CRHS Theatre Booster Club Bylaws

Terms: The following terms shall have the meanings as set forth below:

Cedar Ridge High School Theatre Booster Club: Shall mean the organization of Cedar Ridge High School (from now on known as CRHS in this document) Theatre Department families and/or legal guardians as well as any community members who are paid, active members.

Executive Board/Executive Member: Shall mean any active, paid member that is an elected officer and holds the title of President, 1st Vice-President, Vice-President(s), Secretary, Treasurer, Historian, Parliamentarian and Webmaster.

General Member/Active Member: Shall mean any active, paid member that is not an executive board member.

Director/Assistant Director(s): Shall mean any instructor that is directly in charge of the CRHS Theatre Department.

CRHS Theatre Department High School Member: Shall mean novice and/or returning members who are part of the CRHS Theatre Department.

Simple Majority: Shall mean at least one-fourth (1/4) of the total active, paid membership.

School Administration: Shall mean Cedar Ridge High School and/or the Round Rock Independent School District.

Articles

ARTICLE I: NAME

The name of this organization shall be the Cedar Ridge High School Theatre Booster Club.

ARTICLE II: PURPOSE

The purpose of this organization is:

Section 1: To create and maintain an organization which, in cooperation with the director and assistant director(s), shall promote the activities and/or efforts required to further the goals of the CRHS Theatre Department.

Section 2: To provide the moral support, the financial needs and the volunteer efforts required to support the CRHS Theatre Department high school members.

Section 3: To provide moral and financial support to the CRHS Theatre Department director and assistant director(s).

Section 4: To provide and maintain an encouraging and enthusiastic interest towards parents, legal guardians and community members who participate in the various activities and/or efforts of the CRHS Theatre Department high school members.

Section 5: To support any fundraising activity or event that promotes a positive experience, instills confidence and pride, encourages high moral standards and provides a sense of team unity within the CRHS Theatre Department organization.

ARTICLE III: MEMBERSHIP

Section 1: General membership shall be open to families and/or legal guardians of a new member and/or a returning member of the CRHS Theatre Department as well as any interested members of the Cedar Ridge High School/RRISD community. Returning members will be asked to pay their annual fees by September of each school year. New memberships are open year round, and new members’ dues are required immediately upon joining the booster club. Each active, paid membership shall be allowed only one (1) vote per entire family.

Section 2: Membership shall become active upon full payment of the currently assessed regular dues. Inaugural membership terms shall be from Nov. 1, 2010 to August 31, 2011. Membership of the years following will be from September 1st of the current year through August 31st of the following year.

Section 3: Dues must be paid in full to vote on all booster club issues.

Section 4: A family membership shall immediately become null and void/inactive following the voluntary or involuntary dismissal and/or removal of a high school member. Dues are non-refundable.

Section 5: The director and the assistant director(s) shall be considered honorary members of this organization. As honorary members, voting rights shall be extended to the director and the assistant director(s), and they are not required to pay dues.

ARTICLE IV: DUES

Initial annual membership dues were determined by the executive board in November, 2010. Membership dues for the following years will be determined by the executive board in August of each year.

ARTICLE V: MEMBERSHIP MEETINGS

Section 1: Meetings of the booster club shall be held as determined and scheduled by the executive board.

Section 2: Meetings shall be held on a monthly basis unless deemed unnecessary by the executive board.

Section 3: Special sessions shall be called by the President/Vice-President(s) by notifying all executive members, general members, the director and assistant director(s).

Section 4: A simple majority of the booster club’s active, paid membership must be present at any meeting to constitute a quorum for order of business.

Section 5: The final booster club meeting shall be held in May of each school year.

Section 6: All executive board meetings shall be open to the general public including, but not limited to, general booster club members and high school members of the CRHS Theatre Department and the director and assistant director(s).

