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
- 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
- Any member may be removed from membership by the affirmative majority vote of the Executive Board or by the NHS principal.
- Removal may be made on grounds of:
- conduct is detrimental to the interests of the CPO.
- lack of support for Choral Director guidelines and policies.
- refusal to render reasonable assistance in carrying out CPO objectives.
- violating Noblesville Schools policies.
- 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.
- The Choral Director and Assistant Choral Director are not eligible for removal from the CPO
as these positions are the designated representativesfor 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 reasonablyconstrued 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 chairmenfor 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 previouslyor served on astanding 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.
Section5. Secretary
a. Shall beelected 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 memberssharing 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.
ARTICLE10 -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 Directorprior to implementation.
b. Publicity
1. Charged with keeping the activities and accomplishments ofNHS 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