Pope High School, Chorus Booster Club Bylaws
August 2025
Name and Purpose
The Name of this organization shall be "Pope High School Choral Boosters" and may be informally referred to as "Chorus Boosters".
The Purpose of Pope High School Choral Boosters is to promote communications between parents, chorus students, the choral
director, and school officials and provide financial support to Pope High School Chorus.
Membership
Eligibility. All parents, guardians, coaches, faculty, administrators, community members, business leaders, students, or alumni
interested in supporting the objectives and purposes of the Chorus Boosters – without discrimination on the basis of race, color,
religion, gender, sexual orientation, national origin, or disability – are eligible to attend meetings, contribute ideas, provide volunteer
assistance, and otherwise help the Chorus Boosters achieve its purpose.
Dues. The Chorus Boosters may establish annual membership dues as a fundraiser. The amount and payment schedule for dues shall
be determined by the Chorus Booster Board. Parents, families, faculty, and members of the general public may, at their discretion,
purchase an annual Chorus Boosters membership.
Voting Rights. All Chorus Booster Board members and anyone who has purchased a membership shall be considered voting
members of the Chorus Boosters. The Principal, Assistant Principals, Chorus Director, and school staff shall be non-voting, advisory
members of the Chorus Boosters.
Rights and Responsibilities. Members shall have the right and responsibility to attend meetings and events sponsored by the Chorus
Boosters, serve on committees, and be nominated and elected to Chorus Booster Board positions. Voting members shall have the right
to vote for officers, review and approve the annual budget, and approve amendments to these bylaws.
Chorus Booster Board
Membership. The Chorus Booster Board shall consist of the elected officers of the Chorus Boosters. Including but not limited to a
President, Vice President, Secretary, Treasurer, and Membership Chair. Two Co-Presidents may be elected instead of a President and
Vice President.
Authority. The affairs, activities, and operation of the Chorus Boosters shall be managed by the Chorus Booster Board. The Booster
Board shall transact necessary business during the intervals between the meetings of the membership and such other business as may
be referred to it by the membership or these bylaws. It may create Standing and Special Committees, approve the plans and work of
standing and special committees, prepare and submit a budget to the membership for approval, and, in general, conduct the business
and activities of the Chorus Boosters.
Quorum. A quorum of the Chorus Booster Board for the conduct of business shall consist of at least 51% of elected officers in
attendance.
Action Without a Meeting. Any action required or permitted to be taken at a meeting of the Chorus Booster Board (including
amendment of these bylaws) or of any committee may be taken without a meeting if all the members of the Board or committee consent in writing to taking the action without a meeting and to approving the specific action. Such consents shall have the same force and effect as a unanimous vote of the Board or of the committee as the case may be.
Term. Officers shall serve a one-year term. Officers may be elected for up to three consecutive terms in the same office if they so
desire.
Reimbursement. Chorus Booster Board members shall serve without compensation with the exception that expenses incurred in the
furtherance of the Chorus Booster’s business are allowed to be reimbursed with documentation in accordance with the Chorus
Booster’s financial policies, and prior approval.
Vacancies. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the
remaining members of the Executive Board.
Duties of Officers
President. The President or Co- Presidents shall be the principal executive officer(s) of the Chorus Boosters and shall in general
supervise and control all of the activities of the Chorus Boosters. The President(s) shall be a member of the Chorus Booster Board and,
when present, shall prepare meeting agendas and preside at all meetings of the Board and all meetings of the membership. The
President and the Choral Director must sign all contracts entered into by the Chorus Boosters.
Vice President(s) (Optional Position). The Vice President shall be a member of the Executive Board and, in the absence of the
President, shall perform the duties of the President. The Vice-President shall perform such other duties as are assigned by the
President or the Chorus Board.
Secretary. The Secretary shall be a member of the Executive Board. The Secretary shall keep the minutes of the proceedings of the
membership and the Chorus Board, shall see that all notices are duly given in accordance with these Bylaws, shall be responsible for
the publishing of meeting minutes, and, in general, perform all duties incident to the office of Secretary and such other duties as may be
assigned by the President or the Chorus Board.
Treasurer. The Treasurer shall be a member of the Chorus Booster Board. The Treasurer is the authorized custodian to have oversight
of all funds of the Chorus Booster Club in accordance with the Club's financial policies. The Treasurer will organize, document, and
record all financial activities. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance
with the Chorus Booster’s tax-exempt purpose, bylaws and budget. The financial records belong to the Club and must be available to
all officers and members upon request.