ARTICLE VI: ELECTION OF OFFICERS

Section 1:   

  A)    Officers of the booster club shall be the President, 1st Vice-President, Vice-President(s) – a maximum of three (3), Secretary, Treasurer, Historian, 

        Parliamentarian and Webmaster. It is not mandatory that all these offices are filled in order to form and maintain this booster club, but it is mandatory to name 

        a president in order to form and maintain this booster club.

  B)  Officers shall be elected annually in the month of April and shall assume all duties and responsibilities after the adjourned final meeting in May.

  C)  Only one member of a family may serve as an officer at the same time unless the parents are serving as co-chairs in the same office which limits the family’s vote 

      to one.

Section 2:

  A)  In the month of January, a five-member nominating committee shall be selected. The committee shall consist of the President, 1st Vice-President and three active 

      members from the general membership. The director and/or assistant director(s) shall act as advisor(s) to the committee.

  B)  A potential candidate, a nominated candidate or any existing elected officer seeking any consecutive terms shall be a member in good standing prior to being 

      nominated or re-elected to any office.

  C)  The consent from each potential candidate shall be obtained prior to his/her consideration for nomination to any office.

  D)  At the scheduled meeting in March, the President shall announce to the general membership the drafted list of recommended candidates (drafted by the 

      nomination committee) for each potential office.

  E)   Floor nominations of potential candidates shall be accepted during the scheduled meeting in March.

ARTICLE VII: RESIGNATIONS/VACANCIES

Section 1: 

In the event of a resignation or vacancy in the office of the President, the 1st Vice-President shall carry out the duties and responsibilities of the President for the remainder of the term.

Section 2: 

With exception to the President’s office, the Executive Board shall fill all vacancies as deemed necessary for the remainder of the term and subject to the approval of the general membership.

ARTICLE VIII: ROLES OF THE OFFICERS

  A)  PRESIDENT (LIMITED TO TWO CONSECUTIVE ONE-YEAR TERMS)

      (1)  Preside at all meetings where representation of the Cedar Ridge High School Theatre Booster Club is required including, but not limited to, the Executive 

          Board meetings and the general membership meetings.

      (2)  Keeps a record of all members present at the executive and general meetings.

      (3)  Keeps a current copy of the By-Laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering from the 

          original intent of its inception.

      (4)  Coordinates the work of the officers and committees of the booster club organization.

      (5)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

          each.

      (6)  Is considered a member of all committees with the exception of the audit committee.

      (7)  At the scheduled meeting in March, announces to the general membership the drafted list of recommended candidates (drafted by the nomination 

          committee) for each potential office.

      (8)  Is responsible for providing original audit reports to the school administration;

      (9)  Performs such duties as may be required by the booster club or school administration.

      (10)  Is authorized as a signatory for the Cedar Ridge High School Theatre Booster Club checking  account if needed.

      (11)  Is covered by a fidelity bond in an amount based upon the organization’s annual income and determined by the Executive Board.

B)  1st VICE-PRESIDENT 

      (1)  Acts as an aide to the President.

      (2)  Performs the duties and responsibilities of the President in the absence of that office as well as other duties delegated by the President.

      (3)  Keeps a current copy of the By-Laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering from the original 

          intent of its inception.

      (4)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

          each.

      (5)  Is covered by a fidelity bond in an amount based upon the organization’s annual income and determined by the Executive Board.

C)  VICE-PRESIDENT(S)

      (1)  Act(s) as an aide(s) to the President and 1st Vice-President.

      (2)  Performs the duties and responsibilities of the President and 1st Vice-president in the absence of either office as well as other duties delegated by the 

          President or 1st Vice-President.

      (3)  Keeps a current copy of the By-Laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering from the original 

          intent of its inception.

      (4)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

          each.

D)  SECRETARY

      (1)  Records and transcribes the minutes of all general board meetings and provides one copy of the meeting minutes to each Executive Board member, each 

          general member as well as the director and assistant director(s) either by posting, photocopying or electronic mail.

      (2)  Records and transcribes the minutes of all executive board meetings and provides one copy of the meeting minutes to each executive board member as well 

          as the director and assistant director(s) either by posting, photocopying or electronic mail.

