BY-LAWS OF CLOVERLEAF MUSIC ASSOCIATES, INC.
ARTICLE I – Name
The name of this Not-For-Profit Corporation is “Cloverleaf Music Associates, Incorporated.”
ARTICLE II – Purpose
Section 1: The primary purpose of this corporation is:
- To aid the Cloverleaf Music Department by expression of interest, encouragement, cooperation and appreciation;
- To render financial assistance to the Cloverleaf Senior and Junior High Music Departments.
ARTICLE III – Policies
Section 1: This Corporation shall not seek to direct the administrative activities of the Music Instructors.
ARTICLE IV – Membership
Section 1: Membership is open to any Parent, Grandparent, or Graduate of Cloverleaf Schools who was involved in either Choir or one of the Bands while at Cloverleaf High School.
ARTICLE V – Board of Directors
Section 1: The Board of Directors of this Corporation shall consist of the President, the music department directors and one member appointed by the Executive Committee
ARTICLE VI – Officers
Section 1: Officers of this Corporation shall consist of a President, a Vice-President, One or Two Treasurers dependent on their needs, a Recording Secretary and a Corresponding Secretary. These officers shall be elected at the January meeting for a term of two (2) years. The President and Recording Secretaryshall be elected in the odd numbered years and the Vice-President, Treasurer and Corresponding Secretary shall be elected in even numbered years to provide for continuity in transitions. Newly elected officers will begin their term at the end of the January meeting during which they are elected. Both At-Large positions will be selected at this January meeting in which the President and Recording Secretary take office. The At-Large Position shall serve for a period of two (2) years.
Section 2: Nominations for officers shall be made by a Nominating committee with the Senior High Music Directors as chairpersons and three (3) members appointed by the President at the November general meeting. This committee shall submit its report at the December general meeting. Additional nominations may be made from the floor, provided the consent of each nominee has been obtained before their name is placed into nomination.
Section 3: Vacancies in office shall be filled by the Executive Committee except for the office of President, in which case the Vice-President shall automatically become President. Appointees will fill vacancies until the expiration of the term during which they are appointed.
Section 4: The officers serve without remuneration.
ARTICLE VII – Duties of Officers
Section 1: The President shall preside at all meetings of the Corporation and of the Executive Committee, and shall be an ex-officio member of all committees except the Nominating Committee.
Section 2: The Vice-President shall act as aid to the President and shall perform the duties of the President in the absence of that officer, and other duties designated by the Executive Committee. The Vice-President, by virtue of the office, shall be the chairperson of the Ways and Means committee.
Section 3: The Recording Secretary shall keep an accurate, bound record of all meetings of the Corporation and of the executive Committee and shall perform such duties as may be delegated to the recording Secretary. The Recording Secretary shall maintain a bound library of printed and/or published memorabilia regarding the music program of the CloverleafSchool District and the Cloverleaf Music Associates, Inc. The Recording Secretary shall read all financial transactions coming to the organization at each meeting and maintain a file of all invoices received. All records shall transfer to the new secretary upon his/her election to the office. All such records remain the property of the corporation.
Section 4: The Corresponding Secretary shall be responsible for all official written correspondence of the Corporation and maintain a topical file of all official correspondence and records of the corporation. The Corresponding Secretary shall maintain a roster of all members and ensure said roster is available at all meetings of the Corporation and executive Committee. All records in the possession of the Corresponding Secretary shall transfer to the newly elected Secretary and shall remain the property of the Corporation.
Section 5: The treasurer(s) shall collect all monies received by the Corporation, shall be the custodian of these monies, shall deposit them in a bank designated by the Executive Committee and shall disperse the same only upon order of the Executive Committee as approved by a two-thirds majority of the voting members present. Invoices of $300 or more require approval of two-thirds of the membership at the meeting during which the invoices are presented for payment unless an emergency arises. In case of an emergency the Executive Committee will make the decision to spend the money up to an amount of $1,000.00 with a two-thirds vote for approval. This emergency event and payment will then be brought before the next monthly meeting of the General Membership for their information. Checks of $300 or more require signatures of both a treasurer and the President Or both Treasurers when possible. Invoices for continuous operating costs (i.e., leases, insurance, vendors etc.) shall be paid in a timely manner and may be exempt from the above stated procedure. The Treasurers shall maintain a unified checking account with separate journal entries for the general fund, the uniform fund, the vocal department and the instrumental department. The Treasurers shall present a statement of accounts at every meeting of the Corporation, and at any time requested by the Executive committee. An Annual report will be made at the general meeting in July. On a yearly basis file the IRS Form 990 with the IRS and the charities division of the Ohio Attorney General's Office.