The Treasurer shall:
Finances
Budget. The Executive Board shall present to the membership at the first regular meeting of the membership after the officers have
been elected, or as soon thereafter as practicable, a budget of anticipated revenue and expenses for the year. This budget shall be
used to guide the activities of the Chorus Boosters during the year, including serving as approval for anticipated expenditures. Any
substantial deviation from the budget must be approved in advance by the membership.
Loans. No loans shall be made by the Chorus Boosters to its officers or members.
Banking. The Treasurer shall ensure that all funds of the Chorus Boosters are promptly deposited to the credit of the Club in such
banks or other depositories as determined by the Booster Board. All deposits and disbursements shall be documented by a receipt, an
invoice, or other written documentation. Sequentially numbered receipts shall be provided, with a copy kept, whenever cash is turned
over or collected. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds, normally daily,
immediately after received and counted. If debit or credit cards are established in the name of the Club, a policy approved by the
Chorus Board shall be developed and used that includes a list of the authorized users, daily/monthly/annual spending limits, and review
and oversight provisions. No personal charging on the card by the authorized users shall be allowed.
Financial Controls. The Chorus Boosters shall adopt appropriate financial controls to ensure the integrity of its funds. Specifically,
without limitation, the Chorus Boosters shall maintain separation of financial controls so that, minimally:
Financial Report. The Treasurer shall present a financial report at each membership meeting of the Chorus Boosters and prepare a
final report at the close of the year in accordance with the Club's financial policies. The Chorus Board shall have the report and the
accounts examined annually. If the Club grosses less than $100,000 per year, the financial practices and accounts may be reviewed by
an internal audit committee. The audit committee shall consist of two or more Board or voting members of the Club who are not
involved in the routine handling of the Club's finances, including not having signature authority on bank accounts or approval authority
over disbursements. If the Club grosses over $100,000 in receipts, an external professional, such as a certified public accountant
(CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external
CPA when annual gross receipts equal or exceed $250,000.
Fiscal Year. The fiscal year of the Club shall be from August 1 to May 30 but may be changed by resolution of the Booster Board.
Financial Record Retention. All records of the Club shall be maintained and destroyed in accordance with law and standard record
retention practices.
Insurance. If Chorus Boosters produces any event having attendees, Club must have an insurance policy in place to protect Club and
Chorus Board members from liability that takes place at the event.
Meetings
Regular Meetings. Regular meetings for General Membership will occur in August and May and are open to the public. Meetings will
be conducted in a convenient, accessible location and/or via video conferencing. Meeting dates, times, and locations will be posted on
Chorus Booster website at least thirty days prior to each meeting.
Special or Emergency Meetings. In rare occurrences, additional meetings may be required. The Chorus Board will notify members via
email, phone, or face-to-face conversation of the meeting date, time, and location.
Chorus Board Meetings. The Booster Board may, at its discretion, meet to prepare for general membership meetings and to conduct
the affairs of the Club. These meetings may or may not be open to the public at the Board's discretion.
Quorum. The members present at any regular meeting of the Chorus Boosters, provided five or more members are present, shall
constitute a quorum for the transaction of business. In the absence of a quorum the membership may not take action. In that event, any
matter brought before the membership at a meeting at which quorum is not present shall be discussed and decided by the Chorus
Board.
Participation in Meeting by Video or Audio Conference Call. Members of the Chorus Board may participate in a meeting through
use of video or audio software/applications or similar communications equipment, so long as members participating in such meeting
can hear one another.
Parliamentary Procedure. The Pope Chorus Boosters and Booster Board Meetings shall follow a modified “Robert’s Rule of Order” for
all meetings.
Conflicts of Interest
Existence of Conflict, Disclosure. The Chorus Booster Board, volunteers, and contractors of the Chorus Boosters should refrain from
any actions or activities that impair, or appear to impair, their objectivity in the performance of their duties on behalf of the Chorus
Boosters. A conflict of interest may exist when the direct, personal, financial, or other interest(s) of any Chorus Booster Executive Board
member or volunteer or contractor competes or appears to compete with the interests of the Chprus Boosters. If any such conflict of
interest arises the interested person shall call it to the attention of the Booster Board for resolution. If the conflict relates to a matter
requiring board action, such person shall not vote on the matter. When there is a doubt as to whether any conflict of interest exists, the
matter shall be resolved by a vote of the Chorus Board, excluding the person who is the subject of the possible conflict.
