NOBLESVILLE HIGH SCHOOL CHOIR PARENTS ORGANIZATION (CPO)

BY-LAWS

ADOPTED: November 30, 2012

ARTICLE 1 – Organization Name

The organization shall be known as the Noblesville High School (NHS) Choir Parents Organization (CPO).

ARTICLE 2 - Purpose

The purpose of the CPO is to provide assistance to the NHS Choral Department. The CPO will cooperate with the Choral Director, Assistant Choral Director, and NHS Administrators and will lend all possible financial, physical, and moral support to the choirs of Noblesville High School. ARTICLE 3 - Objectives and Basic Policies

Section 1. Objectives a. To enhance the experience of the students involved with the NHS Choral Department. b. To secure contact between parents/legal guardians, students, Choral Director, Assistant Choral Director, and NHS Administrators, thereby assuring clear communication and cooperation among all those involved in the NHS Choral Department. c. To promote music culture throughout the community by fostering greater concert attendance and other public support of the NHS Choral Department activities, thereby rendering moral support to the students. d. To assist with the purchase of equipment, supplies, costumes, props, and other items necessary which would not be available through public appropriations.

Section 2. Basic Policies a. Said organization is organized exclusively for charitable, educational, religious or scientific purposes under section 501(c) (3) of the Internal Revenue code.* b. No part of the net earnings of the organization shall inure to the benefit of, or be distributed to members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth hereof. c. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in any political campaign on behalf of any candidate for public office. d. Not withstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on by an organization exempt from Federal income tax under section 501 (c) (3) of the code or by an organization contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code.* e. Upon dissolution of the organization, the officers shall, after paying or making provision for the payment of all the liabilities of the organization, dispose of the remaining assets of the organization to such organizations organized and operated exclusively for charitable, educational, religious, or scientific purposes which at the time qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code.* See Article 11, section 5 for specifics to this organization.

*Internal Revenue Code ARTICLE 4 - Membership

Section 1. Eligibility a. The parents/legal guardians of NHS Choral Department students are automatically general members of the CPO. b. The Choral Director and Assistant Choral Director are the designated representatives for Noblesville Schools on the CPO but are ineligible to hold office or to vote. c. Associate membership is open to NHS Music Department faculty, NHS Administrators, and other supporters, but is not eligible to hold office or to vote.

Section 2. Dues a. No dues shall be collected for membership.

Section 3. Rights of Members a. Members of this organization have the privilege of holding an office on the Executive Board and voting for officers to be elected to the Executive Board. b. Each NHS Choral Department student’s family unit will have one (1) vote for each family student enrolled in the NHS Choral Department, which can be exercised during the election for Executive Board members. c. The right of a member to vote shall cease on the termination of membership. This is either by the family student has graduated from NHS or the family student is no longer enrolled in a NHS Choral Department class. d. Any member may propose agenda items for the Executive Board or general meetings. e. No member shall be entitled to share in the distribution of the CPO assets upon the dissolution of the CPO.

Section 4. Resignation of Members a. Any member may resign from the CPO by delivering a written resignation to the President, Secretary, or the Choral Director.

Section 5. Removal of Members a. Any member may be removed from membership by the affirmative majority vote of the Executive Board or by the NHS principal. b. Removal may be made on grounds of: 1. conduct is detrimental to the interests of the CPO. 2. lack of support for Choral Director guidelines and policies. 3. refusal to render reasonable assistance in carrying out CPO objectives. 4. violating Noblesville Schools policies. c. Any such member proposed to be removed shall be entitled to at least a five (5) day notice in writing, only by certified mail, of the meeting at which such removal is to be voted upon and shall be entitled to appear before and be heard at such meeting. d. The Choral Director and Assistant Choral Director are not eligible for removal from the CPO as these positions are the designated representatives for Noblesville Schools on the CPO. ARTICLE 5 - Executive Board

