundraising amongst the student body and community. It shall assist the theatre teacher(s) in reaching their goals for the theatre department. It shall not interfere with the curriculum and direction of the theatre teacher(s). The CTBC shall provide support and assistance for theatre activities as requested by the Theatre Director and provide financial support to the theatre department as deemed necessary by the Theatre Director(s). Theatre teacher(s) shall not commit organizational funds without approval as specified in the organizations procedures, constitution and by-laws.

2.3 The organization shall be a non-profit organization and shall be non-sharing and noncommercial.

2.4 The activities of the organization shall not conflict with the policies of Frank W. Cox High School or Virginia Beach City Public Schools (VPCPS) and shall be sanctioned by school officials.

ARTICLE III

Membership and Voting

3.1 Membership shall consist of theatre parent(s) or legal guardian(s). Dues amounts shall be established and adapted as needed by the executive board annually.

3.2 Only members who have paid annual dues are considered to be in good standing and are therefore eligible voting members. Individuals may join the CTBC at any time during the school year; however, full annual dues must be paid to be considered in good standing.

3.3 There shall be no proxy voting.

3.4 Any member has the right to file a grievance by making such complaint in writing and submitting it to the Executive Board, Principal and Theatre Director(s). The Principal and Theatre Director(s) will determine whether the complaint has merit and should be pursued or dismissed.

ARTICLE IV

Fiscal Year and Meetings

4.1 The fiscal year of the organization shall begin July 1^st and end June 30^th of the following year.

4.2 General Membership meetings will not occur more than once per month, but at least three (3) times per year. A reasonable effort shall be made to inform the general membership of time and place of each meeting, not less than five (5) days prior to the date of the meeting by phone, email or website.

4.3 A quorum of the general membership shall be a quorum of the Executive Board and at least five (5) voting members-at-large. In the event a quorum is not present, a lesser number may adjourn the meeting to a future date.

4.4 The Executive Committee may conduct the ordinary business of the CTBC as approved by vote of the general membership and will consist of the following: Elected Officers and Committee Chairs.

4.5 All questions of parliamentary procedure, not provided for in the forgoing bylaws, shall be decided by reference to Roberts Rules of Order Newly Revised.

ARTICLE V

Officers

5.1 All officers will be elected by the general membership. The term of the office will be one (1) year. Officers may serve more than two (2) consecutive terms in any one office if so voted by the general membership. The elected officers and committee chairs compromise the Executive Committee.

5.2 The officers shall consist of President, Vice President, Secretary and Treasurer. Members eligible for office shall consist of parents or legal guardians of students in the Frank W. Cox High School Theatre program during the term in which they serve as officer. They must also be a voting member in good standing of the CTBC. Duties of the officers shall include, but are not limited to, the following:

The President shall:

a. Preside at all CTBC and Executive Board meetings, appoint special committees, and serve as ex-officio member of all committees.

b. Coordinate the work of the officers and committees to stay in focus of the purpose of this organization.

c. Call meetings as he or she deems necessary with a minimum of 48 hours notice by phone, email, or website to the general membership and/or the Executive Committee.

d. Confirm that a quorum is present at each meeting of the organization.

e. Preside at all meetings of the association.

f. Be authorized to sign on bank accounts.

g. Be in possession of the website login and password information, contact information for the Theatre Director(s), Board Members, and committee chairs.

The Vice-President shall:

a. Assume the duties of the President in his/her absence and shall automatically become President in case of death or resignation of the President.

b. Preside at meetings in the absence of the President.

c. Act as aide to the President

d. Act as the liaison between other booster clubs and other support organizations.

e. Supports the treasurer as necessary.

f. Be in possession of the website login and password information, contact information for the Theatre Director(s), Board Members, and committee chairs.

g. Be in possession of a PO Box key.

The Secretary shall:

a. Record all proceedings of the meetings and the Executive Board.

b. Handle all correspondence.

c. Record the minutes of all meetings of the association.

d. Present minutes from previous meetings at every general board meeting.

e. Send emails to membership.

f. Ensure communication committee has pertinent and current information for maintaining the website.

g. Keep a copy of relevant paperwork, including but not limited to bylaws, registration forms, rosters, and incorporation documents.

The Treasurer shall:

a. Collect all dues for and custody of all CTBC funds.

b. Keep and maintain books of accounts and records, including payments, bank statements, receipts, budgets, invoices, paid receipts, and cancelled checks.

c. Prepares procedures and forms for purchases of goods and/or services.

d. Make disbursements as authorized by the President and Executive Board in accordance with the budget.

e. Sign on bank accounts.

f. Present a financial statement at general meetings, Executive Board meetings, and at other times as requested by the organization.

g. Construct a full report of the year’s activities at the end of the fiscal year.

h. Submit books for auditing as requested.

i. Work with the Executive Board to establish an annual budget, to be presented to the general membership at the start of each school year.

j. Ensure all tax forms are filed as necessary.

k. Be in possession of a PO Box key.