Nonparticipation in Vote. The person having a conflict shall not participate in the final deliberation or decision regarding the matter
under consideration and shall retire from the room in which the Board is meeting. However, the person may be permitted to provide the
Board with any and all relevant information.
Minutes of Meeting. The minutes of the meeting of the Board shall reflect that the conflict was disclosed and the interested person was
not present during the final discussion or vote and did not vote on the matter.
Indemnification
Every member of the Chorus Board of the Chorus Boosters may be indemnified by the Boosters against all expenses and liabilities,
including counsel fees, reasonably incurred or imposed upon such members of the Board, officer or employee in connection with any
threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or
having been a member of the Board, officer, or employee of the Chorus Boosters, or any settlement thereof, unless adjudged therein to
be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the
indemnification herein shall apply only when the Board approves such settlement and reimbursement as being in the best interest of the
Chorus Boosters. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such member of
the Board, officer or employee is entitled.
Dissolution
In the event of dissolution of the Chorus Boosters, any remaining assets shall be distributed to Pope High School, as determined by a
majority vote of the members at the time of dissolution.
Amendments
These Bylaws may be amended at any regular or special meeting of the membership by a majority vote of the members present,
provided that at least thirty 30 days' notice of the proposed amendments has been made to the membership, or alternatively the
membership waives the required notice.
Adoption
These bylaws shall be adopted upon approval by a majority vote of members present at a regular meeting of the Chorus Boosters.
Effective Date
These bylaws shall take effect immediately upon adoption.
Date of Adoption: August 2025
The Name of this organization shall be "Pope High School Choral Boosters" and may be informally referred to as "Chorus Boosters".
The Purpose of Pope High School Choral Boosters is to promote communications between parents, chorus students, the choral
director, and school officials and provide financial support to Pope High School Chorus.
Membership
Eligibility. All parents, guardians, coaches, faculty, administrators, community members, business leaders, students, or alumni
interested in supporting the objectives and purposes of the Chorus Boosters – without discrimination on the basis of race, color,
religion, gender, sexual orientation, national origin, or disability – are eligible to attend meetings, contribute ideas, provide volunteer
assistance, and otherwise help the Chorus Boosters achieve its purpose.
Dues. The Chorus Boosters may establish annual membership dues as a fundraiser. The amount and payment schedule for dues shall
be determined by the Chorus Booster Board. Parents, families, faculty, and members of the general public may, at their discretion,
purchase an annual Chorus Boosters membership.
Voting Rights. All Chorus Booster Board members and anyone who has purchased a membership shall be considered voting
members of the Chorus Boosters. The Principal, Assistant Principals, Chorus Director, and school staff shall be non-voting, advisory
members of the Chorus Boosters.
Rights and Responsibilities. Members shall have the right and responsibility to attend meetings and events sponsored by the Chorus
Boosters, serve on committees, and be nominated and elected to Chorus Booster Board positions. Voting members shall have the right
to vote for officers, review and approve the annual budget, and approve amendments to these bylaws.
Chorus Booster Board
Membership. The Chorus Booster Board shall consist of the elected officers of the Chorus Boosters. Including but not limited to a
President, Vice President, Secretary, Treasurer, and Membership Chair. Two Co-Presidents may be elected instead of a President and
Vice President.
Authority. The affairs, activities, and operation of the Chorus Boosters shall be managed by the Chorus Booster Board. The Booster
Board shall transact necessary business during the intervals between the meetings of the membership and such other business as may
be referred to it by the membership or these bylaws. It may create Standing and Special Committees, approve the plans and work of
standing and special committees, prepare and submit a budget to the membership for approval, and, in general, conduct the business
and activities of the Chorus Boosters.
Quorum. A quorum of the Chorus Booster Board for the conduct of business shall consist of at least 51% of elected officers in
attendance.
Action Without a Meeting. Any action required or permitted to be taken at a meeting of the Chorus Booster Board (including
amendment of these bylaws) or of any committee may be taken without a meeting if all the members of the Board or committee consent in writing to taking the action without a meeting and to approving the specific action. Such consents shall have the same force and effect as a unanimous vote of the Board or of the committee as the case may be.
Term. Officers shall serve a one-year term. Officers may be elected for up to three consecutive terms in the same office if they so
desire.
