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Choral Association Bylaws

ARTICLE I: ORGANIZATION

 

The name of this organization shall be: Milton Choral Association, Inc. (hereafter MCA). This organization is a non-profit group incorporated under the laws of the State of Georgia and is used exclusively for educational purposes.

 

ARTICLE II: OBJECTIVES

 

  1. To facilitate and promote all choral activities in the school among faculty, staff, and students and in the community.

  2. To provide funding for student participation through the use of fees, fundraising and contributions.

  3. To promote closer contact and cooperation among the Choral Director(s), the administration, the community, and the parents of chorus members in an effort to maintain and continue building a strong choral program.

 

ARTICLE III: POLICIES

 

  1. The Choral Director(s) will have the final decision on all activities pertaining to the choral program.

  2. The MCA will comply with published Fulton County Board of Education (hereafter known as FCBOE) and Milton High School (hereafter known as MHS) guidelines and procedures.

  3. Official acts by the MCA and/or MCA Board must comply with the bylaws.

  4. Funds raised by the MCA shall not benefit or be distributed to its members, officers, or other private parties associated with the program.

  5. The organization shall be authorized and empowered to make payments in compliance with the educational purposes as allowed in the Internal Revenue Code Section 501(c)(3).

  6. The organization shall not participate in or be affiliated with any political campaign on behalf of or in opposition to any candidate for public office. It shall also refrain from carrying on propaganda or attempting to influence legislation.

  7. MCA shall not carry on activities that are not permitted by a corporation exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code.

 

ARTICLE IV: MEMBERSHIP

 

  1. Any interested person(s) of the community may be a member of the MCA.

  2. Voting privileges shall be restricted to members who have children actively participating in the Milton Choral Program and who are present at the meeting at which a formal vote is held.  The exception to this rule is the Alumni Liaison Member-At-Large position.

 

ARTICLE V: OFFICERS

 

  1. Officer Positions: There shall be no fewer than one (1) officer per office, and no more than eleven (11) officers total:

    • Co-Presidents – Incoming and Outgoing - with alternating two-year terms; two (2) members

    • Co-Treasurers - Payables and Receivables - with alternating two-year terms; two (2) members

    • Secretary

    • Vice President – Music Events

    • Vice President – Student Events

    • Vice President – Ways and Means

    • Vice President – Marketing

    • Vice President – Communication

    • Alumni Liaison – Member at Large

  2. Term Limits: All terms shall be for a minimum of one (1) year, except for Co-Presidents and Co-Treasurers, which shall be two (2) year alternating terms. No officer may serve more than four consecutive (4) years in the same position with the exception of the Alumni Liaison Member at Large.

  3. Term Start Date: Officers shall be elected by majority vote prior to the annual spring general meeting. The new officers will officially take office July 1st of each year; however, they will work with the outgoing Board for the months of May and June. The incoming Board will be installed at the spring general meeting (Banquet).

  4. Slate of Officers and Election Ballot: An email announcing the slate of officers for the upcoming year will be sent to the general membership in April listing any person running for an office. The slate of officers will be available for viewing online for 30 days before voting begins, allowing anyone that would like to consider a position time to declare their interest to an MCA Board member. At the end of the 30-day period, online voting shall officially begin. The ballot shall include a space for “write in” candidates. The votes will be tallied by the outgoing President and an additional designated board member; new officers notified; and the slate of new officers announced to the general membership prior to the spring general meeting. The new board members will attend the final MCA Meeting in April, just prior to the spring general meeting, to begin the transition process.

  5. Voting: MCA members shall vote for officers via ballot when multiple candidates are presented for any given office. A verbal vote may be called on for offices in which only one candidate is running.

  6. Removal of Board Members: The MCA Board or general membership may ask for the resignation of a member of the Board via a majority vote. If the member does not give their resignation, then the general membership reserves the right to remove the member via a separate 2/3 majority vote.

  7. Resignations: If the President should resign, then his/her resignation must be tendered to the Executive Board. All other offices may resign to the Co-President(s).

 

ARTICLE VI: MCA BOARD

 

  1. The Executive Board shall consist of the Choral Director(s), the Co-President(s), and the Co-Treasurer(s).

  2. Only Choral Association members who have child(ren) actively participating in the MHS Choral program may serve as elected members of the MCA Board. The exception to this rule is the Alumni Liaison Member-At-Large position.

  3. Each voting office or chair on the MCA Board shall exercise only one (1) vote.

  4. In the case that the office of President should become vacant, the Board will elect an interim President until a formal vote can be made with the membership of the MCA.

  5. In the event that any other office or chair becomes vacant the Executive Board shall appoint one of the board members or a member of the general membership to temporarily hold the responsibilities and duties of the vacant office or chair. In the case of a board member being appointed, that board member shall still exercise only one (1) vote.

  6. The Choral Director(s) may not be designated as an interim officer or chairperson.

  7. The temporary appointments and vacant office shall be filled at the next regular meeting by a majority vote of the membership present.

 

ARTICLE VII: FISCAL RESPONSIBILITIES

 

  1. The MCA Board shall be accountable for the dispersal of all funds.

  2. All purchases over $250.00 must be approved by a majority vote of the MCA Board. Purchases under $250.00 must be approved by a majority vote of the Executive Board.