Section 1. Executive Board a. The Executive Board of the CPO shall be comprised of five officers: President, Vice President, Treasurer, Assistant Treasurer, and Secretary. b. All Executive Board members are required to have the NHS Volunteer Application Form completed and submitted upon being nominated for an Executive Board office. c. The Choral Director and Assistant Choral Director are advisory members of the Executive Board as they are the employees and designated representatives of Noblesville Schools, but shall hold no voting privileges. (Exception: Choral Director is allowed to vote in the event of a tie vote due to an even number of Executive Board members present at a meeting.) d. The office of President, Vice President, and Secretary will be elected offices. The Treasurer and Assistant Treasurer will be appointed offices by the Executive Board. e. No NHS Choral Department student may have more than one parent/legal guardian holding an Executive Board office at any given time. f. An Executive Board term shall consist of one (1) year and/or until their successor is elected. The term shall commence at the Executive Board meeting that will be held following the election. g. Any vacancy on the Executive Board will be filled promptly. The remaining Executive Board will fill the vacancy position by appointment, except for President which shall be filled by the Vice President. The replacement Executive Board member must be a general member and meet specified requirements for the position and will be entitled to serve the balance of the term. h. The Executive Board will be advised by the Choral Director. i. All members of the Executive Board shall have one vote for deciding issues before the Executive Board. A simple majority vote will be used for all issues voted on by the Executive Board unless expressly worded in these By-Laws. j. All Standing Committee Chairpersons are invited to attend and report in the Executive Board meetings, but shall hold no voting privileges. Section 2. Elections a. Candidates for the Executive Board can be self or member nominated. The general membership elect the President, Vice President, and Secretary. The Treasurer and Assistant Treasurer will be appointed by the incoming Executive Board b. Elections for officers shall be held during the second semester general meeting. Voting will be by secret ballot. The existing Executive Board will meet to approve the election results and notify the new Executive Board members. The newly elected Executive Board will meet with the outgoing Executive Board at a special meeting prior to June 1 to be confirmed and receive completed year to date reports. This meeting will be opened by the outgoing Executive Board and adjourned by the incoming Executive Board. Section 3 Executive Board Duties a. Develop, with the advice and guidance of the Choral Director, a fundraising plan, budget, and calendar of projected activities designed to augment shortfalls in the NHS Choral Department’s appropriated fund budget. b. Submit all CPO and individual choir correspondence to the Choral Director for approval prior to distribution. c. Develop the general budget with the advice and guidance of the Choral Director. d. Approve the budgets and activities of the standing committees. e. Coordinate the writing of checks. The authorized personnel for check signatures shall be the Treasurer, or Assistant Treasurer if Treasurer not present, and the President. f. The fundraising plan, budget, and calendar of projected activities will be presented to the membership at the first semester general meeting. Section 4. An insurance policy may be placed upon those in the Executive Board, Choral Director, Assistant Choral Director, and Committee Chairs as protection against fraud, monetary issues such as theft and embezzlement, and other means that may affect the funding and financial livelihood of the CPO. ARTICLE 6- DUTIES OF OFFICERS

Section 1. President a. Shall be elected by the members present at the second semester general meeting. b. To be eligible for President, the member must have been elected or appointed to the Executive Board and served at least one (1) year previously. (For the first (1) year of the CPO, this eligibility requirement shall not apply.) c. Shall preside at all Executive Board and general meetings. d. Serve as official spokesperson for the CPO. e. Coordinate the work of the officers and committees in accordance with CPO objectives. f. Shall discharge all duties as the presiding officer at all CPO functions, perform any such duties as the Executive Board may prescribe, and have such powers as may be reasonably construed as belonging to the chief executive officer of any organization. g. Shall prepare and make available a written agenda for all Executive Board and general meetings. h. Appoint, with the assistance from the Choral Director, and oversee committee chairmen for all standing committees.

Section 2. Vice President a. Shall be elected by the members present at the second semester general meeting. b. To be eligible for Vice President, the member must have been elected or appointed to the Executive Board and served at least one (1) year previously or served on a standing committee at least one (1) year previously. (For the first (1) year of the CPO, this eligibility requirement shall not apply.) c. Acts as an aide to the President and assists in any and all ways. d. May perform duties as delegated by the President. e. May perform duties as delegated by the Executive Board. f. When the President is not present, the Vice President performs the President’s duties. g. Serves as the chairperson for the Nominating Committee. h. Recruit, solicit, and encourage member participation on CPO standing committees. i. Chair an appointed committee to review the By-Laws once every two (2) years.

