Bylaws
Article I • Name, Description and Purpose
Section 1: Name-The name of the organization shall be known as the CHHS Choral Boosters, hereafter referred to as the “Choral Boosters”. The Choral Boosters are located at Clover Hill High School, 13301 Kelly Green Drive, Midlothian, Virginia 23112.
Section 2: Description- The Choral Boosters is a non-profit organization that exists for charitable and educational purposes, including making distributions to cover items and expenses that the Clover Hill High School Choral Department is not normally expected to provide.
Section 3: Purpose- The purpose of the Choral Boosters is to enhance and support the choral educational experience at Clover Hill High School, to develop and enhance the Choral Arts program by encouraging parental involvement, and to improve the choral program at Clover Hill High School through volunteer and financial support.
Article II • Membership and Dues
Section 1: Membership- Membership shall be open without discrimination to anyone who believes in and supports the purposes of the CHHS Choral Boosters. The Choral Boosters shall conduct an annual enrollment but may admit persons to membership at any time.
Section 2: Annual Dues- Each member of this Choral Boosters shall pay annual dues as follows:
$10.00 - $24.00 Member
$25.00 - $50.00 Friend
$51.00 - $99.00 Sponsor
$100.00 or more Benefactors
Memberships received during the fiscal year ending June 30 shall expire the following June 30.
Article III • Officers, Board and Elections
Section 1: Officers- The elected officers of the Choral Boosters shall be President, First Vice President, Second Vice President, Secretary and Treasurer.
Section 2: Eligibility - Each officer and board member of the Choral Boosters must be a member of the Choral Boosters.
Section 3: Term of Office- The term of office for the officers, except the Treasurer, is one year, beginning immediately upon election, and ending upon officer election the following year. The Treasurer shall assume office upon completion of the auditing procedures.
Section 4: Term Restrictions- A person shall not be eligible to serve more than two consecutive terms in the same office unless approved by the Board and voted on by the General Membership at the Elections Meeting.
Section 5: The Board-The Board of the Choral Boosters shall consist of:
a. The Officers of the Choral Boosters: President, First Vice President, Second Vice President, Secretary, Treasurer
b. Appointed Committee Chair or Co-Chair positions such as: Membership, Fundraising/Concessions, Marketing/PR, Costumes, Communications/Website, Transportation, MASS, DSCC. Committee Chairs will be adjusted to fit the needs of the board and the choral program and will be appointed by the Board President.
c. Members at Large
d. The Choral Director of the CHHS Choral Program shall be an ex-officio, non-voting member of the Board.
Section 6: Duties-
a. Board- Develop the Choral Boosters annual budget, establish and oversee committees to conduct the work of the Choral Boosters, establish fundraising programs, approve by the majority vote of the Board unbudgeted expenditures of $500 or more per budget line item.
b. President- Preside at General Membership meetings, Officer meetings, and Board meetings, serve as the official representative of the Choral Boosters, retain all official records of the Choral Boosters, and serve as ex officio member of all committees except the nominating committees.
c. First Vice President - Assist the President, chair meetings in the absence of the President, and assist committees with their work. Take a lead role in a major area of work, such as fundraising, communications, or specific supervisory position as designated by the President.
d. Second Vice President - Assist the President and First Vice President, chair meetings in the absence of the President and First Vice President, and assist committees with their work. Take a lead role in a major area of work, such as fundraising, communications, or specific supervisory position as designated by the President.
e. Secretary- Record and distribute minutes of all Board meetings and all General Membership Choral Boosters meetings.
f. Treasurer- Serve as custodian of the Choral Boosters finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit, and hold all financial records.
g. Appointed Committee Chairs- Provide direction, planning and execution of activities in the area for which the committee functions, report to the Choral Boosters board, as needed, regarding activities of the committee and any needs.
h. Members at Large - Do not have specific, assigned duties. Instead, the needs of the organization determine common duties and job assignments.
Section 7: Removal- An officer can be removed from his/her office for failure to fulfill his/her duties by a majority vote of the Board.
Section 8: Nominating Committee-
a. A nominating committee consisting of no more than three (3) members shall be elected by the Board during or before the March monthly Board meeting. The purpose of the nominating committee is to actively seek a diverse representation of the Choral Boosters membership to fill the officer positions for the following fiscal year. The committee shall elect its own Chairperson.
b. The nominating Committee shall present to the Board at the May monthly Board meeting, a slate of candidates who have accepted to serve the Choral Boosters, if elected, for the following year.
c. The nominating Committee shall publish the slate of candidates on the Choral Boosters website or any other mode of communication normally used in the Choral Boosters communications no less than 15 days prior to election.
d. The Nominating Committee chair shall present to the General Membership at a General Membership Meeting, usually held during a required parent meeting, the list of nominees and accept nominees from the floor.
Section 9: Elections- Officers shall be elected from a published slate of officers voted by the membership at a General Membership Meeting, usually held during a required parent meeting. If there is but one nominee for an office, election for that office may be by voice vote. Eight (8) members of the Choral Boosters will constitute a quorum for the purpose of voting. A majority of the votes cast shall constitute an election.
Section 10: Vacancy- A vacancy occurring in any office shall be filled by a person elected by a majority vote of the Board.
Article IV • Meetings
Section 1: Board Meetings-The Choral Boosters Board shall meet monthly during the school year, or at the discretion of the President.
a. Only Board Members of the Choral Boosters shall be eligible to vote at Board Meetings. Board Members have voting privileges, one vote per member (except for the Choral Director who is a non-voting member of the Board). Voting may occur electronically when deemed necessary by the President.
b. Fifty-one (51) percent of the members of the Choral Boosters Board will constitute a quorum for the purpose of voting, with exception of approving the Annual Budget. For purposes of approving the Annual Budget, eight (8) members will constitute a quorum.
c. The Annual Budget for the following fiscal year shall be approved by the Choral Boosters Board during a Monthly Board Meeting. If not possible, a special Board Meeting will be held to approve the Annual Budget.
d. The Annual Audit Report shall be submitted to and reviewed by the Choral Boosters Board and Chesterfield County Public Schools administrator(s).