Reimbursement. Chorus Booster Board members shall serve without compensation with the exception that expenses incurred in the
furtherance of the Chorus Booster’s business are allowed to be reimbursed with documentation in accordance with the Chorus
Booster’s financial policies, and prior approval.
Vacancies. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the
remaining members of the Executive Board.
Duties of Officers
President. The President or Co- Presidents shall be the principal executive officer(s) of the Chorus Boosters and shall in general
supervise and control all of the activities of the Chorus Boosters. The President(s) shall be a member of the Chorus Booster Board and,
when present, shall prepare meeting agendas and preside at all meetings of the Board and all meetings of the membership. The
President and the Choral Director must sign all contracts entered into by the Chorus Boosters.
Vice President(s) (Optional Position). The Vice President shall be a member of the Executive Board and, in the absence of the
President, shall perform the duties of the President. The Vice-President shall perform such other duties as are assigned by the
President or the Chorus Board.
Secretary. The Secretary shall be a member of the Executive Board. The Secretary shall keep the minutes of the proceedings of the
membership and the Chorus Board, shall see that all notices are duly given in accordance with these Bylaws, shall be responsible for
the publishing of meeting minutes, and, in general, perform all duties incident to the office of Secretary and such other duties as may be
assigned by the President or the Chorus Board.
Treasurer. The Treasurer shall be a member of the Chorus Booster Board. The Treasurer is the authorized custodian to have oversight
of all funds of the Chorus Booster Club in accordance with the Club's financial policies. The Treasurer will organize, document, and
record all financial activities. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance
with the Chorus Booster’s tax-exempt purpose, bylaws and budget. The financial records belong to the Club and must be available to
all officers and members upon request.
The Treasurer shall:
- Prepare an annual budget for review and approval by the members.
- Ensure that numbered receipts are provided for cash received by the Club.
- Ensure that all funds are promptly deposited in Club's authorized bank account(s).
- Ensure that payments and disbursements are authorized by approved budget, or an amendment to the budget.
- Present a written financial report (including income and expenditures and comparing budgeted amounts to actual year-to-date amounts), at each General Membership Meeting of the membership and at other times as requested by the Booster Board.
- Publish an annual report and, optionally, monthly financial summaries on Club's website.
Finances
Budget. The Executive Board shall present to the membership at the first regular meeting of the membership after the officers have
been elected, or as soon thereafter as practicable, a budget of anticipated revenue and expenses for the year. This budget shall be
used to guide the activities of the Chorus Boosters during the year, including serving as approval for anticipated expenditures. Any
substantial deviation from the budget must be approved in advance by the membership.
Loans. No loans shall be made by the Chorus Boosters to its officers or members.
Banking. The Treasurer shall ensure that all funds of the Chorus Boosters are promptly deposited to the credit of the Club in such
banks or other depositories as determined by the Booster Board. All deposits and disbursements shall be documented by a receipt, an
invoice, or other written documentation. Sequentially numbered receipts shall be provided, with a copy kept, whenever cash is turned
over or collected. All deposits and/or disbursements shall be made as soon as practicable upon receipt of the funds, normally daily,
immediately after received and counted. If debit or credit cards are established in the name of the Club, a policy approved by the
Chorus Board shall be developed and used that includes a list of the authorized users, daily/monthly/annual spending limits, and review
and oversight provisions. No personal charging on the card by the authorized users shall be allowed.
Financial Controls. The Chorus Boosters shall adopt appropriate financial controls to ensure the integrity of its funds. Specifically,
without limitation, the Chorus Boosters shall maintain separation of financial controls so that, minimally:
- All expenses must be approved by the membership by way of approval of an annual budget, or amendments thereto, or be approved by separate resolution of the Chorus Board;
- All checks, drafts, or other orders for the payment of money on behalf of the Chorus Boosters shall be signed by the Treasurer or by any other person as authorized in writing by the Chorus Board.
- A committee of at least two (2) persons without check signing authority shall annually audit all corporate finances, or hire and supervise an outside accountant or auditing firm to conduct a review of corporate financial records.
Financial Report. The Treasurer shall present a financial report at each membership meeting of the Chorus Boosters and prepare a
final report at the close of the year in accordance with the Club's financial policies. The Chorus Board shall have the report and the
accounts examined annually. If the Club grosses less than $100,000 per year, the financial practices and accounts may be reviewed by
an internal audit committee. The audit committee shall consist of two or more Board or voting members of the Club who are not
involved in the routine handling of the Club's finances, including not having signature authority on bank accounts or approval authority
over disbursements. If the Club grosses over $100,000 in receipts, an external professional, such as a certified public accountant
(CPA), shall be hired by the audit committee to perform a financial review or compilation. A full audit shall be conducted by an external
CPA when annual gross receipts equal or exceed $250,000.