Section 3. Treasurer a. Must be an accountant or CPA by profession. b. Required to undergo yearly background checks while holding office. c. Shall be appointed with the approval of the Executive Board. d. Work with the Executive Board in the creation of the annual budget. e. Maintain accurate and complete written records of all receipts and expenditures of CPO funds, showing the financial condition of the CPO. f. Shall have charge and custody of the funds of the CPO and be responsible for the timely deposited funds received for the benefit of the CPO. g. Disbursement of funds, other than approved disbursements or those under $500 (five hundred dollars), shall be done only with the prior approval of the Board. h. Sign checks for disbursement and submit checks to the President for second signature. i. Maintain separate CPO sub accounts for each student and each choir group when needed. j. Furnish, at regularly scheduled Executive Board meetings, a written statement of the financial condition of the CPO. k. Prepare or coordinate the completion of the required federal and state tax returns or other lawful requirements relating to financial information on a timely basis. l. Provide finance/accounting guidance, and oversight to all standing committees and special committees when needed. m. Perform all duties pertaining to the office of Treasurer or such duties as delegated by the Executive Board. Section 4. Assistant Treasurer a. Must have accounting experience as a bookkeeper, accountant, or CPA. (For the first (1) year of the CPO, this eligibility requirement shall not apply.) b. Required to undergo yearly background checks while holding office. c. Shall be appointed with the approval of the Executive Board. d. May perform any duties as delegated by the Treasurer. e. May perform any duties as delegated by the Executive Board.

Section 5. Secretary a. Shall be elected by the members present at the second semester general meeting. b. To be eligible for Secretary, the member must have served on a standing committee at least one (1) year previously. (For the first (1) year of the CPO, this eligibility requirement shall not apply.) c. Shall take minutes of all regular or special meetings of the Executive Board, reduce the minutes to writing, either by print or electronic format, and preserve them in permanent record. Copies of this record shall be made available to the Executive Board at the next meeting. d. If the Secretary is not present, the President shall appoint a member to take the minutes. e. Shall take minutes of all general membership meetings, reduce the minutes to writing, either by print or electronic format, and preserve them in permanent record. Copies of this record shall be made available to the Executive Board at the next Executive Board meeting. f. A copy of any permanent Executive Board meetings or general membership meetings will be made available to any member upon request. g. All permanent records will be kept indefinitely and maintained on hand by the Secretary. h. Maintain all standing committees written summaries of their annual activities. i. Collaborate with Choral Director on communication between CPO and choir groups. j. Submit all correspondence to the Choral Director for approval prior to distribution. k. Responsible for establishing and maintaining the capability for rapid, accurate, and effective internal communications, primarily through a telephone tree, email, texting, and/or web page. ARTICLE 7- Meetings

Section 1. General membership meetings will be held each semester during the school year, except as agreed by the Choral Director.

Section 2. Regular meetings of the Executive Board shall be held as decided by the organization or the Executive Board. The final meeting of the school year may be transitional, with the old and new Executive Board members sharing information and ideas for the next year.

Section 3. Special Executive Board meetings may be held at the discretion of the Choral Director. Executive Board members will be given a five (5) day notice of the meeting date and its purpose except when an emergency prevents timely notice.

ARTICLE 8 - Annual Accounting Year

The annual accounting year of the CPO shall be a fiscal year from July 1 thru June 30.

ARTICLE 9- Faculty Advice and Guidance

Section 1. The NHS Choral Director establishes the content, creativity, priorities, budget, educational goals, and curriculum of the NHS Choral Department.

Section 2. The NHS Choral Director provides advice and guidance to the CPO as it establishes its support program to ensure that CPO operations do not conflict with school policies or NHS Choral Department priorities. ARTICLE 10 - Committees

Section 1. Appointment a. The President and Choral Director may designate members of the membership to constitute committees, which shall not be less than two (2) members. b. The President and Choral Director will appoint all chairpersons.

Section 2. Meetings and Procedures a. The Chairperson shall establish the meeting times and places of its meetings, unless the President and Choral Director otherwise direct. b. The Chairperson shall establish its own rules of procedure for their committee under the guidance of the President and the Choral Director.

Section 3. Reports a. It shall be the responsibility of all Committee Chairpersons to present regular reports of the activities of the committee to the Executive Board. b. Reports may be shared with the membership at general meetings. c. All Committees must provide written summaries of their annual activities to the Secretary for recording purposes.