Section 2: General Membership Meetings- General Membership Meetings of the Choral Boosters shall be held when deemed necessary by the Choral Boosters Board.
Officers for the following fiscal year shall be approved by the Choral Boosters General Membership during a General Membership Meeting, usually held during a required parent meeting. If not possible, a General Membership Meeting will be called specifically to approve the slate of officers.
b. Fifteen (15) days’ notice will be given to members for any General Membership Meeting. Notice shall be posted on the Choral Boosters website & via e-mail notifications.
c. Only members of the Choral Boosters shall be eligible to vote in the meetings of the organization. Members have voting privileges, one vote per member.
d. Eight (8) members of the Choral Boosters will constitute a quorum for the purpose of voting.
Article V • Voting
Section 1: Voting may occur electronically when deemed necessary by the President or the Choral Boosters Board.
Section 2: When voting electronically, eight (8) members will constitute a quorum and must participate, and the required representation must be met. (i.e. two –thirds vote of the quorum will result in favorable vote, majority vote of quorum will result in favorable vote, etc.).
Article VI • Financial Policies-
Section 1: Employee Identification Number-The CHHS Choral Boosters are registered with the Internal Revenue Service Department of Treasury and have an Employee Identification Number (EIN). This EIN is required for organizations who apply for non-profit status. The Choral Booster’s EIN number is 47-2363123. The Choral Boosters Treasurer holds the EIN Confirmation Letter received from the IRS which is needed to carry on business on behalf of the Choral Boosters.
Section 2: Fiscal Year- The fiscal year of the Choral Boosters begins July 1 and ends June 30.
Section 3: Banking- All funds shall be kept in a checking account in the name of CHHS Choral Boosters requiring 2 signatures of the designated Choral Boosters officers and held at a local institution.
Section 4: Reporting- All financial activity shall be recorded in a manual or computer based accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly. The Choral Boosters shall arrange an audit of its financial records each year by individual or independent committee. The committee shall not include the treasurer. The resulting audit report shall be reviewed and adopted by the General Membership at the Fall General Membership Meeting.
Section 5: Ending Balance- The organization shall leave a balance to serve as carryover for Choral Boosters start-up expenses for the next school year.
A. Balance shall be reviewed annually by current board based on annual fundraising/expenses. A minimum balance of $20,000 in the Choral Boosters treasury at the end of each fiscal year is recommended.
B. Balance shortfalls/overages will be reviewed and funds determination will be recommended by the outgoing board members.
Section 6: Contracts- Contract signing authority requires signatures of two individuals. One individual must be either the President or Treasurer of the Choral Boosters. The other individual must be an officer or member of the Choral Booster Board.
Article VII • Bylaw Amendments
Section 1: How- Amendments to the bylaws may be proposed by any Choral Boosters member. Amendments presented at a Choral Boosters Board meeting shall be considered for voting at a General Membership Meeting, called as required in Article IV, Section 2 of these bylaws.
Section 2: Voting- A quorum of eight (8) must be present and two thirds (2/3) approval of all members present and voting is required to adopt an amendment to the Bylaws.
Article VII • Articles of Incorporation
Section 1: Reason and Fees-The CHHS Choral Boosters is incorporated through the Commonwealth of Virginia State Corporation Commission (SCC). Incorporation provides some liability protection for the officers of the Choral Boosters. An annual registration fee for non-stock corporations is required and may be filed and paid online at http://sccfile.scc.virginia.gov. This annual registration fee is due on June 23 and is determined by the SCC. Notification from the SCC will be sent to the Choral Boosters Corporation’s registered agent.
Section 2: Articles of Incorporations:
(1). Said corporation is organized exclusively for charitable, religious, educational, or scientific purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
(2) No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation 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 in Article three hereof. No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in ( including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the corporations shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501 (C) (3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c) (2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
(3) Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so dispersed shall be disposed by a Court of Competent Jurisdiction of the county in which the principal office of the corporation is then located, exclusively for the purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Article IX • Dissolution
In the event of dissolution of the Choral Boosters, any funds & physical assets remaining shall be donated to Clover Hill High School Choral Department.
Articles IX • Parliamentary Authority
The authority for this Choral Boosters shall be Robert’s Rules of Order Newly Revised.
These bylaws were adopted and accepted on 11/24/14 by the CHHS Choral Boosters Board.
Deanna Friedel, President
Mary Ann Reid, Vice President
Rebecca Olivier, Secretary
Leslie Maloney, Treasurer
These bylaws were amended on June 22, 2019 at a General Membership Meeting of the CHHS Choral Boosters.
Deanna Friedel, President
Marsha Tolbert, Vice President
Melissa Williams, Treasurer
Cynthia Davis, Secretary
These bylaws were amended on May 29, 2020 via electronic vote of the General Membership of the CHHS Choral Boosters.
Aleise Matheson, President
Marsha Tolbert, 1st Vice President
Lenora Dean, 2nd Vice President
Melissa Williams, Treasurer
Cynthia Davis, Secretary
These bylaws were amended on May 7, 2022 at a special meeting of the CHHS Choral Boosters.
Aleise Matheson, President
Lenora Dean, 1st Vice President
Melissa Newby, 2nd Vice President
Jennifer Rose, Treasurer
Michelle Crossen, Secretary