Fiscal Year. The fiscal year of the Club shall be from August 1 to May 30 but may be changed by resolution of the Booster Board.
Financial Record Retention. All records of the Club shall be maintained and destroyed in accordance with law and standard record
retention practices.
Insurance. If Chorus Boosters produces any event having attendees, Club must have an insurance policy in place to protect Club and
Chorus Board members from liability that takes place at the event.
Meetings
Regular Meetings. Regular meetings for General Membership will occur in August and May and are open to the public. Meetings will
be conducted in a convenient, accessible location and/or via video conferencing. Meeting dates, times, and locations will be posted on
Chorus Booster website at least thirty days prior to each meeting.
Special or Emergency Meetings. In rare occurrences, additional meetings may be required. The Chorus Board will notify members via
email, phone, or face-to-face conversation of the meeting date, time, and location.
Chorus Board Meetings. The Booster Board may, at its discretion, meet to prepare for general membership meetings and to conduct
the affairs of the Club. These meetings may or may not be open to the public at the Board's discretion.
Quorum. The members present at any regular meeting of the Chorus Boosters, provided five or more members are present, shall
constitute a quorum for the transaction of business. In the absence of a quorum the membership may not take action. In that event, any
matter brought before the membership at a meeting at which quorum is not present shall be discussed and decided by the Chorus
Board.
Participation in Meeting by Video or Audio Conference Call. Members of the Chorus Board may participate in a meeting through
use of video or audio software/applications or similar communications equipment, so long as members participating in such meeting
can hear one another.
Parliamentary Procedure. The Pope Chorus Boosters and Booster Board Meetings shall follow a modified “Robert’s Rule of Order” for
all meetings.
Conflicts of Interest
Existence of Conflict, Disclosure. The Chorus Booster Board, volunteers, and contractors of the Chorus Boosters should refrain from
any actions or activities that impair, or appear to impair, their objectivity in the performance of their duties on behalf of the Chorus
Boosters. A conflict of interest may exist when the direct, personal, financial, or other interest(s) of any Chorus Booster Executive Board
member or volunteer or contractor competes or appears to compete with the interests of the Chprus Boosters. If any such conflict of
interest arises the interested person shall call it to the attention of the Booster Board for resolution. If the conflict relates to a matter
requiring board action, such person shall not vote on the matter. When there is a doubt as to whether any conflict of interest exists, the
matter shall be resolved by a vote of the Chorus Board, excluding the person who is the subject of the possible conflict.
Nonparticipation in Vote. The person having a conflict shall not participate in the final deliberation or decision regarding the matter
under consideration and shall retire from the room in which the Board is meeting. However, the person may be permitted to provide the
Board with any and all relevant information.
Minutes of Meeting. The minutes of the meeting of the Board shall reflect that the conflict was disclosed and the interested person was
not present during the final discussion or vote and did not vote on the matter.
Indemnification
Every member of the Chorus Board of the Chorus Boosters may be indemnified by the Boosters against all expenses and liabilities,
including counsel fees, reasonably incurred or imposed upon such members of the Board, officer or employee in connection with any
threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his being or
having been a member of the Board, officer, or employee of the Chorus Boosters, or any settlement thereof, unless adjudged therein to
be liable for negligence or misconduct in the performance of her/his duties. Provided, however, that in the event of a settlement the
indemnification herein shall apply only when the Board approves such settlement and reimbursement as being in the best interest of the
Chorus Boosters. The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such member of
the Board, officer or employee is entitled.
Dissolution
In the event of dissolution of the Chorus Boosters, any remaining assets shall be distributed to Pope High School, as determined by a
majority vote of the members at the time of dissolution.
Amendments
These Bylaws may be amended at any regular or special meeting of the membership by a majority vote of the members present,
provided that at least thirty 30 days' notice of the proposed amendments has been made to the membership, or alternatively the
membership waives the required notice.
Adoption
These bylaws shall be adopted upon approval by a majority vote of members present at a regular meeting of the Chorus Boosters.
Effective Date
These bylaws shall take effect immediately upon adoption.
Date of Adoption: August 2025