      (3)  Keeps a current copy of the by-laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering from the 

          original intent of its inception.

      (4)  Maintains current records consisting of full names, addresses and phone numbers of all Executive Board and general members of the booster club – one copy 

          will be distributed to each Executive Board member and each director and assistant director(s).

      (5)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

          each.

      (6)  In partnership with the Webmaster, is responsible to ensure the display, publication and /or use of work, photograph(s) and name(s) via electronic 

          communication has been authorized through the “Parent/Guardian Release Form”. Each CRHS Theatre Department high school member shall have a release 

          form on record to provide proof of authorization prior to any and all works, photographs and/or name being displayed, published and/or used.

      (7)  Keeps original records of the “Parent/Guardian Release Form” for each student.

      (8)  Handles general correspondence for the booster club.

      (9)  Is authorized as a signatory for the Cedar Ridge High School Theatre Booster Club checking account if needed.

E)   TREASURER (LIMITED TO TWO CONSECUTIVE ONE-YEAR TERMS)

      (1)  Serves as chairperson of the budget and finance committee.

      (2)  Is covered by a fidelity bond in an amount based upon the organization’s annual income and determined by the executive board.

      (3)  Receives and disburses all monies indicated in the budget and prescribed in the local By-Laws or as authorized by action of the organization;

      (4)  Makes disbursements upon majority approval by the Executive Board and at the direction of the President and/or director or assistant director(s);

      (5)  Issues a receipt for all monies received and deposits on a weekly basis or as necessary.

      (6)  Keeps a current membership list.

      (7)  Presents a current financial report including bank statements, bank reconciliations and financial statements to the executive committee within thirty (30) 

          days of the previous month’s end – copies should be available for review by the general membership within a reasonable timeframe if requested.

      (8)  Files current financial reports at the end of each semester (December and June) with the campus principal/campus bookkeeper and the director of financial 

          services in administration.

      (9)  Maintains an accurate and detailed account of all monies received and disbursed.

      (10)  Reconciles all bank statements as received and resolve any discrepancies with the bank immediately.

      (11)  Files sales tax reports as required by the comptroller’s office (monthly, quarterly or annually).

      (12)  Files annual IRS form 990, 990-N or 990-EZ in a timely manner.

      (13)  Submits records to audit committee appointed by the organization upon request or at the end of the year.

      (14)  Recaps each fundraising event on behalf of the booster club with the school bookkeeper with thirty (30) days of each event.

      (15)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

            each.

      (16)  Keeps a current copy of the by-laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering form the 

            original intent of its inception.

F)  HISTORIAN

      (1)  Keeps a list of CRHS Theatre Department high school members to include the names, addresses and phone numbers of all team members and their 

          parents/legal guardians.

      (2)  Is responsible for documenting through still photography and/or video involving and/or pertaining to the CRHS Theatre Department and/or the Cedar Ridge 

          High School Theatre Booster Club.

      (3)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

          each.

      (4)  In partnership with the Webmaster, provides still photography and/or video to the director and assistant director(s) for display, publication, presentation 

          and/or use in promoting the CRHS Theatre Department through the Cedar Ridge High School Theatre Booster Club’s website or other forms of media.

      (5)  Keeps a current copy of the By-Laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering form the original 

          intent of its inception.

G)  PARLIAMENTARIAN

      (1)  Advises the presiding officer on parliamentary law and matter of procedure when requested.

      (2)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

          each.

      (3)  Keeps a current copy of the By-Laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering form the original 

          intent of its inception.

H)  WEBMASTER

      (1)  In partnership with the Secretary, is responsible of ensuring that the display, publication and/or use of work, photographs and names via electronic 

          communication has been authorized though the “Parent/Guardian Release Form.” Each member shall have a release form on record to provide proof of 

          authorization prior to any and all work, photographs and/or names being displayed, published and/or used.