  3. Any expense not approved by the MCA Board or Executive Board does not have to be approved for reimbursement.

  4. The Co-Treasurer(s) and Co-President(s) are authorized to establish bank accounts or other financial accounts on behalf of the Choral Association only by a majority vote of the MCA Board and approval of the Choral Director(s).

  5. Only the Co-President(s) and Co-Treasurer(s) shall have signature authority on any and all bank accounts involving the MCA.

  6. All checks written must contain two (2) signatures.

  7. In the event that a reimbursement check is written for either the Co-President(s) or Co-Treasurer(s), said officer may not sign his/her own check. It must contain two (2) other signatures to be valid.

 

ARTICLE VIII: AMENDMENTS

 

  1. Any voting member may make a motion to amend the bylaws.

  2. The proposed amendment(s) must be submitted in writing to the MCA Board. The proposed change(s) may be emailed to the general membership prior to the general meeting or may be read at a general meeting to the general membership. The amendment shall be voted on at the next general meeting.

    1. Amendments must be passed by a 2/3 majority vote of the MCA Board AND a simple majority vote of the general membership to be ratified OR

    2. Amendments must pass an absolute 2/3 majority vote of the general membership to be ratified.

  3. Amendments pertaining to the MCA Board shall become effective at the start of the next fiscal year (July 1st). Amendments pertaining to fiscal operations shall become effective immediately upon acceptance by the MCA Board and the general membership. The Secretary shall file a copy of the new by laws. An updated copy of the new bylaws shall be emailed by the Secretary to each MCA Board member.

 

ARTICLE IX: FISCAL YEAR

 

  1. The fiscal year runs from July 1 to June 30

 

ARTICLE X: MEETINGS

 

  1. The MCA Board shall meet monthly during the school year. Special Meetings of the MCA Board shall be called by the Choral Director(s) or the President. A quorum shall consist of ½ + 1 of the voting board members.

  2. All official monthly meetings of the MCA Board shall be open to all members of the Choral Association.

  3. There shall be no fewer than two (2) general meetings throughout the school year with the first occurring in August and the last occurring in May. These meetings will be published at least one week in advance for the general membership.

  4. A quorum to have a general meeting consists fifty (50) members of which five (5) must be officers.

  5. Special general meetings may be called by the President or Choral Director(s) and the general membership shall be given at least one-week notice.

  6. The final annual meeting shall occur at the general meeting in May. All officers should give summation reports for the year. All new MCA Board members shall be introduced, and they shall be officially installed into their new positions.

  7. The MCA Board meeting prior to the Annual Meeting shall consist of all current board members as well as board members elect.

 

Order of Business:

Call to Order

Secretary Report

Treasurer Report

Committee Reports, Choral Director(s), guest speakers, etc.

Unfinished Business

Old Business

New Business

Adjournment

 

ARTICLE XI: DUTIES OF THE OFFICERS

 

  1. The outgoing Co-President shall preside at all meetings; shall be a member ex-officio of all committees; and shall perform all other duties usually pertaining to this office: preside over meetings, oversee all Vice Presidents and their committees, and act as a liaison between the Milton Choral Association and Milton High School faculty, staff, administration, and other Milton High School booster clubs.

  2. The incoming Co-President shall attend all meetings and preside over meetings when the outgoing Co-President is unavailable. The incoming Co-President shall serve as the Volunteer Coordinator.

  3. The Secretary shall have charge of and keep a full report of all meetings; record minutes and have available all previous meeting minutes and publish minutes.

  4. The Co-Treasurer(s) shall have charge of all finances; receive and record money; keep an accurate report of all financial transactions; maintain a local bank; present financial reports for each meeting; present books for end of year audits.

  5. Vice President – Music Events shall be responsible for coordinating and overseeing all music and performance-related. Examples include the Fall Musical, Spring Cabaret, all Chorus Concerts, LGPE, Patron Sponsorships, and other related off-site performances.

  6. Vice President – Student Events shall be responsible for coordinating and overseeing of all non-music related student activities as well as serve as a liaison with the student Choral Council. Examples include Choir Retreats and the Banquet.

  7. Vice President – Ways and Means shall be responsible for coordinating and overseeing fundraisers and attire needs such as: Attire sizing and orders, Spirit Wear, and all Fundraising Efforts.

  8. Vice President – Marketing shall be responsible for overseeing our business sponsor relationships. This includes developing sponsorships, managing in-kind donations, and overseeing the sponsorship program.

  9. Vice President – Communication shall be responsible for the communication between program, parents and producer of digital media for programs and events. This includes regular Newsletters, Concert Programs, Social Media, and the Website.

  10. Alumni Liaison: Should be the liaison between alumni, MCA, and the Director(s). Will oversee Alumni outreach and choir scholarships.

 

Vice Presidents can appoint a committee or committee chair to serve as lead coordinator for events they oversee.

 

ARTICLE XII:  OFFICER INDEMNIFICATION

 

  1. Any Board Member shall be liable hereunder for only their own gross negligence, willful misconduct or bad faith.  The MCA Board agrees to indemnify the Board Member and save it harmless against any and all liabilities, including judgments, costs and reasonable counsel fees, for anything done or omitted by the Board Member in the execution of this Agreement, except as a result of the Board Members gross negligence, willful misconduct or bad faith.

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