Section 4. Standing Committees a. Fundraising 1. Responsible for the complete investigation and planning of the fundraising projects for presentation to the Executive Board by the end of February. 2. Will execute the fundraisers with the choirs during rehearsals or special times so class time is not interrupted. 3 Chairperson shall not be required to chair all fundraising projects; rather, the committee may determine its own chairpersons of individual projects and report to the official Chair- person, President, and Choral Director. 4. All fundraising activities must be conducted with the knowledge of the President and Choral Director prior to implementation.

b. Publicity 1. Charged with keeping the activities and accomplishments of NHS choirs before the public. 2. Assist with the publicity on the various projects of the CPO when requested to do so. 3. Work with the Secretary and the Choral Director to maintain a webpage designed to inform members of the calendar and important information, display pictures of perform- ances and create a sense of pride throughout the school and community.

c. Decorations 1. Charged with the creation and execution of hallway and locker decorations. 2. Works with the Choral Director, Assistant Choral Director, and Stage Director(s) on stage decorations.

d. Chaperone 1. Will arrange for chaperones for events. 2. Maintain medical forms on file with the Choral Director and Assistant Choral Director for all students in NHS choirs. These records must be kept with the first aid kits.

e. Historian 1. Maintain a scrapbook for NHS choirs. Such things as pictures and writings about the choirs will be inserted in the scrapbook. 2. The scrapbook will be made available at such events as the Senior Banquet and any other event requested. 3. A souvenir scrapbook will be completed and available for purchase at the end of the school year. 4. Other avenues of memorabilia may be explored.

f. Costumes 1. Charged with the care and upkeep of costumes. 2. Establish policies for maintenance of costumes. 3. Establish procedures and maintain records for the check in/check out of costumes and garment bags to choir students. 4. Aid in the fitting of students for the purchase/making of costumes, shoes, earrings, hairpieces, etc. 5. Help design or make costumes by sewing and making alterations as needed. 6. Assist Choral Director and Assistant Choral Director with any other related items.

g. Equipment/Back Stage Crew 1. Assist with the transportation of equipment, creation and construction of special props, and hauling the trailer. 2 Assist with special concert set-up if requested by the Choral Director and Assistant Choral Director.

h. Nominating Committee 1. Shall consist of the Vice President, who will be the chairperson, and one (1) other Executive Board member. 2. The Nominating Committee shall a. Solicit from the CPO membership names of those who wish to serve as President, Vice President, and Secretary. b. Solicit from the CPO membership names of those who wish to serve as Treasurer and Assistant Treasurer. Those names will be given to the Executive Board at the Executive Board meeting after the election for consideration and appointment c. Nominations from the floor may be accepted. d. In all cases, those nominated must meet the criteria as outlined for the position (see Article 6) and must have indicated a willingness to serve. e. Prepare ballots and voting boxes for member voting.

i. Special Committees 1. The Executive Board shall appoint such special committees as may be necessary for the proper progress and operation of the organization.

Section 5. All members are required to have the NHS Volunteer Application Form completed and submitted prior to serving on any standing committee. ARTICLE 11 - Dissolution

Section 1. The CPO may be dissolved at an Executive Board or special meeting upon an affirmative majority vote of the members present at the meeting.

Section 2. Prior to action on a motion to cease operation or to dissolve the CPO, the Choral Director will be notified of the motion in writing, advised of the reasons for dissolution, and why the CPO is of no further value.

Section 3. The Choral Director reserves the right to request a meeting with the Executive Board prior to dissolution.

Section 4. Dissolution may also occur by the NHS Principal if he/she determines the CPO is no longer a support system to the NHS Choral Department.

Section 5. In case of dissolution of the organization, whatever funds are contained in the treasury at the time will be used to satisfy any outstanding debts, liabilities, or obligations. Any excess will be donated back to the NHS Choral Music Department ECA account through the NHS Treasurer.

ARTICLE 12 – Parliamentary Procedure

The rules contained in Robert’s Rules of Order, Revised shall govern this organization in all cases to which they are applicable, and which they are not inconsistent with the By-Laws.

ARTICLE 13 - Amendments

Section 1. These By-Laws may be amended at an Executive Board or special meeting.

Section 2. Motions for amending these By-Laws will be made at one meeting. The proposed amendment will be published and voted on at the following meeting.

Section 3. An affirmative majority vote of Executive Board members present is required for adoption.

Section 4. Any amendment regarding the Choral Director’s position and the Assistant Choral Director’s position with the CPO is prohibited as these positions are the designated representatives of Noblesville Schools on the CPO.

Section 5. Any amendment regarding Article 11- Dissolution must be approved by the Choral Director, NHS Music Department Chairperson, and NHS Principal. .