ARTICLE VIII – Meetings
Section 1: General meetings of the Corporation shall be held on the second Monday of each month.
Section 2: Special meetings may be called by the President or the Executive Committee.
ARTICLE IX – Committees
Section 1: Executive Committee
The Executive Committee shall consist of the officers of the Corporation, teachers in the Music Departments of the Junior High and the Senior High and two (2) members appointed At-Large by the officers These At-Large members shall serve for a two year period to end at the January meeting when the President and Recording Secretary are elected. The persons filling these positions can be selected an unlimited amount of times. The Executive Committee may transact any business necessary and proper which they deem is in the best interest of the Corporation. The Executive Committee will meet at a time and place designated by the Committee. An agenda shall be created at this meeting and shall be made available to all members at the general meeting. Special meetings of this Committee shall be called by the President or the majority of the Committee’s members. All members shall be properly notified. In order to transact business, a quorum must be in attendance. For purposes of this Section, a quorum is defined as six (6) persons.
Section 2: Standing Committees
- Membership Committee – This Committee shall consist of a chairperson and three (3) members appointed yearly by the President at the February general meeting. The duties of this committee are to encourage and solicit members through contact with parents of students in the music department as well as other interested parties.
- Ways and Means Committee – There shall be two Ways and Means Committees – one for the vocal department and one for the instrumental department. Each committee shall consist of the chairperson (Vice-President) and at least three (3) members appointed by the President. The duties of these committees will be to promote the purposes and interests of the Corporation and organize those functions deemed appropriate for the purpose of raising funds. No fund raising activities shall be conducted without prior approval of this committee and the Executive committee.
- Uniform Committee – This committee shall consist of at least two (2) members appointed by the respective Music Department Director. The duties of this committee will be to assist with the care and fitting of uniforms or other Music Department apparel.
- Competition Committee – This committee shall consist of a chairperson and as many individuals as deemed necessary to effectively plan, organize and conduct an annual Band Competition and/or a Show Choir Competition. The chairperson shall be appointed by the April general meeting and serve for at least one year. The prior chairperson will be an automatic member of the committee the following year.
- Chaperone committee – This committee shall consist of the appropriate Music Department Director and two (2) members of the Executive Committee. The duties shall be to appoint sufficient chaperones for each function necessitating the assistance of chaperones.
- Any other committee deemed necessary may be appointed by the President or by the Music Directors.
ARTICLE X – Distribution of Net Profits
Section 1: Specified income: All funds raised for a specified purpose shall be used only for that specified purpose unless subsequently transferred upon approval of the membership at a regularly scheduled meeting. Ten (10) percent of all specified income shall be set aside and recorded in the uniform fund.
Section 2: Unspecified income: All unspecified income shall be deposited to the General Fund of the Corporation. Ten (10) percent of all unspecified income shall be set aside and recorded in the Uniform Fund. The remaining ninety (90) percent shall be distributed, as needed, by the Executive Committee to the other funds of the Corporation to meet budget obligations.
ARTICLE XI – Amendments
These By-laws may be amended at any general meeting of the Corporation by a
two-thirds vote of the voting members present in accordance with Robert’s Rules of Order.
ARTICLE XII – Rules of Order
The rules contained in Robert’s Rules of Order Revised shall govern this Corporation in
all cases in which they are applicable and in which they are not inconsistent with the
ARTICLE XIII – Review of books
A review of the books shall be conducted whenever new Treasurers takes office. A yearly review will be conducted by an independent accountant prior to December 31 of each year. One surprise review may be conducted provided the Treasurers receives at least 24 hours notice.
Revised March 2013
Approved May 2013