All Officers and Chairpersons shall:

a. Act as a leader in their respective office or committee and steer their committee to accomplish the goals and purposes of the organization.

b. Keep a good record of their activities to pass on to the next officer or chairperson.

c. All officers/chairperson(s) shall deliver to their successor’s official material no later than 30 days following the date on which the new officer assumes duty.

ARTICLE VI

Executive Committee

6.1 The affairs of the organization shall be conducted by the Executive Committee. The Executive Committee shall consist of the elected officers, Theatre Director(s), and the Chairpersons of the committees established under Article VIII of these by-laws.

6.2 A quorum of the Executive Committee shall be defined as three (3) members and must include at least two (2) officers. The President or Vice President must be one of the officers present.

6.3 The Executive Committee shall act for the organization as necessary between regular meetings, set meeting times and place, and make recommendations to the general membership. No actions taken shall conflict with actions taken by the general membership in regular or called meetings.

6.4 The Executive Committee will meet prior to each General Membership meeting and at such times deeded necessary to effectively determine and carry out the purpose of the organization. Committees will submit reports at general meetings.

6.5 Each Executive Committee member must be a voting member in good standing, whose child is currently a member of the theatre program at Cox High School.

ARTICLE VII

Elections

7.1 Officers shall be elected by the voting membership-at-large at a meeting in May or June, for a one year term commencing July 1^st. The term shall run through June 30^th to coincide with the fiscal year.

7.2 All officers shall be eligible for re-election to the same position for more than two (2) consecutive terms if so voted by the general membership.

7.3 Any vacancy in an office occurring may be filled by appointment of the Executive Committee for the unexpired portion of the term. Officers not wishing to complete a term of office should submit a letter of resignation to the Executive Committee.

7.4 A majority vote of the general membership shall be required to remove any officer of the CTBC.

ARTICLE VIII

Committees

8.1 The President will appoint chairpersons of each committee only if volunteers are not forthcoming.

8.2 The following committees may exist within the Cox Theatre Booster Club:

· Fundraising

· Communications

· Hospitality

· Scholarships

8.3 All committees shall be composed of a chairperson and a minimum of two (2) other members. Any voting member in good standing shall be eligible for committee chairperson or committee member.

8.4 Each committee will be responsible for creating and/or maintaining an update pertaining to their activities as necessary. A copy of this update will be turned over to the incoming committee chair each year.

8.5 The Theatre Director(s) may appoint student liaisons to attend a portion of meetings and communicate with the Executive Board and/or committees in order to accomplish the goals and purposes of the organization.

8.6 The Fundraising Committee shall work with the Executive committee and Theatre Director(s) to coordinate all CTBC fundraising projects. They shall recommend fundraising activities to benefit the whole of the theatre program, not the CTBC individual members, and be responsible for coordination of those projects and other fundraising activities with the Theatre Director(s) in accordance with IRS policy to accomplish the goals and purposes of the organization within the meaning of section 501(c)(3) of the Internal Revenue Code, and in accordance to Frank W. Cox High School and VPCPS policies.

8.7 The Communications Committee will be responsible for maintaining the CTBC website, communicating events and dates via the website, email or phone as appropriate. They will publicize events for the Theatre Department, dealing with newspapers and media where possible. They will maintain and organize a repository of photos and videos. The committee will create and produce playbills for each performance, working with fundraising, students and the Theatre Director(s) to coordinate its publication. Subcommittees may be formed to manage each activity. The Communications Committee shall work with the other committees and Theatre Department as needed to achieve the goals of the organization.

8.8 The Hospitality Committee shall support the Theatre Department by proving healthy meals during work days and rehearsals as requested by the Theatre Director. They will help the students coordinate post-performance parties and an end of year banquet if requested.

8.9 The Scholarship Committee shall be responsible for developing scholarship applications and deadlines, as well as coordination of the applicant screening and selection process regarding the awarding of scholarship funds to worthy and deserving theatre students providing there are monies available in the budget. The Scholarship Committee shall consist of no fewer than three (3) adults. None can be a parent of a senior.

a. Non-discriminatory, non-renewable scholarships shall be granted by the Scholarship Committee. The number and amount of scholarships awarded will be determined by the Executive Board annually. The purpose of the scholarships is to help fund and encourage post-secondary education.

b. The requirement for written notification of scholarship opportunities may be fulfilled by, but not limited to, written notification to all theatre students, written notice via email, or posting on theatre website and/or Facebook page.

c. Scholarship applicants must be active, contributing members of the Theatre Department, participating in classes, performances, and ensembles. They must be Frank W. Cox High School seniors who will be attending “educational institutions” as defined in section 170(b)(1)(A)(ii) of the IRS code. Scholarship awards will be paid to the individual students once proof of enrollment to an educational institution is provided to the Scholarship Committee. If proof of enrollment is not supplied by September 1^st of the year in which it was earned, the scholarship will be forfeited.

8.10 Other committees, either standing or temporary, may be established by the Executive Committee.

ARTICLE IX

Amendments

9.1 This constitution may be amended by three-fourths vote of the voting members present. Amendments may be presented in writing and read at the previous meeting, or posted and announced on the CTBC website. Members shall be notified of any amendments at least two (2) weeks prior to the date of the meeting in which the vote to amend is to be taken.