      (2)  In partnership with the historian, is responsible for displaying, presenting and/or using through still photography and/or video all activities and/or functions 

          involving and/or pertaining to the CRHS Theatre Department and/or the Cedar Ridge High School Theatre Booster Club.

      (3)  In partnership with the historian, provides still photography and/or video to the director and assistant director(s) for display, publication, presentation 

          and/or use in promoting the CRHS Theatre Department through the Cedar Ridge High School Theatre Booster Club’s website or other forms of media.

      (4)  Once established, maintains the team’s website on a weekly basis using his/her personal computer – it is imperative that all information pertaining to 

          scheduled events be posted in a timely manner.

      (5)  Brings to the attention of the President, director and/or assistant director(s) for review any material that becomes questionable for display, publication, 

          presentation and/or use.

      (6)  In partnership with any chairpersons’ assignment(s), provides support with any fundraising activities and/or events and those efforts required to facilitate 

          each.

      (7)  Keeps a current copy of the By-Laws and ensures all rules, policies and/or guidelines are implemented and abided by without wavering form the original 

          intent of its inception.

ARTICLE IX: COMMITTEES

A)  NOMINATING COMMITTEE

    (1)  In the month of January, a five-member nominating committee shall be selected. The committee shall consist of the President, 1st Vice-President and 

         three (3) active, paid members from the general membership. The director and/or assistant director(s) shall act as advisor(s) to the committee.

    (2)  The nominating committee shall draft a recommendation list of potential candidates for each office at the scheduled meeting in March.

    (3)  The nominating committee shall take into consideration all relevant individual information in selecting and recommending a potential candidate for office.  

        Potential candidates/nominees shall possess qualities of enthusiasm, pride and 100% commitment.

B)  AUDIT COMMITTEE

    (1)  The audit committee shall consist of three (3) members nominated from the floor by all members-at-large at the scheduled meeting in April.            

    (2)  The committee chairperson shall be selected by members of the committee.

    (3)  The audit committee chairperson shall need to make arrangements to provide and deliver a final report directly to the president during the month of June.

    (4)  The president shall be responsible for providing original audit reports to the school administration.

ARTICLE X: EXECUTIVE BOARD

Section 1: The Executive Board shall have sole control, direction and responsibility of any affairs and matters as they relate and/or pertain to the Cedar Ridge High School Theatre Booster Club under the guidance of the director and/or assistant director(s).

Section 2: The Executive Board shall determine its policies and procedures and make amendments within the limits of these By-Laws.

Section 3: The Executive Board shall actively execute the intent of these by-laws and use discretion in carrying out the same.

Section 4: The Executive Board shall actively use discretion in the disbursement of its funds.

Section 5: The Executive Board shall conduct business during the regular scheduled monthly meetings; special session meetings shall be called to order by the president by notifying all executive members, the director and the assistant director(s).

Section 6: The Executive Board shall be composed of the elected officers of the booster club.

Section 7: One Executive Board member shall be present at all fundraising events.

ARTICLE XI: AMENDMENTS

These By-Laws may be amended by a simple majority vote of the active, paid general membership present at any regular booster club meeting provided the proposed amendment(s) has/have been submitted in writing at a previous booster club meeting.

ARTICLE XII: NON-PROFIT ORGANIZATION

The Theatre at the Ridge Boosters Club is organized exclusively for charitable, religious, educational, and 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 corresponding section of any future federal tax code.

ARTICLE XIII: DISSOLVEMENT

Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or 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 disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE XIV: MISCELLANEOUS

A)   An operating fund shall be carried forward each year. Set operating funds shall be determined annually by the Executive Board. The budget must be approved annually.

B)  The Round Rock ISD Booster Club guidelines shall be referenced for any and all operating procedures not addressed in these By-Laws.

C)  Robert’s Rules of Order (Revised) shall govern this organization in any event when not in direct conflict with these By-Laws.

ARTICLE XV: RATIFICATION AND AMENDMENTS

Ratified on December 6, 2010